Using GSA Schedules Introduction General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers.

Using GSA Schedules

Introduction

General Services Administration

Federal Supply Service

Office of Acquisition

Using GSA Schedules – Customers

2Using GSA Schedules – Customers

Desired Learning Outcome

Learners will be prepared to:• Purchase commercial products and

services efficiently and effectively using the GSA Schedules Program; and

• Recognize the different roles and responsibilities of GSA personnel and the buying agency in the acquisition process.


Course Agenda

The course covers two days and includes:• Nine lessons from the Student Guide;• 16 learning objectives;• 30-minute examination; and• Course evaluation.

GSA Schedules Program

An Overview




Using GSA Schedules -- Customers


The GSA Schedules Program

Key topics covered in this lesson:

• Key facts about the GSA Schedules Program.

• GSA Schedule link between sellers and Government buyers.


GSA Schedules Program Objective

To provide Federal agencies and other customers with a simplified process for obtaining commonly used commercial products and services at prices associated with volume buying.


Managing the Schedules Program

• Managed by the Federal Supply Service (FSS).

• FSS is one of three service organizations in GSA. Others are the Public Buildings Service and the Federal Technology Service.

• FSS mission - assure that the Federal Government’s requirements for personal property and administrative services are efficiently met, at the least cost to the taxpayer.


GSA Schedule Characteristics

• A GSA Schedule is a listing of businesses with contracts to provide products or services within a general product or service description.

• Schedules customers seeking medical products and services can find what they need through GSA’s partnership with the U.S. Department of Veterans Affairs (VA).


Special Item Numbers

The Office, Imaging, and Document Solution Schedule includes SINs, such as:

SIN 19 100, Photographic Services and Solutions;

SIN 20 316, Cameras and Accessories; SIN 50 147, Mail Processing Systems and

Software; and SIN 50 156, Personal and Document

Identification Systems.


Single or Multiple Award Schedules

• In the past single award schedules were awarded by line item at a stated price for delivery to a specific geographical area.

• Today, Schedules feature contracts with multiple sellers for identical, similar, or vastly different solutions that meet a particular SIN description.


GSA Schedules Contracts

Schedule contracts with commercial businesses are indefinite-delivery-indefinite-quantity (IDIQ) contracts that:

• Permit Schedule users to order products and/or services as long as the order conform to the Schedule contract terms and conditions;

• Include a minimum order threshold; and• Include a maximum order threshold.


Advantages of Using GSA Schedules

• Savings; • Flexibility; • Availability; • Volume Pricing; • Governmentwide

commercial purchase card acceptance;

• Schedule contractors can lower prices;

• No predetermined order limitations;

• All Schedule orders are competitive;

• Socioeconomic Program requirements do not apply to individual orders;

• Socioeconomic Program credit; and

• The GSA Contracting Officer obtains any necessary wage determinations.


Authority to Use GSA Schedules

An organization can place orders using a GSA Schedule if it is authorized to use GSA Schedules and the Schedule user:• Is a Contracting Officer;

• Has a Governmentwide commercial purchase card (subject to established limits on card use); or

• Is otherwise authorized by the agency or organization to order using GSA Schedules.


Priority Order for Product Sources

• Agency inventories; • Excess from other

agencies; • Federal Prison

Industries, Inc.; • Products available from

the Committee for Purchase from People Who Are Blind or Severely Disabled;

• Wholesale supply sources such as stock programs of the GSA, Defense Logistics Agency (DLA), Department of Veterans Affairs (VA), and military inventory control points;

• GSA Schedules; and • Commercial sources other than

Schedules (i.e., open market contracts) including educational and nonprofit institutions.

Obtain products from the following sources in order of priority:


Priority Order for Service Sources

• Services available from the Committee for Purchase from People Who Are Blind or Severely Disabled;

• GSA Schedules; and• Federal Prison Industries, Inc. or commercial

sources other than Schedules (i.e., open market contracts).


Optional or Mandatory Use of GSA Schedules

FAR 8.404 outlines procedures for both optional and mandatory GSA Schedule. • One big difference. If a Schedule is

mandatory, the Schedule user must not consider non-Schedule sources except in the situations identified in FAR 8.404(c)(3).

• There are currently no mandatory Schedules.


Review Question

The GSA Schedules Program (also known as a Federal Supply Schedule Program) is a tool that can be used to efficiently and effectively obtain the best value for Government customers.

• True• False


Review Question Which of the following is an advantage of using

GSA Schedules Program?1. Flexibility to establish a long-term partnership with

a Schedule contractor or team of contractors using a Schedule blanket purchase agreement (BPA.)

2. Schedule contractors do not accept the Governmentwide commercial purchase card for orders.

3. Schedule contractors can lower and raise prices anytime the market or acquisition situations warrants without GSA Contracting Officer approval.

4. There are special small business set-aside requirements that apply only when making a Schedule order.


Why use Schedules?

• Since 1949, there have been numerous high-level reviews of Government acquisition.

• The recurring recommendations have been simplification, streamlining, and acquisition of commercial technologies.

• Recent research found that award of the average Government contract still required 268 days.


Simplifying and Streamlining Acquisition Using GSA Schedules• The GSA Schedules Program has roots that go

back over 90 years.• Today it provides Government buyers a simplified

and streamlined method for acquiring commercial products and services.

• The Schedule contract is the key element in forging a link between sellers in the commercial marketplace and Government buyers.


Process of Meeting Requirements Using GSA Schedules

• GSA solicits Schedule contract offers; • Sellers respond with offers; • GSA reviews the offers and prepares for any

necessary negotiations; • GSA and the seller negotiate; • GSA awards a Schedule contract; • GSA administers the Schedule contract; • Contractor performs under the contract terms; and • Schedule users acquire products or services using

the contract.


Advise and Support Schedule Users

In this role, the Contracting Officer must take actions such as: • Assuring that Schedule information is

published; • Advising Schedule users on Schedule

contract requirements; and • Supporting the Schedule user in the

resolution of complex order issues under the terms of the Schedule contract.


Schedule Users Acquire Products or Services Using the Contract

Schedule users need to follow contract, FAR, and good business practice requirements while issuing and administering any Schedule order. In general, the process will involve the following steps: • Planning for a Schedule order;• Identifying and evaluating alternatives available

under GSA Schedules;• Issuing and documenting a Schedule order; and• Administering the Schedule order.


Review Question

The GSA Contracting Officer is responsible for soliciting offers from commercial sources capable of meeting Schedule requirements.

• True• False


Review Question

The Schedule user benefits from all the work already done by GSA and the contractor.

• True• False

Planning for a Schedule Order: Market Research






Planning for a Schedule Order: Market Research

Key topics covered in this lesson:• Market research information

needs; and• Sources of market research.


Schedule User Market Research Responsibilities

• Identify market research information needed to make selection decision.

• Identify sources market information. • Identify and resolve weaknesses product item

requirements. • Identify and resolve weaknesses in service

requirements. • Determine appropriate acquisition strategy.


Effective Market Research

• Collect and analyze information about capabilities within the market to satisfy agency’s needs.

• Tailor market research to the requirement.

• Consider other information.


Best Value Factors

• Product characteristics• Past performance• Warranty• Ownership costs• Maintenance availability• Useful life• Environmental and energy efficiency• Technical qualifications • Training and customer support• Trade-in considerations• Transportation cost• Administrative costs• Delivery/performance terms


Review Question

Which of the following is a category of information to look for during Schedule market research?

1. Schedule availability.2. Blanket purchase agreements.3. Schedule contractors’ capabilities.4. All the above.


Review Question

When collecting information on ownership costs, the Schedule user should consider which of the following?

1. Average time between failures.

2. Historical routine maintenance costs.

3. Historical repair costs.

4. All the above.


GSA Advantage!

• What is it???

• What can you do on GSA Advantage!?

• When using GSA Advantage!, what can you find?


GSA Advantage!, Continued


Methods for Searching GSA Advantage!


Schedules e-Library


General Information SourcesConsider the following: • Catalogs;• Product brochures and promotional material; • Trade journals;• Government or independent testing;• Source identification publications;• Government websites;• Government and nongovernment personnel;• Schedule contractors; and• Other sources.


Review Question

Which of the following is a source identification publication?

1. Underwriters Laboratory

2. Producer Price Indexes

3. The Yellow Pages

4. Consumer Price Index


Review Question

Which of the following sources is identified as a good starting point for market research?1. Government or independent testing

2. State and local watchdog agencies

3. Schedules e-Library

4. Government economic data

Product and Service Requirements






Product and Service Requirements

Key topics covered in this lesson:• Identifying and resolving weaknesses in

product requirements• Identifying and resolving weaknesses in

service requirements


Characteristics of an Effective Requirement Document

• Encourage acquisition of commercial items;

• Encourage acquisition of Schedule contract items;

• Limit use of brand name or equal purchase descriptions; and

• Limit the purchase of brand name items.


Requirement Should be Modified When Appropriate

• Modify the requirement to ensure that it can be met using a commercial item.

• Consult requiring activity to assure available commercial items will meet needs of the Government.


Encourage Acquisition of Schedule Contract Items

A requirement can generally be met using Schedules if:

• The need is a commercial item; and

• The requirement is covered by a Schedule.


Limit Use of Brand Name or Equal Purchase Descriptions

Limit to cases where use is:• Advantageous to the

Government; and

• Authorized by the FAR and agency regulations.


Review Question

Which of the following is true normally when a product requirement is unique to the Government?1.The Government is not required to pay necessary

design and development costs and will benefit in lower costs.

2.The Government is required to pay necessary design and development costs and will not benefit in lower costs associated with high volume production of commercial items.


Review QuestionWhich of the following statements about a brand name or equal purchase description is correct?

1. It is the preferred method for describing Government product requirements.

2. Is a method for describing Government requirements that should only be used when advantageous to the Government and authorized by agency regulations.

3. It is never an acceptable method for describing Government requirements.

4. It is never an acceptable method for describing Schedule requirements, but may be used for open market acquisitions.


Services Requirements • Maintenance, overhaul, repair,

servicing, rehabilitation, salvage, modernization, or modification of supplies, systems, or equipment;

• Routine recurring maintenance of real property;

• Housekeeping and base services;

• Advisory and assistance services;

• Operation of Government-owned equipment facilities and systems;

• Communications services;

• Architect-engineering;

• Transportation and related services; and

• Research and development.


Commercial Services

FAR 11.002(a)(2)(iii) requires that to the maximum extent practicable, offerors of commercial items be provided an opportunity to compete for any Government contract acquisition.


Commercial RequirementsCommercial services:• Are services of a type offered and sold

competitively in substantial quantities in the commercial marketplace based on established catalog or market prices for specific tasks performed under standard commercial terms and conditions.

• Do not include services that are sold based on hourly rates without an established catalog or market price for a specific service performed.


Statements of Work

• Not required when acquiring a service and relying on the contractor’s commercial description (e.g., catalog description) to define service requirements (e.g., the deliverables and basic requirements).

• When acquiring a service but contractor’s commercial description does not describe Government requirements.


Who prepares SOW??

• Requirements or program office. • CO must review. • Acquisition Team must assure

SOW clearly describes the services required.


General Guidelines

SOW must:• Be logical and readable.• Identify and emphasize critical elements.• State requirements contractor must meet

(e.g., the deliverables, due dates, and basic requirements) to receive payment.


Types of Statements of Work

Three primary types:• Performance-based• Level-of-effort• Detailed or design


Performance-Based

• Describes results or objectives rather than the how

• Measurable performance standards (i.e., terms of quality, timeliness, quantity, etc.) and Quality Assurance Surveillance Plan (QASP)

• Procedures for appropriate reduction of contract fee or price when services not performed or do not meet contract requirements

• Procedures for performance incentives where appropriate.


Level-of-Effort• Work must be within scope of work. • Increased effort is considered new

work.• Little incentive for contractors to

seek innovations that will improve efficiency and effectiveness of contract operations.


Detailed or Design

• Only used when methods used to perform service must follow specific detailed requirements.

• Emphasis on the methods used to perform service increases the risk of performance borne by the Government.


SOW Format• Background• Scope• Objectives• Tasks• Delivery• Government-furnished property (GFP); • Security• Place of performance• Period of performance


SOW Language

Many different people with different perspectives will read the SOW. The language must be clear and concise so that all will clearly understand what is required.


Review Question The Schedule user does not need a

Government SOW when acquiring a service and relying on the contractor’s commercial description (e.g., catalog description) to define the service requirements (e.g., the deliverables and basic requirements).

• True• False


Review Question Which of the following types of statement of

work (SOW) focuses on methods used to perform service requirements?

1.Performance-based statement of work2.Detailed statement of work3.Level-of-effort statement of work4.All the above


Quality Assurance Surveillance Plan

The quality assurance surveillance plan (QASP), also known as a quality assurance plan (QAP), defines how the Government plans to determine whether the contractor is performing in accordance with SOW requirements.


QASP Format If the purchaser’s agency does not prescribe

a format, consider the following format:• Introduction;• Purpose/objective;• Roles and responsibilities of Government

personnel;• Surveillance tasks;• Acceptable quality level; and• Documentation and reporting.


Surveillance Methods

Acceptable surveillance methods:• 100 percent inspection;• Random sampling;• Periodic inspection; and• Customer input.


Acceptable Quality Levels

• Establish a reasonable acceptable quality level (AQL) for each task.

• Some tasks will require 100 percent compliance with task requirements 100 percent of the time.

• Others (e.g., completing computer network service calls within four hours), it may be impossible or unreasonable to expect 100 percent.


Documentation and Reporting

The documentation and reporting section of QASP describes how the COR and other personnel involved must document and report their findings.


Review Question The roles and responsibilities of government

personnel section of a QASP generally states that which of the following has overall contract administration responsibility:

1. The Contracting Officer2. The Contracting Officer’s Representative3. The Contracting Officer’s Technical Representative4. Any of the above


Review Question

Which of the following surveillance methods is used for infrequent tasks with stringent performance requirements?

1. Random sampling

2. Periodic sampling

3. 100 percent inspection

4. Customer input

Planning for a Schedule Order: Acquisition Strategy






Acquisition Strategy

Key topics covered in this lesson:• Factors necessary to decide if GSA

Schedules can be used given Government requirements and available Schedules

• Factors to consider in determining an appropriate acquisition strategy using Schedules


Using GSA Schedules

FAR 8.002 requires purchasers to acquire items using GSA Schedules in preference to acquiring them using other contracts with commercial sources. There are two conditions that may need further research:

• Schedule prices higher than other commercial prices; or

• All required products or services are not available under Schedule contracts.


Price Reduction

• FAR 8.404(b)(5) encourages Schedule users to seek a price reduction when market research indicates that the product or service is available elsewhere at a lower price.

• Schedule contractor is not required to pass on to all Schedule users a price reduction extended only to an individual agency for a specific order.


Agency Procedures

• The purchaser will almost always find that Schedule contractor(s) offers best value.

• If not, purchaser should follow relevant agency procedures.


Large Complex Requirements

Market research indicates that Schedule contractors may not be able to meet large complex requirements: • Remember that contractors can team to

meet Government requirements; and• Consider using Schedule and open

market purchases together.


Contractor Teaming Arrangement

• Two or more Schedule contractors form a CTA to meet requirements of a single order or a group of similar requirements.

• Using CTAs is a way to achieve flexibility and is a powerful acquisition strategy.


Government’s Rights Under a CTA

• Each Schedule CTA participant must comply with the requirements of its applicable Schedule contract(s) (e.g., all team members must report quarterly sales)

• The Government has privity of contract with all team members; and

• The team must abide by the terms of each Schedule contract relevant to its performance under the order.


Issuing Orders Under a CTA Orders under the CTA should:

• Identify each product or service provided under the order;

• Include the appropriate Schedule number for each product or service provided under the order; and

• Agreed-upon pricing for the order.


Combining Schedule and Open Market Buys

If a purchaser finds that some part of the Government requirement is not available under any GSA Schedule, the purchaser should consider meeting the requirement in two parts -- one order using Schedule contracts and a second order/contract using FAR procedures for open market acquisitions.


FAR Procedures for Open Market Acquisitions

If the purchaser cannot order the entire requirement under a GSA Schedule and cannot reasonably meet the requirement with two separate orders, document the file and acquire the requirement using FAR procedures for open market acquisitions.


FAR Procedures for Open Market Acquisitions

• Micro-purchases• Requirements exceeding the micro-

purchase threshold but not exceeding the simplified acquisition threshold

• Commercial item requirements that exceed the simplified acquisition threshold but do not exceed $5 million

• Other requirements


Including Non-Schedule Items on a Schedule Order

• All applicable requirements pertaining to the purchase of the items not on Schedule must be followed

• Non-schedule items must be clearly labeled as such on the order

• All clauses applicable to non-schedule items must be included in the order


Review Question

Two or more Schedule contractors can form a contractor teaming arrangement (CTA) to meet the requirements of a single order or a group of similar requirements.

• True• False


Review Question

Purchasers can always restrict competition for the open market portion of the requirement to Schedule contractors.

• True• False


Acquisition Strategy Elements

• Performance incentives;

• Best value;

• Single order or blanket purchase agreement; and

• Use of oral presentations.


Performance IncentivesSchedule users:

• Can use performance incentives to give the contractor reason to provide superior quality performance.

• Design incentives tied to contractor’s achievement of an objective performance measurement.


Best Value Obtain best value using one or a combination of

the following: • Lowest-priced technically acceptable; or • Trade off price and other factors.


Evaluation

• Formal evaluation plan not required • If using Best Value Methodology, must

determine importance of each factor relative to other non-price factors and the possible trade-offs involved.


Single Order or Blanket Purchase Agreement???

• FAR and Schedule guidance for BPA use

• Potential BPA benefits• Use of single or multiple

BPAs• Method for selecting the BPA

contractor(s)


FAR and Schedule Guidance for BPA Use

Schedule contractors can enter into BPAs with ordering activities provided that:

• Period of time covered by such agreements must not exceed the period of the contract including option year period(s)

• Orders placed under such agreements must be issued in accordance with all applicable regulations and contract terms and conditions


Use of Single BPA or Multiple BPAs When establishing BPAs, Schedule

users must evaluate reasonably available information and decide whether to establish a single BPA or multiple BPAs.


Use of Oral Presentations• GSA encourages use of oral presentations

in place of or in addition to written information when appropriate.

• Oral presentations should follow clearly established guidelines regarding what information must be covered by the presentation, time limits, and other constraints.


Oral Presentation Advantages

• Promote efficient face-to-face communication • Increase buyer and seller satisfaction from the

exchange of information• Minimize the need for massive technical proposals• Reduce proposal lead-times, resulting in shorter

acquisition lead-time • Reduce proposal costs significantly • Reduce the number of protests from firms not

receiving a delivery/task order


Presentation Guidelines

• The types of information to be presented orally and the basis for Government evaluation

• Any necessary presenter qualifications• Requirements for, and any limitations

and/or prohibitions on, the use of written material or other media to supplement the oral presentations

• Location, date, and time for the oral presentation

• Time restrictions for each presentation• Scope and content of any exchanges

between participants


Review Question If the current requirement is part of a

continuing need available on GSA Schedules, the Schedule user may want to consider meeting the requirement using one or more blanket purchase agreements.

• True• False


Review Question GSA encourages the Schedule user to

require an oral presentation in place of or in addition to written information. Oral presentations CANNOT be done by:

1. Meeting face-to-face2. Teleconference3. Videotaped presentation4. Videoconference

Using GSA Schedules Introduction General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers.

Documents

gsa schedules customers

disabled gsa schedules

mandatory use of gsa

mandatory gsa schedule

gsa schedule characteristics

gsa schedule link

schedules feature contracts

multiple award schedules