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

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perform effective market research with gsa acquisition e tools

Perform Effective Market Research with GSA Acquisition e-Tools

U.S. General Services Administration

Charles Lee

Kathryn Pamiroyan

Liz Belenis Slater

GSA Training Conference and Expo

May 10-12, 2011

agenda
Agenda

GSA Schedules Overview

GSA e-Tools and Market Research Best Practices

Resources for the Procurement Community

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)

GSA Schedule Basics

Section 13, page 68

priorities for use of the gsa schedules program
Priorities for Use of the GSA Schedules Program

Supplies

  • Agency inventories
  • Excess from other agencies
  • Federal Prison Industries
  • AbilityOne agencies
  • Wholesale stock programs (GSA/DLA/VA)
  • Mandatory Multiple Award Schedules
  • Optional-use Multiple Award Schedules
  • Commercial sources

Services

  • AbilityOne agencies
  • Mandatory Multiple Award Schedules
  • Optional-use Multiple Award Schedules
  • Federal Prison Industries or Commercial sources

Section 1, pages 9-10

key features
Evergreen Contracts

Price Reductions

New Technology

Blanket Purchase Agreements

Contractor Team Arrangements

Options on Orders

Open Market Items

Key Features

BPA - Section 9 CTA - Section 10 OPT- Section 3 OMI – Section 8

multiple award schedules
Multiple Award Schedules

A flexible fit when procuring:

Commercial Products

Commercial Services

Section 13, page 68

ordering procedures
Ordering Procedures

PRODUCTS & SIMPLE SERVICES

  • FAR 8.405-1Ordering Procedures for Supplies and Services Not Requiring a Statement of Work
  • FAR 8.405-2Ordering Procedures for Services Requiring a Statement of Work

SERVICES

Section 3

sole limited source
Sole/Limited Source

FAR 6.302Other Than Full and

Open Competition

FAR 8.405-6Limited Sources

Justification and Approval

Section 3

rfq development and issuance
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)
rfq development and issuance1
RFQ Development and Issuance

With a SOW

  • Schedule contract services priced at hourly rates
  • SOW Library: http://www.gsa.gov/sowlibrary
  • Threshold Considerations (FAR/DFAR)
  • What Does the Government Think is Important for Award? (Evaluation Factors)
evaluation of quotes
Evaluation of Quotes

Selection and Award

  • Best Value Continuum: From price predominates (Low-Price Technically Acceptable) to technical/past performance predominates
  • Socioeconomic Considerations
how to get local vendors under contract
http://www.aptac-us.org/new

http://www.gsa.gov/gettingonschedule

http://www.gsa.gov/sbu

How to Get Local Vendors Under Contract
gsa e tools and market research best practices
GSA e-Tools and Market Research Best Practices

Schedules

Program

Perform effective market research by using these GSA e-Tools together!

market research
Identify salient characteristics and sustainability requirements

Understand requirement completely

Ask form, fit and function questions

Market Research
market research making a schedule the very best fit
Customize a Schedule

Research the Contract T&C’s

Add augmenting, non-conflicting clauses

Market Researchmaking a Schedule the very best fit
practical market research example copier printer scanner
Contracting Office Questions

Standard or common terminology

Environmental preference?

Color?

Network?

Speed

Resolution

Customer Answers

Multifunction machine, All-in-one, Copier/Printer/Scanner

Energy Star

Yes

Yes

25 ppm

1200 DPI (dots per inch)

Practical Market Research Example:Copier/Printer/Scanner
best practices what did we learn from this example
Fully define your requirement before beginning market research.

Search using “salient characteristics”

Is “adequate competition” met by using GSA Advantage? Streamline and save time by making the purchase, as no further action may be necessary!

Best Practices:What did we learn from this example?
practical market research example 50 office chairs
Contracting Office Questions

Standard or common terminology

Environmental preference?

Sizes

Other Characteristics

Customer Answers

Chair, Office Chair, Task Chair

Yes, if possible

10 mid back average 40 mid back wide body

Adjustable arms/heightWarranty and 24hr Maintenance

Practical Market Research Example:50Office Chairs
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.

RFI vs. RFQ: Best Practices and Conditions for Use
ebuy results
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.

ebuy rfi rfq review
If the answer to any of the following questions is “yes,” competition may be unnecessarily limited.

Is the SOW narrowly defined with overly restrictive specifications or performance standards?

Is the order written in such a way as to create a continuous arrangement with the same contractor?

Is it a brand name or equivalent?(Refer to >For Customers – Ordering from Schedules> Use of Brand Name Specifications at http://www.gsa.gov/schedules)

eBuy RFI/RFQ Review
ebuy rfi rfq review1
If answers to all preceding questions were “no:”

We have met our competition requirements.

Determination & Finding (D&F)

eBuy RFI/RFQ Review
best practices what did we learn from this example1
Fully define your requirement before beginning market research.

Try various standard terminology searches.

Begin with the most search matches – “cast the widest net.”

Use GSAadvantage, eLibrary and eBuy together to maximize your market research.

Best Practices:What did we learn from this example?
practical market research example environmental impact statement
Contracting Office Questions

What are the standard commercial terms for the requirement?

Location?

Previous experience w/ agency

Customer Answers

Environmental Impact Study “EIS”

California

Navy

Practical Market Research Example:environmental impact statement
best practices what did we learn from this example2
Begin with a broad services “category” search (cast the widest net)

Searching by location and prior experience is possible via Advantage

Use Contractor Catalog’s in Advantage to continue market research

Use Advantage/eLibrary and eBuy together to strengthen and streamline your market research!

Best Practices:What did we learn from this example?
best practices what did we learn from this example3
Again, use broad terminology when searching to cast the widest net, then refine.

Issue a Request for Information (RFI) using e-Buy to uncover the “most technically acceptable” contractors.

Best Practices:What did we learn from this example?
additional gsa acquisition solutions

gsaglobalsupply.gsa.gov

Additional GSA Acquisition Solutions

GSA Global Supply

http://www.gsaglobalsupply.gsa.gov

Network and Telecommunication Services Contracts

http://www.gsa.gov/networkservices

Governmentwide Acquisition Contracts (GWACs)

http://www.gsa.gov/gwacs

additional gsa resources for the procurement community
GSA MAS Program

http://www.gsa.gov/schedules

GSAadvantage.gov – includes links to eLibrary & eBuy

http://www.GSAadvantage.gov

GSA eLibrary includes Contracts on Line

http://www.gsaelibrary.gsa.gov

Services Ordering Solutions – Avoiding MAS confusion

(Blog designed to assist Federal Contracting Officers using GSA’s MAS program to order services)

http://contacts.gsa.gov/blogs/servicesordering.nsf

Business Partner Network (BPN) - a single source for vendor data for the Federal Government.http://www.bpn.gov

Additional GSA Resourcesfor the Procurement Community