1 Understanding the GSA Schedules Process PLEASE FIND YOUR NAME ON THE LIST AT THE END OF THE ISLE AND PLACE A CHECK MARK BESIDE IT. PLEASE FIND YOUR.

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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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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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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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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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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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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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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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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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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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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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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

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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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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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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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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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


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Schedule 078

Sports, Promotional, Outdoor, Sports, Promotional, Outdoor, Recreational, Trophies and Signs Recreational, Trophies and Signs (SPORTS) (SPORTS)


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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


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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

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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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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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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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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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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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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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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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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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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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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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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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

109

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

110

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”

112


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

113


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

114


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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116


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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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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121


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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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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Discount/price relationship must be Discount/price relationship must be maintained throughout term of maintained throughout term of contractcontract

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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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128


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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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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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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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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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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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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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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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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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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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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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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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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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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Break OverBreak Over

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NOW

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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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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

176


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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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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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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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

180


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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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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186

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

187

Technical Proposal

Information requiredInformation required Understanding of requirementsUnderstanding of requirements Professional staffProfessional staff Corporate experienceCorporate experience Past performancePast performance

188

Technical Proposal

189

Evaluation Criteria

190

Evaluation Criteria (cont’d)

191

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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195


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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197

198

199

200


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

201


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

202

Technical Proposal (cont’d)

203


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

204

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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206

207

208

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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

210


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

211

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

212

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

213

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)

214

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!!!

215

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

216

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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218


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

219


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

220

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)

221

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

222

223

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

224

225


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

226


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)

227

228

229


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__)

230

231


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

232

233


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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235

236

237

238

239


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

240


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”

241


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

242


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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244


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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246


OROR

247


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)

248


OROR

249


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

250


251

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

252


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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(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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256


(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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258

259

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

260


(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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(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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268

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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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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

297

QUESTIONSQUESTIONS

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THE END

1 Understanding the GSA Schedules Process PLEASE FIND YOUR NAME ON THE LIST AT THE END OF THE ISLE AND PLACE A CHECK MARK BESIDE IT. PLEASE FIND YOUR.

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