Updating Resource Information Through a Modification to an Agreement

If you have a resource that has changed since it was awarded an agreement, you can update the resource information; however, you will need to contact the CO to request a modification to the agreement to get those changes implemented into the agreement.

Once the CO initiates the modification, you will get an e-mail message and an alert message on the main Home page informing you that the agreement you have has a modification.

Business Rules When Updating a Resource on Agreement

When updating a resource on an agreement, you should be aware of the business rules that will be applied.

• You MUST have an active SAM record and your company name, DBA, company address, and mailing address in VIPR MUST match SAM or you will be unable to respond to a modification.
• For standard and/or change end date modifications, you CANNOT change the VIN/Unique ID, Dispatch Center, or Prices (Rates) for your resource. If you make attribute changes, the original attributes will be used for the DPL ranking -- NOT the new attributes.
• For rollover modifications or resource type correction modifications, you CAN change the Prices (Rates), Dispatch Center, and attribute changes, but you CANNOT change the VIN/Unique ID. ANY changes you make will be used to determine the DPL ranking.
• For inspection correction modifications, you CANNOT change the VIN/Unique ID, Dispatch Center, or Prices (Rates). However, any attribute changes you make will be used to determine the DPL ranking.
• If a resource on an agreement has an incorrect VIN/Unique ID, you will need to use Replace Resource option in the Agreement Modification Response wizard. For more details, see "Changing the VIN, Unique ID, or Serial Number for a Used Resource".
• If the resource on an agreement has been suspended, you will be able to respond to subsequent modifications and select the appropriate actions for your resource (No Changes, Updates to Resource, Replace Resource, Withdraw Resource). If you make changes to your suspended resource, those changes will only be applied once a resume resource modification is issued for that suspended resource.
• For Mechanic with Service Truck agreements, you CANNOT use the Updates to Resource option in the Agreement Modification Response wizard to change the mechanic’s first and last name. Instead, you MUST use the Replace Resource option in the Agreement Modification Response wizard to replace the resource with the current mechanic’s name with a different resource with the new mechanic’s name (and a new Unique ID for the new mechanic resource).
• If the changes you make to the resource changes the resource type from what it is on an agreement, then the resource will be disqualified from the agreement. Contact your Contracting Officer to discuss the disqualified resource; you may be able to request a resource type correction modification. For more information, see "Evaluating Resources Disqualified from an Agreement".

To update resource information through a modification to an agreement:

1. From the Alert message, click on the Review Changes link OR from the Home page, click on the My Agreements tab to find the modification in progress. 
2. In the My Agreements table, for the modification, notice the Response Status column has a status of "Awaiting Vendor Signature."
3. In the table, in the Action column, click on the Submit a response to this modification icon () to open the Agreement Modification Response wizard.
4. In the Review Modification step, view the Modification Summary, which includes a description of the modification. For more details, click on the View Mod PDF button ().
5. Click the Continue button to proceed to the next step.
6. In the Apply Resource Changes step, in the Action column, from the drop-down list, select Update to Resource.

NOTES:

- To understand the Action options, click on the Definitions of the Action options link above the table.

- If you have changed a resource so that it no longer qualifies on the agreement, and you respond to a modification without re-qualifying your resource, then you will only see Replace Resource and Withdraw Resource as Action options to select. Contact your Contracting Officer to discuss the disqualification.

7. In the Resource Comparison table, view the changes from your original resource to your current resource, and then click the OK button. (To view the Resource Comparison table, click on the magnifying glass icon ().)

NOTE: Changes to your resource are highlighted in bold, red text in the right column of the Resource Comparison dialog box.

8. Click the Continue button to proceed to the next step.
9. In the Sign Modified Agreement step, read the modification signature statement and if you agree to the statement, select the 'I Agree' check box.
10. Click the Submit button to submit your signed agreement modification submission.

IMPORTANT If your company information is out of sync with SAM or you have an inactive SAM record you will be unable to respond to the modification until you get the SAM issues resolved. For an inactive SAM record, you must resolve the issue outside of VIPR through SAM. For the out-of-sync information, use the "View/Import from SAM" button on the My Company page to import the SAM information into VIPR.

11. Once you receive confirmation that your response was successfully submitted, click the Exit button to exit the wizard.
12. In the My Agreements table, notice the Status column has a status of "Awaiting Contracting Officer Signature."

Once the CO signs the modification, the following occurs:

• In the Status column of the My Agreements table, the status changes to "Active."
• You can view the signed, modified agreement by clicking on the View Agreement PDF icon ().
• You will receive an e-mail confirmation with the signed modification PDF attached, as well.
• On the main Home page, the Alert message about the modification is removed.
• The CO publishes the updated DPLs to the VIPR Web site at https://www.fs.usda.gov/business/incident/dispatch.php.
• The CO publishes the updated agreement to the VIPR Web site at https://www.fs.usda.gov/business/incident/vipragreements.php.

If you have any questions or concerns regarding the modification, contact the CO. Also, you should print the agreement for your records (see "Printing an Agreement").

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