1. GSA Expo 2006 GSA Expo 2006 Proper Use of GSA Contracts Jeffrey B. Birch Defense Acquisition University (703) 805-4576 Jeffrey.birch@dau.mil

2. 2 Acquisition Planning Conduct market research … id contract vehicle Conduct market research … id contract vehicle, e-library, customer service representatives, catalogs Reference Tools …GSA Advantage! ®, e-library, customer service representatives, catalogs Perform contract scope determination Perform contract scope determination For Schedule orders (Schedule - SIN- Contract Scope) For Schedule orders (Schedule - SIN- Contract Scope) Requiring agency CO makes scope determination Requiring agency CO makes scope determination If questionable, call Schedule CO for assistance If questionable, call Schedule CO for assistance GWACs have a specific process GWACs have a specific process your business decisions rationale Document your business decisions rationale

3. 3 Brand Name Specifications FAR 11.105: “shall not be written so as to require a particular brand-name,” if so …requires J&A FAR 11.105: “shall not be written so as to require a particular brand-name,” if so …requires J&A OFPP memorandum - April 11, 2005 OFPP memorandum - April 11, 2005 Concern over increased use of brand name specs Concern over increased use of brand name specs Limits competition; diminishes likelihood of achieving best value; severely limits small business participation Limits competition; diminishes likelihood of achieving best value; severely limits small business participation Emphasize physical, functional, performance characteristics Emphasize physical, functional, performance characteristics Requires Fedbizopps publication of J&A Requires Fedbizopps publication of J&A Applies to all acquisitions Applies to all acquisitions

4. 4 What is a GSA Assisted Acquisition? GSA makes… the contract awarded the contract awarded places a task or delivery order places a task or delivery order on behalf of another agency (i.e., GSA awards a DoD requirement) Remember … “the rules follow the money”

5. 5 Requirements Documentation for Assisted Acquisitions Reimbursable Agreement …roles & responsibilities Reimbursable Agreement …roles & responsibilities Interagency Agreement/MOU Interagency Agreement/MOU Funding document … certified Funding document … certified Scope of requirement – SOW, SOO Scope of requirement – SOW, SOO Certification of internal review/approvals Certification of internal review/approvals Evaluation criteria – “best value”, performance measures Evaluation criteria – “best value”, performance measures Results of market research … realistic delivery date/period of performance? Results of market research … realistic delivery date/period of performance? Special requirements (funding, testing) or terms & conditions? Special requirements (funding, testing) or terms & conditions?

6. 6 What is a Direct Acquisition? A task or delivery order placed by a using Agency official under a contract awarded by GSA. Multiple Award Schedules (Schedules, FSS or MAS) Multiple Award Schedules (Schedules, FSS or MAS) FAR 8.405 ordering procedures FAR 8.405 ordering procedures Governmentwide Acquisition Contracts (GWACs) Governmentwide Acquisition Contracts (GWACs) Requires delegation of authority from GWAC program office Requires delegation of authority from GWAC program office Follow FAR 16.5 procedures Follow FAR 16.5 procedures

7. 7 Direct Acquisitions using MAS Conduct Acquisition Planning Conduct Acquisition Planning Ordering procedures (FAR 8.405) Ordering procedures (FAR 8.405) Simple supplies/services (no sow required) - (FAR 8.405-1) Simple supplies/services (no sow required) - (FAR 8.405-1) < Micro-purchases … place order (rotate awards) < Micro-purchases … place order (rotate awards) > Micro but under MOT … SHALL review 3 schedule sources > Micro but under MOT … SHALL review 3 schedule sources Over MOT (same as above), ask for a price reduction and additional schedule contractors shall be sought Over MOT (same as above), ask for a price reduction and additional schedule contractors shall be sought Services requiring SOW – issue RFQ (FAR 8.405-2) Services requiring SOW – issue RFQ (FAR 8.405-2) Shall include SOW (FAR 8.405-2(b) – provide to additional contractors Shall include SOW (FAR 8.405-2(b) – provide to additional contractors Evaluations – meaningful comparison Evaluations – meaningful comparison

8. 8 Meaningful Comparison or Best Value Determination 1. Quality of Performance / Strategy 2. Cost Efficiencies 3. Schedule Performance 4. Business Relations Criteria for “best value” judgment – a balance between … …greatest overall benefit and value in response to the requirement

9. 9 Additional Special Features Socio-Economic Credit Credit toward agency goals Credit for orders under both MAS and GWAC Schedule Blanket Purchase Agreements (BPAs) Simplified method for repetitive buys Multiple or single awards