Title: UNDERSTANDING
1UNDERSTANDING
- GENERAL SERVICES ADMINISTRATION
- FEDERAL SUPPLY SERVICE
- MULTIPLE AWARD SCHEDULES
- Larry Fountain (CCAS)
- (404) 894-8832
2CHARACTERISTICS FOR SUCCESS
- DEDICATION
- DETERMINATION
- PERSISTENCE
3U. S. GENERAL SERVICES ADMINISTRATION GSA
- Industrys largest customer for commercial goods
and services - Purchases for civilian and military agencies
- Stocks and distributes common use products
- Operates two huge distribution centers
- Over 7,000 high demand items available for
shipment
4U. S. GENERAL SERVICES ADMINISTRATION GSA
- Special order program
- A buy on demand buying service for ordering
activities - Products purchased have included vehicles,
appliances and furniture
5U. S. GENERAL SERVICES ADMINISTRATION GSA
- Awards Federal Supply Schedule Contracts
- 17.5 billion in sales
- Over four million commercial off-the-shelf
products and services available
6Federal Supply Schedules Program Statistics
- 56 schedules covering various commodities and
services - 17.5 billion program
- 7,972 schedule contract holders
- 6,198 small businesses
- 637 small woman-owned businesses
- 707 small disadvantaged businesses
- 5 years with 3, 5 year renewal periods
7Most Popular Schedules
- Information Technology (IT) - General purpose
commercial information technology equipment,
software and services - Management, Organizational and Business
Improvement Services (MOBIS) -Consulting,
facilitation, privatization, support services and
etc.
8 IT Schedule Statistics
- 2,533 IT Schedule contract holders
- 1,399 small-(546 small disadvantaged,
- 122 Section 8(a), 237 women-owned)
- 10 new vendors added each week
- Figures above as of FY 2000
9IT Schedule Sales(Fiscal Year 1999)
- Total 6.9 billion 100
- Small Business 1.4 billion 21
- SDB 557 million 8
- Women-owned 278 million .04
10Management, Organizational and Business
Improvement Services (MOBIS) Schedule
- Website www.northwest.gsa.gov/fss/services/msc.ht
m - Solicitation Number TFTP-MC-000874-1
- Contracting activity
- Management Services Center, (253) 931-7083
11Number of MOBIS Contractsin Place (FY 2000)
- Size Number Dollar Value
- Large 224 636,055,623
- Small 292 82,185,874
- SDB 82 15,588,880
12Corporate Schedules
- Vendor not required to list all items sold
outside government on schedule - Vendor permitted to place different items under a
single schedule/contract - Umbrella contract
- Not necessary to be on several schedules
13Other Service Schedules
- Marketing, Media, and Public Information Services
- Professional Engineering Services
- Auditing Financial Management Services
- Human Resources Management and EEO Services
- Temporary Support Services
- Language Services
- Environmental Services
14GSA Schedules
- GSA Schedules do not cover every conceivable
commodity or service
15GSA CUSTOMER SERVICE REPRESENTATIVES
- Primary targets are potential Federal agency
customers - Check existing schedule contract holders to
ensure they are paying 1 IFF to GSA - Not normally trained to assist firms get on
schedule
16GSA Contracting Officer
- Provides clarification and interpretation of
contract terms and conditions - Final authority on all contractual issues
17GSA Advantage
- On-line shopping network Federal agencies access
to buy products/services from FSS Schedule
Contract holders - Access to over 1 million commercial products and
services - Vendors can browse by entering a zip code to view
pricing of firms already on Schedule
18- Complete Schedule listings
- Basic ordering guidelines
- Search by contractor name
- Search by Schedule number
- www.fss.gsa.gov
19GETTING A GSA NUMBER
- GSA does not give out numbers
- It is not the number a vendor receives when they
are placed on a GSA bidders list
20GETTING A GSA NUMBER (Contd)
- A GSA number is a contract number
- Contract numbers are obtained through
- A definite quantity award (items stocked in
distribution centers) - A GSA, FSS, MAS contract award
21GETTING A GSA NUMBER (Contd)
-
- Consultants routinely charge from
- 8K to 25K to assist or prepare a GSA
- Schedule offer
22WHY FEDERAL AGENCIES USE GSA SCHEDULES
- Ease of use
- Availability of commercial products/services
- Orders can be placed immediately
- Wide variety of product/service providers
- Agencies have a choice
- Can usually get contractor of their choice
23WHY FEDERAL AGENCIES USE GSA SCHEDULES
-
- Prices considered fair and reasonable
- Low price may not be a factor in agency award of
order - Award to be made to schedule vendor offering best
value at the lowest overall cost (GAO Decision
B-290665) - Ordering agency to review prices of at least 3
schedule vendors
24WHY FEDERAL AGENCIES USE GSA SCHEDULES
- Saves time and effort of creating a solicitation
- Solicitation process may take months of effort
- Not required to be advertised in FedBizOpps
- Agency has no contracting authority or activity
- Not authorized to contract above certain dollar
level - Use of schedule(s) mandated by higher authority
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28Advantages of Using GSA Schedules
- Millions of high quality, state-of-the-art
commercial products and services - Volume discount pricing
- Direct delivery
- Same services afforded to all customers
29Advantages of Using GSA Schedules
- Convenience and pricing
- Agency size (large or small) and location do not
matter - Shorter lead times
- Lower administrative costs
- Reduced inventories
30WHY SOME FEDERAL AGENCIES DONT USE GSA SCHEDULES
- Prices not considered the lowest obtainable
- Low price not essential for GSA Contract award
- Some buying activities believe non-mandatory
provision mandates competition
31WHY SOME FEDERAL AGENCIES DONT USE GSA SCHEDULES
- Use of GSA Schedules may reduce the level of a
managers responsibility - Salary reduced as responsibilities decline
- Government credit card used for many purchases
less than 2,500 (micro-purchase) - No competition required
- Purchases can be made locally
- 13.8 billion in purchases during FY2001
32WHY FIRMS WANT TO BE ON A GSA SCHEDULE
- Done homework and have a general understanding of
the schedules program - No idea, just heard it was a good thing
- Dont know
- Been told by boss to do it
33WHY FIRMS WANT TO BE ON A GSA SCHEDULE
- Been told by a federal buyer that the only way
they can do business with them is if they get a
GSA number (schedule award) - Mistaken illusion of millions of dollars in
government business - Firm wants another good marketing tool
34GSA, MAS CONTRACTSPROS AND CONS
- PROS
- Schedules cover commercial products and services
- No specifications-commercial off the shelf
- Open to any vendor
35GSA, MAS CONTRACTSPROS AND CONS
- PROS
- Solicitations open continuously
- Five year contract award with 3 renewal options
- Lowest price not factor in GSA contract award
- GSA wants most favorable customer price
36GSA, MAS CONTRACTSPROS AND CONS
- PROS
- Contracts easy for agencies to use
- Orders placed directly with contractor
- Payment made to contractor
- Schedule usage counts toward goal attainment
- Another good marketing tool
- Small businesses receive about 80 of all
contract awards
37GSA, MAS CONTRACTSPROS AND CONS
- CONS
- No guarantee of business
- Contracts are indefinite quantity
- Contracts not mandatory
- Contracts cannot be used by state/local
governments - Some place orders if contractor offers GSA
pricing - Cancelled with 30 day notice by either party
38GSA, MAS CONTRACTSPROS AND CONS
- CONS
- Contractor responsible for all marketing
- Must develop and print a FSS pricelist brochure
- Hard copy and electronic version
- Must distribute to Federal agencies
- Responsible for all printing/distribution costs
39GSA, MAS CONTRACTSPROS AND CONS
- CONS
- Past performance survey
- Conducted by Dunn and Bradstreet
- Costs offeror 125
- Mandatory for IT and other schedules
- Additional information required in some schedules
40GSA, MAS CONTRACTSPROS AND CONS
- CONS
- Pre-established pricelist/catalog price
- Used as basis for contract negotiations/award
- Vendors must show current and past
customers/sales - Many vendors do not have established pricelists
- Industrial Funding Fee
- Must rebate to GSA, 1 of all contract sales
- Fee included in award price
- Fee actually paid by using agencies
41GSA, MAS CONTRACTSPROS AND CONS
- CONS
- Vendors must prepare and submit a Federal Supply
Schedule Pricelist brochure - Usually due after notice of award received
- Due with Group 70, IT offers
- Time consuming
- Expensive
42GSA, MAS CONTRACTSPROS AND CONS
- CONS
- Period for acceptance of offers (IT)
- 180 calendar days from date of offer
- First contact from GSA may be 150 days
- Other schedules even longer periods
- Heavy workload
- No sense of urgency
43GSA, MAS CONTRACTSPROS AND CONS
- CONS
- Contracts difficult to win
- Paperwork is extensive
- Process is time consuming
- Large businesses receive about 70 of all orders
44GSA, MAS Solicitation Process
- You cant always believe what you are told
45THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE
- Check schedules library to determine if there is
a schedule for the product or service you want
to furnish (www.fss.gsa.gov) - Some buyers tell vendors to get on the schedule
when there is no schedule
46THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE
- Explore the possibility of marketing in your area
for an existing schedule contractor - If a dealer/distributor, contact your
manufacturer(s) to determine if they will allow
you to sell using their GSA Schedule contract - Much easier than obtaining a GSA contract
47THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE
- Consider the pros and cons of GSA schedule
contracts - Be aware that some agencies choose not to use GSA
Schedules - Understand that most schedule solicitations are
unrestricted (only a few have special item
numbers that are set-aside for small business)
48FSS Acquisition Centers
- Office and Scientific Equipment Center
- Information Technology Acquisition Center
- Services Acquisition Center
- The Hardware SuperStore
- General Products Center
- Management Services Center
- National Furniture Center
- Office Supplies and Paper Products
- Office of Vehicle Acquisition and Leasing
Services
49DOWNLOADING A MAS, SOLICITATION
- FedBizOpps ( www.eps.gov)
- Click-Search FBO Postings
- Click-Active, Archived, Synopses or Award
- Synopses is automatic if you select archived or
active - Select appropriate FSC Class
- Select agency (GSA)
- Find block and enter solicitation number
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54 55ABOUT GSA, MAS, SOLICITATIONS
- Boiler plate/standard clauses comprise 90 of
solicitation - Some poorly written jump from one point to
something entirely different - Confusing terms
- Federal Supply Schedule Price List (brochure)
- Commercial catalog/price list (vendors)
56ABOUT GSA, MAS SOLICITATIONS
- All schedule solicitations require
- Submission of a discounted catalog, price list
or other information to verify pricing - Submission of Commercial Sales Practice
information (unless excepted) - Preparation distribution of a Federal Supply
Schedule Pricelist brochure
57ABOUT GSA, MAS, SOLICITATIONS
- Special Item Numbers (SINs) differentiate
products or services covered - Vendors can offer products/services that fall
under a specific special item number - GSA schedules may have awards for identical items
at different prices
58ABOUT GSA, MAS SOLICITATIONS
- Guaranteed Minimum, 2,500
- Applies to contractors that receive orders less
than 2,500 during term of contract - Government will pay difference between amount
ordered and 2,500
59ABOUT GSA, MAS SOLICITATIONS
- Guaranteed Minimum, 2,500
- Contingent upon timely submission of Contractors
Report of Sales (GSA Form 72A) - Only applies if contract expires or cancellation
initiated by the Government - Not applicable if contract terminated for cause
by the Government
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61ABOUT GSA, MAS SOLICITATIONS
- No preference for small business in most
instances - Some schedule solicitations
- Contain a special item number for new items
- Require submission of technical price proposals
62Technical Proposal
- Information required
- Understanding of requirements
- Professional staff
- Corporate experience
- Past performance
63Technical Proposal
64Evaluation Criteria
65Evaluation Criteria (contd)
66Technical Evaluation
- Past Performance
- Dunn and Bradstreet (DB) past performance
evaluation - List your best customers
- Score less than 90 may be detrimental
- Include completed copy of evaluation forms sent
to DB with offer
67Technical Evaluation (contd)
- Past Performance DB for IT
- Form requests 20 customers for evaluation
- GSA may accept less
- Try to provide at least 10
- DB must have responses from at least 3 for
evaluation
68Technical Evaluation (contd)
- Past Performance DB for IT
- May not have to be corporate customers
- Previously, customers must have been corporate
customers - GSA recently relaxed requirement
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73Technical Evaluation (contd)
- If no relevant corporate experience
- Dun and Bradstreet (DB) not required (except IT)
74Technical Evaluation (contd)
- Offeror may provide at least 10 work related
references for current or proposed staff - References must demonstrate past experience in
similar types of work to that being offered - Must be sufficient to allow GSA to conduct a Past
Performance Evaluation
75Technical Proposal (contd)
76Price Proposal
77Price Proposal
- Separate from Tech. Admin. Proposals
- Contains all info relative to pricing
- Pricing to be provided using format in Schedule
of Items in solicitation
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81Price Proposal (contd)
- Contains sufficient info for CO to determine
items are fair reasonable - Pricing furnished in sufficient detail to enable
CO to perform price analysis
82Price Proposal (contd)
- Pricing data to include one of the following
formats - Commercial Sales Practices Format
- Two copies of current published Commercial
Catalog/Price List - OR
83Price Proposal (contd)
- For pricing for services based on market prices
where catalog prices are not available, offeror
must provide either - Information related to prices
- Market prices
- Internal business memos
- Quote sheets, etc., documenting sales of similar
items (commercial or government) - OR
84Price Proposal (contd)
- Information to show how offeror arrived at
proposed price(s) - Hourly rate Overhead GA Fee for each labor
category
85Price Proposal (contd)
86SPECIAL CLAUSES AND REQUIREMENTS
- Vets Employment Reporting Program (PL 105-339)
- Applicable to most procurement actions exceeding
25,000 including schedules - Must obtain company number from Vets-100 staff
(703-461-2460) - Report covers preceding fiscal year-due 9-30
- Detailed instructions at
http//nvti.cudenver.edu/vets/instructions.htm
87SPECIAL CLAUSES AND REQUIREMENTS
- Maximum Order Limitation
- Specified amount for price reduction" purposes
only - No specific limit
- Extremely important
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89SPECIAL CLAUSES AND REQUIREMENTS
- Price Reduction Clause
- May lower price to GSA customers at any time
- No penalty
- May not lower price to other customers after GSA
and contractor agree on price - Exception is firm fixed price order with definite
delivery exceeding MOL
90SPECIAL CLAUSES AND REQUIREMENTS
- Relationship must be maintained throughout term
of contract
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92SPECIAL CLAUSES AND REQUIREMENTS
- Price Reduction Clause
- Locks in prices for term of contract
- Contractors penalized monetarily for violation(s)
- Many small businesses hurt in past
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94Price Reduction Penalty
- Federal Acquisition Report, January 2002 Gateway
Computer Paid back 9 million for failing to
adhere to the government price reductions under a
multiple award schedule contract for computers
and components.
95SPECIAL CLAUSES AND REQUIREMENTS
- Industrial Funding Fee (1)
- Contractors rebate to GSA, 1 of all orders
received under contract (quarterly) - Funds used to compensate GSA contracting officials
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97SPECIAL CLAUSES AND REQUIREMENTS
- Contractors Report of Sales (GSA Form 72A)
- Covers dollar value of contract sales including
IFF - Due quarterly, 30 days following completion of
reporting period - Reported to the Vendor Reports Center (VSC)
- Must register with VSC at (703) 305-6235
- Negative reports required
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99SPECIAL CLAUSES AND REQUIREMENTS
- Preparation of FSS Pricelist brochure
- Paper and electronic versions required
- Paper version not normally due until after notice
of award received - Due with offer for IT solicitations
100SPECIAL CLAUSES AND REQUIREMENTS
- Brochure must be approved by contracting officer
- May be lengthy-30 pages or more
- Incorrect information may require reprint and
redistribution - Electronic version for GSA Advantage due after
notification from contracting officer
101SPECIAL CLAUSES AND REQUIREMENTS
- Format for FSS Price List Brochure
- Cover page
- FSC group
- FSC class(es)
- Special Item Numbers (SINs) awarded
- Contract number
- Contract period
- Contractors contact information
102SPECIAL CLAUSES AND REQUIREMENTS
- Format for FSS Price List Brochure
- Contract price or discount(s)
- Maximum order
- Geographic coverage
- Commercial delivery terms
- Expedited delivery
- Point(s) of production
- Prompt payment terms
103SPECIAL CLAUSES AND REQUIREMENTS
- Format for FSS Price List Brochure
- Foreign items
- F.O.B. points
- Ordering and payment addresses
- Warranty provisions
- Export packing charges
- Terms and conditions applicable to certain SINs
104SPECIAL CLAUSES AND REQUIREMENTS
- Format for FSS Price List Brochure
- List of service and distribution points
- List of participating dealers (if applicable)
- Applicable terms of rental, training, PM, etc.
- Identification of environmentally preferred,
energy efficient products and etc.
105SPECIAL CLAUSES AND REQUIREMENTS
- Format for FSS Price List Brochure
- Sample FSS Price List Brochures available on
internet by using web browser and searching GSA
Schedules
106SPECIAL CLAUSES AND REQUIREMENTS
- Address list for distribution of FSS Price List
brochure - May use your own list of customers
- May request list from GSA-labels/diskette
- List may automatically be provided by GSA
- May contain 3000 or more addressees
- May substitute returnable, self-addressed postage
paid envelope or post card requesting brochure
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108SPECIAL CLAUSES AND REQUIREMENTS
- Commercial Sales Practices Format
- One of the most important parts of the
solicitation - Used by CO to verify pricing and demonstrate
commerciality - Versions may differ
- Submission not required in some solicitations
- Alternative information allowed to verify pricing
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110SPECIAL CLAUSES AND REQUIREMENTS
- Commercial Sales Practices Format
- Show dollar value of sales to general public
during past 12 months - Show projected sales for contract term (more than
25k)
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112Commercial Sales Practices Format
- Projected annual sales
- Must be at least 25,000 annually
- Be conservative
- Offeror may be deemed non-responsible if firm
does not have financial capacity to handle
contract - Referred to SBA for a COC
113SPECIAL CLAUSES AND REQUIREMENTS
- Commercial Sales Practices Format (contd)
- Indicate if offer is equal to or better than best
price to any customer acquiring same items
(Yes__No__) - Show discounts/FOB terms/concessions provided to
your best customers - Demonstrates commerciality
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116SPECIAL CLAUSES AND REQUIREMENTS
- Commercial Sales Practices Format (contd)
- Offeror must state whether discounts/ concessions
are equal to or better than best price to any
customer acquiring same items regardless of
quantity - If YES, offeror must complete chart showing
customer(s) receiving offerors best discount
117SPECIAL CLAUSES AND REQUIREMENTS
- Commercial Sales Practices Format (contd)
- If NO, offeror completes chart for all customers
receiving a price (discount and concessions)
equal to or better than price offered to
government
118SPECIAL CLAUSES AND REQUIREMENTS
- Commercial Sales Practices Format (contd)
- Offeror must also disclose (yes or no) whether
there are ever deviations from disclosed
discounting practices which result in better
discounts/concessions or lower prices
119SPECIAL CLAUSES AND REQUIREMENTS
- Commercial Sales Practices Format (contd)
- If yes, offeror to include explanation of
situations that lead to deviations from its
standard pricing practice and - Indicate how often they occur
- Provide explanation of controls employed by
offeror to ensure the integrity of its pricing - Offeror must establish that prices are reasonable
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122SPECIAL CLAUSES AND REQUIREMENTS
- Commercial catalog/price list-current
- Must provide two copies with offer
- Specially prepared catalog/price list acceptable
- Must be verbatim extract from catalog /price list
(contractor verification required)
123SPECIAL CLAUSES AND REQUIREMENTS
- Commercial catalog/price list (contd)
- Indicate SIN next to each item in price list
- Must line out or initial items not offered
- Why GSA does it this way
- Dont have the answer
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125Price Lists
- Acceptable forms of price lists
- Published
- Printed
- Computer generated
- Internal
- Dealers must submit a copy of their
manufacturers pricelist(s)
126SPECIAL CLAUSES AND REQUIREMENTS
- Economic Price Adjustment
- Contractors may submit price decreases at any
time - Contractors may request price increases on or
after first 12 months of contract period - May be result of price list modification
- No more than 3 increases each 12 months
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128AT A MINIMUM, A VENDOR MUST PROVIDE
- A completed copy of the entire solicitation
package including SF 1449
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131AT A MINIMUM, A VENDOR MUST PROVIDE
- The catalog or pre-established price list from
which discounts are to be offered (2 copies) - Their Federal Supply Schedule Pricelist
brochure - Due after award notification except IT
132AT A MINIMUM, A VENDOR MUST PROVIDE
- A completed Commercial Sales Practices Format to
demonstrate commerciality - Documents that previous sales were based on
discounts from a pre-established price list or
catalog - As noted earlier, some schedule solicitations for
services provide alternatives to submitting a
Commercial Sales Practices Format
133IF REQUIRED, A VENDOR MUST PROVIDE
- Technical and Price Proposals
- Primarily for solicitations covering services
- Letter(s) of supply support from manufacturer(s)
- Evidence that offeror will have an uninterrupted
source of supply - Documentation supporting difference between
discount offered to Government and the best
discount available
134IF REQUIRED, A VENDOR MUST PROVIDE
- Dunn and Bradstreet past performance survey
- A completed solicitation checklist for IT
- Subcontracting plan if large business
135FOR IT PROFESSIONAL SERVICES, A VENDOR MUST
- Document IT performance over past 3 years
- Describe 3 projects similar to effort being
offered - Project/contract name/description
- Dollar amount of contract/duration
- Point(s) of contact and telephone number(s)
- Two must have been completed within past 2 years
- All 3 must have been completed within past 3
years - Required by Clause F-5
136FOR IT PROFESSIONAL SERVICES, A VENDOR MUST
(contd)
- Complete an IT Services Best Rates, Price and
Skill/Experience Matrix - Show labor categories and lowest rates charged
under IT service contracts performed during past
3 years
137FOR IT PROFESSIONAL SERVICES, A VENDOR MUST
(contd)
- Matrix (contd)
- Offerors matrix must support each labor category
proposed in GSA offer - Unsupported proposed labor categories will not be
considered for award - May require copies of invoices
138FOR IT PROFESSIONAL SERVICES, A VENDOR MUST
(contd)
- Matrix (contd)
- Show commercial rates (if applicable)
- Show proposed GSA Schedule rates
- Without 1 Industrial Funding Fee
- With 1 Industrial Funding Fee
- Required by Clause F.5 in IT solicitation
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142FOR IT PROFESSIONAL SERVICES, A VENDOR MUST
PROVIDE
- Organizational structure (management)
- History and overview of the organization
- Organizational elements within the company
participating in providing IT services - Include a chart
- Financial statement/Annual report
143Contract Award
- Contracting officer will provide
- A copy of the contract
- Copy of FSS Price List brochure accepted by
government - List of addresses that want to receive price list
brochure (optional) - Instructions for submitting electronic price list
brochure
144Contract Modification
- Types of modifications
- Additional items/additional SINs
- Deletions-contractor must explain
- Price reductions
145Next Steps
- Where do I go from here?
- How do I get business?
146Georgia Tech Procurement Assistance Center
147 148 THE END