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Federal Acquisition Service
U.S. General Services Administration
Keys to a Successful Virtual Assessment
Shandar Solberg
Laura E. Smith
Industrial Operations Analysts
Supplier Accountability & Acquisition Support Branch
December 12, 2017
Schedules 56, 66, 73, 84
Federal Acquisition Service
CONTENTS
GSA Personnel & Assessment Objective
Benefits of a Virtual Assessment
Scheduling & Expectations
Data, Documents, & Analysis
Debrief & Resolutions
Resources
Federal Acquisition Service
GSA Personnel
• Procurement Contracting Officer (PCO) - Awards your contract
- Approves bilateral modifications
- PCO contact information can be found on GSA eLibrary:
https://www.gsaelibrary.gsa.gov
- Ultimate authority over your GSA Schedule contract
• Administrative Contracting Officer (ACO) - Delegated functions by the PCO
- Monitors sales reports and IFF
- ACO contact information can be found at:
https://vsc.gsa.gov/tools/aco_ioa.cfm
Federal Acquisition Service
GSA Personnel (Cont.)
• Industrial Operations Analyst (IOA)
- Conducts Contractor Assessments
- Provides general guidance and business development
support
- IOA contact information can be found at:
https://vsc.gsa.gov/tools/aco_ioa.cfm
Federal Acquisition Service
Assessment Objectives
•Assess your level of compliance with GSA
Schedule terms and conditions
•Address questions or concerns
•Discuss and evaluate your processes and
procedures
•All Schedule contracts are subject to Assessments
•Assessment types may be Annual or End of Term
Federal Acquisition Service
Annual Assessment
• Conducted on an annual basis for those contractors
meeting established MAS reported sales thresholds
- Threshold may change and can vary by Acquisition Center
• Primarily focus on sales reporting/tracking, TAA,
prompt payment, and pricing
Federal Acquisition Service
End of Term Assessment
• Contractors in the 4th contract year
- Preparation for Extension Option in year 5
• Focus on all aspects of the GSA MAS contract
- Sales tracking, pricing, prompt payment, TAA, delivery,
scope, Basis of Award, and labor qualifications
Federal Acquisition Service
What Does Virtual Mean?
• The IOA will not physically be present at the
contractor’s location
• Can be conducted via any combination of:
- Phone
- GSA’s Meeting Space
- Other online meeting platforms
Federal Acquisition Service
Benefits of Virtual Assessment
• Topics and documents required are the same as in-
person meetings
• Potential cost savings to Government and contractor
• Time savings as contractor can gather documents on
their schedule
• Anyone can attend and participate regardless of where
they are located
Federal Acquisition Service
Virtual Assessment Lifecycle
Initial Contact & Expectations
Furnish Requested
Items Analysis
Follow-up & Debrief
Action Item Resolution
(as necessary)
IOA
Contractor
IOA
IOA &
Contractor
ACO/PCO
&
Contractor
Federal Acquisition Service
Scheduling
• IOA will contact contractor typically 2 weeks or
more prior to proposed Assessment date
• Contact via
- Phone
• Date is mutually agreed upon by IOA and
contractor
Initial Contact & Expectations
Federal Acquisition Service
Helpful Tip #1
Verify that your point of contact information is correct in
all relevant areas of your contract and public contact
information.
Initial Contact & Expectations
Federal Acquisition Service
Contractor Point of Contact
• IOAs will contact the listed Administrative
Representative, 72a/IFF Representative, and
Authorized Negotiators listed on the contract
• If unsuccessful, IOAs will attempt to reach an
alternate Point of Contact as listed on:
- E-Library
- GSA Advantage
- SAM
- Contractor’s website
Initial Contact & Expectations
Federal Acquisition Service
Assessment Participants
• Your Company - GSA Contract Administrator
- Other relevant personnel responsible for contractual
functions (e.g. Sales, Marketing, Order Tracking, IFF
Remittance)
• GSA - Industrial Operations Analyst (IOA)
Initial Contact & Expectations
Federal Acquisition Service
Assessment Preparation
• IOA will discuss and send out an email list of prep
materials. Some items may include:
•GSA contract, including:
- Standard Form 1449 (SF 1449)
- Incorporated documents (e.g. Final Proposal
Revision (FPR) letter, Commercial Sales Practices)
- Approved modifications (Standard Form 30)
- Current approved price list and all previously
approved versions
Furnish Requested
Items
Federal Acquisition Service
Assessment Preparation
• Assessment Intent Notice:
- Provided by your IOA prior to the Assessment
- Purpose is to eliminate any confusion between
IOA Assessments and IG Audits
- Should be reviewed, signed, and given back to
your IOA
- Electronic signature or scanned ink signature are
acceptable
Furnish Requested
Items
Federal Acquisition Service
Assessment Preparation
• Sales Data
•Typically 12 months of data
- GSA Sales
- All commercial sales and other sales
•Should include GSA identifier
•Should be ran in same manner as how
reported
Furnish Requested
Items
Federal Acquisition Service
Contractor Data Security
• Contractor drives how the data is sent to the IOA
- Password protected files (excel, zip, etc)
- Time-limited protected download from
contractor’s own server or file sharing program
- Google Suite file sharing
- Physically send drive with data
- Request receipt confirmation
Furnish Requested
Items
Federal Acquisition Service
IOA Data Security
• The IOA will:
- Confirm receipt
- Provide samples back in the same manner in
which it was received (password protected, etc)
- Not able to share with anyone other than
contractor
- Required to destroy the data following the
Assessment
Furnish Requested
Items
Federal Acquisition Service
Data Purpose
• Recreate/verify quarterly sales reporting
• Review non-MAS sales to verify all sales were
captured and accurately identified
• Verification of current Basis of Award
• Educational opportunity - Eligible users you may not be familiar with
- Point out commercial items that may be a good
candidate to add to the MAS contract
Analysis
Federal Acquisition Service
Helpful Tip #2
The more detailed the data is that you can provide to
the IOA, the less we will typically need back from you in
the order samples!
Furnish Requested
Items
Federal Acquisition Service
Assessment Analysis
• Sample of orders for review sent back to you with list of
specific documents and directions on how to provide
those documents
• Sample size will depend on order volume, but is
typically not more than 30 orders
• If issues are noted, IOA may need to request additional
order documents as follow-up
Analysis
Federal Acquisition Service
Order Documents
• Document types that may be requested, as applicable:
• Purchase Orders/Task Orders/Contracts
• RFQs/RFPs
• Quotations or Proposals
• Statements of Work
• Invoices
• Shipping or Delivery information
• TAA Documentation
• Additional document types, as needed
Analysis Furnish
Requested Items
Federal Acquisition Service
Methods to Provide Documents
• Email - GSA size limit of 25MB
- Documents may need to be split into multiple
messages
- Request receipt confirmation from the IOA for all
documents sent by email
• Google Drive - GSA uses Google Suite for email and cloud services
- Accessible if you have a Gmail or Google Suite email
account
• Other cloud or file sharing services, such as
Dropbox Furnish
Requested Items
Federal Acquisition Service
Helpful Tip #3
When providing order documents to the IOA, try to
organize and/or name your files so that they tie back to
the order sample.
Furnish Requested
Items
Federal Acquisition Service
Common Assessment Issues
• Under-reported sales / over-reported sales
• Out-of-scope orders/unidentified open market items
• Trade Agreement Act compliance issues
• Basis of Award – Lack of awareness and/or lack of
monitoring
• Price overcharges
• Prompt Payment Discount terms missing/overcharges
• Outdated GSA Advantage price list/catalog
Analysis
Federal Acquisition Service
Assessment Debrief
• IOA will explain any compliance issues discovered: - Conference Call
- Email summary/explanation
- Email summary AND conference call
• Contract Administrative Representative receives
email copy of the Assessment Report once finalized
by GSA
• IOA will notify the PCO and ACO of any issues that
need resolution
Follow-up & Debrief
Federal Acquisition Service
Helpful Tip #4
Contact your IOA if you do not receive an email PDF
copy of the Assessment Report after Assessment is
completed.
Follow-up & Debrief
Federal Acquisition Service
Compliance Issue Resolution
• PCO responsible for:
• Scope
• eCommerce
• Basis of Award
• Trade Agreement
Act
• Delivery
• Labor Category
Qualifications
Action Item Resolution
(as necessary)
• ACO responsible for:
• Sales Tracking &
Reporting Concerns
• Sales Adjustments
• Pricing Overcharges
• Prompt Payment
Terms Overcharges
Federal Acquisition Service
Multiple Contract/Schedules
• Contracts on multiple Schedules will be assigned one
IOA who handles the Assessments for all contracts.
• If your contracts are assigned to an IOA outside of
the Greater Southwest Acquisition Center (Fort
Worth), the process may have slight differences than
described in this presentation.
Federal Acquisition Service
Education Resources & References
• GSA’s Vendor Support Center
• Vendor Toolbox
• Who Can Order Through GSA Schedules?
• The Steps to Success: Contractor Reference Guide
• Multiple Award Schedules (MAS) Desk Reference
• Modifications/eMod
• GSA Interact
• ACO/IOA Locator
• Upcoming Events and Training
Federal Acquisition Service
Shandar Solberg
Laura E. Smith
Industrial Operations Analysts
Southwest Supply & Acquisition Center
GSA, Federal Acquisition Service
Jack Tekus [email protected] IOA Section Chief
Questions?
