How To Obtain a GSA Schedules Contract

1. Northeast and Caribbean Region How To Obtain a GSA Schedules Contract Presented by: Janice Bracey and Donald J. Denno

2. Today’s workshop will cover… • What is the General Services Administration • GSA’s Multiple Award Schedules program • Quick 10 Step Checklist • Market Research Tips • Electronic Technology – E-Tools • The most significant sections of an offer • How to submit an offer • The evaluation and award process

3. GSA MISSION STATEMENT • The General Services Administration (GSA) leverages the buying power of the Federal government to acquire best value for taxpayers and our Federal customers. We exercise responsible asset management. We deliver superior workplaces, quality acquisition services, and expert business solutions. We develop innovative and effective management policies.

4. GSA’s Small Business Utilization Center Mission Statement ● Promote increased access to national procurement opportunities ● First point of contact for small businesses: - NY, northern NJ, PR, & VI ● Provide: counseling, information, and resources ● Interested in locating & assisting small businesses ● Develop small business programs to promote growth

5. New England 10 WA ND MT MI VT Auburn WI NH Northeast Caribbean OR MA SD ID MI Great Lakes CT Northwest/Arctic Rocky Mountain RI 2 NY IA WY NE New York City UT Chicago OH IN Heartland CA NV PA Denver 5 3 Pacific Rim 8 Phila. NJ MD IL Kansas City 6 9 DE CO WVA D.C. VA KS KY Mid-Atlantic MO AZ San Francisco OK NM AR Southeast Sunbelt TN 11 Greater Southwest NC SC Atlanta National Capital Fort Worth LA 4 7 AL MS GA FL TX Guam Guam GSA Regional Organization

6. GSA’s Procurement Functions

7. “Landlord” of the civilian federal government • “Full Service” provider • - Develop, Lease, and Manage • Architecture & Engineering Services • Construction, Landscaping, Janitorial Services • Point of Contact: PBS Small Business Advocate • Jennifer Heno 212-264-9150

8. GSA is America's only source solely dedicated to procuring goods and services for government. As an integral part of GSA, the Federal Acquisition Service (FAS) possesses unrivaled capability to deliver comprehensive products and services across government at the best value possible. FAS offers a continuum of innovative solutions in the areas of: Products and Services Technology Motor Vehicle Management Transportation Travel Procurement and Online Acquisition Tools

9. Acquisition Centers Specialized buying centers within GSA Center for Facilities Maintenance & Hardware 816-926-6760 Greater Southwest Acquisition Center 817-978-4545 IT Acquisition Center 703-305-3038 Management Services Center 800-241-7246 Office Supplies & Administrative Services Center 212-264-0305 Integrated Workplace Acquisition Center 703-305-7003 Services Acquisition Center 800-488-3111 Office of Vehicle Acquisition and Leasing Services 703-308-CARS

10. Multiple Award Schedule Program • Premier Contracting Vehicle – IDIQ • - Commercial Products & Services • - Contract awarded to vendors – (e.g. VA / DOD) • - Fair and reasonable pricing • Initial Goal – Complete Solicitation (Application) • - Receive a “GSA Number” • - “License to Hunt” • - Effective Marketing Tool

11. Why Obtain a “GSA Contract”? • “Preferred source of procurement” • Not a mandatory source • “Pre-qualifies” and “pre-approves” vendors to sell • Agencies feel more conformable doing business • Business NOT guaranteed

12. Who Are Our Customers? • U.S. Government is the worlds largest marketplace • Catalyst for over $66 billion = ¼ of total government spending • Overall sales of MAS exceed 40 billion • Premier Acquisition Program - New Customer base - Executive, judicial, and legislative branches - Military and Civilian federal governments Worldwide

13. Multiple Award Schedule (MAS) • GSA Schedules – identified products/services • 48 Schedules currently available • Choose one that best fits your product/Service • SINS– Special Identification Numbers • Defines a class of Products and Services within a Schedule

14. Contract Terms • Base Contract = 5 years • First two years: • Cumulative sales of $25,000 • Evergreen clause • Establish relationships with quality vendor • Permits three, five years options to renew • Ability to remain 20 years on schedule

15. Who Qualifies for a Contract? Transparent Process • Adequate financial resources (3 yrs) • Satisfactory performance record (Open Ratings) • Satisfactory integrity and business record • Comply with all terms and conditions

16. Is There a Demand for My Product/Service? Market Research: • Which agencies purchased my products? • Where are they located? • How much did they pay? • What are the buying trends? • What are the expected forecasted sales?

17. Market research and geographical analysis: • Detailed data over $25,000 • Summary data under $25,000 • Report Identifies: • Who bought what from whom, • how much and when and where http://www.fpds.gov/

18. http://ssq.gsa.gov/

19. Additional Market Research Sites 1 forecast 2 3 4

20. Outreach Events • Go to gsa.gov and search for: OSBU National Calendar for Small Business Events • Government / Private / Non-for-profit • Networking Events • Trade Shows • Trade Associations • Exhibition Fairs • Procurement Conferences • GSA Expos – http://expo.gsa.gov • Brochures / Publication

21. 10 Step Summary Checklist • YOU: Complete Online Registrations • Start Past Performance Review • ORCA (representations & certifications) If applicable • YOU: Obtain and Complete Solicitation • YOU: Submit Completed Offer • GSA: Evaluates Offer • GSA/YOU: Negotiate Offer • GSA: Rejects or Accepts the Offer • YOU: Load information to GSA Advantage • YOU: Market your New GSA Contract Number

22. Online Representations and Certification Application ● Database providing representations and certifications to contracting officers http://.orca.bpn.gov Certifications on the Federal Level • Small Business Administration certifies: • - 8 (a) small disadvantage business • - HUB Zone (Historically Under Utilized Business Zone) • http://www.sba.gov

23. http://www.ccr.gov • Mandatory: Must register your business • Dun and Brad St. Number Required • One-time registration • Update once a year to remain active

24. Past Performance Review • Combines operational and financial information • Requires 20 references • Commercial customers • Government (local, city, state, federal) • $185 – valid for six months www.openratings.com

25. http://e-offer.gsa.gov/

26. STAPLER GSA eLibrary is available 24 hours a day, 7 days a week to provide up-to-date information on which suppliers have contracts and what items are available, by using various search options, Vendor, Contract Number, Schedule, SIN, etc.. http://www.gsaelibrary.gsa.gov

27. Select Schedule that bests fit your product line! www.gsaelibrary.gsa.gov

28. www.gsaelibrary.gsa.gov

29. Scroll down to download “All Files” Or download individually This is your Schedule application needed for a GSA Number Watchlist / Interested Vendors Registration www.fbo.gov

30. Vendor Training – Contractor Orientation Web Cast Publications Tab – “Steps to Success” - Understand Contract Requirements - Market Tips, caring for your contract http://vsc.gsa.gov/

31. www.gsadvantage.gsa.gov Vendors can browse by: ● keyword ● part # ● Contract # ● Manufacturer Conduct Market Research ● What is your competitors pricing ● What do they offer

32. Submission of your offer Solicitation Package

33. Filing out the Solicitation Standard Form 1449 ●Blocks 7A and 7B.- POC ● Block 17a- Contractor’s legal business name and address ● Block 17b- Check if remittance is different ● Block 30a- Signature of offer/contractor ● Block 30b-Name and Title of Signer ● Block 30c- Date signed

34. Sections of the Solicitation • Special Item Numbers (SINS) • NAICS Codes (census.gov) • Order Limitations • Trade Agreements Act • Commercial Delivery Schedule • Economic Price Adjustments • Industrial Funding Fee • Modifications • Contact of Contract Administration • Scope of Contract • F.O.B Destination

35. Sections of the Solicitation ● Payment by Government Commercial Credit Card ● CSP-1 Commercial Sales Practice Format Commercial Sales, Federal Sales, MFC Sales ● Contract Price List (Gov’t prices that will be offered on your Schedule contract) - Be sure your prices are better than your Most Favored Customer(s) pricing

36. Technical Section Understanding of Requirements ● Description of the services offered per SIN Professional Staff ● Resumes of professional staff to be assigned work ● Education credentials and demonstrated successful experience required Corporate Experience ● Descriptions of work performed within the past two years ● Customer, agency or firm name, name of person whom work was performed, and telephone number for verification, if necessary ● Submit an original and one copy

37. Price Section ● Two copies of company’s commercial pricelist/catalog indicating what products/services are offered ● Cost information should show how your company arrived at proposed prices ● Include Industrial Funding Fee (IFF) of .75% (3/4 of 1%) in price proposal ● Government Price, Commercial Price, Government Discount 33

38. Your Schedules proposal is complete and ready to be sent to the appropriate Acquisition Center!

39. E-offer and E-mods E-Mod ● Electronically prepare and submit contract modification request ● Requires a Digital Certificate ● Link on the Vendor Support Center website www.eoffer.gsa.gov

40. Offering Of New Product (s) / Service ● All solicitations include Introduction of New Service/Products (INSP) clause L-FSS-400 ● New service, function, task or attribute that may improve Federal agencies in accomplishing their mission ● Contracting Officer (CO) will review and evaluate INSP offer ● CO determines if offer is accepted

41. Consolidated Services ● Formerly the Corporate Schedule ● Designed for companies that have more than one business line (services) ● Save money and increase visibility to Federal buyers ● A single cost-effective gateway to the Federal marketplace ● Eliminate redundancy and duplication ● Solicitation No. FCO-00-CORP-0000C

42. What to expect after your offer is submitted…

43. After Submittal Of Offer, GSA Determines • ● An initial review is performed to determine if the offer is responsive, responsible, and prices received are fair and reasonable. • ● Responsive: Filled in completely. • ● Responsible: • ● A viable product or service • ● Satisfactory performance history • ● Financial Resources

44. Schedules Evaluation/Award Process • ● Contracting Officer (CO) will be assigned to review your offer • ● CO will send a deficiency letter if additional information is needed • ● Pricing negotiations in person or by telephone • - Award based on most favored customer pricing • - Contract awarded – GSA Contract Number issued • - Cycle time to process offers – 70 days in FY09 • ● CO will provide guidance on GSA Advantage!

45. After the Award • ● Vendor Support Center provides info on: • ● Marketing to the Federal Government • ● Reporting Sales • ● Industrial Funding Fee • ● Uploading your catalog on GSA Advantage • http://vsc.gsa.gov • ● Contractor must electronically upload products/services ASAP after award • ● Contractor distributes approved GSA Schedule Pricelist to federalcustomers

46. www.ebuy.gsa.gov E-Buy Component of GSA Advantage • Request for Quotes Tool • Attach documents to an RFQ • Federal buyers send requests & receive quotes

47. What are BPAs? ● Accounts established with ANY Schedule contractor to satisfy recurring purchasing needs. ● Simplify the ordering process and the burden of numerous task/delivery orders. ● Based on the potential volume of business, contractors may offer the best quantity/volume discounts available under their contract, regardless of the size of the individual orders.

48. Subcontracting Opportunities gsa.gov In search box type: Subcontracting Directory Hit “Enter” http://sba.gov/index.html ● Don’t need to have a “GSA Number” or be on GSA Schedule ● Contact Prime Contactors directly ● Primes need to fulfill Subcontracting Goals - socio-economic categories

49. Contractor Teaming Arrangements ● Teaming Arrangements are created when two or more Federal Supply Schedule contractors join together to provide a solution to meet a federal customer need. ● They independently abide by the terms of their individual contracts, but one contractor is designated, by the team, as Team Leader. ● Contractors form these arrangements, at their discretion, when the result of their efforts produce the best solution for an agency’s requirement.

50. Tips to get your contract award quickly Go over package first before filling out. Write all questions down and contact the Contract Specialist Don’t leave blanks. If it doesn’t apply, insert “N/A” in the appropriate space Go over SF 1449 before submitting Make sure your package is identifiable Once Submitted, allow at least two weeks before checking status