2GSA Offer Preparation Briefly explain GSA Schedules and what FABS is: Under the GSA Schedules Program (also referred to as Multiple Award Schedules and Federal SupplySchedules), GSA establishes long-term government-wide contracts with commercial firms to provide access toover four million commercial services and products. These can be ordered directly from GSA Schedulecontractors or through the GSA Advantage! On-line shopping and ordering system.
3Accessing the Solicitations FedBizOpps (www.fbo.gov)Search by Keyword“financial and business solutions” for FABSSearch by Solicitation NumberFCXB-F B for FABSKeyword: use quotesMay have to change the date field when searching
6Offer Instructions READ THE ENTIRE SOLICITATION SCP-FSS-002 Specific Proposal Submission Instructions (JUN 2009)Located on Cover Page of Attachment 2 – Solicitation (page “iv”)
7Required Method for Submitting Offer e-OfferDigital Certificate (eoffer.gsa.gov)Information submitted electronically
8Offer Sections Section I – Administrative / Contract Data Section II – Technical ProposalSection III – Price Proposal
9Section I – Administrative / Contract Data Pathway to Success CertificateStandard Form 1449; Attachment 4 (paper offer only)Vendor Response Document; Attachment 3 (paper offer only)Agent Authorization Letter; Attachment 12 (if applicable)Summary of Offer; Attachment 10Copy of CCR Record;Copy of ORCA Record;Past two years of company’s financial statementsSmall Business Subcontracting Plan; Attachment 7 (if large business)Previous Cancellation/Rejection LettersOther GSA contract numbersPending offer(s) and contact information of Contract Specialist(s)
10Section I – Administrative / Contract Data Pathway to Success Certificate: vsc.gsa.govThe offering company, not a consultant, must complete the certificateAn authorized negotiator for the current offer must complete the certificateThe training session is less than two hours total and covers the major factors your organization should consider prior to submitting an offer to GSA
11Standard Form 1449 (Paper Offer Only); Attachment 4 Fill in boxes 17(a), 30(a), (b), (c) 17(a) = Contractor/Offeror contact information30(a) = Signature of offeror/contractor30(b) = Name and title of signer (type or print)30(c) = Date signed
12Administrative / Contract Data Cont… Vendor Response Document (Paper Offer Only); Attachment 3Agent Authorization Letter; Attachment 12 (if applicable)Summary of Offer; Attachment 10Copy of CCR Record;Copy of ORCA Record;
13Administrative / Contract Data Cont… Past two years of company’s financial statementsSmall Business Subcontracting Plan; Attachment 7 (if large business)Income statements and balance sheets to determine financial responsibility
14Administrative / Contract Data Cont… Previous Cancellation/Rejection LettersOther GSA contract numbersPending offer(s) and contact information of Contract Specialist(s)No brochures, newsletters, elaborate artwork, expensive bindings or other visual presentation aids
15Small Business Subcontracting Plan Goals GSA’s Internal Subcontracting Goals37% - Small Businesses5% - Women-Owned Businesses6% - Small Disadvantaged Businesses5% - Veteran-Owned Businesses3% - Service Disabled Veteran-Owned Small Business3% - HUBZone BusinessesGSA established its internal subcontracting goals for purchases not related to the FSS Schedule. These internal goals are used as general target for the FSS Schedule. The goals are not mandatory for the FSS Schedule; however, if these exact goals are contained in a small business subcontracting plan, approval could be expedited. You must have percentages for each type of small business concern. Zero percentages are not acceptable.
16Section II – Technical Proposal Technical Proposal is comprised of four factors:Factor One – Corporate ExperienceFactor Two – Relevant Project ExperienceFactor Three – Past PerformanceFactor Four – Quality Control
17Factor One – Corporate Experience Narrative describing applicable corporate experience (must have provided service for two years)Two-page maximumNumber of years providing service(s)Need at least 2 years for FABSOrganization’s size, experience, and resourcesBrief history of activitiesInternal controls (organizational and accounting)Staffing capabilitiesProposed federal marketing planDiscuss subcontractorsPart I of the solicitation describes the services
18Factor Two – Relevant Project Experience Two project descriptions for EACH Special Item Number (SIN) proposedFour-page maximum per project descriptionCompleted within the last two years or base year completed, if on-goingDemonstrate performed work is similar to solicited workCustomer reference information for each projectExplain what a SIN isDescriptions of solicited work can be found in Part I of the solicitation
19Relevant Project Experience Cont… Narrative shall include:Detailed description of SIN-relevant workMethodology, tools, and/or processes usedDemonstration of compliance with laws, regs., etc.Project scheduleSimilar in scope and complexitySpecific experience and/or qualificationsSpecial SIN RequirementsTo determine if the work your company does is similar in scope and complexity to the work solicited, see Statement of Work (Part I of the solicitation) for an explanation of SINsExamples of Special SIN Requirements:520-6 – Professional Legal Services – Licensed law firm520-7 – Financial & Performance Audits – Licensed CPA firm and provide list of states/territories/foreign countries of license, most recent peer review, and internal documents addressing corrective actions for noted deficiencies.
20Project Description Example – Customer Reference Information Section II - Technical Proposal ABC Company, Inc.SIN – Loan Servicing & Asset ManagementProject 1 – Department of Veterans Affairs – Loan Resolution ProjectCustomer/Client Name: Department of Veterans AffairsProject Name/Contract Number: LRP-1 / VA APoint of Contact: Jane SmithPoint of Contact Phone Number: (555)Point of ContactPerformance Period: 10/1/06 – 9/30/07Dollar Value of Project: $5,000,000.00Dollar Value of SIN-Relevant Work: $4,425,000.00
21Project Description Sample – Narrative Section II – Technical Proposal ABC Company, Inc.Brief Summary of ProjectThe VA contracted with ABC Company, Inc. to provide an end- to-end solution, from loan origination through the fulfillment of borrower obligations to increase the effectiveness of its loan servicing program.Detailed Description of SIN-Relevant WorkExplain in detail the elements of the project which relate directly to the Schedule’s Statement of Work.Methodology, Tools, and/or Processes UtilizedExplain how your firm performed the work.
22Project Description Sample – Narrative Cont… Section II – Technical Proposal ABC Company, Inc.Demonstration of compliance with any applicable laws, regulations,Executive Orders, OMB Circulars, professional standards, etc.ABC Company demonstrated compliance with….Project schedule (i.e., major milestones, tasks, deliverables), including anexplanation of any delays- October 2006 – Began preliminary assessment…- December 2007 – Presented findings….- January 2007 – Developed implementation strategy….And so on, and so on…
23Substitution for Corporate Experience If project experience does not exist, the offeror may substitute relevant projects of predecessor companies or key personnel that will be performing major aspects of the workMust provide a project description which clearly identifies the entity or personnel that performed the services
24Factor Three – Past Performance Offerors must order and obtain a Past Performance Evaluation (PPE) from Open Ratings, Inc. (Dun & Bradstreet)Offerors are responsible for payment to Open Ratings ($175.00)Submit completed Past Performance Evaluation AND order form with GSA offerAddress Negative Feedback
25Open Ratings Evaluations Cont… Requires at least 4 references (Maximum: 20)Open Ratings will not release a report until it receives at least 4 complete surveysOpen Ratings estimates the process to take 20 to 35 daysReports are good for 1 year
26Factor Four – Quality Control One narrative, regardless of number of SINs offered (2-page maximum)Describe internal review proceduresIdentifies individuals reviewing projectsIdentifies if subcontractors are used and how offeror ensures acceptable performanceIdentifies potential problems and solutionsContains procedures for meeting urgent requirementsAssures and describes how multiple task orders from the Government can be handled
28GSA’s Pricing Goal Obtain Most Favored Customer (MFC) pricing “The price analysis GSA does to establish the Government’s MAS negotiation objective should start with the best discount given to any of the vendor’s customers.” – GAOGAO = General Accountability OfficeGAO has specifically recommended that “the price analysis GSA does to establish the Government’s MAS negotiation objective should start with the best discount given to any of the vendor’s customers.”
29Section III – Price Proposal Proposal Pricelist Preparation; Attachment 8Commercial Sales Practices (CSP); Attachment 9Price NarrativeProposed Escalation (if applicable)Supporting Pricing DocumentationLabor Category DescriptionsProfessional Compensation PlanUncompensated OvertimeService Contract Act (SCA) Documentation-Commercial Sales Practice FormatNeed to select a MFC, even if no specific class of customers receives a discountComplete entire documentShow actual annual sales-Price Reduction: Before award of a contract, Government and vendor agree upon the customer who will be the “basis of award”, and the Government’s price or discount relationship to the identified customer. This relationship shall be maintained throughout the contract period.
30Commercial Price List vs. Market Price (FAR 2.101) Commercial Price List: Price included in a catalog, price list, schedule, or other form that is regularly maintained by the manufacturer or vendor, is either published or otherwise available for inspection by customers, and states prices at which sales are currently, or were last, made to a significant number of buyers constituting the general publicCommercial Market Price: Current prices that are established in the course of ordinary trade between buyers and sellers free to bargain and that can be substantiated through competition or from sources independent of the offerors
31Proposal Price List Preparation (Attachment 8) SIN(s) proposedService/Product proposedMFC/Best commercial customerMFC/Best commercial customer priceDiscount % offered to MFC/Best commercial customerDiscount % offered to GSAPrices offered to GSA, excluding Industrial Funding Fee (IFF)Prices offered to GSA, including IFFExplain IFF (.75%)
34Commercial Sales Practices Format (Attachment 9) Previous sales informationEstimated sales per SINDiscounting policiesDeviations from standard commercial practicesPast 1 year of sales to general public
35Commercial Sales Practices Format Example ABC Company, Inc.520-1, 520-2, 520-45,000,00010/1/079/30/08100,000520-1520-2100,000520-4100,000
36Commercial Sales Practices Format (Attachment 9) Cont… If “No,” explain in Price NarrativeIf “Yes,” explain in Price Narrative
37Price NarrativeProvide information for the Contracting Officer to determine offered prices are fair and reasonable for each offered serviceDeviations from CSPState whether prices proposed are based on Commercial Price List or Market PricesProposed economic price adjustment
38Economic Price Adjustment Based on Commercial Price List:ECONOMIC PRICE ADJUSTMENT – FSS MULTIPLE AWARD SCHEDULE CONTRACTS (SEP 1999) (ALTERNATE I – SEP 1999)Based on changes in Commercial Price ListBased on Market Price:I-FSS-969 ECONOMIC PRICE ADJUSTMENT – FSS MULTIPLE AWARD SCHEDULE (JAN 2002)Negotiate fixed escalation rateBased on market indicator:Price adjustments are not automatic; contractor must submit a modification request for each adjustmentMaximum increase = 4% / yearI-FSS-969:Fixed rate: automatic annual increases; contractor does not submit or request price increaseMarket indicator: Maximum increase = 4% / year
40Supporting Pricing Documentation Support for EACH proposed serviceInvoicesContractsQuote sheetsClear and relevant relationship between document and priceDocument labeled with corresponding labor category or service
41Supporting Documentation Example Helpful to include customer contact information for each piece of supporting documentation for verification purposes:NameTitlePhone
45When We Receive Your Proposal… Offer assigned to Contract SpecialistOffers with deficiencies will be rejectedContract Specialist will contact offereror to request clarifications or correction of minor deficienciesTimeframe for response is establishedNegotiationsFinal Proposal RevisionAward
46Contract Administration Ongoing Process5-Year Contract with THREE 5-Year Option PeriodsIFF Sales ReportingModification RequestsSmall Business Reporting (eSRS)Contractor Assist VisitsMinimum Sales Criteria$25,000 / 1st 2 years$25,000 / year