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Perform Effective Market Research with GSA Acquisition e-Tools Charles Lee Kathryn Pamiroyan Liz Belenis Slater GSA Training Conference and Expo May 10-12,

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Presentation on theme: "Perform Effective Market Research with GSA Acquisition e-Tools Charles Lee Kathryn Pamiroyan Liz Belenis Slater GSA Training Conference and Expo May 10-12,"— Presentation transcript:

1 Perform Effective Market Research with GSA Acquisition e-Tools Charles Lee Kathryn Pamiroyan Liz Belenis Slater GSA Training Conference and Expo May 10-12, 2011 U.S. General Services Administration

2 Agenda GSA Schedules Overview GSA e-Tools and Market Research Best Practices Resources for the Procurement Community

3 GSA Schedule Basics Grouping of similar or comparable supplies and/or services GSA competitively awarded IDIQ Fixed Price Contracts More than 18,600 contracts in place 80% awarded to small business concerns – Agency gets socio-economic credit, except 8(a) Section 13, page 68

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5 Priorities for Use of the GSA Schedules Program Supplies 1.Agency inventories 2.Excess from other agencies 3.Federal Prison Industries 4.AbilityOne agencies 5.Wholesale stock programs (GSA/DLA/VA) 6.Mandatory Multiple Award Schedules 7.Optional-use Multiple Award Schedules 8.Commercial sources Services 1.AbilityOne agencies 2.Mandatory Multiple Award Schedules 3.Optional-use Multiple Award Schedules 4.Federal Prison Industries or Commercial sources Section 1, pages 9-10

6 Key Features Evergreen Contracts Price Reductions New Technology Blanket Purchase Agreements Contractor Team Arrangements Options on Orders Open Market Items BPA - Section 9 CTA - Section 10 OPT- Section 3 OMI – Section 8

7 Multiple Award Schedules A flexible fit when procuring: Commercial Products Commercial Services Section 13, page 68

8 Ordering Procedures SERVICES PRODUCTS & SIMPLE SERVICES FAR Ordering Procedures for Supplies and Services Not Requiring a Statement of Work FAR Ordering Procedures for Services Requiring a Statement of Work Section 3

9 Sole/Limited Source Section 3 Limited Sources FAR Limited Sources Justification and Approval Other Than Full and FAR Other Than Full and Open Competition

10 RFQ Development and Issuance Without a SOW Schedule contract supplies (products) and fixed-price services for a specific task. Threshold Considerations (FAR/DFAR) What Does the Government Think is Important for Award? (Evaluation Factors) Schedule contract supplies (products) and fixed-price services for a specific task. Threshold Considerations (FAR/DFAR) What Does the Government Think is Important for Award? (Evaluation Factors)

11 RFQ Development and Issuance With a SOW Schedule contract services priced at hourly rates SOW Library: Threshold Considerations (FAR/DFAR) What Does the Government Think is Important for Award? (Evaluation Factors) Schedule contract services priced at hourly rates SOW Library: Threshold Considerations (FAR/DFAR) What Does the Government Think is Important for Award? (Evaluation Factors)

12 Evaluation of Quotes Selection and Award Best Value Continuum: From price predominates (Low-Price Technically Acceptable) to technical/past performance predominates Socioeconomic Considerations Best Value Continuum: From price predominates (Low-Price Technically Acceptable) to technical/past performance predominates Socioeconomic Considerations

13 How to Get Local Vendors Under Contract

14 GSA Advantage! ® GSA eLibrary eBuy Perform effective market research by using these GSA e-Tools together! GSA e-Tools and Market Research Best Practices

15 Market Research Identify salient characteristics and sustainability requirements Understand requirement completely Ask form, fit and function questions

16 Market Research making a Schedule the very best fit Customize a Schedule Research the Contract T&Cs Add augmenting, non-conflicting clauses

17 Software License Using GSA Schedules – Finding Contract Clauses and Terms/Conditions

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25 Practical Market Research Example: Copier/Printer/Scanner Contracting Office Questions 1.Standard or common terminology 2.Environmental preference? 3.Color? 4.Network? 5.Speed 6.Resolution Customer Answers 1.Multifunction machine, All-in- one, Copier/Printer/Scanner 2.Energy Star 3.Yes 4.Yes 5.25 ppm DPI (dots per inch)

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27 color

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29 25 ppm 1200 dpi

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32 Best Practices: What did we learn from this example? 1.Fully define your requirement before beginning market research. 2.Search using salient characteristics 3. Is adequate competition met by using GSA Advantage? Streamline and save time by making the purchase, as no further action may be necessary!

33 Practical Market Research Example: 50 Office Chairs Contracting Office Questions 1.Standard or common terminology 2.Environmental preference? 3.Sizes 4.Other Characteristics Customer Answers 1.Chair, Office Chair, Task Chair 2.Yes, if possible 3.10 mid back average 40 mid back wide body 4.Adjustable arms/height Warranty and 24hr Maintenance

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43 Potential Categories

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45 RFI vs. RFQ: Best Practices and Conditions for Use RFI Used for market research purposes and for the exchange of information with industry prior to the receipt of proposals One means of obtaining and collecting information about capabilities within the market to satisfy contract needs Helps determine if adequate competition exists RFQ Known competition exists. Precise specifications exist. Selection criteria have been developed. In accordance with FAR, all responses received must be reviewed.

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54 eBuy Results Less than three responses? We may have situations where competition is limited, but before we make that determination, we need to review our RFI/RFQ.

55 eBuy RFI/RFQ Review If the answer to any of the following questions is yes, competition may be unnecessarily limited. 1.Is the SOW narrowly defined with overly restrictive specifications or performance standards? 2.Is the order written in such a way as to create a continuous arrangement with the same contractor? 3.Is it a brand name or equivalent? (Refer to >For Customers – Ordering from Schedules> Use of Brand Name Specifications at

56 eBuy RFI/RFQ Review If answers to all preceding questions were no: We have met our competition requirements. Determination & Finding (D&F)

57 Best Practices: What did we learn from this example? 1.Fully define your requirement before beginning market research. 2.Try various standard terminology searches. 3.Begin with the most search matches – cast the widest net. 4.Use GSAadvantage, eLibrary and eBuy together to maximize your market research.

58 Practical Market Research Example: environmental impact statement Contracting Office Questions 1.What are the standard commercial terms for the requirement? 2. Location? 3. Previous experience w/ agency Customer Answers 1.Environmental Impact Study EIS 2. California 3. Navy

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72 Best Practices: What did we learn from this example? 1.Begin with a broad services category search (cast the widest net) 2.Searching by location and prior experience is possible via Advantage 3.Use Contractor Catalogs in Advantage to continue market research 4.Use Advantage/eLibrary and eBuy together to strengthen and streamline your market research!

73 Best Practices: What did we learn from this example? 1.Again, use broad terminology when searching to cast the widest net, then refine. 2.Issue a Request for Information (RFI) using e-Buy to uncover the most technically acceptable contractors.

74 Additional GSA Acquisition Solutions GSA Global Supply Network and Telecommunication Services Contracts Governmentwide Acquisition Contracts (GWACs) gsaglobalsupply.gsa.gov

75 Additional GSA Resources for the Procurement Community GSA MAS Program GSAadvantage.gov – includes links to eLibrary & eBuy GSA eLibrary includes Contracts on Line Services Ordering Solutions – Avoiding MAS confusion (Blog designed to assist Federal Contracting Officers using GSAs MAS program to order services) Business Partner Network (BPN) - a single source for vendor data for the Federal Government.

76 GSA Customer Service Directors

77 Perform Effective Market Research with GSA Acquisition e-Tools Questions?


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