7.6.3. Contract Extensions and Bridge Contracts

Contract extension generally refers to the continuation of a contract outside of the contract renewal process. There are multiple scenarios where the state entity may need to extend a contract, including, but not limited to:

• When additional time is needed to complete contract performance at no additional cost (e.g., supplier is delayed in submitting final deliverable);
• To continue existing services at the same terms and conditions, including pricing, for an additional period of time (e.g., state entity requires two additional months of janitorial services due to delay in vacating building); or
• When the state entity requires a good or service on an ongoing basis and the follow-on contract is not ready to be awarded.

 

In the scenarios above, it may be necessary to extend the existing contract or award a short-term sole-source contract to avoid a gap in service. These sole source contracts have been referred to as “bridge contracts.” Extensions of existing contracts and bridge contracts may be necessitated by several different factors, such as delays in the procurement process, unexpected changes to program requirements or supplier protests. Bridge contracts awarded through the sole source process must comply with Section 2.3.2 Sole Source Purchases. Contract extensions shall comply with the processes outlined below.

 

Emergency contracts in excess of twelve (12) months and any renewal or extension of a multi-year emergency contract must be approved by SPD. Requests for approval may be submitted to spdpolicy@doas.ga.gov. See Section 1.3.5.3. Time Limited Emergency Contracts.

 

All contract extensions must occur in writing and require the supplier’s consent. SPD’s prior consent to the contract extension may also be required depending on the type of extension as further described in Table 7.6:

 

Table 7.6 Contract Extensions
State Entity Need	State Entity Authority
State entity has time-limited need of supply, future competitive bid not required	State entity may extend up to six months
State entity requires ongoing source of supply, competitive bid required and posted	State entity may extend up to 12 months
State entity requires ongoing source of supply, competitive bid required and not posted	State entity must request extension and receive permission from SPD by submitting a written request to spdpolicy@doas.ga.gov.

 

The extension is processed using SPD-CP010 Contract Renewal Template. The amendment numbering remains sequential for an extension.