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Understanding
the GSA Schedule
Process
Chuck Schadl, CCAS
Georgia Tech Procurement
Assistance Center
August 16, 2013
Resources Available on
Class Website
2
Located at:
www.gtpac.org/gsa-schedule-resources
• All presentation materials
• Resource materials
• Upcoming GSA events
gtpac.org
Our Mission
EI2 aims to increase the competitiveness of enterprises in Georgia through application of science, technology and innovation. Details at http://innovate.gatech.edu
3
gtpac.org
Georgia Tech Procurement
Assistance Center (GTPAC)
• Part of Georgia Tech’s Enterprise Innovation
Institute
• GTPAC assists Georgia companies with all
aspects of government contracting – federal,
state and local
• To best take advantage of all of GTPAC’s
services at no cost, first attend our “Introduction
to Government Contracting” class
4 gtpac.org
What is the General Services
Administration?
• Government’s “landlord”
– 8,600 properties
• Federal acquisition and procurement
force
• Sets policy for procurement, property
management, and IT resources
5 gtpac.org
GSA Acquisition Centers
6
Automotive Center,
Services
Acquisition
Furniture
Office Supplies &
Paper Products
General Products
(National Disaster Support)
Hardware &
Appliances
Management Services
IT Commodities
gtpac.org
GSA Organization
• Federal Acquisition Service (replaced the Federal Technology Service and the Federal Supply Service)
• Public Buildings Service (PBS)
• Various Staff Offices
• Eleven Regional Offices – Boston, New York, Philadelphia, Atlanta,
Chicago, Kansas City, Fort Worth, Denver, San Francisco, Auburn (WA), and Washington, DC
7 gtpac.org
GSA in the News …
• Be sure to check the “Tag Cloud”
on the GTPAC website –
www.gtpac.org – to see the latest
news developments involving
GSA.
8 gtpac.org
GSA Facts
• Catalyst for $30-60 billion in federal spending – more than one-fourth of the government's total procurement
annually
• Manages federal assets valued at $500 billion – Including over 8,600 government-owned or leased buildings, an
interagency fleet of 170,000 vehicles, and a wide range of technology programs
• Less than 5 percent of GSA’s total budget is provided through Congressional appropriations – Most of GSA's operating costs are recovered through the services
it provides
– GSA Schedules Program provides major revenues because a fee of 0.75% of the contract amount is paid by the seller (0.50% on Schedules administered by the VA)
10 gtpac.org
Government Purchasing
“Vehicles”
• Government credit cards
• Fair and open competition
• Governmentwide acquisition contracts
(GWACs)
• Job order/task order contracting
• GSA Schedules
• Technology “Schedule-like” contracts by
several other federal agencies
11 gtpac.org
GSA’s “Federal Competitors”
with Schedule-Like Contracts
• DHS
– EAGLE (Enterprise Acquisition Gateway for
Leading Edge Solutions)
– First Source
– Enterprise Solutions
• NASA
– SEWP (Solutions for Enterprise-Wide
Procurement)
12
gtpac.org
GSA Schedules
Definitions and Terminology:
• Long-term government-wide contracts with commercial firms
• IDIQ – Indefinite Delivery, Indefinite Quantity
• Also known as …
• Federal Supply Schedules (FSS), Multiple Award Schedules (MAS), and simply “Schedule contracts” or “Schedules”
13 gtpac.org
Objective of GSA Schedules
Program
• To provide Federal agencies and other
customers with a simplified process for
obtaining commonly used commercial
services and products at prices associated
with volume buying
• There are 31 GSA Schedules (categories
of goods/services), plus 9 other Schedule
contracts administered by the VA
14 gtpac.org
Why Federal Agencies
Buy from Schedules
• GSA pre-determines prices as fair and reasonable
• Detailed specs are not required
• Comply with all applicable laws and regulations
• Administrative time is reduced
• Wide selection of state-of-the-art commercial supplies and services offered
• On-line ordering (GSA Advantage®) 15
gtpac.org
What Makes Schedules
Attractive to Vendors
• Simplified access to thousands of
ordering units
• Contract stability (e.g., 5-year base
contract, with three 5-year options)
• Ability to win based on best value
• Can form teaming arrangements with
other Schedule holders
• Less costly to compete
… more 16 gtpac.org
What Makes Schedules
Attractive to Vendors – cont’d
• Online transactions and on-line bidding
• Credit card ordering and payment
• May accept or reject orders >
minimum order threshold or <
maximum order threshold
• Marketing support
• Single contract to execute
17 gtpac.org
Schedules Available to
State & Local Gov’ts
• Cooperative Purchasing – Schedule 70; IT
under Consolidated Schedule 00CORP; and
contracts awarded under Schedule 84, Total
Solutions for Law Enforcement
• Disaster Recovery – All products and services
available under any GSA Schedule used for
recovery from a disaster or a terrorist attack.
• 1122 Program – Law enforcement equipment
for counter-drug activities
18 gtpac.org
Your Reference Library
• GSA Acquisition Manual (GSAM) (incorporates the
GSA Acquisition Regulations (GSAR)) – http://acquisition.gov/gsam/gsam.html
• Federal Acquisition Regulations (FAR) – http://acquisition.gov/far/index.html
• Defense Federal Acquisition Regulation Supplement (DFARS) (for Schedule orders exceeding $100,000
in Department of Defense funds) – http://www.acq.osd.mil/dpap/dars/dfars/index.htm
• Federal Forms - http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?formType=ALL
19 gtpac.org
GSA Advantage! ®
• Online shopping/ordering system
• Over 10 million supplies and services
• Allows buyers to send order directly to
Schedule contractor
• GSA Advantage! ®
is for services/products
not requiring a statement of work (SOW)
21 gtpac.org
e-Buy
• For services that require a SOW,
e-Buy is used to solicit quotations from
GSA Schedule contractors
• Online RFQ tool
• Solicits supplies and services offered by
Schedule contractors who are on GSA
Advantage!®
22 gtpac.org
Blanket Purchase Agreements
• Established with a GSA Schedule
contractor to fill repetitive needs for
supplies or services (FAR 8.405-3)
• Can be set up for use by an agency’s field
offices across the nation
• Multi-agency BPAs also permitted
23 gtpac.org
Credit Card Payment
• GSA Schedule contractors are required to
accept government P-cards for payments up
to the micro-purchase threshold ($3,000)
• Encouraged to accept P-card for dollar
amounts above micro-purchase threshold
• Ordering activities may consider P-card
acceptance when deciding which contractor
represents the best value
24 gtpac.org
Contractor Teaming
Arrangement (CTA)
• An arrangement between two or more
GSA Schedule contractors
• Orders placed under a CTA are
subject to the terms and conditions of
each team member's GSA Schedule
contract
• Note: GSA Schedule contractors may
bring on subcontractors that are not
Schedule contract holders 25
gtpac.org
Special Note about Architect-
Engineer (A/E) Services
• Schedules Program not used to acquire services that are subject to the procedures of FAR 36.6, Architect-Engineer Services
• The 1972 Brooks Architect-Engineer Act (P.L. 92-582) established federal policy for selection of A/E services
• Selection process known as Qualifications-Based Selection (QBS)
• A/E contracts are negotiated on the basis of experience and qualifications at a fair and reasonable price
26
more ...
gtpac.org
... But Some A/E Services Are
Covered by Schedules
• O3FAC – Ancillary Repair and
Alterations
• 871 - Construction Management,
Chemical Engineering, Civil
Engineering, Electrical Engineering,
Mechanical Engineering
• Millennia – Software Engineering
• SatCom – Satellite Engineering Design
•
27 gtpac.org
Another Special Note:
Medical Supplies & Services
• GSA has delegated authority to the
Department of Veterans Affairs (VA) to
procure medical supplies under the VA
Federal Supply Schedules Program
(9 Schedules)
• Covers 1 million commercial medical
equipment, supplies, pharmaceuticals, and
services
• For VA Schedules, the Industrial Funding
Fee is 0.50% rather than 0.75% 28 gtpac.org
“Getting on a Schedule”
• To become a GSA Schedule contractor, you first submit an offer/proposal in response to the applicable Schedule solicitation
• Search for solicitations in GSA eLibrary at: http://www.gsaelibrary.gsa.gov/ElibMain/scheduleList.do
• Download solicitations from FedBizOpps: https://www.fbo.gov
30 gtpac.org
The Time It Takes
• Typically, a proponent spends 30-180 days preparing a
proposal
• GSA can take up to 12 months or more to review a
proposal and make a contract award.
– Quote from Schedule 56 solicitation: “The GSA Schedule
program has recently experienced a tremendous increase in new
offers. Due to the large number of new offers currently in process,
it could take up to 12 months before your offer is evaluated.
GSA's practice is to evaluate offers in the order in which they are
received. However, GSA may give priority to processing certain
offers when circumstances dictate, such as when a federal
agency Contracting Officer specifically requests an expedited
offer review in order to meet a pending requirement that will be
procured under the MAS program, or when there a need for GSA
to bring strategically critical new products or services to market in
order to meet federal customer needs.” 31
gtpac.org
Tip: Digital Certificate
• All proposals are now submitted
electronically via a web application called
eOffer
• To submit your GSA Schedule proposal
electronically, you will need a Digital
Certificate
• Check class website for advice on this
process
• Fee is $119, good for 2 years
32
gtpac.org
Each Schedule Has
Subcategories - Special Item
Numbers (SINs)
Example: Schedule 874, Management, Organization, and Business Improvement Services (MOBIS), has nine SINs:
– 874-1, Consulting Services
– 874-2, Facilitation Services
– 874-3, Survey Services
– 874-4, Training Services
– 874-5, Support Products
– 874-6, Privatization Support Services and Documentation
– 874-7, Program Integration and Project Management
– 874-8, Alternative Dispute Resolution (ADR) Services
– 874-99, New Services
33
gtpac.org
Process Begins with GSA
Solicitation (SOL)
• Each Schedule SOL describes each SIN, along with estimate of annual sales for each SIN
• Includes applicable terms and conditions
• Instructs you on what you need to do to submit an acceptable offer
34
gtpac.org
Next: Offeror Responds
(that’s You)
• Must comply with the requirements established in the solicitation
– Representations and certifications
– Proposed contract pricing
– Information on commercial sales practices, including information on best discounts and/or concessions offered to commercial customers
– Subcontracting plan, unless the Offeror is a small business
– Other required information
35
gtpac.org
GSA Then Reviews Your Offer
and Prepares for Negotiations
GSA’s evaluation considers:
• Seller’s responsibility
• Proposal’s responsiveness
• Price reasonableness
• Estimated sales necessary to justify a
Schedule contract award (at least $25K
in first two years) 36
gtpac.org
Next: GSA and Offeror Negotiate
• GSA may initiate negotiations to obtain more acceptable prices and/or resolve other issues related to an offeror’s proposal
• Negotiations may cover a variety of other contract terms and conditions
• If an acceptable agreement can be reached, the GSA Contracting Officer will award a Schedule contract; if not, the offer will be rejected
37 gtpac.org
GSA Awards a Schedule
Contract when …
• Schedule contract meets all the requirements of law and regulation
• Seller is determined “responsible”
• Pricing determined to be “fair and reasonable”
• Agreement reached on all terms and conditions
• Necessary signatures obtained
• Contract file properly documented
38 gtpac.org
Notable Schedule
Contract Terms
• Submit Schedule price lists, obtain approval, and distribute Schedule price lists
• Submit the information required to participate in GSA Advantage!
• Report quarterly Schedule sales within 30 days of the close of each calendar quarter
• Pay an Industrial Funding Fee (IFF) of 0.75% on reported sales (0.50% on VA Schedules)
• Complete all applicable administrative requirements (e.g., subcontracting plan reporting)
39 gtpac.org
1. Have the Fundamentals in Place
• Obtain a DUNS number from D&B and
EIN/TIN from the IRS
• Research your federal product/service
codes and NAICS
• Determine your small biz status
• Register in SAM; update annually
• Register in ORCA
41
If you have trouble with these tasks,
take or re-take our “Intro” class. gtpac.org
Reality Check #1
• GSA reports that a major problem with
Schedule proposals is that the
proponent selects the wrong NAICS
code
• NAICS code selection is a fundamental
42 gtpac.org
4. Register for Vendor
Notification Service
• Use the “Vendor Notification” link on the
“FedBizOpps Vendors” page to register for
new or refreshed Schedule solicitations, from
FedBizOpps
• After subscribing, you’ll receive by e-mail:
– Presolicitation notices and modifications
– Notices of solicitations and amendments
– General procurement announcements
45 gtpac.org
5. GSA Requirement
• You must take an online, self-paced
training course, “Pathways to
Success"
• You can access this class at
https://gsafas.secure.force.com/MAS
TrainingHome
• You’ll need to include proof in your
proposal that you took this course
46 gtpac.org
Reality Check #2
• “Pathways to Success” on steroids is
here! - https://vsc.gsa.gov/RA
• GSA has implemented a “vendor
readiness assessment”
• It’s a new vendor requirement –
mandatory before submitting a
Schedule proposal to GSA
47 gtpac.org
6. Other “Must Haves”
• Two years’ worth of financial
statements/tax returns showing profit
• Invoices, establishing sales and pricing
• Published commercial rates, including any
discounts you offer
• Tip: Order a basic D&B report (about $40)
just to make sure it’s positive, with no
questionable financial items that may
cause GSA concern
48
gtpac.org
Reality Check #3
As of January 2012, GSA reports ...
49
60% of GSA Schedule contractors are
not in compliance with the minimum
sales clause!
gtpac.org
Three GSA Resources that Have
Nothing To Do with Schedule
Contracts
(... but which might have everything to do with
winning a government contract)
• Contracting Forecasts
www.gsa.gov/smbusforecast
• Directory of Prime Contractors with
Subcontracting Plans
www.gsa.gov/subdirectory
51
• Public Building Service
www.gsa.gov/pbs
gtpac.org
Solicitation Format
Schedule solicitations are
prepared using FAR 12.303: • Cover page
• Continuation SF 1449 information form
• Contract clauses
• Contract documents, exhibits, and
attachments
56 gtpac.org
Solicitation Cover Page
• Schedule solicitation cover page is really
more than a cover page
• May be several pages long and include:
– Services/products covered by the
solicitation
– Payment
– Pricing
– Point of contact for information
– “Refresh” information
57 gtpac.org
Contract Clauses
• Terms and conditions will become part of the final contract
• No shortcut to reading to assure complete understanding of contract requirements
• Typically: – Contract Terms and Conditions – Commercial
Items, FAR 52.212-4
– Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, FAR 52.212-5
• Additional clauses to implement particular law or executive order
58 gtpac.org
Contract Documents, Exhibits
and Attachments
Typically:
– Products and Services will specify the respective Commercial Sales Practices formats with instructions
– Small Business Subcontracting Plan Outline (applies only to large businesses)
59 gtpac.org
“Reps and Certs” Highlights
• Schedule “reps & certs” virtually identical
to ORCA (Online Representations and
Certifications Application (now a part of
SAM)
• Make sure your reps & certs are
complete before completing your
Schedule
• Fairly straightforward, but there are a
couple tricky elements, for example ...
61 gtpac.org
Representations Required
to Implement
Executive Order 11246
• You must indicate whether: – You have or have not participated in a contract
subject to the Equal Opportunity clause, FAR 52.222-26
– And whether you have or have not filed all required compliance reports
– If you indicate that you have not participated in a contract subject to FAR 52.222-26, you should also indicate that you have filed all required compliance reports. (Gov’t Logic: Since no reports were required, all required reports were filed.)
62 gtpac.org
Past Performance Information
Required
• Solicitation requires you to provide
commercial sales information for each
special item number (SIN), group of SINs,
or Sub-SIN
• Required information includes dollar value
of sales to general public for previous 12-
month period or offeror’s last fiscal year
more ...
63 gtpac.org
Starting the Performance
Evaluation Process
• You will need to specify a minimum of 4 references; you will be asked for 15-20 – 4 completed references must be obtained
– Some Schedules require clients in past year
• You must pay $185 to Open Ratings, Inc.
• Open Ratings’ goal: obtain at least 4 completed surveys within 2 weeks
• Once Past Performance Evaluation report is generated (20-35 days), references no longer can respond to survey
• One copy of the report is sent to you and another copy is sent to the GSA
• Valid for 6 months 64 gtpac.org
Information Other than Cost or
Pricing Data
You must:
– Submit information in the commercial sales practices format required by the solicitation
(FAR 52.215-20)
67 gtpac.org
Commercial Sales Practices
Format (CSP-1)
– Identify SIN(s) covered
– Provide information on sales to the general public at established catalog price or market price over past 12 months
– Show projected annual Schedule sales for each SIN ($25,000 minimum over first 2 yrs.)
– Compare discounts and concessions offered with any offered elsewhere
– Explain any deviations from your discount and concession policies that ever result in better prices
– Additional information if you are a dealer/reseller (details on each manufacturer’s services / products
68
gtpac.org
Requirement to Provide a
Subcontracting Plan
• You must submit an acceptable
subcontracting plan prior to receiving a contract award, unless: – You are a small business, or
– Total orders under the Schedule contract are not expected to exceed $500,000, or
– There is sufficient evidence that no subcontracting opportunities exist, or
– The Schedule contract will be performed entirely outside of any State, territory, or possession of the United States, the District of Columbia, and the Commonwealth of Puerto Rico.
71 gtpac.org
Small Business Subcontracting
Plan Outline (Model)
• There is a GSA-produced model subcontracting plan
• This model may be included in the solicitation
• Want a copy? Check class web site!
• Tip: Small businesses looking for subcontracting opportunities gain insights by reviewing Subcontracting Plan Outline because ...
72 gtpac.org
GSA’s Subcontracting Goals
73
• Used internally by GSA
• Not mandatory for Schedules,
but used as general targets:
39% - Small Businesses
5% - WOSB
6% - SDB
5% - 8(a)
3% - SDVOSB
2% - Veteran-Owned
3% - HUBZone gtpac.org
GSA’s Technical Evaluation
• Conduct initial proposal review
(responsiveness to terms of SOL)
• Evaluate your firm’s responsibility
• Evaluate any required subcontracting
plan
75 gtpac.org
Initial Proposal Review
• GSA will reject a proposal if it:
– Does not fall within the scope of the
solicitation
– Fails to comply with key solicitation
requirements
– Was not timely
• Rejections are to include an explanation
of why the proposal is being rejected ...
76 gtpac.org
Avoid Rejection: Use the
Checklist Included in
Solicitations
• If you don’t …
You’ll get to feel the love!
77 gtpac.org
What Are “Responsible
Contractor” Standards ?
• Adequate financial resources to perform contract, or ability to obtain them
• Ability to comply with the required or proposed delivery or performance schedule
• Satisfactory performance record
• Satisfactory record of integrity and business ethics
• Necessary organization, experience, accounting and operational controls, and technical skills, or ability to obtain them
• Necessary production, construction, and technical equipment and facilities, or the ability to obtain them
• Qualified and eligible to receive an award under applicable laws and regulations (FAR 9.104)
78 gtpac.org
Requests for Additional
Proposal Information
• GSA may request additional, corrected, or
updated information anytime during the
evaluation process
• The Contracting Officer will designate a date
by which the information is required
• Failure to respond by due date will result in
proposal rejection
• Tip: If you need more time, ask for a time
extension – it will almost always be granted
79 gtpac.org
Price Analysis for
Services and Products
• GSA Contracting Officer is to:
– Verify price info is consistently presented
– Verify that the commercial sales practice
(CSP) information is adequate
– Analyze price reasonableness considering your commercial pricing, prices available from other Schedule contractors, and any price history
81 gtpac.org
How GSA Analyzes Price
Reasonableness Based on
Commercial Pricing
• Identify written discount policies or standard
commercial practices that result in lower pricing for commercial customers
• Identify deviations from written discount policies or standard commercial practices that result in lower pricing for commercial customers
• Identify differences between Schedule and commercial customer requirements that may merit different pricing
• Consider relevance of comparisons between proposed prices and any offeror prices for agents or sales representatives, charities, educational institutions, child-care centers, or other government contracts
82 gtpac.org
GSA Also Analyzes Price
Reasonableness Considering
Other Schedule Pricing
• GSA compares your proposed pricing with
the prices currently available from other
Schedule contractors. Contracting Officers
often use GSA Advantage! to identify
contractors selling services or products
similar to those proposed by you
– you should too!
83 gtpac.org
… and GSA Analyzes Price
Reasonableness Based on
Historical Pricing
• GSA analyzes the reasonableness of your
proposed pricing considering information
from historical (e.g., current or previous)
contracts when the validity of the
comparison and the reasonableness of the
historical contract price can be established
84 gtpac.org
GSA Considers Additional Factors
for Pricing Schedule Contracts
for Services
• Compare labor rates for wage categories with available market information
• Analyze the reasonableness of proposed labor rates considering; – applicable Service Contract Act (SCA) wage determinations
(FAR 22.1001)
– indirect costs
– profit
• Consider the effect of special labor requirements (e.g., security requirements) on labor rates
• Analyze prices using cost information other than cost or pricing data
85 gtpac.org
Typical Government
“Negotiation” Topics
• Price
• Industrial funding fee (IFF) verification
• Maximum order (MO) threshold
• Price reduction requirements
• Economic price adjustment (EPA) when service/product pricing based on published prices
• EPA for services when service pricing is not based on catalog/published prices
• Delivery time
• Governmentwide commercial purchase card acceptance
• Other 87
gtpac.org
Non-Negotiable Topic:
Industrial Funding Fee
• You must pay an IFF based on your Schedule sales
• The IFF percentage paid by the contractor is not negotiable and must remain at the percentage set by FSS policy – The IFF is 0.75 percent of the Schedule contract
selling price, excluding separately priced travel (0.50% for VA medical)
• The IFF must be reflected in the prices charged to gov’t “ordering activities” – The IFF cost is added to the discounted price
offered to the government 88
gtpac.org
4 Ways to Calculate the IFF
1. Divide the original unit price by one (1) minus the IFF rate (e.g., 1 – 0.0075 = 0.9925) to establish the contract price. For example, if the original price of $198.50 is divided by .9925 , the selling price will be $200. If the contractor makes a sale at the $200 price, the contractor will pay a $1.50 IFF. Then $200 minus $1.50 will equal $198.50, which is the original fair and reasonable price calculated based on the firm’s commercial practice.
2. Multiply the original unit price by 1.007557 to establish the contract price. One divided by one (1) minus the IFF rate (1 – 0.0075 = 0.9925) is equal to 1.007557 (with a small rounding error), so the result from multiplying by 1.007557 is equal to the result from dividing the selling price by one (1) minus the IFF rate.
3. Adjust the discount used to calculate the selling price by subtracting 0.75 percent and then adding 0.75 percent of the original discount. For example, if the original discount is 5.0 percent, subtract 0.75 percent from the 5.0 percent (5.0% - .75% = 4.25%); calculate .75 percent of 5.0 percent (.0075 * .05 = .000375 or .0375 percent); add the results of the two calculations (4.25% + .0375% = 4.2875%). The adjusted discount rate is 4.2875 percent. The parties normally agree on a rounded discount rate (e.g., 4.3 percent or 4.29 percent).
4. Adjust only the base discount as shown above when multiple discounts may or may not apply to a particular acquisition. Never adjust a prompt payment discount.
89 gtpac.org
Remember!
• The IFF percentage remitted by the
contractor is not negotiable and must
remain at the percentage set by FSS
policy (0.75%)
• The IFF must be reflected in the prices
charged and cannot be shown as a
separate item in Schedule catalogs and
price lists
• Remember: VA Medical Schedule IFF is
0.50% 90 gtpac.org
Warning: GSA May Unilaterally
Your Change Price
• The Government may reduce the price of the contract if it is determined after award because the contractor failed to: – Provide information required by the
solicitation/contract or as requested
– Submit information that was current, accurate, and complete
– Disclose changes in the contractor’s commercial price lists, discounts or discounting policies, which occurred after the original submission and prior to 14 calendar days before the completion of negotiations (GSAR 552.215-72)
91 gtpac.org
Negotiation Topic:
Economic Price Adjustments
• Solicitation will generally include the Economic Price Adjustment – FSS Multiple Award Schedule Contracts clause, GSAR 552.216-70 (Alternate 1).
• If escalation rates or market indicators are used for an Economic Price Adjustment (EPA), they must be stated in contract
• Typically allowed 4 adjustments in a 5-year period, more possible
92 gtpac.org
Negotiation Topic: Delivery Time
• Contractor delivery, after receipt of an order, should be expeditious – GSA will take into consideration your normal
commercial practice for similar quantities of the same services or products
• Negotiation also may address accelerated delivery times – In emergency situations, Schedule contractors
may be expected to ship products within 24 to 72 hours after order receipt
– Large equipment should be shipped within the minimum time practicable in urgent situations
93 gtpac.org
Non-Negotiable Topic:
Purchase Card (P-card)
Acceptance
• Schedule contractors must accept P-cards for all acquisitions that do not exceed the micro-purchase threshold ($3,000)
• Acceptance of credit cards, at any dollar value, can be “best value” factor
94 gtpac.org
How Negotiations
May Take Place
• Telephone discussions – Especially common when GSA is merely
confirming information
• Written discussions when complete documentation of the information requested and received is important
• Face-to-face discussions when issues are relatively complex and the dollar value justifies the cost involved
95
gtpac.org
Tip: Ask for Negotiation Agenda
Find out:
• Topics to be addressed and the order in
which the topics will be considered
• Any information expected to be at hand
• A general time schedule for the negotiation
sessions
• Location(s) of the negotiation session(s)
• Names, titles and roles of Government
participants in the negotiations
96 gtpac.org
Tips: Negotiating with GSA
• You do not have to “give in”
• You don’t have to offer a "prompt payment discount"
• If you are offering your best price and it is equal to or better than that of your best customer or group of customers, then you do not need to do better
• Make sure the 0.75 percent Industrial Funding Fee (IFF) is in your GSA price
• Be sure of the shipping points and FOB points when negotiating (if the proposal calls for FOB Destination, then you have to pay freight)
• If your standard policy has been to not to give quantity discounts, decline this request
• Watch out for provisions providing for on-site warranty repair anywhere in the country
• Generally provide domestic delivery only, not international
97 gtpac.org
Final Proposal Revision
• At the close of discussions and/or negotiations, the GSA Contracting Officer will request a written final proposal revision to document understandings reached during negotiations
98 gtpac.org
1. Schedule Price List
• You will be expected to prepare, print, and distribute a paper Schedule price list following the requirements set forth in I-FSS-600 and the Submission and Distribution of Authorized FSS Schedule Price Lists clause (GSAR 552.238-71)
• No later than 30 days after contract award and prior to distribution to Schedule users, you are to submit two paper copies of the price list to the Contracting Officer for review and approval: – Cover page
– Product/service pricing information
• After Contracting Officer approval, you must distribute the price list as required by the contract
100 gtpac.org
2. Cover Page Requirement
• Remember, cover “page” is a misnomer; be sure to include:
– The required title identifying the document as a “General Services Administration, Federal Supply Service, Authorized Federal Supply Schedule Price List”
– A required statement about the availability of GSA Advantage! for customer information or ordering
– Title of the Schedule
– An overview of services/products covered by contract
– The applicable contract number
– A required statement about the availability of ordering information at http://fss.gsa.gov
more … 101 gtpac.org
Cover Page – cont’d
– The contract period
– Contractor information (e.g., name, address, and telephone number)
– A table of awarded special item numbers (SINs) with appropriate cross-references to item descriptions and awarded prices
– Identification of the lowest priced model number and lowest unit price for that model for each SIN awarded under the contract
– A description of commercial job titles, responsibility, experience requirements, and education requirements for those types of employees or subcontractors who will perform services based on hourly rates
– The maximum order threshold
– Discount information
– Other items of customer information essential to Schedule users
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3. Product / Service Pricing
Information
• Prepare the Schedule price list by either:
– Using the commercial catalog, price list, schedule, or other document, showing accepted discounts, and obliterating all items, terms, and conditions not accepted by the Government by lining out those items or by a stamping across the face of the item the words “Not Under Contract" or “Excluded;" or
– Composing a price list, which includes only those items, terms and conditions, and net prices accepted by the Government. The price list must be based upon the commercial price list less discounts accepted by the Government. The cover page of an specially-composed price list must include the notation "Prices shown herein are net (discount deducted).”
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4. Avoid Red Flags
Provide all of the information the SOL requires …
... and in the required format !
• No inappropriate price list information – No products, services, or terms and conditions other than
those accepted/awarded by the Government
– Nothing is included in the contract price list that conflicts with the terms and conditions of the Schedules contract
– Only material needed by ordering offices for placing orders is included in the contract price list
– No advertising or promotional material references to services or products not covered by the contract is included
• Complete accuracy – The contract price list cover page must identify the lowest
priced model number and lowest unit price for that model for each SIN awarded in the contract
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Familiarize Yourself
Now
with How to Market
a Schedule Contract
(What It Takes to Activate Your
“Hunting License”)
Marketing Resources
on the Web
• Managing a Schedules Contract http://www.gsa.gov/portal/content/202845
• Vendor Support Center (VSC) http://vsc.gsa.gov
• Steps to Success https://vsc.gsa.gov/stepstosuccess.pdf
• GSA Advantage!
https://www.gsaadvantage.gov/advantage/main/home.do
• Marketing Tips http://www.gsa.gov/portal/content/104147
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Participating on GSA Advantage!
• You will be required to register with
GSA Advantage! no later than six
months after your Schedule contract
award
• You may either upload its file
submissions electronically using
electronic data interchange (EDI) or
using the Schedule Input Program
(SIP) software provided by GSA
• https://www.gsaadvantage.gov/advgsa/
advantage/main/start_page.do
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Marketing Tips to Remember
• “FSS Logo Downloads” provides a link to GSA logos that you can use in advertising, business cards, etc.
• “MarkeTips Advertising Specs and Guidelines” provides a link to a media kit for advertising in MarkeTips magazine. – GSA's MarkeTips Magazine has a mailing list of
100,000 Government buyers
– Advertising space in MarkeTips is free of charge and is offered on a first-come first-served basis for two advertisements per year per GSA contract.
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Familiarize Yourself
with e-Buy
• www.ebuy.gsa.gov
• Tap into a new large customer base for
your products and services
• Increase sales
• Access all RFQ/RFPs placed under
categories for which you hold contracts
• Receive email notices of RFQ/RFP
opportunities
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Want the Complete
e-Buy Tutorial?
• Go to
https://www.ebuy.gsa.gov/
advantage/ebuy/main/ebuy
_tutorial.do;jsessionid=5B
ED5DED68E719FA6193121
D8BD4012F.B0
• Or check class web site 117
gtpac.org
Using the Schedules
e-Library to Identify Both
Partners and Competitors
• Identify Schedule contractors with
contracts under each of the SINs
identified
– For example, you could identify other
contractors with contracts under a particular
SIN and obtain a contractor’s Schedule
contract number
• Updated daily
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Use the “Schedule Sales Query”
Feature
• Access the sales reports filed by Schedule contractors: – All Schedules by fiscal year
– All Schedules by all available fiscal years
– SIN & Schedule totals by fiscal year
– All contract sales by Schedule by fiscal year
– Schedule sales grand total by quarter by fiscal year
– Total for all quarters by contractor by fiscal year
– Total by quarter & SIN by contract number and fiscal year
– Total for each quarter for a specific SIN by fiscal year
– Total by quarter & contract for a specific contractor and fiscal year
– Total by contractor for a specific Schedule and fiscal year
– All sales by fiscal year for a specific SIN number
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Why Is FedBizOpps Important
to a Schedule Contractor?
• Contracting Officers must publish a synopsis of each requirement exceeding $25,000
• One exceptions is an order under an existing contract, such as a Schedule contract
• A Contracting Officer may synopsize a requirement not realizing that the services or products are available under the Schedules Program. If a Schedule contractor identifies such a requirement, and advises the Contracting Officer, the Contracting officer may convert the open market acquisition to a Schedule acquisition.
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123
Format
12 Point Font
Contractor Narrative Should be
Single Spaced
One Copy
Sequenced in Accordance with
Check List
Follow the Instructions!
gtpac.org
124
What a Completed
Proposal Should Contain
Cover Page
Offeror Checklist
Signed SF1449 (Complete Blocks
12,17a, 30a, 30b, & 30c)
Section I: Admin. Requirement
Section II: Experience Executive Summary, Corporate
Experience, and Past Performance
Section III: Price Proposal
gtpac.org
GSA Schedules Helpdesk
• 800-488-3111
• Answer questions about
requirements of Schedule
solicitations
• Which products and services are
offered through which Schedules
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New Resources
• GSA Schedules Blog
http://interact.gsa.gov/groups/multiple-
award-schedules
• GSA Schedules on Facebook
http://www.facebook.com/GSASchedules
• GSA Schedules on Twitter
http://twitter.com/#!/usgsaschedules
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Remember!
• Before embarking on preparing a
GSA Schedule, you must do your
research and ...
• Be prepared to devote serious time
and resources to marketing your
Schedule contract
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Summary:
Your Starting Points
• Look at the whole list of 31 Schedules (plus 9 administered by the VA)
• Search for details inside particular Schedules by conducting a key word search at www.gsaelibrary.gsa.gov/ElibMain/ElibHome
• Check GSA forecasts at: www.gsa.gov/smbusforecast
• Check for possible subcontracting opportunities at www.gsa.gov/subdirectory
• Look at spending reports on individual Schedules at http://ssq.gsa.gov
• Study the Schedule contracts of your competitors (who are also your potential teaming partners) through searches in GSA’s eLibrary at http://www.gsaelibrary.gsa.gov
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Understanding
the GSA Schedule
Process
Thanks for attending!
Chuck Schadl, CCAS
Georgia Tech Procurement Assistance Center