Leveraging GSA Schedules, SGA Advantage, DoD E-mail and FedBid
U.S. General Services AdministrationUsing GSA Multiple Award Schedules (MAS) Schedules - The BasicsGSA ExpoMay 2011
FAS Office of Acquisition ManagementMAS Program Office Mahruba Uddowla Procurement Analyst
What is a Federal Supply Schedule? Government-wide contract vehicle for commercial products, services, and solutions Also known as Schedules and Multiple Award Schedules (MAS) Statutory Authority: Section 201, Federal Property and Administrative Services Act of 1949
Federal Acquisition ServiceFSS Schedule Facts Over 20 million supplies and services 39 open and standing solicitations (including 9 VA Schedules) Over 18,000 Schedule contractors (80% small businesses) Over 13,000 small businesses Woman-owned small: 3,400 Veteran-owned small: 1,300 Service Disabled Veteran Owned Small: 1,000 Small Disadvantaged: 3,000 HubZone: 500
Federal Acquisition ServiceWho can use a Schedule? Federal agencies and activities of the executive, legislative and judicial branches; Government contractors authorized in writing by a federal agency pursuant to 48 CFR 51.1; Mixed ownership government corporations (as defined in the Government Corporation Control Act); The government of the District of Columbia; State and Local Governments as authorized by Congress; and Other activities and organizations per GSA Order ADM 4800.2E, Eligibility to Use GSA Sources of Supply and Services
Federal Acquisition ServiceWhy Use a Schedule Flexibility Variety and Availability of sources Reduced acquisition lead time Electronic Systems Pricing Discounts are within the negotiated pricing Meets competitive contracting Compliance with competition, environmental, socio- economic requirements (applies to agency SBA goals)
Priorities for use of GovernmentSupply Sources - FAR Part 8.002Supplies Services1. Agency inventories 1. Services on the2. Excess from other Procurement List agencies 2. Federal Supply3. Federal Prison Industries, Schedules Inc. 3. Federal Prison Industries,4. Supplies on the Inc. or other commercial Procurement List sources.5. Wholesale supply sources;6. Federal Supply Schedules7. Other commercial sources
Federal Acquisition ServiceAward of the Schedule Base Contract FAR Parts 12, 15, and 38 Acquisition Planning FedBizOps Responsibility determinations Terms and Conditions Fair and reasonable pricing
Federal Acquisition ServiceAward of the Schedule Base Contract Information on Schedules eLibrary Perform contract administration including: ensuring contracts are constantly updated to reflect legislative and regulatory changes Ensure adherence to subcontracting requirements
Federal Acquisition ServiceFSS Schedule Contract Characteristics IDIQ contracts Minimum/maximum order thresholds 5-year contracts with three 5-year option periods Subcontracting plans for large businesses Prices already determined fair & reasonable Price reduction clause
Federal Acquisition Service Schedule Ordering Procedures FAR 8.4 Orders not requiring a Statement of Work (SOW) Orders requiring a Statement of Work American Recovery and Reinvestment Act of 2009 (ARRA) DoD Section 803 Ordering Procedures
Federal Acquisition ServiceOrders Not Requiring a SOWFAR 8.405-1 Up until micro-purchase – place order directly Micro-purchase to Maximum Order – review at least three Schedule contracts (DoD – See Section 803 Ordering Procedures) Above Maximum Order – “shall” seek a price reduction“Price reductions may be sought at any time” (FAR Subpart 8.405-1)
Federal Acquisition ServiceOrders Requiring an SOWFAR Part 8.405-2 Request for Quote (RFQ) Up until micro-purchase – place order directly Micro-purchase to Maximum Order – provide to at least three Schedule contractors (DoD – See Section 803 Ordering Procedures) Above Maximum Order – eBuy meets the fair notice Provide to more contractors requirements Seek price reductions“Price reductions may be sought at any time” (FAR Subpart 8.405-1)
Federal Acquisition ServiceDoD Section 803 Ordering Procedures DFARS 208.405-70 Orders exceeding $100,000 - Provide fair notice to as many contractors as is practical Receive offers from at least 3 contractors; Reasonable efforts to identify qualified contractors; and Ensure all offers received are fairly considered eBuy meets the fair notice requirements
Federal Acquisition ServiceBlanket Purchase Agreements (BPAs) A Schedule Blanket Purchase Agreement (BPA) is established by an ordering activity with a Schedule contractor to fill repetitive needs for supplies or services. See FAR 8.405-3 Single award BPAs and multiple award BPAs
Federal Acquisition ServiceContractor Team Arrangements Arrangement between two or more Schedule contractors to meet customer requirements NOT a prime / subcontractor relationship Satisfies the customer with a single turnkey solution Maximizes use of one or more Schedule offerings Allows for opportunities for small businesses
Federal Acquisition ServiceOrdering Tips for Achieving Best Value Communication is the key. Keep it simple and straightforward. The FSS Schedules Program is a streamlined process; do not use complex Federal Acquisition Regulation (FAR) Part 15 procedures for a MAS order. Discussions with contractors are not required. In the context of an FSS Schedules purchase, the individual can seek additional information regarding a request for quotations without triggering discussion rules. There is no need to identify detailed evaluation criteria but, at a minimum, identify the basis on which the selection is to be made. Evaluate in accordance with stated selection methodology and/or criteria.
Federal Acquisition Service Ordering Tips for Achieving Best Value When ordering services for which a SOW is required, a performance-based SOW should be used to the maximum extent practicable. When using a performance-based SOW, allow the contractor(s) to propose the labor skill mix and associated hours. Do not dictate the number of hours or labor skill mix. Avoid unnecessary contractual language in a RFQ that may confuse or frustrate a contractor. Remember, in the case of a conflict between a delivery order and the underlying FSS Schedule contract, the contract controls.
Federal Acquisition ServiceOrdering Tips for Achieving Best Value Ensure that supplies and/or services are within the scope of the relevant FSS Schedule contract. Ensure that applicable agency requirements – i.e. Section 803 DoD – are adhered to in sources sought. Remember to develop an acquisition plan, IT acquisition strategy and to adhere to bundling prescriptions as required by the FAR. For Services requiring a SOW that contemplate a pricing mechanism other than FFP, must document rationale. Remember that when limiting sources beyond FAR 8.405-1 & 2 to follow the FAR 8.405-6 procedures.
Federal Acquisition ServiceOrdering Tips for Achieving Best Value Remember orders against FSS Schedules cannot be set aside but socio-economic status can be a evaluation factor. Utilizing options can be a useful mechanism to encourage quality performance – remember that the options cannot extend beyond the period of the Schedule contract, including Schedule contract’s option year periods. Performance evaluation reports can also encourage quality contractor performance – remember to complete and report performance evaluations to PPIRS. Blanket Purchase Agreements can also streamline ordering procedures when filling repetitive needs.
Federal Acquisition ServiceGreening the Schedules Visit GSA Sustainability Page http://www.gsa.gov/portal/category/27109 GSA.gov’s “Go Green” webpage Visit the Green Aisle on GSA Advantage!® and GSA Global Supply™ For more information, look for the “Buy Green with GSA” training session on Wednesday!
Federal Acquisition ServiceGreen Products On GSA Advantage! Look for the environmental link on the main GSA Advantage! page 22
Federal Acquisition ServiceElectronic Tools Schedules eLibrary : Is the official online source for complete GSA and VA Schedules. Also includes GWACs. eBUY: Is an online RFQ system that allows ordering activities to obtain quotes and issue orders. GSA Advanatge! An online shopping service through which ordering activities may place orders against the Schedules.
Federal Acquisition ServiceSpecial Programs Cooperative Purchasing: Enables State and local government entities to purchase a variety of information technology (IT) products, software, and services from contracts awarded under Schedule 70, Information Technology, and Schedule 84, Total Solutions for Law Enforcement and Security. The Consolidated Schedule containing IT special Item numbers can also be utilized. (NOT 84) Schedule contractors participating in Cooperative Purchasing Program are identified in GSA eLibrary with the Cooperative Purchasing icon.
Federal Acquisition ServiceSpecial Programs Disaster Recovery: Enables state and local government entities to purchase a variety of products and services from Schedules to facilitate recovery from a major disaster, terrorism, or nuclear, biological, chemical, or radiological attack. This Disaster Recovery Purchasing authority is limited to FSS & VA Schedule contracts and does not include any other GSA programs. GSA eLibrary contains a list of all FSS/VA Schedules subject to Disaster Recovery Purchasing. Schedule contractors participating in the Disaster Recovery Purchasing Program are identified in GSA eLibrary with the Disaster Recovery Purchasing icon.
Federal Acquisition ServiceFSS Schedules Training2011 Federal Acquisition Institute (FAI) and GSA/FASSponsored Courses: MAS Basic/Overview (4-Hour Course) MAS Advanced (2-Day Comprehensive Course)Both Courses are currently Instructor Led (IL), with thefuture having them on-line.Those interested in attending one of these coursesshould contact xxxxx.
Federal Acquisition ServiceWe Are Here to Help For more information on Schedules, please visit www.gsa.gov/schedules For Schedule Questions? Email: MASHelpdesk@gsa.gov or call toll free: (800) 488-3111 We are also on Facebook and Twitter!
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