Understanding the GSA Schedules Process

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Understanding the GSA Schedules Process

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UNDERSTANDING

• GENERAL SERVICES ADMINISTRATIONS
• FEDERAL SUPPLY SERVICE
• MULTIPLE AWARD SCHEDULES PROCESS
• Jerry H. Shadinger
• [phone]
• E-mail jerry.shadinger_at_edi.gatech.edu
• web site www.gtpac.org

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Georgia Tech Procurement Assistance Center

• Providing marketing and technical assistance for
  Georgia-based businesses since 1985

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Georgia Tech Procurement Assistance Center

• Funded by the Department of Defense
• and Georgia Tech/EDI
• All services are free

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Georgia Tech Procurement Assistance Center

• Our clients provide all types of products and
  services from produce to computers

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Georgia Tech Procurement Assistance Center

• Locate buying activities
• Locate contracting opportunities
• Understand a solicitations requirements
• Locate subcontracting opportunities
• Develop a marketing strategy

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Georgia Tech Procurement Assistance Center

• Locate purchase history
• Become aware of additional assistance
• GTPAC seminars
• Quality control and/or accounting procedures

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CHARACTERISTICS FOR SUCCESS

• DEDICATION
• DETERMINATION
• PERSISTENCE

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U. S. GENERAL SERVICES ADMINISTRATION GSA

• Created in 1949 as the result of the Hoover
  Commission study to be the buyer, builder,
  landlord and seller for Federal civilian agencies
• Two major services
• Public Buildings Service-builder landlord
• Federal Acquisition Service-IT, Supplies
  Transportation Services

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U. S. GENERAL SERVICES ADMINISTRATION GSA

• Industrys largest customer for commercial goods
  and services
• Purchases for civilian and military agencies
• Stocks and distributes common use products
• Operates two huge distribution centers
• Over 7,000 high demand items available for
  shipment

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U. S. GENERAL SERVICES ADMINISTRATION GSA

• Awards Federal Supply Schedule Contracts
• 59 schedules covering various commodities and
  services
• 36.7 billion in sales FY 2005
• Over four million commercial off-the-shelf
  products and services available
• Contracts 5 years with 3, 5 year renewal periods

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Federal Supply Schedules Program

• Also referred to as Multiple Award Schedules
  Program
• Created in the 1950s as a proposed solution to
  problem of acquiring commercial items
• Initial schedules covered products only
• Program expanded to cover commercial services

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Federal Supply Schedules Program

• Contracts awarded to commercial firms using
  competitive procedures
• Contractors provide supplies and services at
  stated prices for given periods of time
• Delivery is within a stated geographic area such
  as the 48 contiguous states
• Resultant contracts are indefinite delivery,
  indefinite quantity (IDIQ)

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Federal Supply Schedules Program

• Ordering offices can
• Select the best value item that meets their needs
  at the lowest overall cost (flexibility)
• Place orders directly with the contractor
• Issue orders much faster

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Federal Supply Schedules

• Orders placed against a Multiple Award Schedule
  (MAS), using the procedures in FAR 8.4 are
  considered to be issued using full and open
  competition

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Federal Supply Schedules

• Ordering offices need not
• Seek further competition
• Synopsize the requirement
• Make a separate determination of fair and
  reasonable pricing or
• Consider small business programs (FAR, Part 19
  regulations do not apply to orders placed against
  a FSS)

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Federal Supply Schedules

• GSA has already determined the prices to be fair
  and reasonable
• The ordering office has concluded that their
  order represents the best value and
• Results in the lowest overall cost alternative

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FSS Acquisition Centers

• Office and Scientific Equipment Center
• Information Technology Acquisition Center
• Services Acquisition Center
• The Hardware SuperStore
• General Products Center
• Management Services Center
• National Furniture Center
• Office Supplies and Paper Products
• Office of Vehicle Acquisition and Leasing
  Services

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Acquisition Centers
Management Services
Office Supplies Administrative Services
Furniture
IT Acquisition Center Automotive Center Office
Scientific Services Acquisition
Hardware Appliances
General Products
(National Disaster Support)
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GSA Acquisition Centers

• Auburn WA Management Services
• Fort Worth, TX General Products
• Kansas City, MO Hardware/Appliances
• New York, NY Office Supplies/Administrative
  Svcs.
• Philadelphia, PA Communications/Household Items
• Washington, DC IT, Automotive Services, Travel
• Office of Veterans Affairs
  (VA)
• Hines, IL Medical, Group 65 delegated to VA
• by GSA

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GSA Schedules

• GSA Schedules do not cover every conceivable
  commodity or service

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GSA Schedule Points to Ponder

• Award
• Based on discount from catalog/pre-established
  price list for products-(exception for most
  services)
• Most Favored Customer
• GSA ensures reasonable pricing by insisting that
  the government be treated as the vendors most
  favored customer
• Commercial Sales Practices Format
• Documents pricing to best customers

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GSA Schedule Points to Ponder

• Past performance
• D B past performance survey (125)
• Offers for services must describe three completed
  projects
• Federal Supply Schedule Pricelist brochure
• Must prepare and distribute to potential
  customers

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GSA Schedule Points to Ponder

• Commerciality-Products and Services
• Must have an established catalog or list price if
  offering products (exception for services)
• Must have been sold in sufficient quantities to
  the general public
• GSA considers this in awarding a schedule
  contract

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GSA Schedule Points to Ponder

• Pricing
• Pricing
• Pricing
• The most difficult part of the process
• Your ability to offer pricing (not necessarily
  prices) that satisfies GSA is a major key in
  obtaining a schedule contract

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Catalog or Established Price List

• Offering a discount from a catalog or established
  price list is the most common method for pricing
  in all GSA schedules
• If you do not use this method for pricing
  consider converting to this method
• It makes obtaining a schedule contract easier and
  less cumbersome

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GSA Schedule Points to Ponder

• You are not competing against other firms-only
  against the solicitations acceptability
  evaluation criteria

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Federal Supply Schedules Program Statistics (FY
2005)

• 13,079 small businesses
• 3,232 small woman-owned businesses
• 2,459 small disadvantaged businesses
• 582 veteran owned small businesses
• 4,787 large businesses
• Other 592
• Total 24,731

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Total Schedules Sales (FY 2005)

• Total Sales 36.7 billion
• Large 20.6 billion
• SB 9.6 billion
• WOSB 2.1 billion
• SDB 3.1 billion
• VOSB 627 million

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Schedule Contract Awards (FY 2005)

• Total Schedule Contract Awards 24,731
• Average Awards Monthly 2,472
• IT Awards
  6,488
• IT Awards Monthly 540
  MOBIS Awards
  1,930
• MOBIS Awards Monthly 160

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Most Popular Schedules

• Information Technology (IT) - General purpose
  commercial information technology equipment,
  software and services
• Management, Organizational and Business
  Improvement Services (MOBIS) -consulting,
  facilitation, privatization, support services and
  etc.

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IT Schedule Statistics (FY 2005)

• IT Schedule Contract Holders
• 3,306 small
• 987 small disadvantaged includes 8(a)
• 788 women-owned
• 195 veteran owned small businesses
• 1,113 large businesses
• 99 others

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IT Schedule Statistics

• 125-130 or more new contractors added weekly
• 80-90 contract specialists evaluating offers
• Award process takes 3-6 months according to GSA
• E-offers accepted since May 2004

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IT Schedule Sales(FY 2005)

• Total 18.3 billion
• Large Business 10.3 billion
• Small Business 4.5 billion
  
• SDB 2.0 billion
• Small WOB 1.2 billion
• VOSB 239 million
  

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Information Technology (IT) Schedule

• E-Government Act of 2002
• Authorized state, local govts and other entities
  to use GSA Schedule 70 (IT)
• Effective May 7, 2003
• So far, minimal use by state and local
  governments in GA

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MOBIS Schedule Statistics (FY 2005)

• MOBIS Schedule contract holders
• 744 small
• 199 small disadvantaged includes 8(a)
• 368 women-owned
• 70 veteran owned small businesses
• 502 large businesses
• 47 Other

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MOBIS Schedule Sales (FY 2005)

• Total 3.2 billion
• Large 2.1 billion
• Small 497 million
• SDB 157 million
• Small WOB 241 million
• VOSB 109 million
• Other 57 million

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Other Service Schedules

• Marketing, Media, and Public Information Services
• Professional Engineering Services
• Financial and Business Solutions
• Human Resources Management and EEO Services

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Other Service Schedules (contd)

• Logistics Worldwide
• Language Services
• Environmental Services
• Energy Management Services
• Temporary Support Services

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Schedules for Services

• Some may incorporate Service Contract Act
• Wage Determinations applicable to
  non-professional services
• Contractors must pay specified rates, provide
  fringe benefits, etc.

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Schedule 056

• Buildings and Building Materials/ Industrial
  Services and Supplies
• Awarded by General Products Center, Fort Worth, TX

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Schedule 073

• Food Service, Hospitality, Cleaning Equipment and
  Supplies, Chemicals, and Services
• Awarded by General Products Center, Fort Worth,
  TX

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Schedule 078

• Sports, Promotional, Outdoor, Recreational,
  Trophies and Signs (SPORTS)
• Awarded by General Products Center, Fort Worth,
  TX

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Schedule 084

• Total Solutions for Law Enforcement, Security,
  Facility Management Systems, Fire, Rescue,
  Special Purpose Clothing, Marine Craft and
  Emergency/Disaster Response
• Awarded by General Products Center, Fort Worth, TX

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Schedule 736

• Temporary Administrative and Professional
  Staffing Services
• Awarded by General Products Center, Fort Worth,
  TX

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Hardware SuperStore Schedule

• Awarded by Hardware Center in Kansas City, MO
• Covers six commodities and includes services
• Basic Solicitation
• Six attachments covering commodities
• Other attachments covering clauses, marketing and
  etc.

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Hardware SuperStore Schedule Descriptions

• Hardware Store Department
• One Stop Paint Shop Department
• Appliance Department
• Tool Department
• Lawn Garden Department
• Woodworking Metalworking Machinery Equipment
  Department

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Hardware SuperStore Schedule Descriptions (contd)

• Services covered include
• Grounds maintenance
• Pest control
• Tree trimming and removal
• Snow removal

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Hardware SuperStore Schedule Descriptions (contd)

• Additional covered services
• Elevator maintenance inspection
• Fire alarm inspection
• Marine/aero/vehicle/industrial painting

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Consolidated Products and Services Schedule

• Umbrella schedule
• Eliminates necessity to be on several schedules
• Vendor permitted to place different items under a
  single schedule and be awarded one contract
• Vendor only required to complete one basic
  solicitation

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Consolidated Products and Services Schedule
(contd)

• Very complex solicitation
• Extremely large (600 pages)
• Contains info pertaining to all schedules
• Previously referred to as the Corporate Schedule

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Javits-Wagner-ODay Act (JWOD)

• Federal agencies required to purchase certain
  supplies and services from NIB/NISH workshops
• Applicable to schedule contract holders for
  certain products (office supplies, hardware
  items)
• Must agree to become JWOD distributor
• Must provide JWOD product when identical or
  essentially the same as commercial item ordered
• May no longer be mandatory

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GSA Customer Service/Marketing Representatives

• Primary targets are potential Federal agency
  customers
• May provide assistance in marketing your schedule
  award
• They check existing Schedule contractors to
  ensure they are paying the IFF
• Not normally trained to assist firms get on
  schedule

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GSA Contracting Officer

• Provides clarification and interpretation of
  contract terms and conditions
• Final authority on all contractual issues

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GSA Advantage!
Online Shopping and Ordering www.gsa.gov
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GSA Advantage

• On-line shopping network Federal agencies access
  to buy products/services from FSS Schedule
  Contract holders
• Access to over 1 million commercial products and
  services
• Vendors can browse by entering a zip code to view
  pricing of firms already on Schedule

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E-BuyWhat is it?

• An online Request for Quotes (RFQ) tool which
  allows Federal buyers to send requests and
  receive quotes for products and services
  available under the GSA Multiple Award Schedules
  (MAS) program.
• Contractors receive emails about requirements and
  submit quotes in return

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E-Buy

• www.ebuy.gsa.gov

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First Step for Potential Offerors

• Check the Schedules E Library to determine if
  there is a schedule for the product or service
  you want to furnish (www.gsa.gov)
• Some buyers tell vendors to get on the schedule
  when there is no schedule

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• Complete Schedule listings
• Basic ordering guidelines
• Search by contractor name
• Search by schedule number
• Search by key word(s)
• www.gsa.gov

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Downloading a Solicitation
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Locating and Downloading GSA Schedule
Solicitations

• Easiest Way
• www.gsa.gov/schedule70solicitation
• www.gsa.gov/mobis
• www.gsa.gov/engineering
• www.gsa.gov/environmental

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Locating and Downloading GSA Schedule
Solicitations

• www.gsa.gov (Next easiest)
• Click-Schedules e-library (center of page )
• Click-Schedules e-Library (next page)
• Enter search word or Schedule

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Locating and Downloading GSA Schedule
Solicitations (contd)

• Search Results- if schedule is found click on
  Schedule on left side of page.
• Click on solicitation number
• Takes you directly to solicitation
• Download or review as necessary
• This bypasses FedBizOpps entirely

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DOWNLOADING A MAS, SOLICITATION

• FedBizOpps www.eps.gov (hard way)
• Click-Search FBO Postings
• Click-Active, Archived, Synopses or Award
• Synopses is automatic if you select archived or
  active
• Select appropriate FSC Class
• Select agency (GSA)
• Find block and enter solicitation number

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70

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• Complete Schedule listings
• Basic ordering guidelines
• Search by contractor name
• Search by Schedule number
• Search by key word(s)
• www.gsa.gov

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GETTING A GSA NUMBER

• GSA does not give out numbers
• It is not the number a vendor receives when they
  are placed on a GSA bidders list

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GETTING A GSA NUMBER (Contd)

• A GSA number is a contract number
• Contract numbers are obtained through
• A definite quantity contract award (items stocked
  in distribution centers)
• A GSA, FSS, MAS contract award

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A Federal Supply Schedule Contract is a...

• License to hunt for opportunities in the
  federal government
• Synonymous with a GSA number or getting on GSA
  list

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GETTING A GSA NUMBER (Contd)

• Consultants routinely charge from
• 4K to 25K to assist or prepare a GSA
• Schedule offer
• (According to GSA, offers prepared by consultants
  do not get special priority treatment)

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WHY FEDERAL AGENCIES USE GSA SCHEDULES

• Ease of use
• Availability of commercial products/services
• Orders can be placed immediately
• Wide variety of product/service providers (MAS)
• Agencies have a choice
• Can usually get contractor of their choice

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WHY FEDERAL AGENCIES USE GSA SCHEDULES

• Prices considered fair and reasonable
• Low price may not be a factor in agency award of
  order
• Award of order made to schedule vendor offering
  best value at the lowest overall cost (GAO
  Decision B-290665)

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WHY FEDERAL AGENCIES USE GSA SCHEDULES

• Saves time and effort of creating a solicitation
• Solicitation process may take months of effort
• Orders not required to be advertised in
  FedBizOpps
• Even so, some are and cause mass confusion
• Agency has no contracting authority or activity
• Not authorized to contract above certain dollar
  level
• Use of schedule(s) mandated by higher authority

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Advantages of Using GSA Schedules

• Millions of high quality, state-of-the-art
  commercial products and services
• Volume discount pricing
• Direct delivery
• Same services afforded to all customers

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Advantages of Using GSA Schedules

• Convenience and pricing
• Shorter lead times
• Lower administrative costs
• Reduced inventories

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WHY SOME FEDERAL AGENCIES DONT USE GSA SCHEDULES

• Prices not considered the lowest obtainable
• Low price not essential for GSA Schedule award
• Some buying activities believe non-mandatory
  provision mandates competition

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WHY SOME FEDERAL AGENCIES DONT USE GSA SCHEDULES

• Use of GSA Schedules may reduce the level of a
  managers responsibility
• Salary reduced as responsibilities decline
• Government credit card used for many purchases
  less than 2,500 (micro-purchase)
• No competition required
• Purchases can be made locally
• 17.4 billion in purchases during FY 2005

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AFWay

• AFWay is a web-based Air Force system for
  purchasing commercial off the shelf (COTS)
  Information Technology (IT)
• Combines eBusiness/eCommerce processes which
  guide users through requirement approval,
  purchase, and asset tracking by combining these
  into one simplified process

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AFWay Major Benefits

• Minimizes required actions and reduces manpower
  requirements
• Reduced Total Cost of Ownership (TCO) through
  mandatory use policy
• Better coordination of USAF IT purchasing power,
  yielding greater volume discounts
• Provides MAJCOM CIOs with maximum visibility into
  and control over COTS IT purchases

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AFWay Major Benefits

• Meets congressional mandates (Clinger- Cohen) for
  gaining insight into COTS IT purchases.
• Meets Chief of Staff Air Force requirement to
  drive processes to the AF Portal
• Improves tracking of COTS IT by starting tracking
  process at time of purchase
• Maximizes use of government credit card for IT
  purchasing (other methods still possible)

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AFWay Web Site

• Need to have a GSA Schedule award to maximize
  participation in AFWay
• https//afway.af.mil

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WHY FIRMS WANT TO BE ON A GSA SCHEDULE

• Done homework and have a general understanding of
  the schedules program
• No idea, just heard it was a good thing
• Dont know
• Been told by boss to do it

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WHY FIRMS WANT TO BE ON A GSA SCHEDULE

• Been told by a federal buyer that the only way
  they can do business with them is if they get a
  GSA number (schedule award)
• Mistaken illusion of millions of dollars in
  government business
• Firm wants another good marketing tool

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GSA, MAS CONTRACTSPROS AND CONS

• PROS
• Schedules cover commercial products and services
• No specifications-commercial off the shelf
• Open to any vendor
• No maximum order limitation

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GSA, MAS CONTRACTSPROS AND CONS

• PROS
• Solicitations open continuously
• Five year contract award with 3 five year renewal
  options
• Lowest price not factor in GSA contract award
• GSA wants most favorable customer price
• Some overzealous COs forget basis for award

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GSA, MAS CONTRACTSPROS AND CONS

• PROS
• Contracts easy for agencies to use
• Orders placed directly with contractor
• Payment made to contractor
• Schedule usage counts toward attainment of agency
  preference goals
• Another good marketing tool
• Small businesses receive about 80 of all
  contract awards

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GSA, MAS CONTRACTSPROS AND CONS

• CONS
• No guarantee of business
• Contracts are indefinite quantity
• Contracts not mandatory
• Most schedules cannot be used by state/local
  govts
• Exceptions IT schedule, schedules for
  firefighting/ rescue, law enforcement equipment

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GSA, MAS CONTRACTSPROS AND CONS

• CONS
• Contractor responsible for all marketing
• Must develop and print a FSS pricelist brochure
• Hard copy and electronic version
• Must distribute to Federal agencies
• Responsible for all printing/distribution costs

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GSA, MAS CONTRACTSPROS AND CONS

• CONS
• Past performance survey
• Conducted by Dunn and Bradstreet
• Costs offeror 125
• Mandatory for IT and other schedules
• Additional information required in schedule
  solicitations for services

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GSA, MAS CONTRACTSPROS AND CONS

• CONS
• Pre-established pricelist/catalog price
• Used as basis for contract negotiations/award
• Vendors must show current and past customers
  sales based on discounts from pricelist/catalog
  (exception for services)
• Many vendors do not have established pricelists
• Industrial Funding Fee
• Must rebate to GSA .75 of all contract sales
• Offerors must include fee in award price

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GSA, MAS CONTRACTSPROS AND CONS

• CONS
• Vendors must prepare and submit a Federal Supply
  Schedule Pricelist brochure
• Normally due after notice of award received
• Due with Group 70, IT offers
• Time consuming
• Expensive

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GSA, MAS CONTRACTSPROS AND CONS

• CONS
• Period for acceptance of offers (IT)
• 180 calendar days from date of offer
• First contact from GSA may be 150 days
• Other schedules (VA) have even longer periods
• 240 to 365 days
• Heavy workload
• No sense of urgency

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GSA, MAS CONTRACTSPROS AND CONS

• CONS
• Contracts difficult to win
• Paperwork is extensive
• Process is time consuming
• Cancelled with 30 day notice by either party
• Large businesses receive about 70 of all orders

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GSA, MAS Solicitation Process

• You cant always believe what you are told

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ABOUT GSA, MAS, SOLICITATIONS

• Boiler plate/standard clauses comprise 90 of
  solicitation
• Some poorly written jump from one point to
  something entirely different
• Confusing terms
• Federal Supply Schedule Pricelist (brochure)
• Commercial catalog/price list

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ABOUT GSA, MAS SOLICITATIONS

• All schedule solicitations require
• Submission of a discounted catalog, price list
  or other information to verify pricing
• Submission of a completed Commercial Sales
  Practice Format identifying offerors best
  customers and prices
• Preparation distribution of a Federal Supply
  Schedule Pricelist brochure
• Past performance information

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ABOUT GSA, MAS, SOLICITATIONS

• Special Item Numbers (SINs) differentiate
  products or services covered
• Vendors can offer products/services that fall
  under the special item number(s) they choose
• Some schedule solicitations have a special item
  number for new items

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ABOUT GSA, MAS SOLICITATIONS

• No preference for small business in most
  instances
• Exceptions are the temporary help schedule and a
  few SINs in other solicitations

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ABOUT GSA, MAS SOLICITATIONS

• Guaranteed Minimum, 2,500
• Applies to contractors that receive orders less
  than 2,500 during term of contract
• Government will pay difference between dollar
  value of orders received and 2,500

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ABOUT GSA, MAS SOLICITATIONS

• Guaranteed Minimum, 2,500
• Contingent upon timely submission of Contractors
  Report of Sales (GSA Form 72A)
• Only applies if contract expires or cancellation
  initiated by the Government
• Not applicable if contract terminated for cause
  by the Government

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ABOUT GSA, MAS SOLICITATIONS

• Solicitations are open continuously and have no
  closing date
• Offers can be made at anytime
• Solicitations are refreshed when changes are
  necessary
• It is extremely important to submit your offer on
  the most recently refreshed solicitation
• Use the solicitation number to check FedBizOpps
  to ensure you are submitting the most current
  solicitation

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SPECIAL CLAUSES AND REQUIREMENTS

• Vets Employment Reporting Program (PL 105-339)
• Applicable to most procurement actions exceeding
  25,000 including schedules
• Must obtain company number from Vets-100 staff
  (703-461-2460)
• Report covers preceding fiscal year-due 9/30
• Detailed instructions at
  http//nvti.cudenver.edu/vets/instructions.htm

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SPECIAL CLAUSES AND REQUIREMENTS

• Maximum Order Limitation
• Specified amount for price reduction" purposes
  only
• No specific limit
• Extremely important

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No Maximum Order Limitation
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SPECIAL CLAUSES AND REQUIREMENTS

• Price Reduction Clause
• May lower price to any authorized GSA schedule
  user at any time
• No penalty
• Agencies encouraged to seek deeper
  discounts/lower labor rates

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SPECIAL CLAUSES AND REQUIREMENTS

• Price Reduction Clause
• May not lower price to commercial customers after
  GSA and contractor agree on discount/ price
  relationship (contract award i.e. 10)
• Penalty if contractor offers lower price and
  fails to offer GSA same pricing
• Exception is firm fixed price order with definite
  delivery exceeding MOL

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SPECIAL CLAUSES AND REQUIREMENTS

• Discount/price relationship must be maintained
  throughout term of contract

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SPECIAL CLAUSES AND REQUIREMENTS

• Price Reduction Clause
• Locks in prices for term of contract
• Contractors penalized monetarily for violation(s)
• Many small businesses hurt in past

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Price Reduction Penalty

• Federal Acquisition Report, January 2002 Gateway
  Computer Paid back 9 million for failing to
  adhere to the government price reductions under a
  multiple award schedule contract for computers
  and components.

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SPECIAL CLAUSES AND REQUIREMENTS

• Industrial Funding Fee (IFF)
• Contractors rebate to GSA .75 of all contract
  orders (quarterly)
• Funds used to compensate GSA contracting
  officials
• Offerors must include IFF in their prices
• http//72a.gsa.gov for current IFF

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Report of Sales

• Form 72-A
• Submitted quarterly

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SPECIAL CLAUSES AND REQUIREMENTS

• Contractors Report of Sales (GSA Form 72A)
• Covers dollar value of contract sales including
  IFF
• Due quarterly, 30 days following completion of
  reporting period
• Reported to the Vendor Reports Center (VSC)
• Must register with VSC at [phone]
• Zero reports required

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SPECIAL CLAUSES AND REQUIREMENTS

• Economic Price Adjustment (differing versions)
• Contractors may submit price decreases at any
  time
• Contractors may request price increases usually
  on or after first 12 months of contract period
• May be result of price list modification
• No more than 3 increases each 12 months
• Must follow instructions in contract

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SPECIAL CLAUSES AND REQUIREMENTS

• Preparation of FSS Pricelist (brochure)
• Paper and electronic versions required
• Not normally due until after notice of award
  received
• Due with offer for IT solicitations
• Contractor responsible for all printing and
  distribution costs!!!

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SPECIAL CLAUSES AND REQUIREMENTS

• FSS Pricelist (brochure) must be approved by
  contracting officer
• May be lengthy-30 pages or more
• Incorrect information may require reprint and
  redistribution

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SPECIAL CLAUSES AND REQUIREMENTS

• FSS Pricelist
• Electronic version for GSA Advantage due after
  instructions from contracting officer received
• Ensure this is accomplished as soon as possible
  for maximum exposure

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SPECIAL CLAUSES AND REQUIREMENTS

• Format for FSS Pricelist Brochure
• Cover page
• FSC group
• FSC class(s)
• Special Item Numbers (SINs) awarded
• Contract number
• Contract period
• Contractors contact information

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SPECIAL CLAUSES AND REQUIREMENTS

• Format for FSS Pricelist Brochure
• Contract price or discount(s)
• Maximum order
• Geographic coverage
• Commercial delivery terms
• Expedited delivery
• Point(s) of production
• Prompt payment terms

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SPECIAL CLAUSES AND REQUIREMENTS

• Format for FSS Pricelist Brochure
• Foreign items
• F.O.B. points
• Ordering and payment addresses
• Warranty provisions
• Export packing charges
• Terms and conditions applicable to certain SINs

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SPECIAL CLAUSES AND REQUIREMENTS

• Format for FSS Pricelist Brochure
• List of service and distribution points
• List of participating dealers (if applicable)
• Applicable terms of rental, training, PM, etc.
• Identification of environmentally preferred,
  energy efficient products and etc.

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SPECIAL CLAUSES AND REQUIREMENTS

• Format for FSS Pricelist Brochure
• Sample FSS Price List Brochures available on
  internet by using web browser and searching GSA
  Schedules
• Due after notification of award except for IT

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SPECIAL CLAUSES AND REQUIREMENTS

• Address list for distribution of FSS Pricelist
  brochure
• May use your own list of customers (IT)
• May request list from GSA-labels, diskette, email
  addresses (if authorized)
• List may automatically be provided by GSA
• May contain 3000 or more addressees

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SPECIAL CLAUSES AND REQUIREMENTS

• May substitute returnable, self-addressed postage
  paid envelope or post card indicating
  availability of brochure
• Electronic (email) distribution may be authorized
  in some schedules

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THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE

• Check schedules library to ensure there is a
  schedule for the product or service you want to
  furnish (www.gsa.gov)

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THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE

• Explore the possibility of marketing in your area
  for an existing schedule contractor
• If a dealer/distributor, contact manufacturer to
  determine if they will allow you to sell using
  their GSA Schedule contract
• Much 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
  contracts
• Be aware that some agencies choose not to use GSA
  Schedules
• Understand that most schedule solicitations are
  unrestricted
• Only one schedule is totally set aside for small
  
• business
• Several have special items numbers set-aside for
  small business

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THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE

• Determine the most effective means for selling
  items costing 150 or less
• Choices
• GSA Schedule contract award
• Use of Micro-Purchase procedures

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THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE

• Micro-Purchase procedure advantages
• No competition required
• Purchases normally made with a credit card
• Easiest way to do business with government
• Micro-Purchase procedure disadvantages
• 2,500 maximum per order
• Must accept credit card
• No guarantee of any business

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THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE

• GSA Federal Supply Schedule advantages
• Some agencies will only do business with firms
  having GSA Schedule contracts
• No maximum order limitation
• A good marketing tool

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THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE

• GSA Federal Supply Schedule disadvantages
• Process for obtaining a contract time consuming,
  expensive and lengthy
• False expectation that schedule award will lead
  to unlimited government business
• No guarantee of any business

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THINGS TO DO BEFORE TAKING THE SCHEDULES PLUNGE

• Success/Failure
• GSA Schedule contract Marketing effort
• Micro-Purchase procedure Marketing effort
• Conclusion
• Government buyers normally take the easiest
  method
• Micro-Purchase procedures probably best choice

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What GSA Expects

• Offerors most favorable customer price
• Offerors must provide proof
• Completed Commercial Sales Practices Format
• Other information to verify pricing
• If not most favorable customer price
• Offerors must explain

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GSA, MAS Proposal Methods

• Taking the plunge
• Submitting your offer
• Offers for services normally
• require technical and price
• proposals

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GSA, MAS Proposal

• Administrative Proposal (entire solicitation
  completed)
• Technical Proposal
• Price Proposal
• Original and one copy required of each
• May be submitted electronically for some
  solicitations

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Executive Summary (MOBIS and other services)

• Narrative description of experience
• Explain how you intend to accomplish tasks
• Include plan to demonstrate accounting controls,
  quality measures and ability to acquire
  personnel proposed for contract and individual
  task orders

187
Technical Proposal

• Information required
• Understanding of requirements
• Professional staff
• Corporate experience
• Past performance

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Technical Proposal
189
Evaluation Criteria
190
Evaluation Criteria (contd)
191
Dun Bradstreet Past Performance Evaluation
Report

• List 20 past or present customers
• Check with the acquisition center if limited
  corporate experience BEFORE submitting offer
• 125 fee payable to D B

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Technical Evaluation

• Past Performance
• Dunn and Bradstreet (DB) past performance
  evaluation
• List your best customers in order and call them
• Score less than 90 may be detrimental for IT
• Include a copy of evaluation forms sent to DB
  with offer

193
Technical Evaluation (contd)

• Past Performance DB
• Form requests 20 customers for evaluation
• GSA will accept less, (prefer at least 6)
• DB must have responses from at least 3 for
  evaluation
• Call them all

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Technical Evaluation (contd)

• Past Performance
• DB for IT, AIMS, MOBIS Environmental
• Must be corporate customers
• Past performance must have been under name on
  offer
• Offerors with no corporate experience will not be
  able to comply

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Technical Evaluation (contd)

• If no relevant corporate experience
• Dun and Bradstreet (DB) may not be required for
  some service schedules
• Mandatory for IT, AIMS, Environmental
• and MOBIS

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Technical Evaluation (contd)

• Offeror may provide at least 10 work related
  references for current or proposed staff
• References must demonstrate past experience in
  similar types of work to that being offered
• Must be sufficient to allow GSA to conduct a Past
  Performance Evaluation

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Technical Proposal (contd)
203
Technical Evaluation (contd)

• Document performance over past 3 years
• Describe 3 projects similar to effort being
  offered
• Project/contract name/description, dollar amount,
  contract duration
• Point(s) of contact and telephone number(s)
• Two must have been completed within past 2 years
• All 3 must have been completed within past 3
  years

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Price Proposal

• Separate from Tech. Admin. Proposals
• Contains all info relative to pricing
• Pricing to be provided using format in Schedule
  of Items in solicitation

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Price Proposal
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Price Proposal (contd)

• Contains sufficient info for CO to determine
  items are fair reasonable
• Pricing furnished in sufficient detail to enable
  CO to perform price analysis

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Price Proposal (contd)

• Pricing data to include
• Commercial Sales Practices Format
• Indicate if prices offered GSA are as good or
  better as those offered to any customer
• Show discount from catalog/list price or hourly
  labor rate(s) offered best customers
• Commercial Catalog/Price List or other supporting
  data required

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Professional Compensation Plan (Services)

• Offerors must submit total compensation plan for
  professional employees who will work under the
  contract
• Propose salaries
• Proposed fringe benfits
• Offers ability to provide uninterrupted
  high-quality work

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Uncompensated Overtime for Professional Employees
(Services)

• All hours including those in excess of 40 hours
  worked by professionals must be accounted for
• Offerors must identify these hours in their
  proposals by labor category and include a a copy
  of its policy addressing uncompensated OT with
  their proposal

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Commercial Catalog/Price List

• Must provide two copies with offer (if
  applicable)
• Must be current
• Specially prepared catalog/price list acceptable
  if verbatim extract (verification required)

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Commercial Catalog/Price List (contd)

• Price lists created at time of submission of
  offer not likely to work
• Not pre-established
• Probably impossible to demonstrate that past
  sales were based on discount from catalog/price
  list
• Exceptions!!!

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Commercial Catalog/Price List (contd)

• Offeror may be required to submit invoices to
  substantiate that catalog/price list was used as
  basis for sales

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Commercial catalog/price list (contd)

• Indicate Special Item Number (SIN) next to each
  item in price list
• Must line out or initial items not offered

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Commercial catalog/price list (contd)

• Clauses used in solicitations for Supplies are
  also used in solicitations for Services
• The previous clause is in all GSA Schedule
  solicitations even though it may have no bearing
  on offers for services

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Commercial catalog/price list (contd)

• For schedules for services where catalog prices
  are not present, offerors may provide
  documentation other than a catalog price to
  support prices offered to GSA
• Quote sheets, market prices, business memos
• Cost information to show how offeror arrived at
  proposed price, e.g. hourly rate overhead GA
  fee

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Price Lists

• Acceptable forms of price lists
• Published
• Printed
• Computer generated
• Internal
• Dealers may be required to submit a copy of their
  manufacturers pricelist(s)

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Commercial Sales Practices Format

• One of the most important parts of the
  solicitation
• Used by Contracting Officer (CO) to verify
  pricing and demonstrate commerciality
• Versions differ

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Commercial Sales Practices Format (contd)

• Show dollar value of sales to general public
  during past 12 months

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Commercial Sales Practices Format (contd)

• Show projected sales for contract term ???
• Projected annual sales X-20 used as estimate for
  contract value

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Commercial Sales Practices Format (contd)

• Projected annual sales
• Must be at least 25,000 annually
• Be conservative
• Offeror may be deemed non-responsible if firm
  does not have financial capacity to handle
  contract
• Referred to SBA for a Contracting Officer
  Certificate (COC)

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Commercial Sales Practices Format (contd)

• Offeror must state whether discounts/ concessions
  are equal to or better than best price to any
  customer acquiring same items regardless of
  quantity (Yes__No__)

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Commercial Sales Practices Format (contd)

• If YES, offeror must complete chart showing
  customer(s) receiving offerors best price
  (discount or hourly rate), quantity volume
  discount, FOB terms and concessions provided to
  your best customers
• Demonstrates commerciality

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Commercial Sales Practices Format (contd)

• If NO, offeror completes chart for all customers
  receiving a price (discount and concessions)
  equal to or better than price offered to
  government.
• Offeror required to submit supporting
  documentation

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Commercial Sales Practices Format (contd)

• Offerors submitting more than one price list for
  same SIN when discounts will be different
• Recommend a separate CSPF for each price list
• To show different discounts
• To identify Best Customers if different

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Commercial Sales Practices Format (contd)

• CSPF verifies that
• Product/service has been sold to general
  public/government
• Has an established catalog/list price or hourly
  rate
• If offeror cannot prove significant sales
• HUGE PROBLEM

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Commercial Sales Practices Format (contd)

• Dealers/resellers for products w/out significant
  sales when contract sales are expected to exceed
  500K
• Or when CSPF data does not satisfy CO
• Requires submission of manufacturers information
  for items 1-4 on CSPF
• PLUS

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Commercial Sales Practices Format (contd)

• Manufacturers Name (each)
• Manufacturers Part Numbers
• Dealers/Resellers Part Numbers
• Product Descriptions
• Manufacturers Price List(s)
• Dealers/Resellers percentage discount from
  Manufacturers list or net prices

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Commercial Sales Practices Format (contd)
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Commercial Sales Practices Format (contd)

• Offeror must obtain written authorization from
  EACH manufacturer for GSA to look at sales
  records
• Must advise manufacturer of this requirement
• Manufacturer information may be provided directly
  to the government.

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Commercial Sales Practices Format (contd)
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Price Proposal (contd)

• OR

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Price Proposal (contd)

• For pricing for services based on market prices
  where catalog prices are not available, offeror
  must provide either
• Information related to prices
• Market prices
• Internal business memos
• Quote sheets, etc., documenting sales of similar
  items (commercial or government)

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Price Proposal (contd)

• OR

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Price Proposal (contd)

• Information to show how offeror arrived at
  proposed price(s)
• Hourly rate Overhead GA Fee for each labor
  category
• Loaded rates

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Price Proposal (contd)
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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL
SERVICES

• Schedule 70
• Information Technology Professional Services
• Most sought after (SIN 132-51)
• Most difficult schedule SIN to obtain
• Requirements more stringent than other SINs
• Offerors must provide pricing information not
  found in basic solicitation

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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL
SERVICES

• Document IT performance over past 3 years
• Describe 3 projects similar to effort being
  offered
• Project/contract name/description, dollar amount,
  contract duration
• Point(s) of contact and telephone number(s)
• Two must have been completed within past 2 years
• All 3 must have been completed within past 3
  years
• Required by Clause F-5

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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL
SERVICES (contd)

• Complete an IT Services Best Rates, Price and
  Skill/Experience Matrix
• Not part of the original solicitation
• Applicable to IT Services only
• Show labor categories and lowest rates charged
  under 3 identified IT service contracts
  performed during past 3 years

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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL
SERVICES (contd)

• Matrix (contd)
• Differing versions of matrices
• Selected version appears to be matter of COs
  individual preference
• Both disallow unsupported labor categories
• One very specifically
• Another version requires more information

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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL
ERVICES(contd)

• Matrix (contd)
• Offerors matrix must support each labor category
  proposed in GSA offer
• Unsupported proposed labor categories will not be
  considered for award
• GSA may require copies of invoices

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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL
SERVICES(contd)

• Matrix (contd)
• Show commercial rates
• Show proposed GSA Schedule rates
• With and without Industrial Funding Fee
• Required by Clause F.5 in IT solicitation

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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL
SERVICES(contd)

• Organizational structure (management)
• History and overview of the organization
• Organizational elements within the company
  participating in providing IT services
• Include a chart
• Financial statement
• How elaborate???
• Annual report

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• Proposal Submission and Pricing
• Questions

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AT A MINIMUM, A VENDOR MUST PROVIDE

• Cover letter
• A completed copy of the entire solicitation
  package including SF 1449

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AT A MINIMUM, A VENDOR MUST PROVIDE (contd)

• The catalog or pre-established price list from
  which discounts are to be offered or
• Verification of proposed hourly/daily labor rates
• The Federal Supply Schedule Pricelist brochure
• Due after award notification except IT

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AT A MINIMUM, A VENDOR MUST PROVIDE (contd)

• A completed Commercial Sales Practices Format to
  demonstrate commerciality
• Documents that previous sales were based on
  discounts from a pre-established price list or
  catalog or hourly/daily labor rates
• Verifies concessions, quantity discounts and
  delivery terms

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IF REQUIRED, A VENDOR MUST PROVIDE

• Technical and Price Proposals
• For solicitations covering services
• Letter(s) of supply support from manufacturer(s)
  or
• Evidence that offeror will have an uninterrupted
  source of supply (mandatory in some schedules)
• Documentation supporting difference between
  discount/price offered to Government and the best
  discount/price available if not offering best
  price

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IF REQUIRED, A VENDOR MUST PROVIDE (contd)

• Copy of past performance survey submitted to Dunn
  and Bradstreet
• A completed solicitation checklist (IT, MOBIS and
  others)
• Subcontracting plan if large business

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GSA Objective in Awarding MAS Contracts

• Obtain offerors best price by
• Determining price reasonableness
• Performing a price analysis
• Comparing terms and condition of MAS solicitation
  with terms and conditions of customer agreements
• Determining if offerors d