VA FEDERAL SUPPLY SCHEDULE PROGRAM

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VA FEDERAL SUPPLY SCHEDULE PROGRAM

• THE BASICS

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• WHAT IS THE FEDERAL SUPPLY SCHEDULE PROGRAM?

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WHAT IS THE FSS PROGRAM?

• IDIQ CONTRACTS
• Multiple companies supplying comparable
  commercial supplies and services
• NATIONAL CONTRACTS
• Awarded to responsible FSS contractors for the
  provision of supplies and services at negotiated
  prices, terms and conditions.

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AUTHORITY FAR 8.402(a) GSA delegated the
responsibility for the Federal Supply Schedule
program for medical care related supplies,
equipment, pharmaceuticals and services to
Veterans Affairs National Acquisition Center (VA
NAC)
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WHAT IS THE FSS PROGRAM?

• LINE ITEMS ARE STRUCTURED BY
• Product/Service Groups
• Federal Supply Class (FSC)
• Product Service Codes (PSC)
• Products/Services
• Special Item Numbers (SINs)
• Identified Subcategories

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VA FEDERAL SUPPLY SCHEDULES
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VA FSS PROGRAM

• Overview

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TRAITS OF THE VA FSS PROGRAM

• Multiple Award Schedule
• Open and Continuous Solicitation Cycle
• Multi-year 5 year base with option to extend up
  to an additional 5 years
• Fixed-Price Contract with Economic Price
  Adjustment

• Indefinite Delivery, Indefinite Quantity (IDIQ)
• National World-Wide Coverage
• FOB DESTINATION
• 48 States and Washington , DC
• POE AK, HI, PR
• Industrial Funding Fee incorporated in price

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VA MEDICAL PRODUCTS NEGOTIATED TERMS

• Basic Discount
• Quantity Discount
• Payment Terms
• Minimum Order
• Delivery Time
• Normal
• Expedited
• FOB Points
• Warranty Provisions

• Return/Exchange Goods Policy
• Installation/Training
• Rental/Lease Agreements
• Medical equipment only
• Service Agreements
• Software Licensing Agreements
• See next slide

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FAR 52.227-14 RIGHTS IN DATA (GENERAL)(DEC
2007)(ALT III DEC 2007)

• Covers the rights of the Government and
  contractor
• Precludes need for additional Software Licensing
  Agreements
• DO NOT SIGN ADDITIONAL SOFTWARE LICENSING
  AGREEMENTS!

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MODIFICATIONS

• Contractors are able to MODIFY their contracts,
  including
• PRODUCT ADDITIONS
• PRODUCT DELETIONS
• PRICE REDUCTIONS (temporary/permanent)
• ECONOMIC PRICE ADJUSTMENTS (price increase)
• ADMINISTRATIVE CHANGES (warranty terms, contract
  administrator, delivery times, etc.)

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PRICE REDUCTIONS

• 552.238-75 PRICE REDUCTIONS (May 2004)
• Price Reductions clause provides price protection
  and allows customers to more effectively leverage
  the buying power of the FSS program.
• BEST PRACTICE
• Ordering activities may seek additional discounts
  and concessions when placing orders under FSS
  Schedule contracts

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PRICE REDUCTIONS

• Look for PRICE REDUCTIONS
• Before a purchase exceeding the MAXIMUM ORDER
• When establishing a locally negotiated BLANKET
  PURCHASE AGREEMENT (BPA)
• BPA annual review
• When supplies are available elsewhere for less
• When CO has evidence that they can get a better
  price

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PRICE REDUCTIONS
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CUSTOMER RESPONSIBILITIES
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VA FSS ORDERING PROCEDURES (supplies)

• THE BASICS

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FAR 8.002 PRIORITIES FOR USE OF GOVERNMENT SUPPLY
SOURCES
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VAAR 808.002 PRIORITIES FOR USE OF GOVERNMENT
SUPPLY SOURCES
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VETERANS FIRST CONTRACTING PROGRAM

• P.L. 109-461 Veterans Benefits, Healthcare, and
  Information Technology Act of 2006
• Changes the priorities for contracting
  preferences placing SDVOSBs and VOSBs first and
  second

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BEST VALUE CONSIDERATIONS

• QUALITY OF PRODUCT
• SPECIAL FEATURES OPTIONS
• WARRANTY TERMS
• MAINTENANCE AVAILABILITY
• DELIVERY TERMS

• PAST PERFORMANCE
• RELEVANT EXPERIENCE
• ENVIRONMENTAL ENERGY EFFICIENCY CONSIDERATIONS
• TRADE-IN CONSIDERATIONS

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FAR 8.406-1 ORDER PLACEMENTREQUIRED INFORMATION

• Shipping billing addresses
• Contract number date
• Agency order number
• FOB delivery point
• Delivery time OR period of performance
• Discount terms
• Special Item Number
• Brief description of each item

• Quantity ordered
• Number of units
• Unit Price
• Total price of order
• Points of inspection acceptance
• Other pertinent data
• Marking requirements
• Level of preservation, packaging, packing

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VA FSS ORDERING PROCEDURES

• PURCHASING PROGRAMS

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FAR 8.405-3 BLANKET PURCHASE AGREEMENTS (BPA)
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HOW MANY BPAs SHOULD I ESTABLISH?

• In determining how many BPAs to establish
  consider
• The scope and complexity of the requirement(s)
• The need to periodically compare multiple
  technical approaches or prices
• The administrative costs of BPA and
• The technical qualifications of the schedule
  contractor(s)

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BPA ANNUAL REVIEW

• ORDERING ACTIVITY THAT ESTABLISHED THE BPA SHALL
  DETERMINE WHETHER
• The FSS contract is in effect and good standing
• The BPA continues to represent the Best Value
• Estimated quantities have been exceeded
• If YES seek additional discounts

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BPA BENEFITS ADVANTAGES

• NEGOTIATE improved discounts
• SATISFY recurring requirements
• REDUCE administrative efforts
• LEVERAGE buying power through volume purchasing

• STREAMLINED ordering procedures
• INCORPORATE contractor teaming arrangements
• QUICK order turnaround
• PERMIT ordering activity to incorporate
  additional terms and conditions (cannot conflict
  with terms of FSS contract)

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CONTRACTOR TEAM ARRANGEMENTS (CTA)

• CONTRACTOR TEAM ARRANGEMENT
• An arrangement between two or more GSA Schedule
  contractors to work together to meet agency
  requirements
• A written agreement detailing the
  responsibilities of each member

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CTA BENEFITS ADVANTAGES

• SINGLE SOLUTION combining products and/or
  services
• OBTAIN complementary capabilities
• BUILD direct relationships with contractors

• OPPORTUNITY for small and small disadvantaged
  businesses
• MAXIMIZE use of one or more GSA Schedules
• Purchase COUNTS towards socio-economic goals

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SOLE SOURCE JUSTIFICATION

• FAR 8.405-6(A)(B)
• JUSTIFICATION
• CO may purchase from only ONE SOURCE if determine
  that the circumstances deem only one source is
  reasonably available
• EXAMPLES exclusive licensing agreement,
  industrial mobilization, urgency, etc.
• Justify need in writing
• Obtain approval at levels specified in
  8.504(b)(1)-(5)

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SOLE SOURCE JUSTIFICATION

• FAR 8.405-7(A)
• POSSIBLE JUSTIFICATIONS
• Single capable source available
• Logical follow-on to existing order
• Item peculiar to one manufacturer
• Urgent/compelling need
• MINIMUM DOCUMENTATION
• Contracts considered
• Note winning contractor
• Description of item(s) purchased
• Amount paid
• Circumstances of restriction of contractor(s)

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FAR 8.405-5 SMALL BUSINESS
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VA FSS ORDERING PROCEDURES

• REMEDIES FOR NON-CONFORMANCE

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FAR 8.406-3 REMEDIES FOR NON-CONFORMANCE

• FAR 52.212-4(A) Inspection and Acceptance
• 8.406-4 Termination for Cause
• 8.406-5 Termination for the Governments
  Convenience

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FAR 52.212-4(A) INSPECTION ACCEPTANCE

• Require REPAIR or REPLACEMENT of non-conforming
  items at no increase of contract price
• Seek EQUITABLE PRICE REDUCTION if
  repair/replacement does not correct defect

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FAR 8.406-4 TERMINATION FOR CAUSE

• NOTIFY FSS CONTRACTING OFFICER (CO) OF
  TERMINATION FOR CAUSE
• COMPLY WITH FAR 12.403
• Seek excess costs resulting from repurchase
• MITIGATE all excess costs
• Notify FSS CO if unable to collect excess
  repurchase costs after final payment

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FAR 8.406-5 TERMINATION FOR THE GOVERNMENTS
CONVENIENCE

• NOTIFY FSS CONTRACTING OFFICER OF TERMINATION FOR
  CONVENIENCE
• COMPLY WITH FAR 12.403
• Enter into a NO COST settlement agreement

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FAR 8.406-6DISPUTES

• NOTIFY FSS CO OF DISPUTE CLAIM
• Ordering activity CO may
• Issue final decisions on PERFORMANCE of the
  order or
• Refer the dispute to the FSS CO
• Refer all disputes related to terms and
  conditions of FSS contract to FSS CO
• Utilize ALTERNATIVE DISPUTE RESOLUTION (ADR) to
  the maximum extent practicable
• Inform FSS CO of ALL resolutions

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VA ELECTRONIC TOOLS
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VA FSS WEBSITES

• FSS HELP DESK
• http//www1.va.gov/oamm/oa/nac/fsss/index.cfm
• 65IIA MEDICAL EQUIPMENT SUPPLIES
• http//www1.va.gov/oamm/oa/nac/fsss/medequipsupfs
  s.cfm
• 621I PROFESSIONAL ALLIED HEALTHCARE STAFFING
  http//www1.va.gov/oamm/oa/nac/fsss/fssproftrain.c
  fm
• 65IB DRUGS, PHARMACEUTICALS, HEMATOLOGY
• http//www1.va.gov/oamm/oa/nac/fsss/pharmfss.cfm
• DENTAL OTHER MEDICAL PRODUCTS
• http//www1.va.gov/oamm/oa/nac/fsss/dentothmedfss
  .cfm

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CONTRACT CATALOG SEARCH TOOL (CCST)

• WHAT IS THE CCST?
• Resource for the latest contract award
  information for
• VA FSS Schedules
• National Contracts
• Blanket Purchase Agreements
• Prime Vendor Contractors
• CCST IS AVAILABLE 24/7 AND UPDATED DAILY

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CONTRACT CATALOG SEARCH TOOL (CCST)

• SOCIOECONOMIC SEARCH
• Identifies all NAC small business sources
• Service Disable Veteran Owned Small Business
  (SDVOSB)
• Veteran Owned Small Business (VOSB)
• 8A
• Hub Zone
• Woman Owned
• CCST IS AVAILABLE 24/7 AND UPDATED DAILY

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GSA eLIBRARY

• WHAT IS GSA eLIBRARY?
• Resource for the latest contract award
  information for
• GSA Schedules
• VA FSS Schedules
• Technology contracts (GWACs, Network Service
  Telecommunication contracts IT Schedule 70)
• Includes up-to-date information on Schedule
  contractors and what items are available
• eLIBRARY IS AVAILABLE 24/7 AND UPDATED REGULARLY

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BENEFITS OF GSA eLIBRARY
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GSA ADVANTAGE!

• WHAT IS GSA ADVANTAGE?
• An online shopping and ordering system
• View and compare thousands of contractors and
  millions of products
• Pay using
• Government-wide commercial purchase card
• GSA Activity Address Code
• DoD Activity Address Code
• GSA ADVANTAGE! IS AVAILABLE 24/7 AND UPDATED
  REGULARLY

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BENEFITS OF GSA ADVANTAGE!
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GSA eBUY

• WHAT IS GSA eBUY?
• An online Request for Quote (RFQ) tool
• Designed to facilitate the request for quote
  process
• GSA eBUY IS AVAILABLE 24/7

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BENEFITS OF GSA eBUY
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VA FSS CONTACT INFORMATION
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FSS SUPPLY CONTRACTS HELP DESK

• FEDERAL SUPPLY SCHEDULE HELP DESK
• PHONE [phone]FAX (708)
  786-4975EMAIL helpdesk.ammhinfss_at_va.gov
• WEBSITE http//www1.va.gov/oamm/oa/nac/fsss/index
  .cfm

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FSS SERVICE BRANCHHELP DESK

• FSS SERVICE BRANCH HELP DESK
• PHONE [phone]
• TDD [phone]FAX (708)
  786-5828EMAIL helpdesk.fss621i_at_va.gov
• WEBSITE http//www1.va.gov/oamm/oa/nac/fsss/fsspr
  oftrain.cfm