perform effective market research with gsa acquisition e-tools charles lee kathryn pamiroyan liz...
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Perform Effective Market Research with GSA Acquisition e-Tools
Charles LeeKathryn PamiroyanLiz Belenis Slater
GSA Training Conference and ExpoMay 10-12, 2011
U.S. General Services Administration
Agenda
GSA Schedules Overview
GSA e-Tools and Market Research Best Practices
Resources for the Procurement Community
GSA Schedule Basics
• Grouping of similar or comparable supplies and/or services
• GSA competitively awarded IDIQ Fixed Price Contracts
• More than 18,600 contracts in place
• 80% awarded to small business concerns – Agency gets socio-economic credit, except 8(a)
Section 13, page 68
Priorities for Use of the GSA Schedules Program
Supplies1. Agency inventories2. Excess from other agencies3. Federal Prison Industries4. AbilityOne agencies5. Wholesale stock programs
(GSA/DLA/VA)6. Mandatory Multiple Award
Schedules7. Optional-use Multiple Award
Schedules8. Commercial sources
Services1. AbilityOne agencies2. Mandatory Multiple Award
Schedules3. Optional-use Multiple Award
Schedules4. Federal Prison Industries or
Commercial sources
Section 1, pages 9-10
Key Features
• Evergreen Contracts• Price Reductions• New Technology • Blanket Purchase
Agreements• Contractor Team
Arrangements• Options on Orders• Open Market Items
BPA - Section 9 CTA - Section 10 OPT- Section 3 OMI – Section 8
Multiple Award Schedules A flexible fit when procuring:
Commercial Products
Commercial Services
Section 13, page 68
Ordering Procedures
SERVICES
PRODUCTS & SIMPLE SERVICES
• FAR 8.405-1Ordering Procedures for Supplies and Services Not Requiring a Statement of Work
• FAR 8.405-2Ordering Procedures for Services Requiring a Statement of Work
Section 3
Sole/Limited Source
Section 3
FAR 8.405-6Limited Sources Justification and Approval
FAR 6.302Other Than Full and Open Competition
RFQ Development and IssuanceWithout a SOW
Schedule contract supplies (products) and fixed-price services for a specific task.
Threshold Considerations (FAR/DFAR)
What Does the Government Think is Important for Award? (Evaluation Factors)
RFQ Development and IssuanceWith a SOW
Schedule contract services priced at hourly rates
SOW Library: http://www.gsa.gov/sowlibrary
Threshold Considerations (FAR/DFAR)
What Does the Government Think is Important for Award? (Evaluation Factors)
Evaluation of QuotesSelection and Award
Best Value Continuum: From price predominates (Low-Price Technically Acceptable) to technical/past performance predominates
Socioeconomic Considerations
http://www.aptac-us.org/new
http://www.gsa.gov/gettingonschedule
http://www.gsa.gov/sbu
How to Get Local Vendors Under Contract
GSA Advantage!®
GSA eLibrary
eBuySchedulesProgram
Perform effective market research by using these GSA e-Tools together!
GSA e-Tools and Market Research Best Practices
Market Research
• Identify salient characteristics and sustainability requirements
• Understand requirement completely• Ask form, fit and function questions
Market Researchmaking a Schedule the very best fit
• Customize a Schedule • Research the Contract T&C’s
• Add augmenting, non-conflicting clauses
Practical Market Research Example:Copier/Printer/Scanner
Contracting Office Questions
1. Standard or common terminology
2. Environmental preference?
3. Color?
4. Network?
5. Speed
6. Resolution
Customer Answers
1. Multifunction machine, All-in-one, Copier/Printer/Scanner
2. Energy Star
3. Yes
4. Yes
5. 25 ppm
6. 1200 DPI (dots per inch)
Best Practices: What did we learn from this example?
1. Fully define your requirement before beginning market research.
2. Search using “salient characteristics”
3. Is “adequate competition” met by using GSA Advantage?
Streamline and save time by making the purchase, as no further action may be necessary!
Practical Market Research Example: 50 Office Chairs
Contracting Office Questions
1. Standard or common terminology
2. Environmental preference?
3. Sizes
4. Other Characteristics
Customer Answers
1. Chair, Office Chair, Task Chair
2. Yes, if possible
3. 10 mid back average 40 mid back wide body
4. Adjustable arms/height
Warranty and 24hr Maintenance
RFI vs. RFQ: Best Practices and Conditions for Use
RFI
• Used for market research purposes and for the exchange of information with industry prior to the receipt of proposals
• One means of obtaining and collecting information about capabilities within the market to satisfy contract needs
• Helps determine if adequate competition exists
RFQ
• Known competition exists.
• Precise specifications exist.
• Selection criteria have been developed.
• In accordance with FAR, all responses received must be reviewed.
eBuy Results
Less than three responses?
We may have situations where competition is limited, but before we make that determination, we need to review our RFI/RFQ.
eBuy RFI/RFQ Review
• If the answer to any of the following questions is “yes,” competition may be unnecessarily limited.
1. Is the SOW narrowly defined with overly restrictive specifications or performance standards?
2. Is the order written in such a way as to create a continuous arrangement with the same contractor?
3. Is it a brand name or equivalent?(Refer to >For Customers – Ordering from Schedules> Use of Brand Name Specifications at http://www.gsa.gov/schedules)
eBuy RFI/RFQ Review
• If answers to all preceding questions were “no:”
• We have met our competition requirements.
• Determination & Finding (D&F)
Best Practices: What did we learn from this example?
1. Fully define your requirement before beginning market research.
2. Try various standard terminology searches.
3. Begin with the most search matches – “cast the widest net.”
4. Use GSAadvantage, eLibrary and eBuy together to maximize your market research.
Practical Market Research Example:environmental impact statement
Contracting Office Questions
1. What are the standard commercial terms for the requirement?
2. Location?
3. Previous experience w/ agency
Customer Answers
1. Environmental Impact Study “EIS”
2. California
3. Navy
Best Practices: What did we learn from this example?
1. Begin with a broad services “category” search (cast the widest net)
2. Searching by location and prior experience is possible via Advantage
3. Use Contractor Catalog’s in Advantage to continue market research
4. Use Advantage/eLibrary and eBuy together to strengthen and streamline your market research!
Best Practices: What did we learn from this example?
1. Again, use broad terminology when searching to cast the widest net, then refine.
2. Issue a Request for Information (RFI) using e-Buy to uncover the “most technically acceptable” contractors.
Additional GSA Acquisition Solutions
GSA Global Supply
http://www.gsaglobalsupply.gsa.gov
Network and Telecommunication Services Contracts
http://www.gsa.gov/networkservices
Governmentwide Acquisition Contracts (GWACs)
http://www.gsa.gov/gwacs
gsaglobalsupply.gsa.gov
Additional GSA Resourcesfor the Procurement Community
•GSA MAS Program •http://www.gsa.gov/schedules
•GSAadvantage.gov – includes links to eLibrary & eBuy•http://www.GSAadvantage.gov
•GSA eLibrary includes Contracts on Line•http://www.gsaelibrary.gsa.gov
•Services Ordering Solutions – Avoiding MAS confusion •(Blog designed to assist Federal Contracting Officers using GSA’s MAS program to order services)
• http://contacts.gsa.gov/blogs/servicesordering.nsf•Business Partner Network (BPN) - a single source for vendor data for the Federal Government. http://www.bpn.gov