Northeast and Caribbean Region

How To Obtain a GSA Schedules Contract

Presented by:

Janice Bracey and Donald J. Denno

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Today’s workshop will cover…

• What is the General Services Administration• GSA’s Multiple Award Schedules program• Quick 10 Step Checklist • Market Research Tips• Electronic Technology – E-Tools• The most significant sections of an offer • How to submit an offer • The evaluation and award process

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GSA MISSION STATEMENT

The General Services Administration (GSA) leverages the buying power of the Federal government to acquire best value for taxpayers and our Federal customers. We exercise responsible asset management. We deliver superior workplaces, quality acquisition services, and expert business solutions. We develop innovative and effective management policies.

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GSA’s Small Business Utilization CenterMission Statement

● Promote increased access to national procurement opportunities

● First point of contact for small businesses: - NY, northern NJ, PR, & VI

● Provide: counseling, information, and resources● Interested in locating & assisting small businesses● Develop small business programs to promote growth

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GSA Regional Organization

3 Phila.

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8

Rocky Mountain

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Great Lakes

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Heartland

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Greater Southwest

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Southeast Sunbelt 11NationalCapital

Mid-Atlantic

NewEngland

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2

NortheastCaribbean

Guam

Auburn

Denver

San Francisco

Kansas City

ChicagoNew York City

AtlantaFort Worth

D.C.

WA

OR

UT

MT ND

WY

SD

CO

ID

CA NV

AZNM OK

TX

LA

AR

NEIA

KSMO

MI

WI

IL

IN

MI

OH

KY

TN

MS ALGA

FL

SC NC

WVAMD

VA

PA

NY

NJDE

VT

NH

MA

CTRI

Guam

Northwest/Arctic

Pacific Rim

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GSA’s Procurement Functions

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“Landlord” of the civilian federal government

“Full Service” provider

- Develop, Lease, and Manage

Architecture & Engineering Services Construction, Landscaping, Janitorial Services

Point of Contact: PBS Small Business Advocate Jennifer Heno 212-264-9150

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GSA is America's only source solely dedicated to procuring goods and services for government. As an integral part of GSA, the Federal Acquisition Service (FAS) possesses unrivaled capability to deliver comprehensive products and services across government at the best value possible. FAS offers a continuum of innovative solutions in the areas of:

Products and Services Technology Motor Vehicle Management Transportation Travel Procurement and Online Acquisition Tools

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Acquisition CentersSpecialized buying centers within GSA

Center for Facilities Maintenance & Hardware 816-926-6760Greater Southwest Acquisition Center 817-978-4545IT Acquisition Center 703-305-3038Management Services Center 800-241-7246Office Supplies & Administrative Services Center 212-264-0305Integrated Workplace Acquisition Center 703-305-7003Services Acquisition Center 800-488-3111Office of Vehicle Acquisition and Leasing Services 703-308-CARS

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Multiple Award Schedule Program

Premier Contracting Vehicle – IDIQ

- Commercial Products & Services- Contract awarded to vendors – (e.g. VA / DOD)- Fair and reasonable pricing

Initial Goal – Complete Solicitation (Application)

- Receive a “GSA Number”- “License to Hunt”- Effective Marketing Tool

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Why Obtain a “GSA Contract”?

“Preferred source of procurement”

• Not a mandatory source

• “Pre-qualifies” and “pre-approves” vendors to sell

• Agencies feel more conformable doing business

• Business NOT guaranteed

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Who Are Our Customers?

• U.S. Government is the worlds largest marketplace• Catalyst for over $66 billion =

¼ of total government spending• Overall sales of MAS exceed 40 billion

• Premier Acquisition Program- New Customer base- Executive, judicial, and legislative branches- Military and Civilian federal governments

Worldwide

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Multiple Award Schedule (MAS)

• GSA Schedules – identified products/services– 48 Schedules currently available– Choose one that best fits your product/Service

• SINS – Special Identification Numbers– Defines a class of Products and Services within a Schedule

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Contract Terms

• Base Contract = 5 years

• First two years: – Cumulative sales of $25,000

• Evergreen clause– Establish relationships with quality vendor– Permits three, five years options to renew– Ability to remain 20 years on schedule

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Who Qualifies for a Contract?

Transparent Process

– Adequate financial resources (3 yrs)

– Satisfactory performance record (Open Ratings)

– Satisfactory integrity and business record

– Comply with all terms and conditions

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Is There a Demand for My Product/Service?

Market Research:

– Which agencies purchased my products?– Where are they located?– How much did they pay?– What are the buying trends?– What are the expected forecasted sales?

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• Market research and geographical analysis:– Detailed data over $25,000– Summary data under $25,000

• Report Identifies:– Who bought what from whom, – how much and when and where

http://www.fpds.gov/

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http://ssq.gsa.gov/

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Additional Market Research Sites

forecast

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Outreach Events

• Go to gsa.gov and search for: OSBUNational Calendar for Small Business Events

• Government / Private / Non-for-profit– Networking Events– Trade Shows – Trade Associations– Exhibition Fairs– Procurement Conferences– GSA Expos – http://expo.gsa.gov– Brochures / Publication

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10 Step Summary Checklist• YOU: Complete Online Registrations

– Start Past Performance Review – ORCA (representations & certifications) If

applicable• YOU: Obtain and Complete Solicitation• YOU: Submit Completed Offer• GSA: Evaluates Offer• GSA/YOU: Negotiate Offer• GSA: Rejects or Accepts the Offer• YOU: Load information to GSA Advantage• YOU: Market your New GSA

Contract Number

Online Representations and Certification Application ● Database providing representations and certifications

to contracting officershttp://.orca.bpn.gov

Certifications on the Federal Level

Small Business Administration certifies: - 8 (a) small disadvantage business - HUB Zone (Historically Under Utilized Business Zone)

http://www.sba.gov

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http://www.ccr.gov

• Mandatory: Must register your business• Dun and Brad St. Number Required• One-time registration• Update once a year to remain active

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Past Performance Review

• Combines operational and financial information• Requires 20 references

– Commercial customers– Government (local, city, state, federal)

• $185 – valid for six months

www.openratings.com

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http://e-offer.gsa.gov/

STAPLER

GSA eLibrary is available 24 hours a day, 7 days a week to provide up-to-date information on which suppliers have contracts and what items are available, by using various search options, Vendor, Contract Number, Schedule, SIN, etc..

http://www.gsaelibrary.gsa.gov

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Select Schedule that bests fit your product line!

www.gsaelibrary.gsa.gov

www.gsaelibrary.gsa.gov

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Scroll down to download “All Files”

Or download individually

This is your Schedule application needed for a GSA Number

Watchlist / Interested Vendors

Registration

www.fbo.gov

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Vendor Training – Contractor Orientation Web Cast

Publications Tab – “Steps to Success”

- Understand Contract Requirements

- Market Tips, caring for your contract

http://vsc.gsa.gov/

www.gsadvantage.gsa.gov

Vendors can browse by:

● keyword

● part #

● Contract #

● Manufacturer

Conduct Market Research

● What is your competitors pricing

● What do they offer

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Submission of your offer

Solicitation Package

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Filing out the Solicitation

Standard Form 1449

● Blocks 7A and 7B.- POC

● Block 17a- Contractor’s legal business name and address

● Block 17b- Check if remittance is different

● Block 30a- Signature of offer/contractor

● Block 30b-Name and Title of Signer

● Block 30c- Date signed

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Sections of the Solicitation• Special Item Numbers (SINS)• NAICS Codes (census.gov)• Order Limitations• Trade Agreements Act• Commercial Delivery Schedule• Economic Price Adjustments• Industrial Funding Fee• Modifications• Contact of Contract Administration• Scope of Contract• F.O.B Destination

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Sections of the Solicitation● Payment by Government Commercial

Credit Card

● CSP-1 Commercial Sales Practice Format Commercial Sales, Federal Sales, MFC Sales

● Contract Price List (Gov’t prices that will be offered on your Schedule contract)

- Be sure your prices are better than your Most Favored Customer(s) pricing

Technical Section

Understanding of Requirements● Description of the services offered per SIN

Professional Staff● Resumes of professional staff to be assigned work ● Education credentials and demonstrated successful experience required

Corporate Experience● Descriptions of work performed within the past two years● Customer, agency or firm name, name of person whom work was performed, and telephone number for verification, if necessary● Submit an original and one copy

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Price Section

● Two copies of company’s commercial pricelist/catalog indicating what products/services are offered

● Cost information should show how your company arrived at proposed prices

● Include Industrial Funding Fee (IFF) of .75% (3/4 of 1%) in price proposal

● Government Price, Commercial Price, Government Discount

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Your Schedules proposal is complete and ready to be sent to the appropriate

Acquisition Center!

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E-offer and E-mods

E-Mod

● Electronically prepare and submit contract modification request

● Requires a Digital Certificate

● Link on the Vendor Support Center website

www.eoffer.gsa.gov

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Offering Of New Product (s) / Service

● All solicitations include Introduction of New Service/Products (INSP) clause L-FSS-400

● New service, function, task or attribute that may improve Federal agencies in accomplishing their mission

● Contracting Officer (CO) will review and evaluate INSP offer

● CO determines if offer is accepted

Consolidated Services

● Formerly the Corporate Schedule

● Designed for companies that have more than one business line (services)

● Save money and increase visibility to Federal buyers

● A single cost-effective gateway to the Federal marketplace

● Eliminate redundancy and duplication

● Solicitation No. FCO-00-CORP-0000C

What to expect after your offer is submitted…

After Submittal Of Offer, GSA Determines

● An initial review is performed to determine if the offer is responsive, responsible, and prices received are fair and reasonable.

● Responsive: Filled in completely.

● Responsible: ● A viable product or service● Satisfactory performance history● Financial Resources

Schedules Evaluation/Award Process● Contracting Officer (CO) will be assigned to review your offer

● CO will send a deficiency letter if additional information is needed

● Pricing negotiations in person or by telephone

- Award based on most favored customer pricing

- Contract awarded – GSA Contract Number issued

- Cycle time to process offers – 70 days in FY09

● CO will provide guidance on GSA Advantage!

After the Award

● Vendor Support Center provides info on:● Marketing to the Federal Government● Reporting Sales● Industrial Funding Fee● Uploading your catalog on GSA Advantage http://vsc.gsa.gov

● Contractor must electronically upload products/services ASAP after award

● Contractor distributes approved GSA Schedule Pricelist to federal customers

www.ebuy.gsa.gov

E-Buy

Component of GSA Advantage

• Request for Quotes Tool

• Attach documents to an RFQ

• Federal buyers send requests & receive quotes

What are BPAs?

● Accounts established with ANY Schedule contractor to satisfy recurring purchasing needs.

● Simplify the ordering process and the burden of numerous task/delivery orders.

● Based on the potential volume of business, contractors may offer the best quantity/volume discounts available under their contract, regardless of the size of the individual orders.

Subcontracting Opportunities

http://sba.gov/index.html

gsa.gov

In search box type:

Subcontracting Directory

Hit “Enter”

● Don’t need to have a “GSA Number” or be on GSA Schedule

● Contact Prime Contactors directly

● Primes need to fulfill Subcontracting Goals

- socio-economic categories

Contractor Teaming Arrangements● Teaming Arrangements are created when two or more

Federal Supply Schedule contractors join together to provide a solution to meet a federal customer need.

● They independently abide by the terms of their individual contracts, but one contractor is designated, by the team, as Team Leader.

● Contractors form these arrangements, at their discretion, when the result of their efforts produce the best solution for an agency’s requirement.

Tips to get your contract award quickly

Go over package first before filling out. Write all questions down and contact the Contract Specialist

Don’t leave blanks. If it doesn’t apply, insert “N/A” in the appropriate space

Go over SF 1449 before submitting

Make sure your package is identifiable

Once Submitted, allow at least two weeks before checking status

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Contact the SBUC

U.S. GENERAL SERVICES ADMINISTRATIONSMALL BUSINESS UTILIZATION CENTERNORTHEAST AND CARIBBEAN REGION26 Federal Plaza – Room 20-100New York, NY 10278

R2.sbuc@gsa.gov212-264-1235Fax 212-264-9759www.gsa.govwww.gsa.gov/smallbusiness

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Questions?

Thank You!