Plan price changes around your actual EPA method

Published by Federal Bid Partners LLC · October 26, 2026 · Price changes

An internal forecast does not change a Schedule price. Start with the economic price adjustment method in the applicable contract. GSAR 552.238-120 describes adjustments under the established EPA method and requires supporting information for a request. It also addresses effective dates and updating pricing and catalog data. Read your agreed method before assuming a particular index, percentage, timing, or limit applies. Economic price adjustment clause.

Create a price-change register

Use columns for affected offering, current authorized price, governing method, triggering condition, supporting record, proposed price, requested date, approval state, and implementation owner. Keep “forecast,” “request prepared,” “request submitted,” and “approved” as separate states. That prevents a sales spreadsheet from showing a requested increase as if it were already in effect.

Record the exact version of any index or established-pricing source you use. If the method calls for a particular series or measurement period, use that series and period. A similarly named public index may move differently and cannot be substituted merely because it produces a preferred result.

A fictional scenario

Walnut Services has an internal planning rate of $120 for a service unit. Its managers forecast a 4% cost increase and model $124.80 for a future period. They label this a budget scenario. The contract manager then checks the contract's agreed EPA method, supporting evidence, and timing conditions before deciding what request, if any, is appropriate.

The customer-facing price list continues to reflect the authorized information while the request is pending. When a modification is approved, Walnut records its effective date and identifies which quotations and catalog actions need review. It checks existing orders separately rather than assuming an increase automatically changes every previously issued order. The fictional numbers demonstrate process states, not a permitted escalation rate.

Reconcile the downstream records

Prepare an implementation checklist before the determination arrives. Identify the price file, quoting tool, contract record, catalog process, finance system, and staff notice that may require action. Assign an owner to each. A technically approved change can still create errors if the quoting team uses an old number or accounting applies the new number to the wrong period.

• Locate the exact EPA method and applicable clause.
• Verify triggers, timing, frequency, and any limits.
• Trace each requested figure to supporting evidence.
• Keep forecasts and requests separate from authorized prices.
• Record the modification and effective date.
• Reconcile affected catalog and quotation records.

GSA's modification guidance points contractors to the applicable process and current catalog resources. Use those instructions with your contract instead of treating a private change register as a submission mechanism. GSA modification guidance.

Finish with a short decision note that someone can understand months later: what changed, why the method supported the request, what was approved, and when the team implemented it. Preserve rejected or partial requests too, because they explain why the current price may differ from an earlier forecast.