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Using GSA Schedules Introduction General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers.

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Presentation on theme: "Using GSA Schedules Introduction General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers."— Presentation transcript:

1 Using GSA Schedules Introduction General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers

2 2 Desired Learning Outcome Learners will be prepared to: Purchase commercial products and services efficiently and effectively using the GSA Schedules Program; and Recognize the different roles and responsibilities of GSA personnel and the buying agency in the acquisition process.

3 Using GSA Schedules – Customers 3 Course Agenda The course covers two days and includes: Nine lessons from the Student Guide; 16 learning objectives; 30-minute examination; and Course evaluation.

4 GSA Schedules Program An Overview General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules -- Customers

5 Using GSA Schedules – Customers 5 The GSA Schedules Program Key topics covered in this lesson: Key facts about the GSA Schedules Program. GSA Schedule link between sellers and Government buyers.

6 Using GSA Schedules – Customers 6 GSA Schedules Program Objective To provide Federal agencies and other customers with a simplified process for obtaining commonly used commercial products and services at prices associated with volume buying.

7 Using GSA Schedules – Customers 7 Managing the Schedules Program Managed by the Federal Supply Service (FSS). FSS is one of three service organizations in GSA. Others are the Public Buildings Service and the Federal Technology Service. FSS mission - assure that the Federal Governments requirements for personal property and administrative services are efficiently met, at the least cost to the taxpayer.

8 Using GSA Schedules – Customers 8 GSA Schedule Characteristics A GSA Schedule is a listing of businesses with contracts to provide products or services within a general product or service description. Schedules customers seeking medical products and services can find what they need through GSAs partnership with the U.S. Department of Veterans Affairs (VA).

9 Using GSA Schedules – Customers 9 Special Item Numbers The Office, Imaging, and Document Solution Schedule includes SINs, such as: SIN 19 100, Photographic Services and Solutions; SIN 20 316, Cameras and Accessories; SIN 50 147, Mail Processing Systems and Software; and SIN 50 156, Personal and Document Identification Systems.

10 Using GSA Schedules – Customers 10 Single or Multiple Award Schedules In the past single award schedules were awarded by line item at a stated price for delivery to a specific geographical area. Today, Schedules feature contracts with multiple sellers for identical, similar, or vastly different solutions that meet a particular SIN description.

11 Using GSA Schedules – Customers 11 GSA Schedules Contracts Schedule contracts with commercial businesses are indefinite-delivery-indefinite-quantity (IDIQ) contracts that: Permit Schedule users to order products and/or services as long as the order conform to the Schedule contract terms and conditions; Include a minimum order threshold; and Include a maximum order threshold.

12 Using GSA Schedules – Customers 12 Advantages of Using GSA Schedules Savings; Flexibility; Availability; Volume Pricing; Governmentwide commercial purchase card acceptance; Schedule contractors can lower prices; No predetermined order limitations; All Schedule orders are competitive; Socioeconomic Program requirements do not apply to individual orders; Socioeconomic Program credit; and The GSA Contracting Officer obtains any necessary wage determinations.

13 Using GSA Schedules – Customers 13 Authority to Use GSA Schedules An organization can place orders using a GSA Schedule if it is authorized to use GSA Schedules and the Schedule user: Is a Contracting Officer; Has a Governmentwide commercial purchase card (subject to established limits on card use); or Is otherwise authorized by the agency or organization to order using GSA Schedules.

14 Using GSA Schedules – Customers 14 Priority Order for Product Sources Agency inventories; Excess from other agencies; Federal Prison Industries, Inc.; Products available from the Committee for Purchase from People Who Are Blind or Severely Disabled; Wholesale supply sources such as stock programs of the GSA, Defense Logistics Agency (DLA), Department of Veterans Affairs (VA), and military inventory control points; GSA Schedules; and Commercial sources other than Schedules (i.e., open market contracts) including educational and nonprofit institutions. Obtain products from the following sources in order of priority:

15 Using GSA Schedules – Customers 15 Priority Order for Service Sources Services available from the Committee for Purchase from People Who Are Blind or Severely Disabled; GSA Schedules; and Federal Prison Industries, Inc. or commercial sources other than Schedules (i.e., open market contracts).

16 Using GSA Schedules – Customers 16 Optional or Mandatory Use of GSA Schedules FAR 8.404 outlines procedures for both optional and mandatory GSA Schedule. One big difference. If a Schedule is mandatory, the Schedule user must not consider non-Schedule sources except in the situations identified in FAR 8.404(c)(3). There are currently no mandatory Schedules.

17 Using GSA Schedules – Customers 17 Review Question The GSA Schedules Program (also known as a Federal Supply Schedule Program) is a tool that can be used to efficiently and effectively obtain the best value for Government customers. True False

18 Using GSA Schedules – Customers 18 Review Question Which of the following is an advantage of using GSA Schedules Program? 1.Flexibility to establish a long-term partnership with a Schedule contractor or team of contractors using a Schedule blanket purchase agreement (BPA.) 2.Schedule contractors do not accept the Governmentwide commercial purchase card for orders. 3.Schedule contractors can lower and raise prices anytime the market or acquisition situations warrants without GSA Contracting Officer approval. 4.There are special small business set-aside requirements that apply only when making a Schedule order.

19 Using GSA Schedules – Customers 19 Why use Schedules? Since 1949, there have been numerous high- level reviews of Government acquisition. The recurring recommendations have been simplification, streamlining, and acquisition of commercial technologies. Recent research found that award of the average Government contract still required 268 days.

20 Using GSA Schedules – Customers 20 Simplifying and Streamlining Acquisition Using GSA Schedules The GSA Schedules Program has roots that go back over 90 years. Today it provides Government buyers a simplified and streamlined method for acquiring commercial products and services. The Schedule contract is the key element in forging a link between sellers in the commercial marketplace and Government buyers.

21 Using GSA Schedules – Customers 21 Process of Meeting Requirements Using GSA Schedules GSA solicits Schedule contract offers; Sellers respond with offers; GSA reviews the offers and prepares for any necessary negotiations; GSA and the seller negotiate; GSA awards a Schedule contract; GSA administers the Schedule contract; Contractor performs under the contract terms; and Schedule users acquire products or services using the contract.

22 Using GSA Schedules – Customers 22 Advise and Support Schedule Users In this role, the Contracting Officer must take actions such as: Assuring that Schedule information is published; Advising Schedule users on Schedule contract requirements; and Supporting the Schedule user in the resolution of complex order issues under the terms of the Schedule contract.

23 Using GSA Schedules – Customers 23 Schedule Users Acquire Products or Services Using the Contract Schedule users need to follow contract, FAR, and good business practice requirements while issuing and administering any Schedule order. In general, the process will involve the following steps: Planning for a Schedule order; Identifying and evaluating alternatives available under GSA Schedules; Issuing and documenting a Schedule order; and Administering the Schedule order.

24 Using GSA Schedules – Customers 24 Review Question The GSA Contracting Officer is responsible for soliciting offers from commercial sources capable of meeting Schedule requirements. True False

25 Using GSA Schedules – Customers 25 Review Question The Schedule user benefits from all the work already done by GSA and the contractor. True False

26 Planning for a Schedule Order: Market Research General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers

27 27 Planning for a Schedule Order: Market Research Key topics covered in this lesson: Market research information needs; and Sources of market research.

28 Using GSA Schedules – Customers 28 Schedule User Market Research Responsibilities Identify market research information needed to make selection decision. Identify sources market information. Identify and resolve weaknesses product item requirements. Identify and resolve weaknesses in service requirements. Determine appropriate acquisition strategy.

29 Using GSA Schedules – Customers 29 Effective Market Research Collect and analyze information about capabilities within the market to satisfy agencys needs. Tailor market research to the requirement. Consider other information.

30 Using GSA Schedules – Customers 30 Best Value Factors Product characteristics Past performance Warranty Ownership costs Maintenance availability Useful life Environmental and energy efficiency Technical qualifications Training and customer support Trade-in considerations Transportation cost Administrative costs Delivery/performance terms

31 Using GSA Schedules – Customers 31 Review Question Which of the following is a category of information to look for during Schedule market research? 1.Schedule availability. 2.Blanket purchase agreements. 3.Schedule contractors capabilities. 4.All the above.

32 Using GSA Schedules – Customers 32 Review Question When collecting information on ownership costs, the Schedule user should consider which of the following? 1.Average time between failures. 2.Historical routine maintenance costs. 3.Historical repair costs. 4.All the above.

33 Using GSA Schedules – Customers 33 GSA Advantage! What is it??? What can you do on GSA Advantage!? When using GSA Advantage!, what can you find?

34 Using GSA Schedules – Customers 34 GSA Advantage!, Continued

35 Using GSA Schedules – Customers 35 Methods for Searching GSA Advantage!

36 Using GSA Schedules – Customers 36 Schedules e-Library

37 Using GSA Schedules – Customers 37 General Information Sources Consider the following: Catalogs; Product brochures and promotional material; Trade journals; Government or independent testing; Source identification publications; Government websites; Government and nongovernment personnel; Schedule contractors; and Other sources.

38 Using GSA Schedules – Customers 38 Review Question Which of the following is a source identification publication? 1.Underwriters Laboratory 2.Producer Price Indexes 3.The Yellow Pages 4.Consumer Price Index

39 Using GSA Schedules – Customers 39 Review Question Which of the following sources is identified as a good starting point for market research? 1.Government or independent testing 2.State and local watchdog agencies 3.Schedules e-Library 4.Government economic data

40 Product and Service Requirements General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers

41 41 Product and Service Requirements Key topics covered in this lesson: Identifying and resolving weaknesses in product requirements Identifying and resolving weaknesses in service requirements

42 Using GSA Schedules – Customers 42 Characteristics of an Effective Requirement Document Encourage acquisition of commercial items; Encourage acquisition of Schedule contract items; Limit use of brand name or equal purchase descriptions; and Limit the purchase of brand name items.

43 Using GSA Schedules – Customers 43 Requirement Should be Modified When Appropriate Modify the requirement to ensure that it can be met using a commercial item. Consult requiring activity to assure available commercial items will meet needs of the Government.

44 Using GSA Schedules – Customers 44 Encourage Acquisition of Schedule Contract Items A requirement can generally be met using Schedules if: The need is a commercial item; and The requirement is covered by a Schedule.

45 Using GSA Schedules – Customers 45 Limit Use of Brand Name or Equal Purchase Descriptions Limit to cases where use is: Advantageous to the Government; and Authorized by the FAR and agency regulations.

46 Using GSA Schedules – Customers 46 Review Question Which of the following is true normally when a product requirement is unique to the Government? 1.The Government is not required to pay necessary design and development costs and will benefit in lower costs. 2.The Government is required to pay necessary design and development costs and will not benefit in lower costs associated with high volume production of commercial items.

47 Using GSA Schedules – Customers 47 Review Question Which of the following statements about a brand name or equal purchase description is correct? 1.It is the preferred method for describing Government product requirements. 2.Is a method for describing Government requirements that should only be used when advantageous to the Government and authorized by agency regulations. 3.It is never an acceptable method for describing Government requirements. 4.It is never an acceptable method for describing Schedule requirements, but may be used for open market acquisitions.

48 Using GSA Schedules – Customers 48 Services Requirements Maintenance, overhaul, repair, servicing, rehabilitation, salvage, modernization, or modification of supplies, systems, or equipment; Routine recurring maintenance of real property; Housekeeping and base services; Advisory and assistance services; Operation of Government- owned equipment facilities and systems; Communications services; Architect-engineering; Transportation and related services; and Research and development.

49 Using GSA Schedules – Customers 49 Commercial Services FAR 11.002(a)(2)(iii) requires that to the maximum extent practicable, offerors of commercial items be provided an opportunity to compete for any Government contract acquisition.

50 Using GSA Schedules – Customers 50 Commercial Requirements Commercial services: Are services of a type offered and sold competitively in substantial quantities in the commercial marketplace based on established catalog or market prices for specific tasks performed under standard commercial terms and conditions. Do not include services that are sold based on hourly rates without an established catalog or market price for a specific service performed.

51 Using GSA Schedules – Customers 51 Statements of Work Not required when acquiring a service and relying on the contractors commercial description (e.g., catalog description) to define service requirements (e.g., the deliverables and basic requirements). When acquiring a service but contractors commercial description does not describe Government requirements.

52 Using GSA Schedules – Customers 52 Who prepares SOW?? Requirements or program office. CO must review. Acquisition Team must assure SOW clearly describes the services required.

53 Using GSA Schedules – Customers 53 General Guidelines SOW must: Be logical and readable. Identify and emphasize critical elements. State requirements contractor must meet (e.g., the deliverables, due dates, and basic requirements) to receive payment.

54 Using GSA Schedules – Customers 54 Types of Statements of Work Three primary types: Performance-based Level-of-effort Detailed or design

55 Using GSA Schedules – Customers 55 Performance-Based Describes results or objectives rather than the how Measurable performance standards (i.e., terms of quality, timeliness, quantity, etc.) and Quality Assurance Surveillance Plan (QASP) Procedures for appropriate reduction of contract fee or price when services not performed or do not meet contract requirements Procedures for performance incentives where appropriate.

56 Using GSA Schedules – Customers 56 Level-of-Effort Work must be within scope of work. Increased effort is considered new work. Little incentive for contractors to seek innovations that will improve efficiency and effectiveness of contract operations.

57 Using GSA Schedules – Customers 57 Detailed or Design Only used when methods used to perform service must follow specific detailed requirements. Emphasis on the methods used to perform service increases the risk of performance borne by the Government.

58 Using GSA Schedules – Customers 58 SOW Format Background Scope Objectives Tasks Delivery Government-furnished property (GFP); Security Place of performance Period of performance

59 Using GSA Schedules – Customers 59 SOW Language Many different people with different perspectives will read the SOW. The language must be clear and concise so that all will clearly understand what is required.

60 Using GSA Schedules – Customers 60 Review Question The Schedule user does not need a Government SOW when acquiring a service and relying on the contractors commercial description (e.g., catalog description) to define the service requirements (e.g., the deliverables and basic requirements). True False

61 Using GSA Schedules – Customers 61 Review Question Which of the following types of statement of work (SOW) focuses on methods used to perform service requirements? 1.Performance-based statement of work 2.Detailed statement of work 3.Level-of-effort statement of work 4.All the above

62 Using GSA Schedules – Customers 62 Quality Assurance Surveillance Plan The quality assurance surveillance plan (QASP), also known as a quality assurance plan (QAP), defines how the Government plans to determine whether the contractor is performing in accordance with SOW requirements.

63 Using GSA Schedules – Customers 63 QASP Format If the purchasers agency does not prescribe a format, consider the following format: Introduction; Purpose/objective; Roles and responsibilities of Government personnel; Surveillance tasks; Acceptable quality level; and Documentation and reporting.

64 Using GSA Schedules – Customers 64 Surveillance Methods Acceptable surveillance methods: 100 percent inspection; Random sampling; Periodic inspection; and Customer input.

65 Using GSA Schedules – Customers 65 Acceptable Quality Levels Establish a reasonable acceptable quality level (AQL) for each task. Some tasks will require 100 percent compliance with task requirements 100 percent of the time. Others (e.g., completing computer network service calls within four hours), it may be impossible or unreasonable to expect 100 percent.

66 Using GSA Schedules – Customers 66 Documentation and Reporting The documentation and reporting section of QASP describes how the COR and other personnel involved must document and report their findings.

67 Using GSA Schedules – Customers 67 Review Question The roles and responsibilities of government personnel section of a QASP generally states that which of the following has overall contract administration responsibility: 1.The Contracting Officer 2.The Contracting Officers Representative 3.The Contracting Officers Technical Representative 4.Any of the above

68 Using GSA Schedules – Customers 68 Review Question Which of the following surveillance methods is used for infrequent tasks with stringent performance requirements? 1.Random sampling 2.Periodic sampling 3.100 percent inspection 4.Customer input

69 Planning for a Schedule Order: Acquisition Strategy General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers

70 70 Acquisition Strategy Key topics covered in this lesson: Factors necessary to decide if GSA Schedules can be used given Government requirements and available Schedules Factors to consider in determining an appropriate acquisition strategy using Schedules

71 Using GSA Schedules – Customers 71 Using GSA Schedules FAR 8.002 requires purchasers to acquire items using GSA Schedules in preference to acquiring them using other contracts with commercial sources. There are two conditions that may need further research: Schedule prices higher than other commercial prices; or All required products or services are not available under Schedule contracts.

72 Using GSA Schedules – Customers 72 Price Reduction FAR 8.404(b)(5) encourages Schedule users to seek a price reduction when market research indicates that the product or service is available elsewhere at a lower price. Schedule contractor is not required to pass on to all Schedule users a price reduction extended only to an individual agency for a specific order.

73 Using GSA Schedules – Customers 73 Agency Procedures The purchaser will almost always find that Schedule contractor(s) offers best value. If not, purchaser should follow relevant agency procedures.

74 Using GSA Schedules – Customers 74 Large Complex Requirements Market research indicates that Schedule contractors may not be able to meet large complex requirements: Remember that contractors can team to meet Government requirements; and Consider using Schedule and open market purchases together.

75 Using GSA Schedules – Customers 75 Contractor Teaming Arrangement Two or more Schedule contractors form a CTA to meet requirements of a single order or a group of similar requirements. Using CTAs is a way to achieve flexibility and is a powerful acquisition strategy.

76 Using GSA Schedules – Customers 76 Governments Rights Under a CTA Each Schedule CTA participant must comply with the requirements of its applicable Schedule contract(s) (e.g., all team members must report quarterly sales) The Government has privity of contract with all team members; and The team must abide by the terms of each Schedule contract relevant to its performance under the order.

77 Using GSA Schedules – Customers 77 Issuing Orders Under a CTA Orders under the CTA should: Identify each product or service provided under the order; Include the appropriate Schedule number for each product or service provided under the order; and Agreed-upon pricing for the order.

78 Using GSA Schedules – Customers 78 Combining Schedule and Open Market Buys If a purchaser finds that some part of the Government requirement is not available under any GSA Schedule, the purchaser should consider meeting the requirement in two parts -- one order using Schedule contracts and a second order/contract using FAR procedures for open market acquisitions.

79 Using GSA Schedules – Customers 79 FAR Procedures for Open Market Acquisitions If the purchaser cannot order the entire requirement under a GSA Schedule and cannot reasonably meet the requirement with two separate orders, document the file and acquire the requirement using FAR procedures for open market acquisitions.

80 Using GSA Schedules – Customers 80 FAR Procedures for Open Market Acquisitions Micro-purchases Requirements exceeding the micro- purchase threshold but not exceeding the simplified acquisition threshold Commercial item requirements that exceed the simplified acquisition threshold but do not exceed $5 million Other requirements

81 Using GSA Schedules – Customers 81 Including Non-Schedule Items on a Schedule Order All applicable requirements pertaining to the purchase of the items not on Schedule must be followed Non-schedule items must be clearly labeled as such on the order All clauses applicable to non-schedule items must be included in the order

82 Using GSA Schedules – Customers 82 Review Question Two or more Schedule contractors can form a contractor teaming arrangement (CTA) to meet the requirements of a single order or a group of similar requirements. True False

83 Using GSA Schedules – Customers 83 Review Question Purchasers can always restrict competition for the open market portion of the requirement to Schedule contractors. True False

84 Using GSA Schedules – Customers 84 Acquisition Strategy Elements Performance incentives; Best value; Single order or blanket purchase agreement; and Use of oral presentations.

85 Using GSA Schedules – Customers 85 Performance Incentives Schedule users: Can use performance incentives to give the contractor reason to provide superior quality performance. Design incentives tied to contractors achievement of an objective performance measurement.

86 Using GSA Schedules – Customers 86 Best Value Obtain best value using one or a combination of the following: Lowest-priced technically acceptable; or Trade off price and other factors.

87 Using GSA Schedules – Customers 87 Evaluation Formal evaluation plan not required If using Best Value Methodology, must determine importance of each factor relative to other non-price factors and the possible trade-offs involved.

88 Using GSA Schedules – Customers 88 Single Order or Blanket Purchase Agreement??? FAR and Schedule guidance for BPA use Potential BPA benefits Use of single or multiple BPAs Method for selecting the BPA contractor(s)

89 Using GSA Schedules – Customers 89 FAR and Schedule Guidance for BPA Use Schedule contractors can enter into BPAs with ordering activities provided that: Period of time covered by such agreements must not exceed the period of the contract including option year period(s) Orders placed under such agreements must be issued in accordance with all applicable regulations and contract terms and conditions

90 Using GSA Schedules – Customers 90 Use of Single BPA or Multiple BPAs When establishing BPAs, Schedule users must evaluate reasonably available information and decide whether to establish a single BPA or multiple BPAs.

91 Using GSA Schedules – Customers 91 Use of Oral Presentations GSA encourages use of oral presentations in place of or in addition to written information when appropriate. Oral presentations should follow clearly established guidelines regarding what information must be covered by the presentation, time limits, and other constraints.

92 Using GSA Schedules – Customers 92 Oral Presentation Advantages Promote efficient face-to-face communication Increase buyer and seller satisfaction from the exchange of information Minimize the need for massive technical proposals Reduce proposal lead-times, resulting in shorter acquisition lead-time Reduce proposal costs significantly Reduce the number of protests from firms not receiving a delivery/task order

93 Using GSA Schedules – Customers 93 Presentation Guidelines The types of information to be presented orally and the basis for Government evaluation Any necessary presenter qualifications Requirements for, and any limitations and/or prohibitions on, the use of written material or other media to supplement the oral presentations Location, date, and time for the oral presentation Time restrictions for each presentation Scope and content of any exchanges between participants

94 Using GSA Schedules – Customers 94 Review Question If the current requirement is part of a continuing need available on GSA Schedules, the Schedule user may want to consider meeting the requirement using one or more blanket purchase agreements. True False

95 Using GSA Schedules – Customers 95 Review Question GSA encourages the Schedule user to require an oral presentation in place of or in addition to written information. Oral presentations CANNOT be done by: 1.Meeting face-to-face 2.Teleconference 3.Videotaped presentation 4.Videoconference

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