Contract/Award modification is a generic term meaning any written change in the terms and scope of the contract. The terms "modification" and "change" are often used interchangeably.
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Basics of Award Modifications
The contracting officer is the only person who has the authority to change the terms of the award by processing a modification to a Government award.
When a Vendor feels that a change in the contract is necessary, the Vendor must notify the Government Contracting Officer, in writing, as soon as possible. The preferred method is with a Post Award Request. See Submitting a PAR in DLA's Internet Bid Board System (DIBBS).
Common issues requiring a contract modification:
- Vendor or Customer Requests to Cancellations
- Waivers/Deviations – also called Request for Variance
- Delivery Extension Requests
- Financial Issues
- Award Protests
- Quantity Change Requests
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How To Know if an Award has a Modification
When a modification (Mod) is issued, the Mod is posted to DIBBS. The system will generate an email that informs the Vendor and provides a link to retrieve the document.
The Vendor must ensure their point of contact information is up to date in SAM.gov to receive notifications that awards and modifications have been issued. Also, the Vendor will need to register in DIBBS .
Users cannot change this information in DIBBS, but updates occur daily from the System for Award Management (SAM.gov).
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Unilateral Modifications:
- Requires one signature:
- A modification that is signed only by the Government Contracting Officer (KO) of the issuing agency (e.g., DLA Aviation)
- Is used to:
- Make administrative changes such as changes that do not affect the rights of the parties (e.g., a change in payment office, the appropriation data, etc.)
- May include Government corrections to an award error such as:
- Pricing
- Delivery
- Item Description
- Place of Inspection
- Clauses
- Quantity
- Shipping Information
Based on FAR 52.243-1 Changes–Fixed Price clause, the Government has the right to unilaterally make specific changes to an award within its general scope which may include drawings/designs/specifications, method of shipping or packing, and place of delivery.
To review for more information, the Vendor should confirm the reference to the Master Solicitation guide is included or FAR clause 52.243-1 is in the Contract Clause Section I of the award.
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Bilateral Modifications:
- Signed by the Vendor and the Government Contracting Officer
- Must have two signatures
- Vendor signs first
- Government Contracting Officer (KO) second
- Used to:
- Modify a Contract or a (Binding) Delivery Order
- Modify a Purchase Order
- Definitize Letter Contracts
A Vendor may request a contract modification when the reason for a modification falls into one of the following three categories (below are examples; list is not all-inclusive):
- Beyond the Vendor's control, as in:
- An excusable delay
- A settlement for termination for convenience of the Government
- A stop-work order
- Due to action by the Vendor, as in:
- A company name change
- The submission of value engineering change proposal
- An offer of consideration for other than an excusable delay
- Required by the contract, as in:
- An economic price adjustment
- A Department of Labor wage rate increase when exercising an option on a service contract
- A price redetermination
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Terms Glossary
Find meanings for acronyms, abbreviations, and codes used throughout the process article below in the table:
| Term Used |
Meaning/Definition |
| DIBBS |
DLA's Internet Bid Board System |
| FAR |
Federal Acquisition Regulation |
| KO |
Contracting Officer |
| Mod |
Modification |