Breakout Session #B02 Andrea Azarcon Heller Director, Stakeholder Management Division, General Services Administration (GSA)

Transcription

1

2 The Acquisition Gateway: A Workspace to Connect, Learn, and Collaborate Breakout Session #B02 Andrea Azarcon Heller Director, Stakeholder Management Division, General Services Administration (GSA) December 4, :30 2:45PM 1

3 Agenda Overview of Category Management, Best-in- Class contracts, and Spend Under Management Acquisition Gateway demo New Gateway Features / Coming Soon! 2

4 What do you see here? 3

5 4 Category Management Basics Strategic approach to maximize value, benefit, and profit to the organization through structured procurement intervention and business-wide involvement and participation (O Brien 2015) Retailing and purchasing concept in which the range of products purchased by an organization is broken down into product categories discrete groups of similar or related products

6 5 Key CM Principles 1. Develop common requirements 2. Reduce duplicate contracts 3. Improve mission value and total cost of ownership 4. Apply demand management practices 5. Advance policy objectives 6. Improve supplier relationship management Which of these Which principles of these is principles the highest is the priority highest for priority your work for your unit right work unit now? right now?

7 Government-wide Categories Total FY16 spend $464.2B FY16 common spend $286.5B* Facilities & Construction $78.3B Construction Related Materials Construction Related Services Facilities Purchase & Lease Facility Related Materials Facility Related Services Professional Services $68.0B Business Admin Services Financial Services Legal Services Management & Advisory Services Marketing & Public Relations Research & Development Social Services Technical & Engineering Services IT $56.0B IT Software IT Hardware IT Consulting IT Security IT Outsourcing Telecomms Medical $37.0B Drugs & Pharmaceutical Products Healthcare Services Medical Equipment, Accessories, & Supplies Transportation & Logistics $23.6B Fuels Logistics Support Services Motor Vehicles (non-combat) Package Delivery & Packaging Transportation Equipment Transportation of Things Industrial Products & Services $11.5B Basic Materials Fire/Rescue/Safety/ Environmental Protection Equipment Hardware & Tools Industrial Products Install/ Maintenance/Repair Machinery & Components Oils, Lubricants, & Waxes Test & Measurement Supplies Security & Protection $4.9B Ammunition Protective Apparel & Equipment Security Animals & Related Services Security Services Security Systems Weapons Human Capital $4.3B Compensation & Benefits Employee Relations Human Capital Evaluation Strategy, Policies, & Ops Planning Talent Acquisition Talent Development Office Management $2.0B Furniture Office Management Products Office Management Services Travel $1.0B Employee Relocation Lodging Passenger Travel Travel Agent & Misc. Services *Based on data from FPDS-NG through 8/31/2017

8 CM Success Measures Increase Spend Under Management (SUM) Spend on contracts that meet defined criteria for management maturity and data sharing. Increase Savings Demonstrated by either the government paying less for goods and services or receiving more goods and services for the same expenditure. Reduce Contracts Reduction in the total number of unique contracts against the baseline of FY15, calculated by comparing year-to-date numbers against prior year using FPDS-NG entries. Increase Small Business Utilization Small businesses share of Federal spend. It measures utilization, in terms of spend, of small businesses across the government. Increase Usage of the Acquisition Gateway The sum of visits to the CM online platform, Acquisition Gateway, in addition to purposeful visits. Purposeful visits are calculated based on actions of the user within the session.

9 CM Regulatory Guidance Overall Guidance FAR Part 8 Lists required procurement sources OMB Memo M Instructs agencies to use government-wide vehicles to the maximum extent practicable (Schedules, GWACs, MACs, BIC) FY18 Agency SUM & BIC targets Issued by OMB-OFPP to CFO Act agencies in September /29/2011 OMB Memo, Business Cases for Certain Interagency and Agency-Specific Acquisitions Directs maximum appropriate use of interagency vehicles FAR Case , Strategic Sourcing Documentation Sets precedent on documenting exceptions IT Category Guidance M-16-02, Laptops & Desktops Establishes mandatory sources for laptop, desktop purchases M-16-12, Software Licensing Instructs agencies to maximize the use of BIC software solutions M-16-20, Mobile & Wireless Instructs agencies to transition to government-wide acquisition strategies for mobile and wireless devices and service plans Transportation & Logistics Category Requirements M-17-29, Best-in-Class Mandatory Solution Package Delivery Services Establishes NGDS as BIC Mandatory 41 CFR , Procurement of gasoline, fuel oil Provides guidance for procuring fuels and estimating annual requirements (BIC mandatory for requirements 10,000 gallons) 41 CFR , Purchase of new motor vehicles Establishes GSA as mandatory source for all nontactical vehicles purchased by executive agencies in the United States 8

10 9 BIC Introduction Contracts designated Best-in Class (BIC) meet key criteria defined by OMB: 1. Rigorous requirements definitions and planning processes 2. Appropriate pricing strategies 3. Data-driven demand management strategies 4. Category and performance management practices 5. Independently validated reviews How do you currently determine whether a contract is BICdesignated?

11 10 Why Choose BIC Solutions? Use them to Leverage detailed data via the Prices Paid Portal Increase transparency of your agency s spending Ensure compliance with OMB guidance Compared to starting from scratch Finding and using them is cheaper and faster Conducting market research is easier

12 BIC Solutions by Category 29 designated as of 10/31/2017 Transportation & Logistics MANDATORY BIC- DOD Next Generation Delivery Service MANDATORY BIC (10K GALLONS+)- DLA Direct Delivery Fuels MANDATORY BIC- GSA AutoChoice Vehicle Purchasing GSA Fleet Vehicle Leasing IT Category VETS2: Veterans Technology Services Alliant & Alliant SB FSSI Wireless APPROVED GSS WORKSTATION BICS- NASA SEWP NITAAC CIO-CS IT Schedule 70 ARMY CHESS ADMC2 Professional Services SmartPay Identity Protection Services OASIS & OASIS SB Medical DOD/VA Joint National Pharmaceutical Contracts VA Hearing Aid Contracts Travel City Pair Program FedRooms Civilian Employee Relocation Services Human Capital OPM/GSA Human Capital & Training Solutions OPM USA Learning Office Management FSSI Office Supplies 3 Facilities & Construction Building Maintenance & Operations USACE Facilities Reduction Program Industrial Products & Services FSSI Janitorial & Sanitation Supplies FSSI Maintenance, Repair & Operations Supplies Security & Protection DHS Body Armor III IDIQ 11

13 12 Pipeline Solutions Scheduled for BIC evaluation by March 2018 Facilities & Construction GSA Schedule 03FAC Industrial Products & Services GSA Schedule 51V GSA Schedule 73 Professional Services GSA Identity Protection Services BPA within the PS schedule Security & Protection DHS Ammunition MACs TacCom II HHS Physical P&L Security BPA TechOps II Travel DOD Rental Car Medical VA/DoD Medical Supplies &Equipment VA Medical Services IT Category EIS Which QuestionBIC & pipeline contracts are you already using?

14 13 Category Management, Best-In-Class, and Spend Under Management resources Available on the Acquisition Gateway in the [Resources] drop-down menu: About Category Management Acquisition Innovation Hub Data, Dashboards, and Pricing Central

15 Acquisition Gateway 14

16 15 The business market: a primer of facts and numbers for Federal acquisitions 41k Contracting Officers/Specialists + 114k Program Managers/Analysts Difficult to make smart buying decisions for maximum savings Lack of data and tools for federal acquisitions professionals Challenging to see beyond your agency... Case-in-Point: Many roles and responsibilities in acquisitions... Michelle Contracting Officer Christian Contract Specialist Acquisition Professionals Marie Program Manager Ellen COR in Program Office Buying Office

17 16 Acquisition Gateway Objective The Acquisition Gateway provides acquisition professionals with the tools and digital services to make acquisition excellent. The Gateway envisions driving smarter acquisition by simplifying, accelerating, and improving how the federal government selects and buys products and services. The Gateway enables good category management that supports the federal acquisition community through every step of the acquisition lifecycle.

18 17 Access the Acquisition Gateway = 2 choices Federal Government employees with PIV/CAC cards and a PIV card reader Non-PIV card holders, contractors, and the General Public

19 Access the Acquisition Gateway = 2 choices Federal Government employees with PIV/CAC cards and a PIV card reader. You will need your PIV card and an OMB Max account Non-PIV card holders, contractors, Federal and Government the General employees Public with PIV/CAC cards and a PIC card reader. No PIV card needed... open to everyone! 1 Go to 1 Go to Click the Federal Employees Sign-in button Enter your PIN when prompted No restrictions: - Full access to all tools and data 2 Click the Non-Federal Employees and Public Signin button Key restrictions: 1) No ebuy Open 2) No Prices Paid Portal 3) No Community 4) Very limited access to all content (solutions, articles, tools, templates) 18

20 19 Solutions Finder What existing government-wide contract vehicles can I use for my agency in this category? See what solutions are available Filter by what is available to your agency, solution type, program type, and category Do a keyword search across all solutions Side-by-side comparison of up to 4 solutions Links to solution websites and points of contact Export results to *.CSV Pin and save your results for future reference or save to a project in Project Center

21 20 Solutions Finder Search the 256 solutions using a simple keyword search or other criteria such as: agency, solution type, gov-wide initiative (BIC), program type, and category...

22 21 Solutions Finder Compare 4 solutions by 20 criteria at the same time...

23 22 Prices Paid Portal How much should we be paying? See the actual prices paid for goods and (some) services Filter by department, award vehicle, vendor name, manufacturer and date range Do a text search across over 155m records For each record view transactional data details such as: price per unit, manufacturer parts number, UPC, DUNS, and sub-tier agency Export the data as *.CSV, *.XML, or *.JSON file Records go back to 2010 and are constantly being updated

24 Prices Paid Portal 23

25 24 The Ten Hallways How can I find all the expert articles, tools, data, and resources for a single category? Hallways (one for each Category of spend) Filter your results by sub-hallways All articles are prefiltered in one place with comments and last viewed Discussions tab brings in relevant community data Links to custom data sources available only on the Acquisition Gateway

26 25 The Ten Hallways Facilities & Construction Human Capital Industrial Products & Services Information Technology Office Management Medical Professional Services Security & Protection Transportation & Logistics Services Travel Targeted information for content focused only on that category: Expert articles Best-in-class practices Tools, templates, data

27 The Ten Hallways 26

28 27 Document Library Where can I find an expert curated document templates and examples for my phase of the acquisition lifecycle? Text search to easily find curated examples across 500+ documents Download as *.PDF and/or MS Word format Examples include: requirements document, IGCE, source selection, QASP, limited sources justification, market research, source selection plan and more... Filter by 35+ document types, agency, acquisition phase, format, contract type Easily contribute your examples

29 Document Library 28

30 Document Library 29

31 30 Project Center Where can I assemble all the components, documents, and project plan in one place to share with my team? You can collect resources from across the Gateway apps and upload your own documents Manage your acquisition research, documents, and timelines Collect, upload, and link to Gateway research Track milestones, tasks, and project information Share your project with other team members to build your acquisition package collaboratively

32 Project Center 31

33 Project Center 32

34 33 ebuy Open What (if any) other examples might be out there for this type of acquisition? A searchable archive of over 296k electronic Requests for Quote (RFQ) /Proposal (RFP) submitted to ebuy Open Text search by RFQID, RFQ description or title to easily find relevant examples Includes the actual attached RFQs and RFPs for your review and download Filter by Buyer Agency, Schedules, Schedule Names, SINS, SIN Names, Status, and Date range Records go back to October 2013 and are constantly being updated

35 ebuy Open 34

36 ebuy Open 35

37 36 CALC Tool (Contract Awarded Labor Category) Where can I gauge how acceptable the potential labor rates offered by the RFPs are? Where can I go to develop an IGCE? Search the actual hourly awarded ceiling labor rates by functional job names See the 58k results for the average rate and view +/- 1 standard deviation Filter by education level, experience, work site, business size, SIN/Scheudle, and contract year Do a text search by exact match, contains words, or contains phrase Export the data as *.CSV, and/or download the graph

38 CALC Tool (Contract Awarded Labor Category) 37

39 CALC Tool (Contract Awarded Labor Category) 38

40 39 Community Discussions Where can I engage with the people, communities, and topics of interest to me? A news feed to listen to the pulse of the people on the Acquisition Gateway Amplify insight beyond your immediate network Use your expertise to can create and assign posts to groups in the 16k plus strong community Topic areas for the 10 categories and also many relevant hot topics like: Data Centers, Building Maintenance, and more Know that your posts are accessible to a Federal-only audience

41 Community Discussions 40

42 Community Discussions 41

43 Acquisition Gateway demo 42

44 Meet Michelle She s a Contracting Officer (CO) Agile Application Development Services Computer Systems Design and Related Svcs 200,000k and Small Business Set-aside BPA Profile: New Contract Officer at EPA Purchased Agile development services in her former position at the Department of State Challenge: Looking for Best-in-Class Solutions Needs to build an IGCE Needs examples to write the RFQ What resources and tools can she use? = Solutions Finder, CALC tool, ebuy Open, Information Technology Hallway, Search 43

45 New Gateway Features / Coming Soon! 44

46 45 Recently Launched Gateway Features Data, Dashboards and Pricing Central - Another new resource offering pricing data, reports, dashboards, and visualizations designed to help you conduct market research and pricing evaluations. (link) NAICs and PSCs in Solutions Finder - Now you can search for solutions by NAICS and PSC codes in the Solutions Finder. Once you ve narrowed down your list to a few options, you can then compare them side by side using our helpful comparison tool. Updated Navbar! - A new layout on the top navigation bar of the Gateway make it easy to find Tools and Resources -- along with quick links to important areas like the Tutorials / FAQs and your Gateway profile.

47 New features we re working on! Community Enhancements: The Gateway team is continuing to build out functionality in our Community app to include making it easier to find connections and the ability to create private groups Recommended / Similar Content: The Gateway team is working on a feature to display other content that you might find useful based on the content you re viewing. Independent Government Cost Estimate (IGCE) Tool: The Gateway team is exploring how we might build a basic IGCE creation tool initially using data from the CALC tool focused on buying services. The tool would allow for direct download of completed ICGEs to a local computer. Extensive user testing is planned to identify needed refinements and added capabilities.

48 47 Contact Information Andrea Azarcon Heller Director of Stakeholder Management Division, Office of Enterprise Strategy Management Federal Acquisition Service General Services Administration (Please provide your contact information to Andrea if interested in a custom Acquisition Gateway demo for your agency.)