1 understanding the gsa schedules process please find your name on the list at the end of the isle...
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Understanding the GSA Schedules Process
PLEASE FIND YOUR NAME ON THE LIST PLEASE FIND YOUR NAME ON THE LIST AT THE END OF THE ISLE AND PLACE A AT THE END OF THE ISLE AND PLACE A CHECK MARK BESIDE IT. CHECK MARK BESIDE IT.
IF YOU DON’T FIND YOUR NAME, IF YOU DON’T FIND YOUR NAME, PLEASE PRINT THE INFORMATION IN A PLEASE PRINT THE INFORMATION IN A BLANK SPACE ON THE LAST PAGE.BLANK SPACE ON THE LAST PAGE.
THANKSTHANKS
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UNDERSTANDING
GENERAL SERVICES ADMINISTRATION’SGENERAL SERVICES ADMINISTRATION’S
FEDERAL SUPPLY SERVICEFEDERAL SUPPLY SERVICE
MULTIPLE AWARD SCHEDULES PROCESSMULTIPLE AWARD SCHEDULES PROCESS
Jerry H. ShadingerJerry H. Shadinger(678) 757-2040(678) 757-2040
E-mail E-mail [email protected]@edi.gatech.eduweb site www.gtpac.orgweb site www.gtpac.org
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Georgia Tech Procurement Assistance Center
Providing marketing and technical Providing marketing and technical assistance for Georgia-based businesses assistance for Georgia-based businesses since 1985since 1985
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Georgia Tech Procurement Assistance Center
Funded by the Department of Defense Funded by the Department of Defense
and Georgia Tech/EDIand Georgia Tech/EDI All services are freeAll services are free
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Georgia Tech Procurement Assistance Center
Our clients provide all types of products Our clients provide all types of products and services from produce to computersand services from produce to computers
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Georgia Tech Procurement Assistance Center
Locate buying activitiesLocate buying activities Locate contracting opportunitiesLocate contracting opportunities Understand a solicitation’s Understand a solicitation’s
requirementsrequirements Locate subcontracting opportunitiesLocate subcontracting opportunities Develop a marketing strategyDevelop a marketing strategy
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Georgia Tech Procurement Assistance Center
Locate purchase history Locate purchase history Become aware of additional assistance Become aware of additional assistance GTPAC seminarsGTPAC seminars Quality control and/or accounting Quality control and/or accounting
proceduresprocedures
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CHARACTERISTICS FOR SUCCESS
DEDICATIONDEDICATION DETERMINATIONDETERMINATION PERSISTENCEPERSISTENCE
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U. S. GENERAL SERVICES ADMINISTRATION
GSA
Created in 1949 as the result of the Hoover Created in 1949 as the result of the Hoover Commission study to be the buyer, builder, Commission study to be the buyer, builder, landlord and seller for Federal civilian agencieslandlord and seller for Federal civilian agencies
Two major servicesTwo major services Public Buildings Service-builder & landlordPublic Buildings Service-builder & landlord Federal Acquisition Service-IT, Supplies & Federal Acquisition Service-IT, Supplies &
Transportation Services Transportation Services
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U. S. GENERAL SERVICES ADMINISTRATION
GSA
Industry’s largest customer for commercial Industry’s largest customer for commercial goods and servicesgoods and services
Purchases for civilian and military agenciesPurchases for civilian and military agencies Stocks and distributes common use productsStocks and distributes common use products
Operates two huge distribution centersOperates two huge distribution centers Over 7,000 high demand items available for Over 7,000 high demand items available for
shipmentshipment
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U. S. GENERAL SERVICES ADMINISTRATION
GSA Awards Federal Supply Schedule ContractsAwards Federal Supply Schedule Contracts 59 schedules covering various commodities and 59 schedules covering various commodities and
servicesservices $36.7 billion in sales FY 2005$36.7 billion in sales FY 2005
Over four million commercial off-the-shelf Over four million commercial off-the-shelf products and services availableproducts and services available
Contracts 5 years with 3, 5 year renewal periodsContracts 5 years with 3, 5 year renewal periods
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Federal Supply Schedules Program
Also referred to as Multiple Award Also referred to as Multiple Award Schedules ProgramSchedules Program
Created in the 1950’s as a proposed solution Created in the 1950’s as a proposed solution to problem of acquiring commercial itemsto problem of acquiring commercial items
Initial schedules covered Initial schedules covered productsproducts only only Program expanded to cover commercial Program expanded to cover commercial
servicesservices
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Federal Supply Schedules Program
Contracts awarded to commercial firms using Contracts awarded to commercial firms using competitive procedurescompetitive procedures
Contractors provide supplies and services at Contractors provide supplies and services at stated prices for given periods of timestated prices for given periods of time
Delivery is within a stated geographic area such Delivery is within a stated geographic area such as the 48 contiguous statesas the 48 contiguous states
Resultant contracts are indefinite delivery, Resultant contracts are indefinite delivery, indefinite quantity (IDIQ)indefinite quantity (IDIQ)
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Federal Supply Schedules Program
Ordering offices canOrdering offices can Select the best value item that meets Select the best value item that meets
their needs at the lowest overall cost their needs at the lowest overall cost (flexibility) (flexibility)
Place orders directly with the Place orders directly with the contractorcontractor
Issue orders much fasterIssue orders much faster
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Federal Supply Schedules
Orders placed against a Multiple Award Orders placed against a Multiple Award Schedule (MAS), using the procedures in Schedule (MAS), using the procedures in FAR 8.4 are considered to be issued using FAR 8.4 are considered to be issued using full and open competitionfull and open competition
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Federal Supply Schedules
Ordering offices Ordering offices need notneed not Seek further competitionSeek further competition Synopsize the requirement Synopsize the requirement Make a separate determination of fair Make a separate determination of fair
and reasonable pricing orand reasonable pricing or Consider small business programs Consider small business programs
(FAR, Part 19 regulations do not apply (FAR, Part 19 regulations do not apply to orders placed against a FSS)to orders placed against a FSS)
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Federal Supply Schedules
GSAGSA has already determined the prices to be has already determined the prices to be fair and reasonablefair and reasonable
The The ordering officeordering office has concluded that their has concluded that their order represents the best value order represents the best value andand
Results in the lowest overall cost alternativeResults in the lowest overall cost alternative
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FSS Acquisition Centers Office and Scientific Equipment CenterOffice and Scientific Equipment Center Information Technology Acquisition Information Technology Acquisition
CenterCenter Services Acquisition CenterServices Acquisition Center The Hardware SuperStoreThe Hardware SuperStore General Products CenterGeneral Products Center Management Services CenterManagement Services Center National Furniture CenterNational Furniture Center Office Supplies and Paper ProductsOffice Supplies and Paper Products Office of Vehicle Acquisition and Office of Vehicle Acquisition and
Leasing ServicesLeasing Services
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Office Supplies &Administrative Services
Furniture
IT Acquisition Center
Automotive Center
Office & Scientific
Services Acquisition
Hardware & Appliances
General Products
Management Services
(National Disaster Support)
Acquisition Centers
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GSA Acquisition Centers
Auburn WA Auburn WA Management ServicesManagement Services Fort Worth, TXFort Worth, TX General ProductsGeneral Products Kansas City, MOKansas City, MO Hardware/AppliancesHardware/Appliances New York, NYNew York, NY Office Supplies/Administrative Svcs.Office Supplies/Administrative Svcs. Philadelphia, PA Philadelphia, PA Communications/Household ItemsCommunications/Household Items Washington, DCWashington, DC IT, Automotive Services, TravelIT, Automotive Services, Travel
Office of Veterans Affairs (VA)Office of Veterans Affairs (VA) Hines, ILHines, IL Medical, Group 65 delegated to VAMedical, Group 65 delegated to VA
by GSAby GSA
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GSA Schedules
GSA Schedules do not GSA Schedules do not cover every conceivable cover every conceivable commodity or servicecommodity or service
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GSA Schedule Points to Ponder
AwardAward Based on discount from catalog/pre-Based on discount from catalog/pre-
established price list for established price list for productsproducts-(exception -(exception for most services)for most services)
Most Favored CustomerMost Favored Customer GSA ensures reasonable pricing by insisting GSA ensures reasonable pricing by insisting
that the government be treated as the that the government be treated as the vendor’s “most favored customer”vendor’s “most favored customer”
Commercial Sales Practices FormatCommercial Sales Practices Format Documents pricing to best customersDocuments pricing to best customers
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GSA Schedule Points to Ponder
Past performancePast performance D & B past performance survey ($125)D & B past performance survey ($125) Offers for services must describe three Offers for services must describe three
completed projectscompleted projects Federal Supply Schedule Pricelist Federal Supply Schedule Pricelist brochurebrochure
Must prepare and distribute to potential Must prepare and distribute to potential customerscustomers
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GSA Schedule Points to Ponder
Commerciality-Products and ServicesCommerciality-Products and Services Must have an established catalog or list Must have an established catalog or list
price if offering products (exception for price if offering products (exception for services)services)
Must have been sold in sufficient Must have been sold in sufficient quantities to the general publicquantities to the general public
GSA considers this in awarding a GSA considers this in awarding a schedule contractschedule contract
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GSA Schedule Points to Ponder
PricingPricing PricingPricing PricingPricing The most difficult part of the processThe most difficult part of the process Your ability to offer pricing (not necessarily Your ability to offer pricing (not necessarily
prices) that satisfies GSA is a major key in prices) that satisfies GSA is a major key in obtaining a schedule contractobtaining a schedule contract
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Catalog or Established Price List
Offering a discount from a Offering a discount from a catalog or catalog or established priceestablished price list is the most common list is the most common method for pricing in all GSA schedules method for pricing in all GSA schedules
If you do not use this method for pricing If you do not use this method for pricing consider converting to this methodconsider converting to this method
It makes obtaining a schedule contract It makes obtaining a schedule contract easier and less cumbersomeeasier and less cumbersome
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GSA Schedule Points to Ponder
You are not competing against You are not competing against other firms-only against the other firms-only against the solicitation’s “acceptability” solicitation’s “acceptability” evaluation criteriaevaluation criteria
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Federal Supply Schedules Federal Supply Schedules Program Statistics (FY 2005)Program Statistics (FY 2005)
13,079 small businesses 13,079 small businesses 3,232 small woman-owned businesses3,232 small woman-owned businesses 2,459 small disadvantaged businesses2,459 small disadvantaged businesses 582 veteran owned small businesses582 veteran owned small businesses
4,787 large businesses4,787 large businesses Other 592Other 592 Total 24,731Total 24,731
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Total Schedules Sales Total Schedules Sales (FY 2005)(FY 2005)
Total Sales $36.7 billion Total Sales $36.7 billion Large $20.6 billion Large $20.6 billion SB $9.6 billion SB $9.6 billion WOSB $2.1 billion WOSB $2.1 billion SDB $3.1 billion SDB $3.1 billion VOSB $627 million VOSB $627 million
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Schedule Contract Awards (FY 2005)
Total Schedule Contract Awards 24,731Total Schedule Contract Awards 24,731 Average Awards Monthly 2,472Average Awards Monthly 2,472
IT Awards 6,488IT Awards 6,488 IT Awards Monthly 540 IT Awards Monthly 540
MOBIS Awards MOBIS Awards 1,930 1,930 MOBIS Awards Monthly 160MOBIS Awards Monthly 160
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Most Popular SchedulesMost Popular Schedules
Information Technology (IT) - General Information Technology (IT) - General purpose commercial information purpose commercial information technology equipment, software and technology equipment, software and servicesservices
Management, Organizational and Business Management, Organizational and Business Improvement Services (MOBIS) -Improvement Services (MOBIS) -consulting, facilitation, privatization, consulting, facilitation, privatization, support services and etc.support services and etc.
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IT Schedule StatisticsIT Schedule Statistics (FY 2005)
IT Schedule Contract HoldersIT Schedule Contract Holders 3,306 small3,306 small
987 small disadvantaged [includes 8(a)]987 small disadvantaged [includes 8(a)] 788 women-owned788 women-owned 195 veteran owned small businesses195 veteran owned small businesses
1,113 large businesses1,113 large businesses 99 others99 others
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IT Schedule StatisticsIT Schedule Statistics
125-130 or more new contractors added weekly125-130 or more new contractors added weekly 80-90 contract specialists evaluating offers80-90 contract specialists evaluating offers Award process takes Award process takes 3-6 months3-6 months according to according to
GSAGSA E-offers accepted since May 2004E-offers accepted since May 2004
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IT Schedule Sales(FY 2005)
Total Total $18.3 billion $18.3 billion Large Business Large Business $10.3 billion $10.3 billion Small Business Small Business $4.5 billion $4.5 billion SDB SDB $2.0 billion $2.0 billion Small WOB Small WOB $1.2 billion $1.2 billion VOSB VOSB $239 million $239 million
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Information Technology (IT) Information Technology (IT) ScheduleSchedule
E-Government Act of 2002 E-Government Act of 2002 Authorized state, local gov’ts and other Authorized state, local gov’ts and other
entities to use GSA Schedule 70 (IT) entities to use GSA Schedule 70 (IT) Effective May 7, 2003Effective May 7, 2003
So far, So far, minimalminimal use by state and local use by state and local governments in GAgovernments in GA
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MOBIS Schedule StatisticsMOBIS Schedule Statistics (FY 2005)
MOBIS Schedule contract holdersMOBIS Schedule contract holders
744 small744 small 199 small disadvantaged [includes 8(a)]199 small disadvantaged [includes 8(a)] 368 women-owned368 women-owned 70 veteran owned small businesses70 veteran owned small businesses
502 large businesses502 large businesses 47 Other47 Other
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MOBIS Schedule Sales (FY 2005)
Total Total $3.2 billion $3.2 billion Large Large $2.1 billion $2.1 billion SmallSmall $497 million $497 million SDBSDB $157 million $157 million Small WOB Small WOB $241 million $241 million VOSB VOSB $109 million $109 million Other $57 million Other $57 million
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Other Service SchedulesOther Service Schedules Marketing, Media, and Public Marketing, Media, and Public
Information ServicesInformation Services Professional Engineering ServicesProfessional Engineering Services Financial and Business SolutionsFinancial and Business Solutions Human Resources Management and Human Resources Management and
EEO ServicesEEO Services
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Other Service Schedules (cont’d)Other Service Schedules (cont’d)
Logistics WorldwideLogistics Worldwide Language ServicesLanguage Services Environmental ServicesEnvironmental Services Energy Management ServicesEnergy Management Services Temporary Support ServicesTemporary Support Services
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Schedules for Services
Some may incorporate Some may incorporate Service Contract Service Contract ActAct
Wage Determinations applicable to non-Wage Determinations applicable to non-professional servicesprofessional services
Contractors must pay specified rates, Contractors must pay specified rates, provide fringe benefits, etc.provide fringe benefits, etc.
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Schedule 056
Buildings and Building Materials/ Buildings and Building Materials/ Industrial Services and SuppliesIndustrial Services and Supplies
Awarded by General Products Center, Fort Awarded by General Products Center, Fort Worth, TXWorth, TX
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Schedule 073
Food Service, Hospitality, Cleaning Food Service, Hospitality, Cleaning Equipment and Supplies, Chemicals, and Equipment and Supplies, Chemicals, and ServicesServices
Awarded by General Products Center, Fort Awarded by General Products Center, Fort Worth, TXWorth, TX
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Schedule 078
Sports, Promotional, Outdoor, Sports, Promotional, Outdoor, Recreational, Trophies and Signs Recreational, Trophies and Signs (SPORTS) (SPORTS)
Awarded by General Products Center, Fort Awarded by General Products Center, Fort Worth, TXWorth, TX
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Schedule 084
Total Solutions for Law Enforcement, Total Solutions for Law Enforcement, Security, Facility Management Systems, Security, Facility Management Systems, Fire, Rescue, Special Purpose Clothing, Fire, Rescue, Special Purpose Clothing, Marine Craft and Emergency/Disaster Marine Craft and Emergency/Disaster ResponseResponse
Awarded by General Products Center, Awarded by General Products Center, Fort Worth, TXFort Worth, TX
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Schedule 736
Temporary Administrative and Professional Temporary Administrative and Professional Staffing ServicesStaffing Services
Awarded by General Products Center, Fort Awarded by General Products Center, Fort Worth, TXWorth, TX
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Hardware SuperStore Schedule
Awarded by Hardware Center in Kansas Awarded by Hardware Center in Kansas City, MOCity, MO
Covers six commodities and includes Covers six commodities and includes servicesservices Basic SolicitationBasic Solicitation Six attachments covering commoditiesSix attachments covering commodities Other attachments covering clauses, Other attachments covering clauses,
marketing and etc.marketing and etc.
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Hardware SuperStore Schedule Descriptions
Hardware Store DepartmentHardware Store Department One Stop Paint Shop DepartmentOne Stop Paint Shop Department Appliance DepartmentAppliance Department Tool DepartmentTool Department Lawn & Garden DepartmentLawn & Garden Department Woodworking & Metalworking Machinery Woodworking & Metalworking Machinery
& Equipment Department& Equipment Department
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Hardware SuperStore Schedule Descriptions (cont’d)
Services covered include:Services covered include: Grounds maintenanceGrounds maintenance Pest controlPest control Tree trimming and removalTree trimming and removal Snow removalSnow removal
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Hardware SuperStore Schedule Descriptions (cont’d)
Additional covered services:Additional covered services: Elevator maintenance & inspectionElevator maintenance & inspection Fire alarm inspectionFire alarm inspection Marine/aero/vehicle/industrial paintingMarine/aero/vehicle/industrial painting
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Consolidated Products and Services Schedule
Umbrella scheduleUmbrella schedule Eliminates necessity to be on several Eliminates necessity to be on several
schedulesschedules Vendor permitted to place different Vendor permitted to place different
items under a single schedule and be items under a single schedule and be awarded one contractawarded one contract
Vendor only required to complete “one” Vendor only required to complete “one” basic solicitation basic solicitation
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Consolidated Products and Services Schedule
(cont’d)
Very complex solicitationVery complex solicitation Extremely large (600 + pages)Extremely large (600 + pages) Contains info pertaining to all schedulesContains info pertaining to all schedules Previously referred to as the Corporate Previously referred to as the Corporate
ScheduleSchedule
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Javits-Wagner-O’Day Act (JWOD)
Federal agencies required to purchase certain Federal agencies required to purchase certain supplies and services from NIB/NISH workshopssupplies and services from NIB/NISH workshops
Applicable to schedule contract holders for certain Applicable to schedule contract holders for certain products (office supplies, hardware items) products (office supplies, hardware items) Must agree to become JWOD distributorMust agree to become JWOD distributor Must provide JWOD product when identical or Must provide JWOD product when identical or
essentially the same as commercial item orderedessentially the same as commercial item ordered May no longer be mandatoryMay no longer be mandatory
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GSA Customer Service/Marketing Representatives
Primary targets are potential Federal agency Primary targets are potential Federal agency customerscustomers
May provide assistance in marketing your May provide assistance in marketing your schedule awardschedule award
They check existing Schedule contractors to They check existing Schedule contractors to ensure they are paying the IFF ensure they are paying the IFF
Not normally trained to assist firms “get on Not normally trained to assist firms “get on schedule”schedule”
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GSA Contracting Officer
Provides clarification and interpretation Provides clarification and interpretation of contract terms and conditionsof contract terms and conditions
Final authority on all contractual issuesFinal authority on all contractual issues
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Online Shopping and Orderingwww.gsa.gov
GSA Advantage!™GSA Advantage!™
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GSA Advantage On-line shopping network Federal On-line shopping network Federal
agencies access to buy agencies access to buy products/services from FSS Schedule products/services from FSS Schedule Contract holdersContract holders
Access to over 1 million commercial Access to over 1 million commercial products and servicesproducts and services
Vendors can browse by entering a zip Vendors can browse by entering a zip code to view pricing of firms already code to view pricing of firms already on Scheduleon Schedule
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E-BuyWhat is it?
An online Request for Quotes (RFQ) tool which An online Request for Quotes (RFQ) tool which allows Federal buyers to send requests and allows Federal buyers to send requests and receive quotes for products and services receive quotes for products and services available under the GSA Multiple Award available under the GSA Multiple Award Schedules (MAS) program.Schedules (MAS) program.
Contractors receive emails about requirements Contractors receive emails about requirements and submit quotes in return and submit quotes in return
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E-BuyE-Buy
www.ebuy.gsa.govwww.ebuy.gsa.gov
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First Step for Potential Offerors
Check the Schedules Check the Schedules EE Library to determine if Library to determine if there is a schedule for the product or service there is a schedule for the product or service you want to furnish (you want to furnish (www.gsa.govwww.gsa.gov)) Some buyers tell vendors to “get on the Some buyers tell vendors to “get on the
schedule” when there is no scheduleschedule” when there is no schedule
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Complete Schedule listingsComplete Schedule listings Basic ordering guidelinesBasic ordering guidelines Search by contractor nameSearch by contractor name Search by schedule numberSearch by schedule number Search by key word(s)Search by key word(s) www.gsa.govwww.gsa.gov
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Downloading a Solicitation
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Locating and Downloading GSA Schedule Solicitations
Easiest WayEasiest Way www.gsa.gov/schedule70solicitationwww.gsa.gov/schedule70solicitation www.gsa.gov/mobiswww.gsa.gov/mobis www.gsa.gov/engineeringwww.gsa.gov/engineering www.gsa.gov/environmentalwww.gsa.gov/environmental
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Locating and Downloading GSA Schedule Solicitations
www.gsa.govwww.gsa.gov (Next easiest) (Next easiest) Click-”Schedules” e-library (center of Click-”Schedules” e-library (center of
page )page ) Click-”Schedules e-Library (next page)Click-”Schedules e-Library (next page)
Enter search word or Schedule #Enter search word or Schedule #
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Locating and Downloading GSA Schedule Solicitations (cont’d)
Search Results- if schedule is found click Search Results- if schedule is found click on Schedule # on left side of page.on Schedule # on left side of page.
Click on solicitation number Click on solicitation number Takes you directly to solicitationTakes you directly to solicitation
Download or review as necessaryDownload or review as necessary This bypasses FedBizOpps entirelyThis bypasses FedBizOpps entirely
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DOWNLOADING A MAS, SOLICITATION
FedBizOpps FedBizOpps www.eps.govwww.eps.gov (hard way) (hard way) Click-Click-Search FBO PostingsSearch FBO Postings Click-Active, Archived, Synopses or AwardClick-Active, Archived, Synopses or Award
Synopses is automatic if you select archived Synopses is automatic if you select archived or activeor active
Select appropriate FSC Class Select appropriate FSC Class Select agency (GSA)Select agency (GSA) Find block and enter Find block and enter solicitationsolicitation number number
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Complete Schedule listingsComplete Schedule listings Basic ordering guidelinesBasic ordering guidelines Search by contractor nameSearch by contractor name Search by Schedule numberSearch by Schedule number Search by key word(s)Search by key word(s) www.gsa.govwww.gsa.gov
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GETTING A GSA NUMBER
GSA does not “give out” numbersGSA does not “give out” numbers It is not the number a vendor receives It is not the number a vendor receives
when they are placed on a GSA bidder’s when they are placed on a GSA bidder’s listlist
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GETTING A GSA NUMBER (Cont’d)
A GSA number is a “contract number”A GSA number is a “contract number” Contract numbers are obtained through: Contract numbers are obtained through:
A definite quantity contract award A definite quantity contract award (items stocked in distribution centers) (items stocked in distribution centers)
A GSA, FSS, MAS contract awardA GSA, FSS, MAS contract award
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A Federal Supply Schedule Contract is a…...
““License to hunt” for opportunities in License to hunt” for opportunities in the federal governmentthe federal government
Synonymous with a “GSA number” or Synonymous with a “GSA number” or “getting on GSA list“getting on GSA list””
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GETTING A GSA NUMBER (Cont’d)
Consultants routinely charge from Consultants routinely charge from $4K to $25K to assist or prepare a GSA $4K to $25K to assist or prepare a GSA Schedule offerSchedule offer
(According to GSA, offers prepared by (According to GSA, offers prepared by consultants consultants do notdo not get special priority get special priority treatment)treatment)
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WHY FEDERAL AGENCIES USE GSA SCHEDULES
Ease of useEase of use Availability of commercial products/servicesAvailability of commercial products/services Orders can be placed immediatelyOrders can be placed immediately
Wide variety of product/serviceWide variety of product/service providers (MAS) providers (MAS) Agencies have a choiceAgencies have a choice Can usually get contractor of their choiceCan usually get contractor of their choice
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WHY FEDERAL AGENCIES USE GSA SCHEDULES
Prices considered fair and reasonablePrices considered fair and reasonable Low price Low price may notmay not be a factor in agency be a factor in agency
award of award of orderorder Award of order made to schedule vendor Award of order made to schedule vendor
offering offering best valuebest value “ “at the lowest overall at the lowest overall costcost” (GAO Decision B-290665)” (GAO Decision B-290665)
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WHY FEDERAL AGENCIES USE GSA SCHEDULES
Saves time and effort of creating a solicitationSaves time and effort of creating a solicitation Solicitation process may take months of effortSolicitation process may take months of effort
OrdersOrders not required to be advertised in FedBizOpps not required to be advertised in FedBizOpps Even so, some are and cause mass confusionEven so, some are and cause mass confusion
Agency has no contracting authority or activityAgency has no contracting authority or activity Not authorized to contract above certain dollar Not authorized to contract above certain dollar
levellevel Use of schedule(s) mandated by higher authorityUse of schedule(s) mandated by higher authority
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Advantages of Using GSA Schedules
Millions of high quality, state-of-the-art Millions of high quality, state-of-the-art commercial products and servicescommercial products and services
Volume discount pricingVolume discount pricing Direct deliveryDirect delivery Same services afforded to all customers Same services afforded to all customers
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Advantages of Using GSA Schedules
Convenience and pricing Convenience and pricing Shorter lead timesShorter lead times Lower administrative costsLower administrative costs Reduced inventoriesReduced inventories
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WHY SOME FEDERAL AGENCIES DON’T USE GSA SCHEDULES
Prices not considered the lowest obtainablePrices not considered the lowest obtainable Low price not essential for Low price not essential for GSA ScheduleGSA Schedule
awardaward Some buying activities believe non-mandatory Some buying activities believe non-mandatory
provision mandates competitionprovision mandates competition
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WHY SOME FEDERAL AGENCIES DON’T USE GSA SCHEDULES
Use of GSA Schedules may reduce the level of a Use of GSA Schedules may reduce the level of a manager’s responsibility manager’s responsibility Salary reduced as responsibilities declineSalary reduced as responsibilities decline
Government credit card used for many purchases less Government credit card used for many purchases less than $2,500 (micro-purchase)than $2,500 (micro-purchase) No competition requiredNo competition required Purchases can be made locallyPurchases can be made locally $17.4 billion in purchases during FY 2005$17.4 billion in purchases during FY 2005
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AFWay
AFWayAFWay is a web-based Air Force system is a web-based Air Force system for purchasing commercial off the shelf for purchasing commercial off the shelf (COTS) Information Technology (IT)(COTS) Information Technology (IT)
Combines eBusiness/eCommerce processes Combines eBusiness/eCommerce processes which guide users through requirement which guide users through requirement approval, purchase, and asset tracking by approval, purchase, and asset tracking by combining these into one simplified combining these into one simplified processprocess
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AFWay Major Benefits
Minimizes required actions and reduces Minimizes required actions and reduces manpower requirementsmanpower requirements
Reduced Total Cost of Ownership (TCO) Reduced Total Cost of Ownership (TCO) through through mandatorymandatory use policy use policy
Better coordination of USAF IT purchasing Better coordination of USAF IT purchasing power, yielding greater volume discounts power, yielding greater volume discounts
Provides MAJCOM CIOs with maximum Provides MAJCOM CIOs with maximum visibility into and control over COTS IT visibility into and control over COTS IT purchasespurchases
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AFWay Major Benefits
Meets congressional mandates (Clinger- Meets congressional mandates (Clinger- Cohen) for gaining insight into COTS IT Cohen) for gaining insight into COTS IT purchases. purchases.
Meets Chief of Staff Air Force requirement to Meets Chief of Staff Air Force requirement to drive processes to the AF Portal drive processes to the AF Portal
Improves tracking of COTS IT by starting Improves tracking of COTS IT by starting tracking process at time of purchase tracking process at time of purchase
Maximizes use of government credit card for Maximizes use of government credit card for IT purchasing (other methods still possible)IT purchasing (other methods still possible)
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AFWay Web Site
Need to have a GSA Schedule award to Need to have a GSA Schedule award to maximize participation in AFWaymaximize participation in AFWay
https://afway.af.milhttps://afway.af.mil
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WHY FIRMS WANT TO BE ON A GSA SCHEDULE
Done homework and have a general Done homework and have a general understanding of the schedules programunderstanding of the schedules program
No idea, just heard it was a good thingNo idea, just heard it was a good thing Don’t knowDon’t know Been told by boss to “do it”Been told by boss to “do it”
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WHY FIRMS WANT TO BE ON A GSA SCHEDULE
Been told by a federal buyer that the only way Been told by a federal buyer that the only way they can do business with them is if they “get a they can do business with them is if they “get a GSA number” (schedule award)GSA number” (schedule award)
Mistaken “illusion” of millions of dollars in Mistaken “illusion” of millions of dollars in government business government business
Firm wants another good marketing toolFirm wants another good marketing tool
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GSA, MAS CONTRACTSPROS AND CONS
PROSPROS
Schedules cover commercial products and Schedules cover commercial products and servicesservices No specifications-commercial off the shelf No specifications-commercial off the shelf
Open to any vendorOpen to any vendor No “maximum order limitation” No “maximum order limitation”
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GSA, MAS CONTRACTSPROS AND CONS
PROSPROS
Solicitations open continuouslySolicitations open continuously Five year contract award with Five year contract award with 33 five year five year
renewal optionsrenewal options Lowest price not factor in GSA contract Lowest price not factor in GSA contract
awardaward GSA wants GSA wants most favorable customer pricemost favorable customer price Some overzealous CO’s forget basis for Some overzealous CO’s forget basis for
awardaward
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GSA, MAS CONTRACTSPROS AND CONS
PROSPROS Contracts easy for agencies to useContracts easy for agencies to use
Orders placed directly with contractorOrders placed directly with contractor Payment made to contractorPayment made to contractor
Schedule usage counts toward attainment Schedule usage counts toward attainment of agency preference goals of agency preference goals
Another good marketing toolAnother good marketing tool Small businesses receive about 80% of all Small businesses receive about 80% of all
contract contract awardsawards
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GSA, MAS CONTRACTSPROS AND CONS
CONSCONS No guarantee of businessNo guarantee of business
Contracts are indefinite quantityContracts are indefinite quantity Contracts not mandatory Contracts not mandatory
Most schedules Most schedules cannotcannot be used by state/local gov’ts be used by state/local gov’ts Exceptions: IT schedule, schedules for firefighting/ Exceptions: IT schedule, schedules for firefighting/
rescue, law enforcement equipmentrescue, law enforcement equipment
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GSA, MAS CONTRACTSPROS AND CONS
CONSCONS Contractor responsible for all marketingContractor responsible for all marketing
Must develop and print a FSS pricelist Must develop and print a FSS pricelist brochurebrochure Hard copy and electronic versionHard copy and electronic version
Must distribute to Federal agenciesMust distribute to Federal agencies Responsible for all printing/distribution costsResponsible for all printing/distribution costs
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GSA, MAS CONTRACTSPROS AND CONS
CONSCONS
Past performance surveyPast performance survey Conducted by Dunn and BradstreetConducted by Dunn and Bradstreet Costs offeror $125Costs offeror $125
MandatoryMandatory for IT and other schedules for IT and other schedules Additional information required in schedule Additional information required in schedule
solicitations for “services”solicitations for “services”
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GSA, MAS CONTRACTSPROS AND CONS
CONSCONS Pre-established pricelist/catalog price Pre-established pricelist/catalog price
Used as basis for contract negotiations/award Used as basis for contract negotiations/award Vendors must show current and past Vendors must show current and past
customers sales based on discounts from customers sales based on discounts from pricelist/catalog (exception for services)pricelist/catalog (exception for services)
Many vendors do not have established Many vendors do not have established pricelistspricelists
Industrial Funding FeeIndustrial Funding Fee Must rebate to GSA .75% of all contract salesMust rebate to GSA .75% of all contract sales Offerors Offerors mustmust include fee in award price include fee in award price
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GSA, MAS CONTRACTSPROS AND CONS
CONSCONS
Vendors must prepare and submit a Federal Vendors must prepare and submit a Federal Supply Schedule Pricelist “brochure” Supply Schedule Pricelist “brochure” Normally due after notice of award receivedNormally due after notice of award received Due with Group 70, IT offersDue with Group 70, IT offers
Time consumingTime consuming ExpensiveExpensive
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GSA, MAS CONTRACTSPROS AND CONS
CONSCONS Period for acceptance of offers (IT)Period for acceptance of offers (IT)
180 calendar days180 calendar days from date of offer from date of offer First contact from GSA may be 150 + daysFirst contact from GSA may be 150 + days
Other schedules (VA) have even longer periodsOther schedules (VA) have even longer periods 240 to 365 days240 to 365 days
Heavy workloadHeavy workload No sense of urgencyNo sense of urgency
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GSA, MAS CONTRACTSPROS AND CONS
CONSCONS Contracts difficult to winContracts difficult to win
Paperwork is extensivePaperwork is extensive Process is time consumingProcess is time consuming
Cancelled with 30 day notice by either partyCancelled with 30 day notice by either party Large businesses receive about Large businesses receive about 70%70%
of all of all ordersorders
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GSA, MAS Solicitation Process
You can’t always believe what you are You can’t always believe what you are toldtold
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ABOUT GSA, MAS, SOLICITATIONS
Boiler plate/standard clauses – comprise 90% of Boiler plate/standard clauses – comprise 90% of solicitationsolicitation
Some poorly written – jump from one point to Some poorly written – jump from one point to something entirely differentsomething entirely different
Confusing termsConfusing terms Federal Supply Schedule Pricelist (brochure)Federal Supply Schedule Pricelist (brochure) Commercial catalog/price list Commercial catalog/price list
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ABOUT GSA, MAS SOLICITATIONS
All schedule solicitations require:All schedule solicitations require: Submission of a discounted catalog, price Submission of a discounted catalog, price
list list or other informationor other information to verify pricing to verify pricing Submission of a completed Commercial Submission of a completed Commercial
Sales Practice Format identifying offeror’s Sales Practice Format identifying offeror’s best customers and prices best customers and prices
Preparation & distribution of a Federal Preparation & distribution of a Federal Supply Schedule Pricelist brochureSupply Schedule Pricelist brochure
Past performance informationPast performance information
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ABOUT GSA, MAS, SOLICITATIONS
Special Item Numbers (SINs) differentiate Special Item Numbers (SINs) differentiate products or services coveredproducts or services covered
Vendors can offer products/services that fall under Vendors can offer products/services that fall under the special item number(s) they choosethe special item number(s) they choose
Some schedule solicitationsSome schedule solicitations have a special item have a special item number for “new items”number for “new items”
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ABOUT GSA, MAS SOLICITATIONS
No preference for small business in most No preference for small business in most instancesinstances Exceptions are the Exceptions are the temporary help temporary help
scheduleschedule and a few SINs in other and a few SINs in other solicitationssolicitations
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ABOUT GSA, MAS SOLICITATIONS
Guaranteed Minimum, $2,500Guaranteed Minimum, $2,500 Applies to contractors that receive orders Applies to contractors that receive orders
less than $2,500 during term of contractless than $2,500 during term of contract Government will pay difference between Government will pay difference between
dollar value of orders received and $2,500dollar value of orders received and $2,500
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ABOUT GSA, MAS SOLICITATIONS
Guaranteed Minimum, $2,500Guaranteed Minimum, $2,500 Contingent upon timely submission of Contingent upon timely submission of
Contractor’s Report of Sales (GSA Form Contractor’s Report of Sales (GSA Form 72A)72A)
Only applies if contract expires or Only applies if contract expires or cancellation initiated by the Governmentcancellation initiated by the Government
Not applicable if contract terminated for Not applicable if contract terminated for cause by the Government cause by the Government
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ABOUT GSA, MAS SOLICITATIONS
Solicitations are open continuously and have no Solicitations are open continuously and have no closing dateclosing date Offers can be made at anytimeOffers can be made at anytime
Solicitations are “Solicitations are “refreshedrefreshed” when changes are ” when changes are necessarynecessary It is extremely important to submit your offer on It is extremely important to submit your offer on
the most recently refreshed solicitationthe most recently refreshed solicitation Use the solicitation number to check FedBizOpps Use the solicitation number to check FedBizOpps
to ensure you are submitting the most current to ensure you are submitting the most current solicitationsolicitation
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SPECIAL CLAUSES AND REQUIREMENTS
Vets Employment Reporting Program (PL 105-339)Vets Employment Reporting Program (PL 105-339) Applicable to most procurement actions exceeding Applicable to most procurement actions exceeding
$25,000 including “schedules”$25,000 including “schedules” Must obtain Must obtain company numbercompany number from Vets-100 staff from Vets-100 staff
(703-461-2460)(703-461-2460) Report covers preceding fiscal year-due 9/30Report covers preceding fiscal year-due 9/30 Detailed instructions at Detailed instructions at
http://nvti.cudenver.edu/vets/instructions.htmhttp://nvti.cudenver.edu/vets/instructions.htm
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SPECIAL CLAUSES AND REQUIREMENTS
Maximum Order LimitationMaximum Order Limitation Specified amount for “price reduction" Specified amount for “price reduction"
purposes onlypurposes only No specific limitNo specific limit
Extremely importantExtremely important
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No Maximum Order Limitation
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SPECIAL CLAUSES AND REQUIREMENTS
Price Reduction ClausePrice Reduction Clause May lower price to any May lower price to any authorizedauthorized GSA GSA
schedule user at any timeschedule user at any time No penaltyNo penalty Agencies encouraged to seek deeper Agencies encouraged to seek deeper
discounts/lower labor ratesdiscounts/lower labor rates
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SPECIAL CLAUSES AND REQUIREMENTS
Price Reduction ClausePrice Reduction Clause May not lower price to May not lower price to commercialcommercial customers customers
after GSA and contractor agree on discount/ after GSA and contractor agree on discount/ price relationship (contract award i.e. 10%)price relationship (contract award i.e. 10%)
Penalty if contractor offers lower price and Penalty if contractor offers lower price and fails to offer GSA same pricingfails to offer GSA same pricing Exception is firm fixed price order with Exception is firm fixed price order with
definite delivery exceeding MOL definite delivery exceeding MOL
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SPECIAL CLAUSES AND REQUIREMENTS
Discount/price relationship must be Discount/price relationship must be maintained throughout term of maintained throughout term of contractcontract
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SPECIAL CLAUSES AND REQUIREMENTS
Price Reduction Clause Price Reduction Clause Locks in prices for term of contractLocks in prices for term of contract Contractors penalized monetarily Contractors penalized monetarily
for violation(s)for violation(s) Many small businesses hurt in pastMany small businesses hurt in past
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Price Reduction Penalty
Federal Acquisition Report, January 2002 Federal Acquisition Report, January 2002 “Gateway Computer: Paid back “Gateway Computer: Paid back $9 million$9 million for failing to adhere to the government price for failing to adhere to the government price reductions under a multiple award schedule reductions under a multiple award schedule contract for computers and components.”contract for computers and components.”
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SPECIAL CLAUSES AND REQUIREMENTS
Industrial Funding Fee (IFF) Industrial Funding Fee (IFF) Contractors rebate to GSA .75% of all Contractors rebate to GSA .75% of all
contract orders (quarterly)contract orders (quarterly) Funds used to compensate GSA Funds used to compensate GSA
contracting officialscontracting officials Offerors Offerors mustmust include IFF in their prices include IFF in their prices http://72a.gsa.govhttp://72a.gsa.gov for current IFF for current IFF
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Report of Sales
Form 72-AForm 72-A Submitted quarterlySubmitted quarterly
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SPECIAL CLAUSES AND REQUIREMENTS
Contractor’s Report of Sales (GSA Form 72A)Contractor’s Report of Sales (GSA Form 72A) Covers dollar value of contract sales including Covers dollar value of contract sales including
IFFIFF Due quarterly, 30 days following completion of Due quarterly, 30 days following completion of
reporting periodreporting period Reported to the Vendor Reports Center (VSC)Reported to the Vendor Reports Center (VSC)
Must register with VSC at (703) 305-6235 Must register with VSC at (703) 305-6235 ZeroZero reports required reports required
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SPECIAL CLAUSES AND REQUIREMENTS
Economic Price Adjustment (Economic Price Adjustment (differing versionsdiffering versions)) Contractors may submit Contractors may submit price decreasesprice decreases at any at any
timetime Contractors Contractors may request price increasesmay request price increases usually usually
on or after first 12 months of contract periodon or after first 12 months of contract period May be result of price list modificationMay be result of price list modification No more than 3 increases each 12 monthsNo more than 3 increases each 12 months Must follow instructions in contractMust follow instructions in contract
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SPECIAL CLAUSES AND REQUIREMENTS
Preparation of FSS Pricelist (brochure)Preparation of FSS Pricelist (brochure) Paper and electronic versions requiredPaper and electronic versions required Not normally due until after notice of award Not normally due until after notice of award
receivedreceived Due Due with offerwith offer for IT solicitations for IT solicitations
Contractor responsible for all printing and Contractor responsible for all printing and distribution costs!!!distribution costs!!!
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SPECIAL CLAUSES AND REQUIREMENTS
FSS Pricelist (brochure) must be approved FSS Pricelist (brochure) must be approved by contracting officerby contracting officer May be lengthy-30 pages or moreMay be lengthy-30 pages or more Incorrect information may require Incorrect information may require
reprint and redistributionreprint and redistribution
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SPECIAL CLAUSES AND REQUIREMENTS
FSS Pricelist FSS Pricelist Electronic versionElectronic version for GSA Advantage for GSA Advantage
due after instructions from contracting due after instructions from contracting officer receivedofficer received
Ensure this is accomplished as soon as Ensure this is accomplished as soon as possible for maximum exposurepossible for maximum exposure
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SPECIAL CLAUSES AND REQUIREMENTS
Format for FSS Pricelist BrochureFormat for FSS Pricelist Brochure Cover pageCover page FSC groupFSC group FSC class(s)FSC class(s) Special Item Numbers (SIN’s) awardedSpecial Item Numbers (SIN’s) awarded Contract numberContract number Contract periodContract period Contractor’s contact informationContractor’s contact information
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SPECIAL CLAUSES AND REQUIREMENTS
Format for FSS Pricelist BrochureFormat for FSS Pricelist Brochure Contract price or discount(s)Contract price or discount(s) Maximum orderMaximum order Geographic coverageGeographic coverage Commercial delivery termsCommercial delivery terms Expedited delivery Expedited delivery Point(s) of productionPoint(s) of production Prompt payment termsPrompt payment terms
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SPECIAL CLAUSES AND REQUIREMENTS
Format for FSS Pricelist BrochureFormat for FSS Pricelist Brochure Foreign itemsForeign items F.O.B. pointsF.O.B. points Ordering and payment addressesOrdering and payment addresses Warranty provisionsWarranty provisions Export packing chargesExport packing charges Terms and conditions applicable to Terms and conditions applicable to
certain SIN’scertain SIN’s
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SPECIAL CLAUSES AND REQUIREMENTS
Format for FSS Pricelist BrochureFormat for FSS Pricelist Brochure List of service and distribution pointsList of service and distribution points List of participating dealers (if applicable)List of participating dealers (if applicable) Applicable terms of rental, training, PM, etc.Applicable terms of rental, training, PM, etc. Identification of environmentally preferred, Identification of environmentally preferred,
energy efficient products and etc.energy efficient products and etc.
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SPECIAL CLAUSES AND REQUIREMENTS
Format for FSS Pricelist BrochureFormat for FSS Pricelist Brochure
Sample FSS Price List Brochures available on Sample FSS Price List Brochures available on internet by using web browser and searching internet by using web browser and searching “GSA Schedules”“GSA Schedules”
Due after notification of award except for ITDue after notification of award except for IT
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SPECIAL CLAUSES AND REQUIREMENTS
Address list for distribution of FSS Pricelist Address list for distribution of FSS Pricelist brochurebrochure May use your own list of customers (IT)May use your own list of customers (IT) May request list from GSA-labels, diskette, May request list from GSA-labels, diskette,
email addresses (if authorized)email addresses (if authorized) List may automatically be provided by GSA List may automatically be provided by GSA
May contain 3000 or more addresseesMay contain 3000 or more addressees
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SPECIAL CLAUSES AND REQUIREMENTS
May substitute returnable, self-addressed May substitute returnable, self-addressed postage paid envelope or post card postage paid envelope or post card indicating availability of brochure indicating availability of brochure
Electronic (email) distribution may be Electronic (email) distribution may be authorized in some schedulesauthorized in some schedules
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THINGS TO DO BEFORE TAKING THE “SCHEDULES” PLUNGE
Check schedules library to ensure there is a Check schedules library to ensure there is a schedule for the product or service you want to schedule for the product or service you want to furnish (furnish (www.gsa.govwww.gsa.gov))
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THINGS TO DO BEFORE TAKING THE “SCHEDULES” PLUNGE
Explore the possibility of marketing in your area Explore the possibility of marketing in your area for an existing schedule contractor for an existing schedule contractor
If a dealer/distributor, contact manufacturer to If a dealer/distributor, contact manufacturer to determine if they will allow you to sell using determine if they will allow you to sell using their GSA Schedule contracttheir GSA Schedule contract Much easier than obtaining a GSA contractMuch easier than obtaining a GSA contract
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THINGS TO DO BEFORE TAKING THE “SCHEDULES” PLUNGE
Consider the pros and cons of GSA schedule contractsConsider the pros and cons of GSA schedule contracts Be aware that some agencies choose not to use GSA Be aware that some agencies choose not to use GSA
SchedulesSchedules Understand that most schedule solicitations are Understand that most schedule solicitations are
unrestrictedunrestricted Only one schedule is totally set aside for small Only one schedule is totally set aside for small businessbusiness Several have special items numbers set-aside for small Several have special items numbers set-aside for small
businessbusiness
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THINGS TO DO BEFORE TAKING THE “SCHEDULES” PLUNGE
Determine the most effective means for selling Determine the most effective means for selling items costing items costing $150 or less$150 or less
ChoicesChoices GSA Schedule contract awardGSA Schedule contract award Use of Micro-Purchase proceduresUse of Micro-Purchase procedures
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THINGS TO DO BEFORE TAKING THE “SCHEDULES” PLUNGE
Micro-Purchase procedure Micro-Purchase procedure advantagesadvantages No competition requiredNo competition required Purchases normally made with a credit cardPurchases normally made with a credit card Easiest way to do business with governmentEasiest way to do business with government
Micro-Purchase procedure Micro-Purchase procedure disadvantagesdisadvantages $2,500 maximum per order$2,500 maximum per order Must accept credit cardMust accept credit card No guarantee of any businessNo guarantee of any business
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THINGS TO DO BEFORE TAKING THE “SCHEDULES” PLUNGE
GSA Federal Supply Schedule GSA Federal Supply Schedule advantagesadvantages Some agencies will only do business with firms Some agencies will only do business with firms
having GSA Schedule contractshaving GSA Schedule contracts No maximum order limitationNo maximum order limitation A good marketing toolA good marketing tool
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THINGS TO DO BEFORE TAKING THE “SCHEDULES” PLUNGE
GSA Federal Supply Schedule GSA Federal Supply Schedule disadvantagesdisadvantages Process for obtaining a contract time Process for obtaining a contract time
consuming, expensive and lengthyconsuming, expensive and lengthy False expectation that schedule award will lead False expectation that schedule award will lead
to unlimited government business to unlimited government business No guarantee of any businessNo guarantee of any business
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THINGS TO DO BEFORE TAKING THE “SCHEDULES” PLUNGE
Success/FailureSuccess/Failure GSA Schedule contract – Marketing effortGSA Schedule contract – Marketing effort Micro-Purchase procedure – Marketing effortMicro-Purchase procedure – Marketing effort
ConclusionConclusion Government buyers normally take the easiest methodGovernment buyers normally take the easiest method Micro-Purchase procedures probably best choiceMicro-Purchase procedures probably best choice
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What GSA Expects
Offeror’s most favorable customer priceOfferor’s most favorable customer price Offerors must provide proof Offerors must provide proof
Completed Commercial Sales Practices Completed Commercial Sales Practices Format Format
Other information to verify pricing Other information to verify pricing If not most favorable customer priceIf not most favorable customer price
Offerors must explainOfferors must explain
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GSA, MAS Proposal Methods
Taking the “plunge”Taking the “plunge” Submitting your offerSubmitting your offer Offers for Offers for servicesservices normally normally
require require technical and price technical and price
proposalsproposals
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GSA, MAS Proposal
Administrative Proposal (entire solicitation Administrative Proposal (entire solicitation completed)completed)
Technical ProposalTechnical Proposal Price ProposalPrice Proposal
Original and one copy required of eachOriginal and one copy required of each May be submitted electronically for some May be submitted electronically for some
solicitationssolicitations
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Executive Summary (MOBIS and other services)
Narrative description of experienceNarrative description of experience Explain how you intend to accomplish tasks Explain how you intend to accomplish tasks Include plan to demonstrate accounting Include plan to demonstrate accounting
controls, quality measures and ability to controls, quality measures and ability to acquire personnel proposed for contract acquire personnel proposed for contract and individual task ordersand individual task orders
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Technical Proposal
Information requiredInformation required Understanding of requirementsUnderstanding of requirements Professional staffProfessional staff Corporate experienceCorporate experience Past performancePast performance
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Technical Proposal
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Evaluation Criteria
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Evaluation Criteria (cont’d)
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Dun & Bradstreet Past Performance Evaluation Report
List 20 past or present customersList 20 past or present customers
Check with the acquisition center if Check with the acquisition center if limited corporate experience limited corporate experience BEFOREBEFORE submitting offer submitting offer
$125 fee payable to D & B$125 fee payable to D & B
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Technical Evaluation
Past PerformancePast Performance Dunn and Bradstreet (D&B) past performance Dunn and Bradstreet (D&B) past performance
evaluation evaluation List your List your bestbest customers customers in orderin order and and call themcall them Score less than 90 may be detrimental for ITScore less than 90 may be detrimental for IT Include a copy of evaluation forms sent to D&B Include a copy of evaluation forms sent to D&B
with offerwith offer
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Technical Evaluation (cont’d)
Past Performance Past Performance – D&B – D&B Form requests 20 customers for evaluationForm requests 20 customers for evaluation GSA will accept less, (prefer at least 6) GSA will accept less, (prefer at least 6) D&B D&B mustmust have responses from at least have responses from at least 3 3
for evaluationfor evaluation Call them allCall them all
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Technical Evaluation (cont’d)
Past Performance Past Performance D&B for IT, AIMS, MOBIS & Environmental D&B for IT, AIMS, MOBIS & Environmental
Must be Must be corporate customerscorporate customers Past performance must have been under Past performance must have been under
name on offername on offer Offerors with no corporate experience will not be Offerors with no corporate experience will not be
able to complyable to comply
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Technical Evaluation (cont’d)
If no relevant corporate experienceIf no relevant corporate experience Dun and Bradstreet (D&B) may not be
required for some service schedules Mandatory for IT, AIMS, Environmental
and MOBIS
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Technical Evaluation (cont’d)
Offeror Offeror maymay provide at least 10 work related provide at least 10 work related references for current or proposed staffreferences for current or proposed staff References must demonstrate past experience References must demonstrate past experience
in similar types of work to that being offeredin similar types of work to that being offered Must be sufficient to allow GSA to conduct a Must be sufficient to allow GSA to conduct a
Past Performance EvaluationPast Performance Evaluation
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Technical Proposal (cont’d)
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Technical Evaluation (cont’d)
Document performance over past 3 yearsDocument performance over past 3 years Describe 3 projects similar to effort being offeredDescribe 3 projects similar to effort being offered
Project/contract name/description, dollar amount, Project/contract name/description, dollar amount, contract durationcontract duration
Point(s) of contact and telephone number(s)Point(s) of contact and telephone number(s) Two must have been completed within past 2 yearsTwo must have been completed within past 2 years All 3 must have been completed within past 3 yearsAll 3 must have been completed within past 3 years
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Price Proposal
Separate from Tech. & Admin. ProposalsSeparate from Tech. & Admin. Proposals Contains all info relative to pricingContains all info relative to pricing Pricing to be provided using format in Pricing to be provided using format in
“Schedule of Items” in solicitation“Schedule of Items” in solicitation
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Price Proposal (cont’d)
Contains sufficient info for CO to Contains sufficient info for CO to determine items are fair & reasonabledetermine items are fair & reasonable
Pricing furnished in sufficient detail to Pricing furnished in sufficient detail to enable CO to perform price analysisenable CO to perform price analysis
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Price Proposal (cont’d)
Pricing data to includePricing data to include Commercial Sales Practices FormatCommercial Sales Practices Format
Indicate if prices offered GSA are as good or Indicate if prices offered GSA are as good or better as those offered to any customerbetter as those offered to any customer
Show Show discountdiscount from catalog/list price or from catalog/list price or hourly hourly labor rate(s)labor rate(s) offered best customers offered best customers
Commercial Catalog/Price List or other Commercial Catalog/Price List or other supporting data requiredsupporting data required
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Professional Compensation Plan (Services)
Offerors must submit total compensation Offerors must submit total compensation plan for professional employees who will plan for professional employees who will work under the contractwork under the contract Propose salaries Propose salaries Proposed fringe benfitsProposed fringe benfits
Offer’s ability to provide uninterrupted Offer’s ability to provide uninterrupted high-quality work high-quality work
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Uncompensated Overtime for Professional Employees (Services)
All hours including those in excess of 40 All hours including those in excess of 40 hours worked by professionals must be hours worked by professionals must be accounted for accounted for
Offeror’s must identify these hours in Offeror’s must identify these hours in their proposals by labor category and their proposals by labor category and include a a copy of its policy addressing include a a copy of its policy addressing uncompensated OT with their proposaluncompensated OT with their proposal
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Commercial Catalog/Price List
Must provide Must provide twotwo copies with offer (if copies with offer (if applicable)applicable) Must be currentMust be current
Specially prepared catalog/price list Specially prepared catalog/price list acceptable if verbatim extract (verification acceptable if verbatim extract (verification required)required)
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Commercial Catalog/Price List (cont’d)
Price lists created at time of submission of Price lists created at time of submission of offer not likely to work offer not likely to work Not pre-establishedNot pre-established Probably impossible to demonstrate Probably impossible to demonstrate
that past sales were based on discount that past sales were based on discount from catalog/price list from catalog/price list
Exceptions!!!Exceptions!!!
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Commercial Catalog/Price List (cont’d)
Offeror may be required to submit invoices Offeror may be required to submit invoices to substantiate that catalog/price list was to substantiate that catalog/price list was used as basis for salesused as basis for sales
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Commercial catalog/price list (cont’d)
Indicate “Special Item Number” (SIN) Indicate “Special Item Number” (SIN) next to each item in price listnext to each item in price list Must “line out or initial” items not Must “line out or initial” items not
offered offered
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Commercial catalog/price list (cont’d)
Clauses used in solicitations for “Supplies” Clauses used in solicitations for “Supplies” are also used in solicitations for “Services”are also used in solicitations for “Services”
The previous clause is in all GSA Schedule The previous clause is in all GSA Schedule solicitations even though it may have no solicitations even though it may have no bearing on offers for servicesbearing on offers for services
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Commercial catalog/price list (cont’d)
For schedules for services For schedules for services where catalog prices where catalog prices are not presentare not present, offerors , offerors maymay provide provide documentation other than a catalog price to documentation other than a catalog price to support prices offered to GSAsupport prices offered to GSA Quote sheets, market prices, business memosQuote sheets, market prices, business memos Cost information to show how offeror arrived Cost information to show how offeror arrived
at proposed price, e.g. hourly rate + overhead + at proposed price, e.g. hourly rate + overhead + G&A + feeG&A + fee
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Price Lists
Acceptable forms of price listsAcceptable forms of price lists PublishedPublished PrintedPrinted Computer generatedComputer generated Internal Internal Dealers may be required to submit a copy of Dealers may be required to submit a copy of
their manufacturer’s pricelist(s)their manufacturer’s pricelist(s)
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Commercial Sales Practices Format
One of the most important parts of the One of the most important parts of the solicitationsolicitation
Used by Contracting Officer (CO) to verify Used by Contracting Officer (CO) to verify pricing and demonstrate commercialitypricing and demonstrate commerciality
Versions differVersions differ
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Commercial Sales Practices Format (cont’d)
Show dollar value of sales to general public Show dollar value of sales to general public during past 12 monthsduring past 12 months
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Commercial Sales Practices Format (cont’d)
Show projected sales for contract term ???Show projected sales for contract term ??? Projected annual sales X-20 used as estimate Projected annual sales X-20 used as estimate
for contract valuefor contract value
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Commercial Sales Practices Format (cont’d)
Projected annual salesProjected annual sales Must be at least $25,000 annuallyMust be at least $25,000 annually Be conservativeBe conservative
Offeror may be deemed non-responsible Offeror may be deemed non-responsible if firm does not have financial capacity if firm does not have financial capacity to handle contractto handle contract
Referred to SBA for a Contracting Officer Referred to SBA for a Contracting Officer Certificate (COC) Certificate (COC)
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Commercial Sales Practices Format (cont’d)
Offeror must state whether discounts/ Offeror must state whether discounts/ concessions are equal to or better than best concessions are equal to or better than best price to any customer acquiring same items price to any customer acquiring same items regardless of quantity (Yes__No__)regardless of quantity (Yes__No__)
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Commercial Sales Practices Format (cont’d)
If If YESYES, offeror must complete chart showing , offeror must complete chart showing customer(s) receiving offeror’s best price customer(s) receiving offeror’s best price (discount or hourly rate), quantity volume (discount or hourly rate), quantity volume discount, discount, FOB terms and concessions FOB terms and concessions provided to your best customersprovided to your best customers Demonstrates Demonstrates commercialitycommerciality
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Commercial Sales Practices Format (cont’d)
If If NONO, offeror completes chart for all , offeror completes chart for all customers receiving a price (discount and customers receiving a price (discount and concessions) equal to or better than price concessions) equal to or better than price offered to government. offered to government. Offeror required to submit supporting Offeror required to submit supporting
documentation documentation
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Commercial Sales Practices Format (cont’d)
Offerors submitting more than one price Offerors submitting more than one price list for same SIN when discounts will be list for same SIN when discounts will be differentdifferent
Recommend a separate CSPF for each Recommend a separate CSPF for each price list price list To show different discounts To show different discounts To identify “Best Customers” if To identify “Best Customers” if
differentdifferent
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Commercial Sales Practices Format (cont’d)
CSPF verifies that CSPF verifies that Product/service has been sold to Product/service has been sold to
general public/governmentgeneral public/government Has an Has an establishedestablished catalog/list price or catalog/list price or
hourly ratehourly rate If offeror cannot prove significant salesIf offeror cannot prove significant sales
“ “HUGE PROBLEM”HUGE PROBLEM”
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Commercial Sales Practices Format (cont’d)
Dealers/resellers for products w/out Dealers/resellers for products w/out significant sales when significant sales when contractcontract sales are sales are expected to exceed $500Kexpected to exceed $500K
Or Or when CSPF data does not satisfy COwhen CSPF data does not satisfy CO Requires submission of manufacturer’s Requires submission of manufacturer’s
information for items 1-4 on CSPFinformation for items 1-4 on CSPF
PLUSPLUS
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Commercial Sales Practices Format (cont’d)
Manufacturer’s Name (each)Manufacturer’s Name (each) Manufacturer’s Part Numbers Manufacturer’s Part Numbers Dealer’s/Reseller’s Part NumbersDealer’s/Reseller’s Part Numbers Product DescriptionsProduct Descriptions Manufacturer’s Price List(s)Manufacturer’s Price List(s) Dealer’s/Reseller’s percentage discount Dealer’s/Reseller’s percentage discount
from Manufacturers list or net pricesfrom Manufacturers list or net prices
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Commercial Sales Practices Format (cont’d)
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Commercial Sales Practices Format (cont’d)
Offeror must obtain written authorization Offeror must obtain written authorization from EACH manufacturer for GSA to from EACH manufacturer for GSA to look at sales recordslook at sales records Must advise manufacturer of this Must advise manufacturer of this
requirementrequirement Manufacturer information may be Manufacturer information may be
provided directly to the governmentprovided directly to the government..
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Commercial Sales Practices Format (cont’d)
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Price Proposal (cont’d)
OROR
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Price Proposal (cont’d)
For pricing for For pricing for servicesservices based on market prices based on market prices where catalog prices are not availablewhere catalog prices are not available, offeror , offeror must provide either:must provide either:
Information related to prices: Information related to prices: Market prices Market prices Internal business memosInternal business memos Quote sheets, etc., documenting sales of Quote sheets, etc., documenting sales of
similar items (commercial or government)similar items (commercial or government)
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Price Proposal (cont’d)
OROR
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Price Proposal (cont’d)
Information to show how offeror arrived at Information to show how offeror arrived at proposed price(s)proposed price(s) Hourly rate + Overhead + G&A +Fee for Hourly rate + Overhead + G&A +Fee for
each labor categoryeach labor category Loaded ratesLoaded rates
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Price Proposal (cont’d)
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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL SERVICES
Schedule 70Schedule 70 Information Technology Professional ServicesInformation Technology Professional Services
Most sought after (SIN 132-51)Most sought after (SIN 132-51) Most difficult schedule SIN to obtainMost difficult schedule SIN to obtain Requirements Requirements more stringentmore stringent than other SINs than other SINs Offerors must provide pricing information Offerors must provide pricing information
not found in basic solicitationnot found in basic solicitation
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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL SERVICES
Document IT performance over past 3 yearsDocument IT performance over past 3 years Describe 3 projects similar to effort being offeredDescribe 3 projects similar to effort being offered
Project/contract name/description, dollar amount, Project/contract name/description, dollar amount, contract durationcontract duration
Point(s) of contact and telephone number(s)Point(s) of contact and telephone number(s) Two must have been completed within past 2 yearsTwo must have been completed within past 2 years All 3 must have been completed within past 3 yearsAll 3 must have been completed within past 3 years Required by Clause F-5Required by Clause F-5
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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL SERVICES
(cont’d)
Complete an IT Services Best Rates, Price and Complete an IT Services Best Rates, Price and Skill/Experience MatrixSkill/Experience Matrix
Not part of the original solicitationNot part of the original solicitation Applicable to IT Services onlyApplicable to IT Services only
Show labor categories and Show labor categories and lowestlowest rates rates chargedcharged under 3 “identified” IT service under 3 “identified” IT service contracts performed during past 3 yearscontracts performed during past 3 years
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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL SERVICES
(cont’d)Matrix (cont’d)Matrix (cont’d) Differing versions of matricesDiffering versions of matrices
Selected version appears to be matter of Selected version appears to be matter of CO’s individual preferenceCO’s individual preference
Both Both disallow unsupported labor categoriesdisallow unsupported labor categories One very specificallyOne very specifically Another version requires more informationAnother version requires more information
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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL ERVICES
(cont’d)Matrix (cont’d)Matrix (cont’d) Offeror’s matrix Offeror’s matrix mustmust support each labor support each labor
category proposed in GSA offercategory proposed in GSA offer UnsupportedUnsupported proposed labor categories proposed labor categories will will
notnot be considered for award be considered for award GSA may require copies of invoices GSA may require copies of invoices
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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL SERVICES
(cont’d)Matrix (cont’d)Matrix (cont’d) Show commercial rates Show commercial rates Show proposed GSA Schedule ratesShow proposed GSA Schedule rates
With and without Industrial Funding FeeWith and without Industrial Funding Fee Required by Clause F.5 in IT solicitationRequired by Clause F.5 in IT solicitation
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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL SERVICES
(cont’d)Organizational structure (management)Organizational structure (management) History and overview of the organizationHistory and overview of the organization Organizational elements within the company Organizational elements within the company
participating in providing IT services participating in providing IT services Include a chartInclude a chart
Financial statementFinancial statement How elaborate???How elaborate???
Annual reportAnnual report
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Proposal Submission and Pricing Proposal Submission and Pricing
QuestionsQuestions
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AT A MINIMUM, A VENDOR MUST PROVIDE
Cover letterCover letter A completed copy of the entire solicitation A completed copy of the entire solicitation
package including SF 1449package including SF 1449
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AT A MINIMUM, A VENDOR MUST PROVIDE (cont’d)
The catalog or pre-established price list from The catalog or pre-established price list from
which discounts are to be offered which discounts are to be offered oror Verification of proposed hourly/daily labor ratesVerification of proposed hourly/daily labor rates The “Federal Supply Schedule Pricelist” The “Federal Supply Schedule Pricelist”
brochure brochure Due Due afterafter award notification except IT award notification except IT
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AT A MINIMUM, A VENDOR MUST PROVIDE (cont’d)
A completed Commercial Sales Practices Format A completed Commercial Sales Practices Format to demonstrate “commerciality”to demonstrate “commerciality” Documents that previous sales were based on Documents that previous sales were based on
discounts from a pre-established price list or catalog discounts from a pre-established price list or catalog or hourly/daily labor ratesor hourly/daily labor rates
Verifies concessions, quantity discounts and delivery Verifies concessions, quantity discounts and delivery termsterms
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IF REQUIRED, A VENDOR MUST PROVIDE
Technical and Price ProposalsTechnical and Price Proposals For solicitations covering servicesFor solicitations covering services
Letter(s) of supply support from manufacturer(s) orLetter(s) of supply support from manufacturer(s) or Evidence that offeror will have an uninterrupted source of Evidence that offeror will have an uninterrupted source of
supply (mandatory in some schedules)supply (mandatory in some schedules) Documentation supporting difference between discount/price Documentation supporting difference between discount/price
offered to Government and the best discount/price available if offered to Government and the best discount/price available if not offering best pricenot offering best price
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IF REQUIRED, A VENDOR MUST PROVIDE
(cont’d)
Copy of past performance survey submitted to Copy of past performance survey submitted to Dunn and Bradstreet Dunn and Bradstreet
A completed solicitation checklist (IT, MOBIS A completed solicitation checklist (IT, MOBIS and others)and others)
Subcontracting plan if large businessSubcontracting plan if large business
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GSA Objective in Awarding MAS Contracts
Obtain offeror’s best price by: Obtain offeror’s best price by: Determining price reasonablenessDetermining price reasonableness Performing a price analysisPerforming a price analysis Comparing terms and condition of MAS solicitation Comparing terms and condition of MAS solicitation
with terms and conditions of customer agreementswith terms and conditions of customer agreements Determining if offeror’s documentation justifies Determining if offeror’s documentation justifies
smaller discount offered to government than to smaller discount offered to government than to contractor’s best customercontractor’s best customer
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What to Do Now
Be patientBe patient You may be in a hurry but GSA is notYou may be in a hurry but GSA is not GSA has numerous offers from all over GSA has numerous offers from all over
the country to evaluatethe country to evaluate GSA normally has 180 days to consider GSA normally has 180 days to consider
making an award making an award
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What to Do Now
Check status of offer Check status of offer Wait about 60 days if nothing from GSAWait about 60 days if nothing from GSA Don’t be a pain in GSA’s neckDon’t be a pain in GSA’s neck Timing is your decisionTiming is your decision
Solicitation lost recently after repeated Solicitation lost recently after repeated calls for status?????calls for status?????
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What Do I Do Now
Political influencePolitical influence If you’ve got it, use it ……wiselyIf you’ve got it, use it ……wisely Could backfireCould backfire
When to use itWhen to use it Long delay in solicitation evaluation processLong delay in solicitation evaluation process Lost solicitationLost solicitation Feel you are being treated unfairlyFeel you are being treated unfairly
May not make a differenceMay not make a difference
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Contract Award
Contracting officer will provide:Contracting officer will provide: A copy of the contractA copy of the contract Copy of FSS Pricelist Copy of FSS Pricelist brochurebrochure accepted by accepted by
governmentgovernment List of addresses to send price list brochure List of addresses to send price list brochure
(may be optional)(may be optional) Instructions for submitting electronic FSS Instructions for submitting electronic FSS
Pricelist brochure for GSA AdvantagePricelist brochure for GSA Advantage
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Contract Modification (if awarded a contract)
Types of modificationsTypes of modifications Additional items/additional SIN’sAdditional items/additional SIN’s
Quick Mod coming to expedite processQuick Mod coming to expedite process Deletions-contractor must explainDeletions-contractor must explain
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Economic Price Adjustment
Contractors may submit price decreases any timeContractors may submit price decreases any time Contractors may request price increases Contractors may request price increases
Anytime for some solicitations orAnytime for some solicitations or On or after first 12 months of contract periodOn or after first 12 months of contract period May be result of price list modificationMay be result of price list modification No more than 3 increases each 12 monthsNo more than 3 increases each 12 months Must follow instructions in contractMust follow instructions in contract
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Contract Renewal Option
Required to certify size status at each Required to certify size status at each renewal option renewal option
If now large, must develop and submit If now large, must develop and submit subcontracting plan if dollar threshold subcontracting plan if dollar threshold metmet
If offeror now large and solicitation/SIN If offeror now large and solicitation/SIN was a SBSA, was a SBSA, no renewalno renewal
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Central Contractor Registration (CCR)
Cannot receive orders over $2,500 from Cannot receive orders over $2,500 from DoD and other agencies unless registeredDoD and other agencies unless registered
Register at Register at www.ccr.govwww.ccr.gov Receive Trading Partner Identification Receive Trading Partner Identification
Number (TPIN)Number (TPIN) Now applicable to most Federal agencies Now applicable to most Federal agencies
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Under $2,500Under $2,500 Order from any Schedule contractorOrder from any Schedule contractor
Over $2,500Over $2,500 Obligated to review Obligated to review GSA Advantage!™ GSA Advantage!™ or or
three Schedule contractors’ priceliststhree Schedule contractors’ pricelists Prepare and transmit a Request for Quote (RFQ) Prepare and transmit a Request for Quote (RFQ)
and Statement of Work (SOW) for servicesand Statement of Work (SOW) for services
Ordering Procedures for Ordering Procedures for Federal AgenciesFederal Agencies
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Over $2,500 (cont’d)Over $2,500 (cont’d) Select the “Best Value” at theSelect the “Best Value” at the
lowest overall cost lowest overall cost Orders over the maximum order thresholdOrders over the maximum order threshold
Agencies review additional price lists Agencies review additional price lists Seek price reductions from contractorsSeek price reductions from contractors
Ordering Procedures for Ordering Procedures for Federal AgenciesFederal Agencies
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Blanket Purchase Agreement (BPA)
Establishes procedures for placing orders Establishes procedures for placing orders between ordering agency and contractor for between ordering agency and contractor for repetitive needsrepetitive needs Issued by ordering activityIssued by ordering activity Commonly used in GSA Schedules Commonly used in GSA Schedules
Eliminates need to secure three quotes for Eliminates need to secure three quotes for individual orders expected to be issued during individual orders expected to be issued during time period designated in BPAtime period designated in BPA
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Contractor Team ArrangementsContractor Team Arrangements
Help in responding to a Help in responding to a requirementrequirement
Each team member Each team member must have own must have own Schedule contractSchedule contract
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Next StepsNext Steps
Where do I go from here?Where do I go from here?
How do I get business?How do I get business?
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Market Your FirmMarket Your Firm
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Your Next Challenge
Contact potential authorized users you Contact potential authorized users you know personally and advise them of your know personally and advise them of your schedule awardschedule award
Contact the GSA, Federal Supply Service Contact the GSA, Federal Supply Service Marketing group at (404) 331-3026 and Marketing group at (404) 331-3026 and request their assistance in advising request their assistance in advising agencies about your awardagencies about your award
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GSA Vendor Support Center
WWW.GSA.GOVWWW.GSA.GOV C-Vendor Support Center in textC-Vendor Support Center in text C-”The Steps to Success, How to be a C-”The Steps to Success, How to be a
Successful Contractor”Successful Contractor” Provides excellent marketing adviceProvides excellent marketing advice
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Use E-Buy as a Marketing Toolwww.ebuy.gsa.gov
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E-Buy E-Buy Permits ordering activities to compete Permits ordering activities to compete
orders electronically by SIN orders electronically by SIN Ordering activities can designate which Ordering activities can designate which
contractors are to be solicited contractors are to be solicited
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E-Buy E-Buy AllAll other contractors with awards under other contractors with awards under
the the same SINsame SIN who have submitted their who have submitted their FSS electronic price lists to GSA FSS electronic price lists to GSA Advantage may view agency notices, Advantage may view agency notices, make offers and be considered for awardmake offers and be considered for award
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E-Buy AdvantagesE-Buy Advantages
Schedule contractors can:Schedule contractors can: Review EBuy on a daily basis for Review EBuy on a daily basis for
contracting opportunitiescontracting opportunities Build a data base of ordering activities Build a data base of ordering activities
who need this type service who need this type service Must be on GSA Advantage in order to Must be on GSA Advantage in order to
participateparticipate
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Georgia Tech Procurement Assistance Center
www.gtpac.orgwww.gtpac.org
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Before You Leave
PleasePlease
Indicate your presence with a check Indicate your presence with a check mark on the sign in sheetmark on the sign in sheet
Complete the seminar evaluation Complete the seminar evaluation formform
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QUESTIONSQUESTIONS
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THE END