Title: How to Place a Task Order Against GSA IT Schedule 70
1How to Place a Task Order Against GSA IT
Schedule 70 Contract
2Agenda
3ITS offers government access to the spectrum of
IT products and services, and to strategic
solutions that meet customer needs
4ITS delivers products and services through four
main channels
- ITS helps government execute its core mission by
making IT acquisitions - Faster
- Cheaper
- Easier
5Benefits of IT Schedule 70
- A streamlined, convenient, money-saving, and
time-saving tool for obtaining the commercial
goods and services needed to satisfy recurring
requirements. - Reduce administrative burden.
- Leveraging buying power through volume.
- Can incorporate non-conflicting terms and
conditions. - Schedule order lead-time is 1/2 of traditional
RFP acquisition lead-time.
- The Schedules program strongly supports small
business, women-owned small business and small
disadvantaged business participation. - Volume discount pricing.
- Wide selection of contractors.
- Direct relationship with contractor.
- Schedule orders count toward small business
goals. - All applicable laws and regulations have been
applied by GSA.
6Methods of Ordering
7Methods of Ordering 8.405-1 Ordering
procedures for supplies, and services not
requiring a statement of work
- A statement of work is not required for supplies
and services that are listed in the schedules
contracts at a fixed price for the performance of
a specific task (e.g., installation, maintenance,
and repair) - For orders at, or below, the micro-purchase
threshold, place orders with any Federal Supply
Schedule contractor that can meet the agencys
needs - For orders exceeding the micro-purchase threshold
but not exceeding the maximum order threshold,
survey at least three schedule contractors
through the GSA Advantage! on-line shopping
service, or review the catalogs/pricelists of at
least three schedule contractors - For orders exceeding the maximum order threshold,
shall survey catalogs or pricelists of three or
more schedule contractors, seek price reductions
from the schedule contractors considered to offer
the best value
8Methods of Ordering8.405-2 Ordering procedures
for services requiring a statement of work
- For orders at, or below, the micro-purchase
threshold, place orders with any Federal Supply
Schedule contractor that can meet the agencys
needs - For orders exceeding the micro-purchase
threshold, but not exceeding the maximum order
threshold, provide the RFQ (including the
statement of work and evaluation criteria) to at
least three schedule contractors that offer
services that will meet the agencys needs - For orders exceeding the maximum order threshold,
provide the RFQ (including the statement of work
and evaluation criteria) to three schedule or
more schedule contractors that offer services
that will meet the needs of the ordering
activity establish the BPA with the Schedule
contractor that represents the best value
9Methods of OrderingNon-schedule Items FAR
8.402(f)
- An ordering activity contracting officer may add
items not on the Federal Supply Schedule to a
Federal Supply Schedule blanket purchase
agreement (BPA) or an individual task or delivery
order only if - All applicable acquisition regulations FAR and
Agency supplements have been followed - (e.g., publicizing (Part 5), competition
requirements (Part 6), acquisition of commercial
items (Part 12), contracting methods (Parts 13,
14, and 15), and small business programs
(Part 19)). - The items must be clearly labeled non-schedule
on the task order. - Ordering Activity has determined price
reasonableness for the open market purchase. - All clauses applicable to items not on Schedule
are included in the order. - The total dollar amount for open market
(non-schedule) items is less than 3000 per task
order.
10Methods of Ordering Non-schedule Items FAR
8.402(f) Cont...
- Agencies must follow applicable regulations when
purchasing Non-Schedule items - Pyxis Corp., B-282469, B-282469.2, July 15, 1999
- SMS Systems Maintenance Services, Inc.,
B-284550.2, August 4, 2000 - T-L-C Systems, B-285687.2, September 29, 2000
- FAR 51 Deviation (implementation is coming soon)
11Methods of OrderingSchedule Pricing
- Supplies offered on the schedule are listed at
fixed prices. - Services offered on the schedule are priced
either at hourly rates, or at a fixed price for
performance of a specific task. - GSA has already determined the prices of supplies
and fixed-price services, and rates for services
offered at hourly rates, under schedule contracts
to be fair and reasonable. - Although GSA has already negotiated fair and
reasonable pricing, ordering activities may seek
additional discounts before placing an order (see
8.405-4).
12The Task Order Process
13Steps to Issuing an IT Schedule 70 Task Order
- Acquisition Planning
- Market Research
- Request for Quotation (RFQ) Development
- RFQ Considerations
- Issuance of Request for Quotations
- Evaluation of Quotes
- Evaluation Considerations
- Evaluation Best Practices
- Award Decision
- Post-Award Documentation
14A. Acquisition Planning FAR 8.404 (c)(1)
- Acquisition planning--Orders placed under a
Federal Supply Schedule contract - Are not exempt from the development of
acquisition plans (see Subpart 7.1), and an
information technology acquisition strategy (see
Part 39) - (2) Must comply with all FAR requirements for a
bundled contract when the order meets the
definition of bundled contract (see 2.101(b))
and -
- (3) Must, whether placed by the requiring
agency, or on behalf of the requiring agency, be
consistent with the requiring agencys statutory
and regulatory requirements applicable to the
acquisition of the supply or service.
15B. Market Research
- Documented market research with suggested
Schedule sources FAR 10.001(a) - Purchase request, evidence of availability of
funds and Government estimate of order price FAR
4.803 - Commerciality of services FAR 12, Schedule
contract scope - GSA eLibrary SIN descriptions and GSA Advantage!
Schedule pricelists consulted Schedule contract
scope - Socio-economic goals
- Complexity of requirement
16C. RFQ Development
- Agency identifies a need for services with or
without a statement of work - Performance-based Statement of Work (SOW)
- Labor Hours
- Time and Material
- Evaluation Criteria
- Period of Performance
- Industry Idiosyncrasies
- Services Required
- Appropriate Performance Measurements and Criteria
- Special Requirements (security clearance, special
equipment, CADD/GIS, etc.) - Location of Performance of Work
- Deliverables and Delivery Schedule
- Applicable Standards and Specification References
- Acceptance Criteria
-
17D. RFQ Considerations
- The RFQ may request contractors to submit a
project plan for performing the task and past
performance information for performing tasks of
similar size and scope. - The RFQ must identify evaluation factors to
establish the basis of award used for selection. - Following initial evaluation of catalogs and
price lists, COs should forward the RFQ to a
minimum of 3 schedule contractors, if the order
is estimated to exceed the micro-purchase
threshold, but not exceed the maximum order
threshold. - Preference for small business firms.
- Oral presentations may be utilized in lieu of
written technical proposals. - Minimize contractors costs associated with
responding to RFQs.
18D. RFQ Considerations Cont
- For orders estimated to exceed the maximum order
threshold, RFQ should - Supplies, and Services Not Requiring an SOW
Follow the same procedures for orders exceeding
the micro-purchase threshold, except review
additional Schedule contractors' pricelists (the
GSA Advantage! online shopping service may be
used to facilitate this review) evaluate seek
price reductions and make a best value
selection. - Services Requiring an SOW Follow the same
procedures for orders exceeding the
micro-purchase threshold, except transmit the RFQ
(including the statement of work and evaluation
criteria) to additional Schedule contractors that
offer services that will meet the needs of the
ordering activity evaluate responses (using the
evaluation criteria provided in the RFQ) seek
price reductions and make a best value
selection. When determining the appropriate
number of additional Schedule contractors, the
ordering activity may consider the complexity,
scope, and estimated value of the requirement,
and the market search results
19E. ISSUANCE OF RFQ
- Agency issues a Task Order Request, a Request for
Quote, or Proposal using the SOW, or LOE and
specifies type of contract - Firm Fixed Price (FFP), or
- Labor Hour or
- Time and Materials (TM) with a Not To Exceed
(NTE) Ceiling Price - (LOE TM vehicles require DF)
- Task Order(s) may be performance based IAW FAR
37.6 - Agency can issues Task Order Request via eBuy
Email, etc However, FAR 5 is NOT applicable
20F. Vendor Quotes
- Contractors submit either a firm fixed price or a
ceiling price (labor-hour/Time Material) quote.
A ceiling price must be established for
labor-hour and Time Material orders. - Price quotes must be based upon the IT Schedule
70 contract and consider mix of labor categories
and level of effort. - Orders may be written to include travel costs or
other direct costs in the firm fixed price or
provide for reimbursement of travel costs at FTR
rates.
21G. Evaluation Considerations
- When evaluating contractor quotes for services
and making a best value determination, consider
the following criteria - Quality of past performance / Quality of
experience, size scope relating to
requirements To what extent did the contractor
demonstrate compliance with prior contract
requirements for similar work and scope, accuracy
of reports, timely delivery and technical
excellence. - Price performance To what extent did the
contractor perform within or below the total
price, and performance in a current, accurate and
timely manner. - Schedule performance To what extent did the
contractor meet milestones, was responsive to
technical direction, and completed services
on-time and in accordance with established
schedules. - Price To what extent did the labor mix and level
of effort proposed demonstrate the contractors
understanding of the requirement - MUST EVALUATE OFFER(s) AGAINST THE EVALUATION
FACTORS STATED IN THE RFQ
22H. Evaluation Best Practices
- Agencies can use "best value" criteria for the
placement of orders. However, if a formal FAR
Part 15 negotiation process or something akin to
it is utilized, GAO may use FAR Part 15 as
guidance in reviewing an agency's actions. - ACS Government Solutions Group, Inc., B-282098.2,
B-282098.3, June 2, 1999 - The Government Accountability Office (GAO) has
stated that FAR Part 15 does not apply to FSS
orders. - Computer Products, Inc., B-284702, May 24, 2000
- The Multiple Award Schedules (FSS) Program is a
streamlined process do not use complex Federal
Acquisition Regulation (FAR) Part 15 procedures
for an FSS order. The United States Court of
Claims has specifically held that FAR Part 15 is
not applicable to FSS orders. - Ellsworth Associates, Inc. v. United States, 45
Fed. Cl. 388 (1999) - Discussions with contractors are not required
when using FSS ordering procedures can seek
additional information regarding a request for
quotations without triggering discussion rules - Intelligent Decisions, Inc., B-274626.2
23H. Evaluation Best Practices Cont
- GAO sustained protests where the agency
improperly failed to evaluate offers consistent
with the instructions to Schedule contractors in
the request for quote. - ACS Government Solutions Group, Inc., B-282098,
B-282098.2, June 2, 1999 - There is no requirement to identify detailed
evaluation criteria but, at a minimum, identify
the basis on which the selection is to be made. - Tell contractors what the plan is and adhere to
it - Evaluate in accordance with stated selection
methodology and/or criteria - COMARK Federal Systems, B-278343.2, January 20,
1998, 98-1 CPD 34 Amdahl Corporation, B-281255,
December 28, 1998 - When an agency knows that its requirements can be
met under either one of two different Schedules,
it is not reasonable to issue an order to the
sole vendor capable of performing under one
Schedule without also reviewing the prices
offered by several vendors capable of performing
under the other Schedule - REEP Inc., B-290665, September 17, 2002
24I. Award Decision
- After responses have been evaluated against
evaluation factors identified in RFQ, award order
to IT Schedule 70 contractor representing best
value. - Best value considerations may include (see FAR
8.404) - Special features required for effective program
performance - Trade-in considerations
- Probable life cycle of item selected compared
with comparable item - Warranty considerations
- Maintenance availability
- Past performance
- Environmental and energy efficiency
considerations - (Make sure these considerations are traceable to
your evaluation criteria)
25J. Post Award Documentation
- File documentation should include, at minimum
- Purchase Request
- RFQ/SOW
- Contractors solicited
- Task order award document/attachments
- If other than a firm fixed price task order is
awarded, state basis for the determination to use
a labor hour or TM order. - Selection decision including evaluation of
contractor prices that formed the basis for
selection and rationale for trade-offs made in
the selection.
26Reminder
- Price reasonableness has been determined
- Although GSA has determined that the prices for
services contained in the contractors price
lists are fair and reasonable, COs must consider
level of effort and mix of labor to perform the
specific task and for making a determination that
the total firm fixed price or ceiling price is
fair and reasonable. In addition GSA encourages
CO to negotiate for further discounts when
procuring off Federal Supply Schedule.
27Avoid Trouble
- DOCUMENT DOCUMENT DOCUMENT
- In the case of a conflict between a delivery
order and the underlying FSS contract, the
contract controls avoid unnecessary contractual
language in a request for quotations that may
confuse or frustrate a contractor Intelligent
Decisions, Inc., B-274626.2, December 23, 1996. - Where an agency is making a purchase from the FSS
program, it is not required to engage in "equal
discussions" with FSS contractors rather, it may
solicit information from only one contractor
without affording another FSS contractor a
similar opportunity to clarify the terms of that
contractor's FSS contract Intelligent Decisions,
Inc., B-274626, B-274626.2, December 23, 1996. - When using a performance-based SOW, allow the
contractors to propose the labor skill mix and
associated hours do not dictate the number of
hours or labor skill mix Computer Products, Inc.,
B-284702, May 24, 2000. - Reasonable to reject unacceptable quotes where
required information is not provided for team
member under planned contract teaming arrangement
Kearny Company, B-298436.2, October 4, 2006.
28GSA Online Resources/Tools
29Schedules eLibrary
- A great resource for market research
- Information on the Terms and Conditions of the
Schedule 70 Contract - Listing of Contractors and Special Item Numbers
(SINs) - Access to most eCatalogs of IT Schedule 70
Contractors
30GSA Advantage!
- Federal Governments premier online shopping
superstore - Facilitates access to more than 40 million
commercial products and services - Enables convenient search feature by keyword,
part number, manufacturer, contractor, and
contract - Streamlines acquisition for Supply Chain and
Schedule Purchases under IT 70
31eBuy
- Facilitates the request for submission of quotes
or proposals for commercial products, services,
and solutions offered through GSA Federal Supply
Schedules and Governmentwide Acquisition
Contracts (GWACs) - Customer prepares RFQ or RFI Online
- Helps Customer to find viable sources of supply
- Prepares RFQs/Define Parameters
- Allows the buyer to procure big-ticket items
32Schedule 70 Resources
- IT Schedule 70 Helpline (General Information)
- 877-446-IT70
- (M-F 800 am - 500 pm EST)
- email it.center_at_gsa.gov
- IT Schedule 70
- http//www.gsa.gov/schedule70
33Thank you for your interest and participation!
ITS can help make all of your IT acquisitions
faster, cheaper and easier
33
34Questions?