1. LaVaughn Seepersad-Fayson Public Buildings Service (PBS) Mary Snodderly Federal Acquisition Service (FAS) The Basics of Doing Business With GSA March 17, 2010 NFM& T U. S. G E N E R A L S E R V I C E S A D M I N I S T R A T I O N

2. G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S) Who we are What we do What do we Buy? How do we Buy it? What do you need? Where to go for more information?

3. G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S) Landlord for civilian Federal government FY 2009 Statistics Portfolio of 361.5 million square feet of space 49% of this square footage is GSA Owned Properties 9,624 owned and leased assets that include Office, Courthouses, Warehouses, Labs and Land Ports of Entry 44 LEED Certified Properties FY ’09 Revenue —$8.61 B FY ’09 Obligations- (not including ARRA)- $2.84 B, and of that amount, $1.09 B was awarded to Small Businesses. *** ARRA = American Recovery and Reinvestment Act***

4. G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S) GSA = Landlord? Just like the Private Sector, GSA is a Landlord, but for Federal Agencies. Build Lease Modernize Restore- Historic Properties Demolish ….Then start all over again….

5. AK Northwest/Arctic Region 10 Rocky Mountain Region 8 Great Lakes Region 5 Heartland Region 6 Greater Southwest Region 7 Southeast Region 4 Mid-Atlantic Region 3 New England Region 1 Pacific Rim Region 9 Northeast & Caribbean Region 2 HI GU VI PR DC WA OR UT MT ND WY SD CO ID CA NV AZNM OK TXLA AR NEIA KSMO MI WI IL IN MI OH KY TN MSAL GA FL SC NC WV MD VA PA NY NJ DE VT NH ME MA CTRI National Capital Region 11 P B S R E G I O N S 11 Regions that Include the Virgin Islands and Puerto Rico

6. G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S) Just like the Private Sector, PBS has to maintain and manage the portfolio, BUT PBS Buys more Services than Goods.

7. G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S) What Does PBS Buy Services that help manage our large portfolio include:  Facility Maintenance and Management Services (HVAC, Pest Control, Janitorial, Elevator Preventive Maint)  Construction Management Services  Project Management Services  IT Services  Architectural Services  Environmental Services  Child Care Services- over 110 child care centers

8. G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S) Unlike the Private Sector, where Property Managers “buy” the goods and services in their portfolio, PBS Will Contract a “Service” and the Goods would be part of it. …..in most cases…..

9. EXAMPLE- A 300,000 sf GSA Owned Building Operated by a Contract Complete Facilities Management Company. That contractor is responsible for the PM of all the GSA Owned Equipment in the building. Elevator Maintenance provided thru an Elevator Maintenance Company Janitorial Services provided thru a Janitorial Company At this property, the GSA Property Manager would NOT buy cleaning supplies, elevator parts, rags, buckets, screws, filters, water treatment chemicals, toilet seat covers, degreaser, etc- These would be purchased by the Contractors per the Contract Specifications.

10. How PBS Buys Property Managers have GSA Purchase Cards and can only make purchases under $3,000 for goods and $2,500 for services EXAMPLES: 1.Goods 1.~Signs for the building from a local sign company. ~ New floor mats for an entryway ~Bumper Guards for a column in the garage Services ~Electrical troubleshooting for equipment not covered in the CFM Contract ~Sump Pump Cleaning ~Marble Cleaning of a small area

11. Get your Numbers Obtain your Tax Identification Number (TIN)- This can be an Employer Identification Number (EIN) if you are a sole proprietor www.irs.gov Obtain your Dun and Bradstreet Number (DUNS)- unique 9 digit number for each physical location of your business http://fedgov.dnb.com/webform Register with Central Contractor Registration (CCR)- All vendors that do business with the government must be registered in CCR. www.ccr.gov

12. Learn and Use Your FREE Tools Federal Business Opportunities- FedBizOpps www.fbo.gov – Database of Federal Contracting Opportunities and proposed Procurement actions. All opportunities over $25,000 are reported and can be searched by Area, Agency, Date, Keywords or even Set Aside Codes GSA- www.gsa.govwww.gsa.gov The GSA website has a lot of info on doing business with GSA, as well as links especially for Vendors to navigate all the information available. Federal Procurement Data System- FPDS https://www.fpds.gov/fpdsng_cms/-https://www.fpds.gov/fpdsng_cms/- Shows you where all the money is- which awards were awarded by Agency and to whom. You can follow the money and contact those Contractors that you may be able to do business with.

13. KNOLL, INC. FURNITURE FOR U.S. NUCLEAR REGULATORY COMMISSION @ ATLANTA, GA.$2,201,048 HAWORTH, INCORPORATED FURNITURE FOR THE NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION (NOAA), PASCAGOULA, MS.$1,040,131 HERMAN MILLER INC. SUPPLY AND INSTALL OFFICE FURNITURE FOR DHS CIS NEW OFFICE SPACE IN BUFFALO, NY.$791,152 HAWORTH, INCORPORATEDOFFICE FURNITURE$520,703 ALLSTEEL INC FURNITURE FOR THE USMS SPACE AT THE NEW COURTHOUSE LOCATED IN LAS CRUCES, NM$483,887 KLN SERVICE COMPANY, LTDFURNISH AND INSTALL OFFICE FURNITURE$482,434 KNOLL, INC.VBA FURNITURE$432,222 AFFORDABLE INTERIOR SYSTEMS, IPURCHASE FURNITURE FOR IRS, SMYRNA, GA.$416,912 ARBEE ASSOCIATES FURNITURE ACQUISITION FOR THE DEPARTMENT OF HEALTH AND HUMAN SERVICES - OFFICE OF THE INSPECTOR GENERAL.$387,784 EXAMPLE OF DATA FROM FPDS.GOV The furniture vendors, how much they were awarded, and brief description…

14. Learn and Use Your FREE Tools www.gsa.gov/smallbizguide Doing Business With GSA Handbook- this is a great brochure to have as it offers guidance on Contracting with GSA. Forecast of Contracting Opportunities This is specific to GSA- you can find out what opportunities are coming out, the procurement method, qualifications (if there a small business set aside), location, and estimated dollar amounts. www.gsa.gov/sbu Mentor-Protégé Program This program is relatively new, but its success is clear. Large Businesses team up with small businesses with a mentor –protégé relationship that fosters a teaming arrangement where a small business can provide services to a large business that has an approved subcontracting plan in place. www.gsa.gov/mentorprotege

15. How Suppliers Can Get Involved Research - Understand How and What Agencies Buy! Each Government agency has a unique mission, and acquires goods and services in a way that fits their requirements and operating regulations Follow the money - use available (free) government websites to understand agency buying habits and to find current or interested service providers (FPDS.gov, FedBizOpps.gov) Utilize Industry/Vendor Outreach Divisions and agency websites Each agency has an Office of Small Business Utilization that helps both small and large businesses Federal Acquisition Regulation (FAR) 51

16. Vendor Information and Support IndustryRelations@gsa.gov www.gsa.gov/IndustryRelations 1 - 866 - PBS - VEND : gsapbsIRD : GSA PBS Industry Relations (under LinkedIn Groups)

17. www.gsa.gov- All the info you need

18. GSA, Federal Acquisition Service Located in Kansas City, MO The CFMH administers two schedules: – Schedule 03FAC Facilities Maintenance and Management – Schedule 51V Hardware SuperStore Center for Facilities Maintenance & Hardware

19. Federal Real Property Profile 895,923 Federal buildings and structures – 407,062 buildings – 488,861 structures 3.29 billion square feet Army – nearly 944 million square feet www.gsa.gov/frppreports

20. Complete Facilities Maintenance and Management Energy Management Solutions Maintenance Solutions –Elevator Inspection/Maintenance –Fire Alarm/Suppression Systems Maint –HVAC Maintenance –Electrical/All Utility Maintenance Grounds and Lawn Care Industrial, Aerospace and Marine Painting Dry Docking and Dockside Maintenance Services Cemetery Maintenance Facilities Maintenance and Management – 03FAC

21. Ancillary Repair and Alterations SIN 003-97, Ancillary Repair and Alterations Allows for routinely needed ancillary repair and alterations work encountered during orders No award will be made under SIN 003-97, unless offeror is awarded (or receives award concurrently) for another SIN under this Schedule Repair and alteration work must be ancillary to the primary services offered

22. Ancillary R&A Guidelines The ancillary R&A SIN exclude the following: – Major or new construction of buildings, roads, parking lot and other facilities; – Complex R&A of an entire facility or a significant portion of a facility Ancillary R&A services performed under a schedule contract shall not include A&E services. Davis Bacon clauses are included in the schedule Each Agency must comply with his or her agency’s internal policies when procuring R&A services

23. Schedules Basics Multiple Award Schedules are Contracts awarded by GSA or the VA for similar or comparable supplies, or services, established with more than one supplier, at varying prices. Solicitations are prepared in accordance with FAR Part 12 Contract period effective 5 years from date of award plus three 5-year options Evergreen solicitation Mandatory acceptance of Government Smart Card (under $2500) Use of schedule is outlined in FAR 8.4

24. Schedule Award Method Offer submitted – Price – Experience/Past Performance – Responsibility – Subcontracting plans (large businesses only) Evaluation and negotiation – Financial capability determination – Technical evaluation – Market survey – Price negotiations Contract award

25. Steps To Obtain A MAS Contract and to be a Successful Contractor 1.Understand your commitment and obligations as a schedule contractor 2.Determine which schedule(s) cover the products and/or services your company offers 3.Obtain a copy of the solicitation – www.fedbizopps.gov 4.Complete the solicitation and pricing offer 5.Negotiate fair and reasonable pricing with GSA 6.Receive your contract award (5 years with three 5-year options) 7.Targeted marketing and relationship building to direct market your products & services 8.Performance under your contract

26. www.gsaelibrary.gsa.gov

27. Important Requirements Read and understand the entire solicitation Respond to all requirements Review for completion Sign by corporate official CCR registration Pathway to Success

28. Expedite Your Processing Time Ask questions up front Submit a complete and well-prepared proposal Respond to all requests in a timely manner Provide relevant, accurate, up-to-date information Check list

29. Pricing Standard commercial pricing Most favored customer/basis of award pricing Economic price adjustments Service Contract Act –www.wdol.gov Industrial Funding Fee (IFF)

30. Contractor Teaming Arrangements Schedule Contractors May Team with Each Other to Provide a Total Solution for a Customer Contractor Teams are issued one task order or BPA Can include Subcontractor effort, as long as mapped to Prime Schedule labor category Task orders can be issued to Team Lead or directly to Team Member Enables Contractors to Consolidate Unique Capabilities Offers the Government the Best Combination of Performance, Cost and Delivery Increases Small Business Participation If Multi-Award BPA, Teams compete for Task Orders www.gsa.gov/cta

31. FAR 51 Deviation Parameters Placed on a time-and-materials (T&M)/labor-hour (LH) basis For ancillary supplies/services that are in support of the overall order Issued in accordance with the procedures in FAR 8.405-1, Ordering Procedures for supplies, and services not requiring a statement of work Placed by the Federal Government. The authorization is NOT available to state and local governments Letter of authorization from ordering Agency

32. eTools eOffer eMod – mandatory for 03FAC GSA eLibrary GSA Advantage GSA eBuy www.gsa.gov/powerup

33. Vendor Support Center Contractor orientation webcast (under Vendor Training Tab) Steps to Success (Publications Tab) Visit Schedules e-Library and GSA Advantage websites (Business Opportunities Tab) Schedule Sales Query (Business Opportunities Tab) vsc.gsa.gov

34. Helpful Web Addresses GSA Homepage - www.gsa.gov Information About The MAS Program - www.gsa.gov/schedules Federal Business Opportunities – www.fbo.gov Procurement Technical Assistance Centers (PTAC) – www.aptac-us.org GSA Schedules eLibrary – www.gsaelibrary.gsa.gov

35. Let’s Keep In Touch! Center for Facilities Maintenance and Hardware: 816.926.6760 Email: hssmarketing@gsa.gov Evolving Service to the Next Level!

36. Questions ?