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Federal Acquisition Service U.S. General Services Administration How to Prepare a Quality Automotive MAS eOffer November 30, 2011 How to Prepare a Quality.

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Presentation on theme: "Federal Acquisition Service U.S. General Services Administration How to Prepare a Quality Automotive MAS eOffer November 30, 2011 How to Prepare a Quality."— Presentation transcript:

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2 Federal Acquisition Service U.S. General Services Administration How to Prepare a Quality Automotive MAS eOffer November 30, 2011 How to Prepare a Quality Automotive MAS eOffer November 30, 2011 Craig Yokum Charlene Cardenas

3 Federal Acquisition Service 2 GSA Office of Motor Vehicle Management GSA Schedule 23V GSA Schedule 751

4 Federal Acquisition Service 3 Today’s Agenda

5 Federal Acquisition Service 4 Today’s Agenda  Overview of the Multiple Award Schedules (MAS) Program

6 Federal Acquisition Service 5 Today’s Agenda  Overview of the Multiple Award Schedules (MAS) Program  Automotive MAS GSA Schedule 23V, FFAH-C B GSA Schedule 751, FFAP-W B

7 Federal Acquisition Service 6 Today’s Agenda  Overview of the Multiple Award Schedules (MAS) Program  Automotive MAS GSA Schedule 23V, FFAH-C B GSA Schedule 751, FFAP-W B  Proposal – Three Sections  Section I - Administrative / Contract Data  Section II - Technical Proposal  Section III - Pricing Proposal

8 Federal Acquisition Service 7 Today’s Agenda  Overview of the Multiple Award Schedules (MAS) Program  Automotive MAS GSA Schedule 23V, FFAH-C B GSA Schedule 751, FFAP-W B  Proposal – Three Sections  Section I - Administrative / Contract Data  Section II - Technical Proposal  Section III - Pricing Proposal  Proposal Submission and Award

9 Federal Acquisition Service U.S. General Services Administration 8 Today’s Agenda  Overview of the Multiple Award Schedules (MAS) Program  Automotive MAS GSA Schedule 23V, FFAH-C B GSA Schedule 751, FFAP-W B  Proposal – Three Sections  Section I - Administrative / Contract Data  Section II - Technical Proposal  Section III - Pricing Proposal  Proposal Submission and Award  Questions and Answers

10 Federal Acquisition Service 9 MAS SCHEDULES WHO? WHAT? HOW? WHY? WHERE? WHEN?

11 Federal Acquisition Service 10 What Is A Schedule? A Multiple Award Schedule (MAS) is a listing of vendors contracting with GSA to supply commercial products and/or services at varying prices to authorized users. Websites:

12 Federal Acquisition Service 11 Why Submit An eOffer?  Potential Business Opportunities  $1.374B Federal Government Contracts were let across Federal Government for automotive products and services on Schedule 23V to date  $69.7M for leasing services on Schedule 751 – to date  Streamline acquisition solution  Socio-economic benefit for orders

13 Federal Acquisition Service 12 Who Can Order From the Schedule?  All Federal Government Agencies  The District of Columbia Government  Mixed-Ownership Government Corporations (FDIC, Federal Home Loan Banks, etc.)  Authorized Users in accordance with 48 CFR 51.1  State & Local Governments – Disaster Recovery  See and GSA Website RELATED GSA TOPICS on right - Eligibility to Use GSA Source

14 Federal Acquisition Service 13 WHERE TO FIND AUTOMOTIVE SOLICITATIONS? Access FEDERAL BUSINESS FedBizOpps (FBO): or Search by Solicitation Number: FFAH-C B (Schedule 23V) FFAP-W B (Schedule 751)

15 Federal Acquisition Service 14 When to Submit an eOffer? Any Time  Open Continuously - Offers can be submitted at any time. This is a Indefinite Delivery, Indefinite Quantity (IDIQ) – Firm Fixed Price, Multiple Award Schedule.  IDIQ – No guarantee of sales on contract

16 Federal Acquisition Service 15

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19 Federal Acquisition Service 18 General Contract Information CONTRACTS:  Commercial Products and Services  Firm Fixed Price, IDIQ Structured  Evergreen - A five-year base period plus 3 five-year optional periods. Option extensions - unilateral right of Government  Economic Price Adjustment provisions  Customers use “Best Value” factors when placing orders/creating BPAs—not necessarily limited to lowest price

20 Federal Acquisition Service 19 Special Item Numbers (SINs) Under Schedule 23V  Ancillary Supplies  Ancillary Services  General Automotive Maintenance and Repair Services  Automotive Body and Repair Services  Automotive Towing Services  Construction Equipment and Attachments  Snow Maintenance Equipment (Vehicle Mounting)  Snow Maintenance and Cleaning Equipment and Attachments - SMALL

21 Federal Acquisition Service SINs Under Schedule 23V  Forestry, Mulching, Brush Cutting, and Land Clearing - SMALL  Street Repair Equipment and Attachments  Leased Equipment and Accessories  New Technologies  Fire Fighting Apparatus and Attachments  Leased Fire Fighting Vehicles and Accessories  Law Enforcement Vehicles and Attachments 20

22 Federal Acquisition Service SINs Under Schedule 23V  Emergency Communications Vehicles  Special Vocation Vehicles and Attachments  Aircraft Ground Support Vehicles and Equipment  Upfitting of Government-owned Emergency Response Vehicles to  Waste Disposal Vehicles and Attachments  Fuel and Petroleum Tank Trucks and Accessories 21

23 Federal Acquisition Service SINs Under Schedule 23V  Water Tank Trucks and Accessories  Trailers and Attachments  023 LSV --- Low Speed Vehicles, Gas or Electric - FMVSS 500 Requirements apply  Leased Heavy Duty Vehicles and Accessories  096 1N --- Passenger Tires (New)  096 2N --- Light Truck Tires (New)  096 2R --- Light Truck Tires (Retread)  096 3N --- Medium Truck-Bus Tires (New)  096 3R --- Medium Truck - Bus Tires (Retread) 22

24 Federal Acquisition Service SINs Under Schedule 23V  096 4N --- Specialty Tires (New)  096 4R --- Specialty Tires (Retread)  Miscellaneous Vehicle Accessories  Utility & Telecom Construction Equipment and Attachments  Vocational Bodies and Attachments  Vehicular Cranes and Attachments  Spare Components and Equipment for Sedans, Light, Buses  Remanufactured Automotive Components 23

25 Federal Acquisition Service Special Item Numbers Under Schedule 751  Lease of Sedans, All Classes  Lease of Sport Utility Vehicles  Lease of Vans & Light Trucks  Ancillary Supplies and/or Services 24

26 Federal Acquisition Service 25 HOW Not TO SUMBIT PROPOSALS! Here’s our company’s offer!

27 Federal Acquisition Service 26 HOW TO PREPARE AN OFFER?  READ the Entire Solicitation, including Supplementary Documents & All Amendments. Along with the basic solicitation, the vendor only needs to focus on Amendments and the attachment(s) applicable to proposed product/service offering(s).  Make a list of questions and contact GSA at or or  Provide complete and accurate responses to information required in the solicitation (i.e. Fill-ins, CSP-1, Checklist, Vendor Response Document, etc.).

28 Federal Acquisition Service 27 THE SOLICITATION  Three Major Sections of Solicitation:  Administrative /Contract Data  Technical Requirements, and  Price Requirements

29 Federal Acquisition Service 28 Section I Administrative/Contract Data

30 Federal Acquisition Service 29 Section I - Administrative / Contract Data Proposal Checklist Eoffer digitally signed SF1449 VETS 100 Report Financial Information Invoices CSP-1 and Commercial Sales Practices Chart Registration Proof in Central Contractor Registry (CCR)

31 Federal Acquisition Service 30 Section I – Administrative / Contract Data (Cont’) Registration Proof in Online Representations & Certifications Application (ORCA) Documentation of compliance with FMVSS 500 or NFPA 1901 (if applicable) Service Contract Act - Wage Determinations Small Business Subcontracting Plan (Large Business Only) Letter(s) of Supply (if applicable)

32 Federal Acquisition Service 31 NAICSDescriptionBusiness Size Vehicular Lighting Equipment Manufacturing500 employees Other Motor Vehicle Electrical and Electronic Equipment Manufacturing750 employees All Other Motor Vehicle Parts Manufacturing750 employees Motor Vehicle Supplies and New Parts Merchant Wholesalers100 employees Automotive Parts and Accessories Stores $14 million$14 million Small Business or Large Business? SIN Miscellaneous Vehicle Accessories -

33 Federal Acquisition Service 32 Section II Technical Proposal

34 Federal Acquisition Service 33 Section II - Technical Proposal Four Technical Factors Factor 1 - Corporate Experience Factor 2 - Relevant Project Experience Factor 3 - Past Performance Factor 4 – Quality Control

35 Federal Acquisition Service 34 Factor 1 Corporate Experience (Page limit - 2)  Narrative - Company's Corporate Experience in all services provided under this Schedule to Government or Commercial entity for a minimum of two years.  (i) # Years of Corporate Experience  (ii) Organization's Size, Experience in the field, and Resources available  (iii) History of the Activities developing expertise and capabilities related to this requirement.

36 Federal Acquisition Service 35 Factor 1 Corporate Experience (Cont’)  (iv) Information demonstrating organizational and accounting controls & manpower presently available/ acquirable for type/kinds of personnel proposed.  (v) Describe/identify market service intentions to federal clients.  (vi) Discuss the use of subcontractors. If applicable, a letter of commitment is required to cover the term of the contract.

37 Federal Acquisition Service 36 Factor 2 Relevant Project Experience (Page limit – 4 per project)  Provide descriptions of two (2) projects, completed within the last two years or ongoing, for each service SIN offered.  Demonstrate that the tasks performed are of a similar complexity to the work solicited under each SIN. All examples of completed services must have been found to be acceptable by the client.

38 Federal Acquisition Service 37 Factor 2 Relevant Project Experience (Cont’)  Each project description shall include the following customer reference information:  ●Customer/Client Name ●Project Name/Contract # ●Customer Point of Contact for Project  ●POC's Tel./ ●Project performance period ●Entire Project $ Value  ●Money Earned - work preformed relevant to offering  ●Brief Summary (background, purpose, etc.)  ●Statement of Work copy for the project

39 Federal Acquisition Service 38 Factor 2 Relevant Project Experience (Cont’)  As applicable, each project description shall include a narrative account of :  (A) Detailed description of SIN relevant work performed and results achieved  (B) Methodology, tools, and/or processes utilized in performing the work  (C) Demonstration of compliance with any applicable laws, regulations, Executive Orders, OMB Circulars, professional standards, etc.

40 Federal Acquisition Service 39 Factor 2 Relevant Project Experience (Cont’)  (D) Project schedule (i.e., major milestones, tasks, deliverables), including an explanation of any delays  (E) How the work performed is similar in scope and complexity to that described in the Statement of Work (Part I of this solicitation)  (F) Demonstration of specific experience and/or special qualifications detailed in the Statement of Work (Part I of this solicitation)

41 Federal Acquisition Service 40 Factor 2 Relevant Project Experience (Cont’)  Substitution For Relevant Project 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 work.  If the offeror chooses to make such a substitution, the narratives must clearly identify the entity or personnel that performed the services, and include all elements of (b)(2)(v) of this provision.

42 Federal Acquisition Service 41 Factor 3 Past Performance Obtain Open Ratings Past Performance Evaluation  (i) PPEs - valid for one year from date of issuance by ORI. Submission of a PPE older than one year will result in rejection of the proposal.  (ii) Offeror shall submit one (1) copy of completed PPE and one (1) copy of the order form (including information on up to 20 customer references) with its proposal. A "customer reference" is a person or company that has purchased services from your firm.

43 Federal Acquisition Service 42 Factor 3 Past Performance  (iii) Offeror is advised to use references from projects involving services related to this solicitation and/or those performed under the appropriate NAICS code(s) related to services offered. If these references were not provided to ORI, please explain why.  (iv) Offeror shall address any negative feedback contained in the ORI report. Explain what actions your firm has taken to minimize the problems that resulted in negative feedback.

44 Federal Acquisition Service 43 Factor 4 Quality Control Not to exceed two (2) pages  (i) Describe the internal review procedures which facilitate high quality standards in the organization.  (ii) Identify the individuals who will directly supervise or review projects specifically regarding quality control.  (iii) State whether or not subcontractors are used and, if subcontractors are used, describe the quality control measures the offeror uses to ensure acceptable subcontractor performance.

45 Federal Acquisition Service 44 Factor 4 Quality Control (Cont’)  (iv) Describe how your firm handles potential problem areas and solutions.  (v) Describe the procedures for insuring quality performance while meeting urgent requirements.  (vi) Identify the strategies your firm will implement to manage and complete multiple projects for multiple agencies simultaneously.

46 Federal Acquisition Service 45 Technical Proposal (Cont’)  Acceptable or Unacceptable Ratings  All Four Factors Must be Found Acceptable (Go/No Go)  SIN’s found Unacceptable will be Rejected  Adjective Ratings (Item 11 in FBO) under General Proposal Instructions

47 Federal Acquisition Service 46 Section III Pricing Proposal

48 Federal Acquisition Service 47 Section III – Pricing Proposal  Complete Pricing Proposal Includes the Following Elements:  Price Proposal  Pricing Support  Commercial Sales Practices Format & Supporting Transactional Information  Pricing Narrative  Pricing Proposal Instructions (Item 08 in FBO) under Proposal Price List Preparation

49 Federal Acquisition Service 48 Price Proposal (Cont’)  Price Proposal  Submit pricing based on commercial pricing practices, include price offered to GSA, your commercial rate & discount offered to GSA with use of pricing templates found in statement of work to maximum extent  Labor Category Descriptions  When proposing labor categories, include complete description, including title of labor category, function performed, qualifications & education required

50 Federal Acquisition Service 49 Price Proposal (Cont’)  Use price formats (or similar format) included in applicable Statement(s) of Work found in attachments  Unit prices  Labor hour rates  Can use your commercial format  If applicable, follow the Service Contract Act Wage Determination requirements  Submit copy of each Wage Determination used in price proposal

51 Federal Acquisition Service 50 Industrial Funding Fee (IFF)  The 0.75% Industrial Funding Fee (IFF) reimburses GSA for cost of operating the Schedules Program  The 0.75% IFF MUST BE built into the awarded prices  IFF must be reported and paid quarterly

52 Federal Acquisition Service 51 Pricing Support Pricing Proposals shall include sufficient information for each service offered to enable the Contracting Officer to perform a complete Price Analysis. All pricing proposed must be supported -- In order of preference: 1.Commercial Catalog or Pricelist 2.Invoices or Pricing Agreements from Previous Projects 3.Defense Contract Audit Agency (DCAA) rate agreements 4.Quote Sheets, Payroll Information, etc. 5.Wage Determinations

53 Federal Acquisition Service 52 COMMERCIAL SALES PRACTICES FORMAT (CSP-1)  Sales to the general public – 12 month period  Projected Sales under this contract  Discounting policies (Most Favored Customer - MFC)  MFC: Full disclosure is required. Identification of MFC, similar in profile to the Government - responsibility determination of Contracting Officer, not the offeror.

54 Federal Acquisition Service 53 Pricing Narrative  Indicate if any further discounts are offered.  Discuss why you believe pricing is fair and reasonable.  Statement that IFF is understood and accepted.  Statement that firm understands and acknowledges payment by Gov’t purchase card.

55 Federal Acquisition Service 54 Economic Price Adjustments Two Economic Price Adjustments are available:  Pricing with Established Commercial Pricelist  Pricing without Established Commercial Pricelist  When Award is Predicated on Commercial Pricelist:  Clause applies  Adjustments to prices can be requested when reissues of commercial pricelist occur  Limited to 3 increases per 12 month period  Cannot exceed 10% per 12 month period  Cannot be requested in the first 12 month period.  Modifications are required

56 Federal Acquisition Service 55 Economic Price Adjustments (Cont’)  When Award is Not Predicated on Commercial Pricelist:  Clause I-FSS-969 applies  Adjustments to prices can be based on:  Published Index (e.g. Consumer Price Index) – Modifications are required  Negotiated Escalation Rate (e.g. 2.5% annually)  Economic Price Adjustment cannot exceed 10% per 12 month period  Negotiated prior to award

57 Federal Acquisition Service 56 Submitting Your eOffer

58 Federal Acquisition Service 57 What To Submit To GSA Offers are submitted through the eOffer system: A complete offer that contains three major sections of information:  Section 1 - Administrative Requirements  Section II - Technical Proposal  Section III - Pricing Proposal NOTE: Each element\section is clearly identified within eOffer and submitted as one package.

59 Federal Acquisition Service 58 Expediting Processing Time  Submit a complete well-prepared proposal, including all fill-in responses & supporting documents  Respond timely to requests for clarifications and/or negotiation requests  Provide accurate & up-to-date references  Remember, we can’t do our part until you do yours!

60 Federal Acquisition Service 59 Contract Award  Negotiations  Final Proposal Revision Letter  eOffer Signatures on SF1449  Award Letter

61 Federal Acquisition Service 60 Marketing Your Contract Just as you market your commercial business, you need to market your business to Government customers as well.  GSAAdvantage!:  The Steps to Success - How to Become a Successful Contractor online brochure:  Your Guide for How to Market to The Federal Government:  MarkeTips Advertising Specifications and Guidelines:

62 Federal Acquisition Service 61 Marketing Your Contract (Cont’)  Office of Marketing – about Market Policy and Planning (FMP): anning.cfm  GSA Customer Service Directors (CSDs):  GSA Expo, May 15-17, 2012 San Antonio, TX:  GSA Fed Fleet, June 26-28, 2012 Louisville, KY:

63 Federal Acquisition Service 62 Helpful Websites View/Download the Solicitation: or Federal Acquisition Regulation (FAR): GSA Acquisition Manual (GSAM)/GSA Acquisition Regulation (GSAR): Acquisition Central: Review other Contractors via Schedules e-Library: GSA Schedules Program:

64 Federal Acquisition Service 63 Helpful Websites (Cont’) Getting on Schedule For Vendors information: “Pathway to Success” Training: https://vsc.gsa.gov/ GSA MAS Express Offer Program: GSA Advantage! GSA e-Buy: GSA eOffer (tool to submit offer online): Dun & Bradstreet (D&B):

65 Federal Acquisition Service 64 Helpful Websites (Cont’) D&B Open Ratings, Inc., Past Performance Evaluation report: Central Contractor Registry (CCR): Online Representations and Certification Application (ORCA): Wage Determinations OnLine.gov: U.S. Small Business Administration: Small Business Size Standards and North American Industry Classification System (NACIS) Industry Codes:

66 Federal Acquisition Service 65 Helpful Websites (Cont’) 72A Quarterly Reporting System: https://72a.gsa.govhttps://72a.gsa.gov Veterans’ Employment & Training Service (VETS)- 100: GSA SmartPay ® Program: Excluded Parties List System: Disaster Recovery Purchasing: Electronic Subcontracting Reporting System (eSRS): MAS Schedule Sales Query (SSQ):

67 Federal Acquisition Service 66 THANK YOU FOR YOUR BUSINESS WITH GSA

68 Federal Acquisition Service 67 Questions? Jeffrey Meyers, Tel: (Schedule 23V) or Bryan Keith, Tel: (Schedule 751)


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