“WHAT IS A GSA SCHEDULE AND HOW DO I USE IT”

PRESENTED BY Helena KochPRESENTED BY Helena Koch

U.S. General Services AdministrationU.S. General Services Administration

Mid-Atlantic Regional Office Mid-Atlantic Regional Office

of Small Business Utilizationof Small Business Utilization

U.S. General Services U.S. General Services AdministrationAdministration

GSA is the federal government’s procurement expert.

We help other federal agencies acquire the space, products, services they need from federal and

commercial sources.

We provide and contract for billions of dollars’ worth of products and services for federal agencies.

Office of Small Business Office of Small Business Utilization (OSBU) Utilization (OSBU) Mission StatementMission Statement

As GSA’s small business advocate, OSBU will engage in strategies that provide opportunities for small (including small business located in HUBZones, minority, veteran, and women- owned) businesses in government procurement.

GSA 101Organization

GENERAL SERVICES ADMINISTRATION

FEDERAL ACQUISITION SERVICE (FAS)

PUBLIC BUILDINGSERVICE (PBS)

Public Buildings Service (PBS)Public Buildings Service (PBS) The landlord and real estate organization of

the civilian Federal government Leases space to Federal customer agencies; Repairs, alters, and renovates existing buildings; Designs courthouses, border stations, and

Federal office buildings Responsible for buildings operations and

maintenance

PUBLIC BUILDING SERVICE (PBS)

• Congress appropriates money for work

• Agencies issue public notices of specific requirements

• Contracting offices award and administer contracts

PBS Selection Considerations

“Relevant” Good Past Performance - Similar projects in size and scope

- Ability to work in occupied office space

Financial stability

Past GSA or other Federal experience

Selection Considerations

Insurance CapabilitiesWorker’s compensation, general liability, automobile

Bonding Capabilities - Performance and Payment Bonds equal to 100% of contract price for projects exceeding $100,000.00 - Payment bond equal to 100% of contract price for project greater than $25,000.00 but not exceeding $100,000.00

WHAT IS BEST VALUE?

• Technical Solution• Corporate Experience• Delivery Date• Location• Warranty• Price • Etc.

PAST PERFORMANCE

Can be used as a factor for determining best value.

Past performance on earlier orders under the contract, including quality, timeliness, and cost control.

Environment Impact and Sustainability

HIGHLIGHT YOUR SUSTAINABILE PRACTICES

•Recycling, energy and water efficiency programs?•Workers/guests have easy access to mass transit?•Lights and AC turned off when rooms not in use?•Paperless check-in and check-out?•Use bio-based or biodegradable products?•Web based meetings•Recyclable training materials •Provide proper disposal of toxic products•Develop measurements of progress for your company

GHGGSA will increase its investment in energy and water

conservation projects across its inventory of owned Federal buildings in order to reduce facility energy intensity by FY 2020.  Energy intensity is measured as the average energy consumed in British thermal units (BTU) per gross square foot (GSF) of space.

GSA will design all new Federal buildings to deliver energy performance at least 30 percent below industry standards for energy efficiency in non-residential buildings, achieve the U.S. Green Building Council's Leadership in Energy and Environmental Design (LEED) Gold certification, and meet Energy Star standards.

GSA will introduce new education and awareness initiatives to motivate tenants, GSA contractors, and GSA employees to make behavioral changes to reduce energy and water consumption.

Subcontracting as a Contract Option

Type Benefits

Subcontracting •Large Business Required at $650,000 or above•New Opportunities•Past Performance Not Always Required•Mentor Protégé

How to participate: Open to all business sizes Take turns being the prime Bring the opportunities to the table Highlight your partnerships as your government experience

A Plan is Required: Large Business and revenue is $650,000 or greater ($1.5M for construction) including all options

Contractor Teaming Arrangements

“Contractor team arrangement, "means an arrangement in which—

– (1) Two or more companies form a partnership or joint venture to act as a potential prime contractor; or

– (2) A potential prime contractor agrees with one or more other companies to have them act as its subcontractors under a specified Government contract or acquisition program.

Successful Partnering• Introduce - Use every opportunity to meet new

potential partners

• Exchange Information – Never leave home without your business cards and a pen

• Go to breakfast/lunch/dinner– Set up a time within the first two weeks

• Go to other things together– meet at events of mutual interest

• Determine value add – both sides should benefit from the partnership

Value-Add Checklist(assess in the first 2-3 meetings)

• Positive Reputation? (birds of a feather)• Successful Contracts? (not dependent on your success)• Accessible Location? (services more than products)• Appealing Niche? (complement your company)• Certifications? (for set-asides and other benefits)• Memberships? (networking advantage)• Past Performance? (positive or negative)• Steady Growth? (past to current accomplishments)

Access OSBU

www.gsa.gov/osbu

• www.twitter.com/gsaosbu• (information and feedback

changing small business partnerships)

• www.facebook.com • GSA, Office of Small Business

Utilization • (Fan Page with lots of updates)

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Access OSBU

www.gsa.gov/osbu

• www.gsa.gov/smallbizguide• (publications, video, fact sheets…)• www.gsa.gov/smallbizevents• (GSA events around the country just for

small business)• Want all events? www.gsa.gov/events• Interact.gsa.gov • Small Business Solutions Group• (blogs, discussion boards, and more)

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Helpful Guidance

• Put everything in writing• Consider

o Rotating Prime Representationo Length of Commitmento Terms and Conditions for Exiting the Partnership

• Track FBO for Government Trends• Veteran Set-Asides• Sustainability Requirements• Women Owned Small Business Set-Asides

Federal Acquisition Service Federal Acquisition Service (FAS)(FAS)

• Home of the GSA Schedules Program • Provider of over one million commercial

off-the-shelf products and services ranging from pencils and paper to trucks to maintenance services and travel services.

• Value exceeds $40 Billion in sales yearly•

GSA Schedules Program

• Governmentwide contracts with multiple commercial firms

• Allows firms to receive direct orders for products and/or services from Federal agencies

• Saves time and money• Helps agencies meet socioeconomic

goals

SERVICES NOT INCLUDED IN MULTIPLE AWARD SCHEDULES

Construction and Architect-Engineering services as set forth in FAR Part 36 (including construction, alteration or repair of buildings, structures or other real property) are outside the scope of all GSA Schedules, including Professional Engineering Schedule (PES).

What About Construction Management?

• Construction Management, a niche area related to design and construction, is considered to be neither design nor construction, but engineering project management or oversight on a construction project. Therefore, it may be contracted under the GSA Multiple Award Schedule for Professional Engineering Services (PES).

GSA Schedule ContractsGSA Schedule Contracts

Schedule Contracts are:- Five year contracts for approved

vendors to provide products or services to government agencies.

Authorized users include: DC Government, charitable/international organizations, and authorized government prime contractors can order from schedules contractors.

Cooperative Purchasing

E-Gov Act of 2002- Enabled State & Local Governments to use IT Schedule- Schedule prices, terms and speed make use of FSS IT Schedule attractive- Over $8 Million in sales in the first few weeks

The Local Preparedness Acquisition Act

(expansion of Cooperative Purchasing Act) The Local Preparedness Acquisition Act, signed June 26, 2008,

authorizes state and local governments to purchase through GSA Schedule 84 -- TOTAL SOLUTIONS FOR LAW ENFORCEMENT, SECURITY, FACILITIES MANAGEMENT, FIRE, RESCUE, CLOTHING, MARINE CRAFT AND EMERGENCY/DISASTER RESPONSE (www.gsa.gov/firesecurity)

• alarm and signal systems,

• facility management systems,

• firefighting and rescue equipment,

• law enforcement and security equipment,

• marine craft and related equipment,

• special purpose clothing, and related services

Disaster Recovery Purchasing

Section 833 of the John Warner National Defense Authorization Act for fiscal year 2007 (Public Law 109-364) amended 40 U.S.C. 502 to authorize

the Administrator of General Services to provide for the use of Federal Supply Schedules by state and local governments for the purchase of products and services to be used to facilitate recovery from major disasters, terrorism, or nuclear, biological, chemical, or radiological attacks.

The Department of Homeland Security has determined that all of the products and services available under GSA Schedules could potentially be used for recovery from a disaster or a terrorist attack. State and local government entities may use GSA Schedule contracts to purchase products and services in advance of a major disaster declared by the president, as well as in the aftermath of an emergency event.

GSA Schedules Contracts GSA Schedules Contracts Are…...Are…...

• Synonymous with “GSA Number” or “Getting on the GSA List”.

• “License to hunt” for opportunities in the federal government.

• Over 75% of the contract holders are small business owners.

Rules for Applying for GSA Schedule

• Obtain a copy of the Schedule solicitation from Internet– Read the Solicitation– Read the Solicitation again– Read the Solicitation againComplete

• Send completed package to appropriate Acquisition Center

GSA, Region 10,Auburn, WA

Management Services Center

GSA, Region 6, Kansas City, MO

Center for Facilities Maintenance and

Hardware

GSA, Region 3, Arlington, VA/

Philadelphia, PANational Furniture

Center

GSA, Region 2,New York, NY Office

Supplies and Administrative

Services

GSA, Information Technology

Acquisition CenterArlington, VA

GSA, Central Office, Services Acquisition

CenterWashington, DC

Computers, Networks, Cell

PhonesGSA, Region 7Ft. Worth, TX

General Products Center

General ProductsGuard Services

Marketing, Media, Financial Services,

Professional Engineering Services

Business Improvement Services

Furniture, ADP Systems, and

Telecommunications Equipment

Document Imaging

Office Products, Supplies and

Services

Acquisition Centers

GSA, Central Office,Washington, DC Office of Vehicle Acquisition and

Leasing Services

Vehicles, Construction and

Highway Maintenance

Equipment, and Tires

Coatings, Tools, Hardware Store and

Facilities Management

Successful Schedules Offer Checklist

• Open Ratings Past Performance evaluation (formerly Dun and Bradstreet)

• GSA Standard Form 1449 (cover sheet)• Administrative proposal• Technical proposal• Price proposal• Commercial sales practice format• Representations and certifications

Schedule Contractor Benefits:

• Simplified access to thousands of ordering activities.

• Contract stability (5-year contract period and three 5-year options to renew).

• Online ordering through GSA Advantage website.

• Savings related to reduced lead time.• Payment received quickly through credit card

purchases

How Federal Agencies Order from Schedules

• Under $3000 (micro-purchase threshold)– Order from any schedule contractor

• Over $3000- Look at 3 price lists or “GSA Advantage”- Evaluate and make a “best value” selection

• Orders over the maximum order threshold- Review additional price lists- Seek volume price reductions

HOW DO I GET INVOLVED??

Internet based systemsREGISTER

- Central Contractor Registration (CCR)www.ccr.gov

*** Vendors must be registered in the CCR database in order to be awarded a government contract.

- Federal Business Opportunities www.fbo.gov*** Register with the Vendor Notification Service (green block under Vendors/Citizens)

FedBizOpps www.fbo.govFedBizOpps www.fbo.gov

                                                                     

                                                                     

                   

          

(enter keywords, Contract Number, Contractor/Manufacturer name, Schedule # or SIN #)

GSA Federal Supply Schedules VA Federal Supply SchedulesFind out more about the GSA Schedules For more information about the(Multiple Award Schedule Program VA Schedules Program

www.gsa.gov/elibrary

GSA Advantage!

On-line shopping network that Federalagencies access to buy products/services from FSS Schedule Contract Holders

You may wish to browse GSA Advantage! To review current contractors and their pricing.

www.gsaadvantage.gov

GSA e-BUYwww.gsa.gov/e-buy

• e-Buy, a component of GSA Advantage!®, is an online Request for Quotation (RFQ) tool.

• For Schedule and Technology contractors (sellers), e-Buy provides greater opportunities to offer quotations and increase business volume for supplies and services provided under their Schedule and Technology contracts.

GATEWAY TO GSAWWW.GSA.GOV Provides access to information on GSAOrganizations, Regions and Services. Select Office of Small Business Utilization (from drop down box on top right) to access GSA Forecast of Contracting Opportunities, Subcontracting Directory, and Regional Procurement Directories.

Federal Information Federal Information ResourcesResources

Small Business Administration (SBA)

www.sba.gov

SBA’s SUB-Net (sub post)http://web.sba.gov/subnet

Procurement Technical Assistance Centers (PTAC)

www.aptac-us.org/new

Hints for Success

Make sure your business has all applicable SBA certifications and multiple contracting vehicles in place

• Business cards:- indicate any special criteria (i.e. small, woman

owned, GSA Schedule holder, etc.) - should indicate what your company does

• Accept the Government Purchase Card• Attend GSA Small Business Outreach events• GSA webpage: www.gsa.gov/smallbusiness• Network, network, network

Marketing GSA’s Customer Agencies

Monitor FedBizOpps (www.fbo.gov) Obtain information/guidance from Small Business Offices in the agencies you wish to market Mid-Atlantic Regional Procurement Directory www.gsa.gov/r3smallbusiness

Mid-Atlantic Regional Office of Small Business Utilization

20 NORTH EIGHTH STREET Philadelphia , PA   19107-3191

www.gsa.gov/r3smallbusiness

Helena.Koch@gsa.gov (215) 446-4918

Mari.McNally@gsa.gov(215) 446-4934