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Understanding theUnderstanding the GSA Schedule ProgramGSA Schedule Program
Greater MN Resource & Govt. Procurement FairGreater MN Resource & Govt. Procurement Fair Treasure Island Casino, Welch, MN October 9, 2013Treasure Island Casino, Welch, MN October 9, 2013______________________________________
John KilianPTAC Area Manager/GSA Specialist
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Agenda/Goals For Today
I. GSA Overview
II. Benefits of GSA Schedule
III. GSA Schedules – General Info.
IV. GSA Schedules – “Steps to Contract Award”
V. Post Award Admin - 4 Key Tasks
VI. GSA and the States
VII. Govt. Marketing and Selling – “Realities”
VIII. Summary & On-Line Resources
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I. GSA Overview
General Services Administration (GSA)….the “business manager and purchasing agent”
for the Federal Government……
GSA’s Two “Business Lines”:PBS – Public Building ServicesFAS FAS –– Federal Acquisition ServiceFederal Acquisition Service
(FAS = Merger of Federal Supply Service (FSS) and the Federal Technology Service (FTS), effective ’07)
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I. GSA Overview
Federal Acquisition Service (FAS):… Procurement responsibility to supply the Federal
Government with commercial items…
Multiple Award Schedules (MAS) Program:What is a MAS? Simplified process for obtaining commonly used
commercial supplies and services at prices associated with volume buying.
“Mirrors” a Commercial contract…but its not! PREFERRED method of procurement vs. “Open
Competition”, (per FAR 8.002).
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I. GSA Overview
Multiple Award Schedules (MAS):GSA Awards IDIQ contracts to:
• Multiple companies• Supplying comparable products and services• At varying prices.
Available to all Federal agencies.
End-users place order directly with contractor.
Open to all “responsible sources”……YOU!
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II. Benefits of GSA Schedules
“Why Does the Govt. like the MAS”?
Shorter lead time
Latest technology
Spot Discount pricing
Simplified Ordering
Expedited Delivery
Credit card
Reduced Protest exposure
Small Business Participation
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II. Benefits of GSA Schedules
“Why Should I Have One”?
Preferred buying vehicle for the federal govt.
All Government agencies can use…One contract serves all federal locations and functions.
Prices determined to be “fair and reasonable”.
Contract terms and conditions are negotiated.
My competitors are on Schedule
Expedites award process/reduces admin. costs.
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II. Benefits of GSA Schedules
What it’s “NOT”!!
It is not a mandatory contract vehicle.
It does not guarantee orders.
It is not a salesperson...MUST continually market the Schedule.
It can not be the only way you do business with the Federal Government.
It is not a contract that can be ignored.
It is not “free”.
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III. GSA Schedules-General Info.
GSA Schedule Sales – Billions!
FY03: $26.2B - 50 Schedules - 15,000 Vendors
FY04: $31.9B - 52 Schedules - 18,000 Vendors
FY05: $33.6B - 46 Schedules – 19,300 Vendors
FY06: $34.8B - 43 Schedules – 20,300 Vendors
FY07: $36.2B - 42 Schedules – 20,200 Vendors
FY08: $37.0B - 40 Schedules – 20,500 Vendors
FY09: $38.0B - 40 Schedules – 20,000 Vendors
FY10: $39.2B - 35 Schedules – 21,000 Vendors
FY11: $38.9B - 38 Schedules – 21,700 Vendors
*FY12: $37.7B – 41 Schedules – 22,050 Vendors!
(*excludes 8 Schedules managed by VA, 2012 = $11B sales – 8900 Vendors)
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IV.GSA Schedules-“The Process”
“Steps to Contract Award”:- Identify appropriate Schedule(s).
www.gsaelibrary.gsa.gov/ElibMain/home.do
- Determine products / services to be offered.- Identify discounting policies / ”Most Favored Customer”.- Generate proposal response according to solicitation
requirements/format…submit to GSA via eOffer.- Fact-finding, and submission of “fair and reasonable”
supporting detail.- Contract Negotiations / Final Proposal Revision (FPR).- Contract Award!!
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IV.GSA Schedules-“The Process”
Key Proposal “Components”:
Online Training - Pathway to Success & Readiness Assessment
Open Ratings Report (fee of $215)
Past Performance experience / Organizational Info.
Commercial Sales Practices
Commercial Pricelist
Proposed GSA pricing, Discount structure, MFC, Product Info.
2 years Financial Statement
Small Business Subcontracting Plan (Large Business only)
Comply with Trade Agreements Act
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IV.GSA Schedules-“The Process”
Trade Agreement Act (TAA):
All Schedule products/services offered must comply with the TAA. (FAR 52.225-5)
Products must be “substantially transformed” in an eligible country.
Services must be performed by a company “established” in an eligible country.
Current Designated Countries list maintained at GSA Vendor Support Center: https://vsc.gsa.gov/lookup/
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IV. GSA Schedules- ”The Process”Commercial Sales Practice (CSP) Form – “Yes” or “No”?
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IV. GSA Schedules- ”The Process”
Deviation Disclosure: ABC Inc., in rare circumstances, may deviate from the discounting structure/concessions as noted in paragraph 4b. Possible deviations may include satisfying a disgruntled customer (via no charge full exchange of equipment), and/or working with a customer as a beta-testing site. These deviations are not ABC, Inc’s standard practice, and ABC, Inc. acknowledges that these situations occur less than one percent, (1%), of the time. ABC, Inc. understands that none of these actions will trigger the Price Reductions clause.
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IV.GSA Schedules–“The Process”
Proposal Timing:
Proposal Development = 12 - 14 weeks.
Proposal Submission/GSA “assignment” = 6 – 9+ months!
Fact-Finding/Negotiations/Contract Award = 6 - 8 weeks.
FACTORS / INFLUENCES:• Government Workload/Scheduling.• Product/Services to be Offered.• Additional Supporting Detail Requests / Sales History.• Negotiation position / strategy adjustments.• Available Internal Resources.• Internal Review and Approval Process.
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IV.GSA Schedules–“The Process”
GSA Primary Contacts:
Procurement Contracting Officer (PCO)
• Awards your contract• Handles day-to-day contracting issues
(May also be a “Contract Specialist”)
Administrative Contracting Officer (ACO)
• Tracks Industrial Funding Fee (IFF) payments• Oversees Quarterly Sales Reporting• Monitor/Reviews SDB Plan• Assists with other compliance issues
Industrial Operations Analyst (IOA)
• Local GSA Representative – Ms. Debbie Johnson• Conducts Contractor Assistance Visits (CAV)• Monitors overall contract compliance• Provides general business development resources
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IV.GSA Schedules–“The Process”Ordering:1. Marketing, Marketing, Marketing!!2. Govt. “End-user” identifies requirement.3. Contracting/Ordering organization determines:
Under $3,000 - agencies order items that best meet their needs from any Schedule contractor.
Over $3,000 - agency may search GSA Advantage!, or, review three price lists.
Over MOL (varies by Schedule) – Government will usually seek additional discounts.
4. Vendor selection based on “Best Value” determination, (or “Low Price –Technically Acceptable”).
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V.Post Award Admin-4 Key Tasks
Contractor required to:
1. GSA Price List (i.e. “GSA Catalog”) – Develop, Print, Distribute, Maintain
2. Schedule Input Program (SIP) and GSA Advantage Upload
3. Industrial Funding Fee (IFF) – Tracking and Quarterly reporting
4. Price Reductions / Modifications
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VI. GSA and the States:
Can I Use My GSA Schedule To Sell To States?
Federal Programs:• Cooperative Purchasing Act – eff: 1/03• 1122 “Counter Drug” Program – eff: 1/04• Disaster Recovery Purchasing – eff: 2/07
(States can buy at anytime as “preparedness”.... Disaster does not need to be declared!)
Many States utilize/leverage GSA Schedules:• California Multiple Award Schedule (CMAS)• Texas Multiple Award Schedule (TXMAS)• Ohio State Term Schedule (STS)• New Mexico – Unsolicited “Model” Contract
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VII. Govt Marketing and Selling
Realities:
It is a Business Development challenge!
Does the Govt want/need the product/service? i.e.) Is it “must have” or “nice to have”? (i.e. Mission Critical?)
You will need time to “work” the system.
An ability to use new/different distribution channels.
Solid market research: ---- Know the Agency ---- Know Your Competitors!
In most cases you must dislodge an incumbent supplier…… this takes time and persistence.
Each agency has its own set of preferred “buying vehicles”… learn them and understand how they are used.
Understand who in the agency is “technically responsible”
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VIII. Summary
A GSA Schedule will significantly increase your ability to compete in the govt market.
MAS program may be the fastest, easiest and most effective contract out there, but know who uses it!
Stay committed…it may (and will) take a while!
The “Schedule” is merely the contracting “vehicle” …. the success comes from Business Development!
GSA Website: www.gsa.gov/portal/category/100000
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GSA On-Line Resources
Web Sites:GSA Home Portal:
http://www.gsa.gov/portal/category/100000
GSA E-Library: http://www.gsaelibrary.gsa.gov/ElibMain/home.do
GSA Advantage: www.gsaadvantage.gov
GSA Vendor Support Center: http://vsc.gsa.gov/
GSA Vendor Tool Box: https://vsc.gsa.gov/RA/GSA Customer Service Directors:
http://www.gsa.gov/portal/content/100813
GSA Schedule Sales Query (SSQ): https://ssq.gsa.gov/
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GSA On-Line Resources
Web Sites: (cont.)
GSA Subcontracting Directory: www.gsa.gov/subdirectory
GSA Acquisition Manual:http://www.acquisition.gov/gsam/gsam.html
Federal Acquisition Regulations (FAR): http://acquisition.gov/far/index.html
National Customer Service Center:http://www.gsa.gov/portal/content/104581
GSA MarkeTips: http://www.gsa.gov/portal/content/104147
GSA eOffer/eMod: http://www.eoffer.gsa.gov
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GSA On-Line Resources
Web Sites: (cont.)
FedBiz Procurement Opportunities: www.fedbizopps.gov
Office of Small and Disadvantaged Business Utilization (OSDBU): http://www.osdbu.gov/members.html
GSA Forecast of Contracting Opportunities: www.gsa.gov/smbusforecast
GSA 1122 Portal: http://www.gsa.gov/portal/content/202569
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Please visit the PTAC booth if you have questions or need more info!
Thank You!____________
