Complex Use of Multiple Award Schedules by Experienced Customers A Power Users Session

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Complex Use of Multiple Award Schedules by
Experienced Customers A Power Users Session
Jeffrey ManthosMark LeeSteve Sizemore
June 10, 2009
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Agenda

• Complex Use of Multiple Award Schedules
• Power User Benefits
• Case Study-AMCOM EXPRESS

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• COMPLEX USE of MULTIPLE AWARD SCHEDULES

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What are your options?

• Other Government IDIQs - May not provide a total
  solution, limited scope of contractors
• Open Market - Lengthy procurement process
  depending on dollar value
• GSA Multiple Award Schedule contracts
• -Offers a broad range of services and products
  so a total solution can be ordered,
  easy to use, can obtain socio-economic goals
  through evaluation process, no maximum
  dollar values, latest technology,
  significant contractor capacity

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How the MAS Program Can Help

• Meet time frames for spending
• Supports firm fixed-price awards
• Specific reporting requirements can be included
  in scope
• Supports socio-economic goals
• Supports competitive procurements
• Total solutions for complex requirements

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Why you should care

• Easy way to buy even complex services.
• Weapon systems development
• Yes, this can be rocket science
• Lets you focus on managing outcomes
• Simplified acquisition method
• Manage more contractors and less paper

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Did You Know Schedules Can Be Use for?

• Recycling computer monitors (Environmental)
• Food service for soldiers in Iraq (Logistics)
• Agency reorganizations even GSAs (MOBIS)
• Aircraft electronic maintenance (Logistics)
• Commercial activity (A-76) studies (MOBIS)
• Translation of Osama bin Laden tapes (Language)

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Flexible Schedule Tools

• Blanket Purchase Agreements (BPAs)
• Contractor Teaming Arrangements (CTAs)

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Blanket Purchase Agreements

• The basics
• Establish a BPA with any schedule contractor
• Used to set up accounts to fill recurring
  requirements
• Need not obligate money
• Can last as long as the contract period
• Review annually for best value
• Contractors prefer GSA BPAs to agency IDIQs/MACs

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Teaming

• Schedule contractors may team with each other to
  provide a total service solution for a customer
• (See FAR 9.6)

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Subcontracting

•  Subcontractors
• Work for prime contractor
• Prime uses MAS schedule contract labor
  categories/rates for its subcontractors
• Subcontractors do not have a MAS schedule
  contract
• Government has no direct involvement with
  subcontractors

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Prime/Subcontractor Relationship
BPAs/Orders Only to Prime (Schedule Contractor)
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MAS Teaming and Subcontracting
Schedule Teaming Requires Teaming Agreement
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CTAs and BPAs Putting It All Together

• Use single/ Consolidated Schedule
• Task Award to a Single Contractor

Aggregate
Your Requirements

• Use Several Schedules
• Award BPAs
• Contractors Team

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Flexible Schedule Tools (summary)

• Wide variety of service Schedules (and products
  too)
• Using BPAs for recurring requirements Multiple
  or Single BPAs
• Subcontracting and teaming for multi-domain
  requirements
• Agencies use BPAs and CTAs together to satisfy
  complex service requirements

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• POWER USER BENEFITS

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GSA Professional Services Schedules

• Professional Engineering Services (PES)
• Environmental Services
• Mission Oriented Business Integrated Services
  (MOBIS)
• Logistics Worldwide (LOGWORLD)
• Language Services
• Consolidated Schedule
• Advertising and Integrated Marketing Services
  (AIMS)
• Financial and Business Solutions (FABS)
• Information Technology Services

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Success Stories

• Army Aviation and Missile Command (AMCOM)
• Marine Corps Systems Command (MARSYSCOM)
• Aeronautical Systems Center, (WPAFB)
• Many Others

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Procurement Objectives

• To fulfill mission needs, agencies require
  contract vehicles that provide
• Flexibility to fulfill the requirement
• Speed to ensure the need is met in a timely
  manner
• Overall value to acquisition and end user
  organizations
• Oversight and control of procurement dollars
• Achievement of small business procurement goals
• Comply with Competition Requirements

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Procurement Contracting Solutions

• Using Blanket Purchase Agreements (BPAs),
  combined with Contractor Teaming Arrangements and
  Subcontractors against GSA schedules has resulted
  in a balance of flexibility, speed and value for
  AMCOM, while ensuring proper oversight and
  control of acquisition dollars, and fostering
  small business procurement goals.

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Customer Specific Benefits

• GSA Manages the Master Contracts
• Additional Discounts at the BPA and/or Task Order
  level
• Dynamic Teaming Arrangements
• Achievement of Small Business Procurement Goals
• Additional Supplier Flexibility via Open
  Seasons
• Can add Clauses that do not Conflict with
  Schedule Contract
• Robust Competition Limited to Schedule and/or BPA
  holders

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Advanced Applications-Best Practices

• Performance Based to Performance Driven
  Acquisition
• Program Management Thru Key Acquisition Metrics
• Harvest Power of Continual Competition
• Create on-going Opportunities for Small Business
  throughout life of program
• Continually Refresh Supplier Base
• Flexible Strategy to Respond to Unknowns
• Smooth Transition

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Power of Continual Competition

• Power Users
• Have on-ramps and off-ramps
• Have sophisticated metrics to evaluate
  performance
• Allocate work based on performance
• Award top performers larger shares
• Performers with low performance move to
  off-ramp
• Add Additional Requirements
• Marshal Resources to Focus on Administration and
  Oversight

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Power of Continual Competition

• Power Users Optimize Use of Performance Metrics
• Contract Specific as Well as Program Specific
• Customer Satisfaction
• Cycle Time-Requirements Definition to Award
• Response (Bid) Rate
• Socioeconomic Support
• Technical Performance and Outcomes Based on QASP
• Administrative Costs Per Task Order

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Small Business Optimization

• Benefits To Small Businesses
• On ramps allow access to new contractors
• Prevents being excluded from opportunities for
  multiple years until new contract awarded
• Preference given to small business during
  evaluations
• Socio-economic credit for small business team
  leads

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Benefits of On-Ramps Thru BPAs

• Reduce Transition Risk
• No Mega Scale Program Change-over
• Continual Opportunity for Small Business
• Not Locked Out for Five Years or More
• As Small Businesses Grow-Bring in New Vendors
• Continual Performance Driven
• Unique Benefit of Schedules

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Policy Regulatory Compliance

• Economy Act
• Mandatory Sources
• Market Research
• Soliciting Competition
• Proper Use of Non-DoD Contracts
• Directed or Assisted acquisitions (MIPRs)
• Small Business Opportunities!
• DoD or agency-unique regulations

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Coalition Building

• Program Managers
• Acquisition Workforce (C/Os, C/Ss)
• Customers/End Users
• Industry
• Small Business Advocates

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Transition Sequence-Timeline

• Acquisition Planning
• Policy Vetting
• Buy-in
• Community Outreach
• Competition
• Award
• Post Award
• Mission Support
• Delivery

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GSA Life Cycle Support

• Transition Strategy
• Schedules Policy Guidance
• Training
• Best Practices
• Industry Outreach
• E-Tools
  

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AMCOM EXPRESS

• EXpedited
• Professional and
• Engineering
• Support
• Services
  

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WHAT IS THE PURPOSE OF EXPRESS

• EXPRESS is AMCOMs Contractual Solution
• Providing
• ADVISORY AND ASSISTANCE SERVICES
• For the
• AMCOM Life cycle Management Command

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• BACKGROUND
• Planning and Execution 2004
• Awarded February 2005

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Market and Customer Research

• One on One Meetings with Industry
• Visited with 02K Primes
• Analyzed Other Agencies Multiple Awards
• One on One with Customers

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Market and Customer Research

• Feedback on 02K (IDIQ)..
• Cumbersome
• Internal Paperwork
• Long Lead times
• Rigid Evaluations
• Adding Subs Difficult
• Customers Moving to GSA to Gain Flexibility
• Limited Marketing
• New Players Locked Out
• Labor Rate Changes
• Adding SMEs Difficult

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What AMCOM Considered

• Improve Existing 02K Concept
• Issue many small stand alone contracts for each
  customer
• Team with GSA using AMCOM BPAs
• Three Options!

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Successful GSA Models..

• Marine Corps Systems Command
• Quantico, VA
• Commercial Enterprise Omnibus Support Services
  (CEOss)
• US Air Force
• Eglin AFB, FL
• Joint Test Evaluation
• US Air Force ASC
• Wright Patterson AFB, OH
• GSA Advisory Assistance Services
• Taking the Best and Improving It!

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Decision.GSA Partnership

• BPAs using GSA Multiple Award Schedules
• Dynamic Teaming
• Electronic Commerce
• Options
• Customer Selections
• Open Seasons
• Evergreen
• Team Members May Get Direct Pay from DFAS
• Fixed Price Rate
• More Labor Categories
• No Problem to Add Subcontractors
• AMCOM Listened to their Customers..

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Applicable GSA Schedules

• Professional Engineering Services (PES)
• Logistics Worldwide (LOGWORLD)
• Mission Oriented Business Integrated Services
  (MOBIS)
• Information Technology (IT)
• Consolidated
• No Schedule Required for Subcontractors
• Primes Must Hold at Least One Applicable Schedule
• Team Members May Hold Any Schedule

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Initial Down Select Process.

• Prime Submits
• GSA Schedule Contract
• Simplistic Capabilities Statement
• Domain Preference
• Government Evaluates
• Performance Capability
• Pricing Structure
• Socio-Economic Benefit

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Time To Get On Schedules

• AMCOM will provide at least 3 months
• Subs do not have to get on schedules
• GSA commitment for industry training
• GSA promise to expedite processing
• Do all companies need schedules to participate?
• Only at Team Leader/Member levels
• Not required for subcontractors

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• Cost to get on GSA Schedules?
• No Costs
• Must take time to apply
• GSA assistance and training
• Will this save money?
• Anticipate rate discounts
• Prime burdens elimination
• Fixed rates
• Less administration for industry results in
  greater efficiency, savings, competitive rates
• Will payment of vouchers be impacted?
• Same as 02K DFAS makes payment

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EXPRESS Continued

• Deployment to Hazardous Duty Locations
• Provisions for deployment in BPA
• Methods for rate adjustments in BPAs
• NAICS Codes
• Are from GSA Schedule
• GSA advised in workshops on proper
  classifications and
• eliminated some existing confusion
• Remittance to GSA (Industrial Funding Fee)
• 0.75

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GSA and AMCOM

• Win-Win Partnership
• Streamlined Process
• Enhance Small Business
• Power of eCommerce

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BPA Evaluation Considerations.

• Teaming/Business Arrangement
• Performance Capability
• Socio-Economic Benefits to Command
• Past Performance
• Pricing Structure

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Task Ordering.

• Competition Between Domain BPA Holders
• Best Value Criteria
• Task Orders May Include Options
• Firm Fixed Price and Time and Materials
• Twenty (20) Days Target Timeline For Processing

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EXPRESS

• Prime Contractors and Team
• Members must hold a GSA
• Schedule
• Team Members utilize their
• own GSA schedule rates
• Team Members sign BPA
• Subcontractors not required
• to hold GSA contract. Perform
• to Primes GSA Schedule rates.

Contractor Teaming Arrangement
DIRECT AWARDS Team Leader may propose that
Task Orders be issued directly to a SB Team
Member AMCOM Receives SB Credit Based on Direct
Awardees' Size
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DOMAINS


Logistics Maintenance Planning Supply Support
Training and Training Devices Logistics Program
Support
Business Analytical Strategic
Planning Communication Support Process
Improvement Support Financial Management Support

Programmatic Resource Management Support Cost
Estimating/Analysis Strategic Planning Analysis
International Program Support Operations
Research and Analysis
Technical Aeromechanics Technology Systems
Engineering Structures and Materials Systems
Simulation and Modeling Software Engineering
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EXPRESS Primary Customers (as of 30 Jun 08)
275 Task Orders Issued
CUSTOMER TOTAL TO
AWARDS AMRDEC 30 PEO
AVIATION 28 AMCOM 12 PEO MISSILES
SPACE 7 LOGSA 9 OTHER 13
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Distribution of Task Orders (As of 30 Jun 08)
67 of TOs Awarded to SBs
Potential Program (including options) 17.06B
DOMAIN TOS TOS DIRECT
OBLIGATED AWARDS TECHNICAL 46
126 18
1.521B PROGRAMMATIC 24 67
6 374.9M LOGISTICS 20
54 5
252.7M BUSINESS ANALYTICAL 10 28
2 87.8M TOTALS
100 275 31 2.24B
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Advantages of EXPRESS
Customer Satisfaction 92 Timeliness
42 Working Days Competition Rate 79
Socioeconomic Program Support 48 obligated
dollars Direct Awards to Small Businesses 10
EXPRESS has processed 7,000 contract actions
with a staff of approx. 25 people
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EXPRESS Open Season

• Possible competition to add new BPA holders
• Lack of adequate competition
• Socioeconomic improvement needed
• Existing primes exit program
• Enhance pool of expertise for new task order
  efforts
• Primes may adjust team members and
  subcontractors
• Facilitates new SB Participation
• Adjustment opportunity for teaming
  arrangements
• OK to Add, Delete, and Change Team Member/
• Subcontractor Status
• FEDBIZOPS

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• Thank you for the opportunity to speak with you
  today!
• QUESTIONS??

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Value Proposition

• Our contracts provide ready to use ordering
  vehicles which cover most projects
• We have the talent you need for your projects
  already under contract
• Awards under Schedules take less time allowing
  the work to begin quicker
• Use your acquisition resources effectively by
  eliminating front-end work
• Free online tools make it easy to get quotes
  fast
• Flexibility to structure your order, your way
  including customized terms and conditions
• MAS can provide total solutions for complex
  requirements including services and products
• BPAs can streamline ordering across the
  organization
• Market research is simple

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We want to be your procurement partner

• National network of customer representatives
  ready to help you
• Thousands of subject matter experts who are
  knowledgeable about their industry committed to
  serving the federal community
• Acquisition professionals who speak your language
  and understand your issues
• FAR compliant contracts

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Small Business Procurement GSA Can Help!

• All small businesses should have the maximum
  practicable opportunity to participate in
  providing goods and services to U.S. Government
  (Small Business Act)
• The Small Business Administrations (SBAs)
  statutory government-wide procurement goals
• 23 of an agencys prime contracts for small
  businesses
• 5 for small disadvantage businesses (prime
  subcontracts)
• 5 for women-owned small businesses (prime
  subcontracts)
• 3 for HUBZone businesses (prime and
  subcontracts)
• 3 for service-disabled veteran-owned small
  businesses (SDVOSBs)
• (prime subcontracts)

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Helpful Web Addresses

• GSA Homepage - www.gsa.gov
• Information About The MAS Program -
  www.gsa.gov/schedules
• GSA Advantage! - www.gsaadvantage.gov
• GSA eLibrary - www.gsa.gov/elibrary
• e-Buy - www.gsa.gov/ebuy

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Helpful Web Addresses

• Schedules Ordering Guide - http//apps.fss.gsa.gov
  /cmls
• Search for Desk Reference Guide
• Customer Service Director Contact Info -
  www.gsa.gov/csd
• Additional Information on Services Schedules
  Ordering - http//schedulesolutions.net/
• Helpful Search Tool - http//sites.google.com/sit
  e/advantageplusbeta/

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Lets Keep In Touch

• Jeff Manthos
• jeffrey.manthos_at_gsa.gov
• [phone]
• Mark Lee
• mark.lee_at_gsa.gov
• [phone]
• Steve Sizemore
• steve.sizemore_at_gsa.gov
• [phone]