Massachusetts Procurement Technical Assistance Center (PTAC) and the New Hampshire Government Contracting Assistance Center

Transcription

1 Massachusetts Procurement Technical Assistance Center (PTAC) June 16, 2017 by Len Green and the New Hampshire Government Contracting Assistance Center GSA Schedule Contracts A Promising Market for Your Business or a Paperwork Nightmare?

2 Becoming a GSA Schedule Holder

3 What is the U.S. General Services Administration (GSA)? GSA is responsible for the construction, maintenance and renovation of federal buildings. GSA website: MSB DCNet work GSA has developed the Multiple Awards (MAS) Schedules Program as an expedited method of procurement. GSA MAS Schedules webpage:

4 What does the GSA buy? Everything from security to cleaning supplies. What doesn t the GSA buy? However, GSA does not buy weapons, insurance, cattle or weapon systems. Please Note: Construction as defined by Federal Acquisition Regulation (FAR) Part and Architectural Engineering Services (A&E) under the Brooks Architect-Engineers Act as defined by FAR Part 36 are not allowed under the GSA Multiple Award Schedules (MAS) Program.

5 Definition of a Solicitation A solicitation is an invitation to make an offer (e.g. IFB, RFP and RFQ) See When you download Schedule XX, you are looking at a solicitation (which in fact is an application) to become accepted as a vendor on that Schedule XX. When you are accepted, your company is placed on a list (GSA Advantage for those products or services which you negotiated. Government buyers can then locate your company on that list for those products or services, in order to contact your company for a quote.

6 What is a GSA Schedule/Contract? A GSA Multiple Award Schedule (MAS) contract is an unfunded, five-year contract listing the prices the federal government has agreed to pay for a vendor s commercial products and/or services. Funding occurs when an ORDER is signed by a federal or state agency.

7 GSA and VA Schedules are Currently there are thirty- three (33) Schedules with categories of commercial products and services for which vendors may apply for a GSA or VA contract. These are known as SCHEDULES and cover everything from industrial products, computers and office products, to professional services. MSDBC MSBD C GSA & VA Schedules information: VA Schedules information:

8 What does it mean to be on the GSA Schedule? You are an approved supplier You have pre-established pricing Terms and conditions are agreed upon *Federal Acquisition Regulation (FAR)

9 Key to Understanding Once a contract is awarded under the Federal Supply Services Multiple Award Schedules Program, contractors will compete for business and are responsible for marketing. This is no guarantee of business.

10 What to expect as an approved vendor The approved vendor is placed on a LISTING of approved suppliers for that particular SCHEDULE and buyers for federal and state agencies can order using GSA ADVANTAGE. GSA ADVANTAGE is the online marketplace for GSA Schedule products and services.

11 Getting on the GSA Schedule gives you a marketing tool only GSA vendors should not expect sales under their contract without focused SALES AND MARKETING EFFORT. Schedules Sales Query webpage: GSA & VA Schedules information: GSA Advantage:

12 Government Buyers Procurements being made through GSA MAS Schedule process are posted on the ebuy website: and are only available to GSA/VA MAS Schedule holders. Buyers select the winning vendor based on BEST VALUE considerations. GSA MAS Schedules are the FAVORED purchasing vehicle for all federal buyers.

13 Why Bother? Greatly expedites purchasing process (from months to days) All federal agencies can buy through the GSA/VA MAS FSS Schedules Cooperative Purchasing Program allows state and local agencies to utilize the GSA Schedules: 70 and 84 Disaster Recovery Program allows state and local agencies to utilize the GSA Schedules. Public Health Emergency (PHE) Your competition is probably already a GSA schedule holder

14 However. You can lose this tool if your sales are under $25,000

15 Example of a typical solicitation: Schedule 70 Has thirty (30) Categories {formerly called Special Item Numbers (SINs) Schedule 70 is used for Information Technology (hardware, software, maintenance, training, services, etc.) The entire Schedule 70 solicitation is about 229 pages long... *Note: Refresh #42 was issued on April 26, 2017.

16 Things you must know (and do) DUNS Number (Data Universal Numbering System) System Award Management (SAM) Federal Service Desk (FSD): Cage Code (Commercial and Government Entity Code) EFT (Electronic Funds Transfer) Please Note: Federal Procurement Opportunities are posted on the Federal Business Opportunities (FBO) website at:

17 Things you must know Need to know: NAICS (North American Industry Classification System) - which determines if small or large business phone: which, in turn, determines if Small Business Subcontracting Plan is required

18 Highlights of the Application Must submit: List of major customers to get a Past Performance Evaluation (PPE) Report from Open Ratings at a cost of $190 Open Ratings would like you to submit 20 references but will accept 4 as the absolute minimum. Open Ratings can be reached by phone: or by reports@openratings.com. Website:

19 Other Highlights of the Application GSA eoffer is a web-based application that helps companies electronically prepare and submit Multiple Award Schedule contract proposals and modification requests to GSA. Currently costs $ For Technical Assistance with eoffer or Digital Certificates contact: or visit their website at MSDBC Please Note: Offers must be submitted via the eoffer procedures. Paper copies are no longer being accepted.

20 Pricing Must include Most Favored Customer (MFC) pricing equal to or better than what you offer your commercial customers. GSA defines MFC as the customer who receives the best discounts, pricing and/or concessions. Usually must include shipping costs (i.e. Freight on Board - FOB Destination) Must provide for Industrial Funding Fee (IFF) Pricing must be good for as much as eighteen (18) months. Typically, first request for price increase not until eighteen (18) months have elapsed Not more than three (3) price increases per year, aggregate not exceeding 10% over last years price Must justify economic basis for each price increase

21 More Highlights of the Application Usually must submit: Organization chart and brief history of the company Resumes Financial Information Commercial Sales Practices (CSP-1)

22 Commercial Sales Practices Format (CSP-1) COLUMN 1 CUSTOMER COLUMN 2 DISCOUNT COLUMN 3 QUANTITY/VOLUME COLUMN 4 FOB TERM COLUMN 5 CONCESSIONS A None None FOB ORIG/DEST None B None None FOB ORIG/DEST None C None None FOB ORIG/DEST None D None None FOB ORIG/DEST None E None None FOB ORIG/DEST None Column 1-Identify the applicable customer or category of customer. Column 2-Identify the discount (e.g. prompt payment) Column 3-Identify the discount given based on quantity or volume of sales. Column 4-Indicate the FOB delivery term for that customer. Column 5-Indicate concessions regardless of quantity granted to the identified customer or category of customer.

23 Elapsed Time It could take from 9 12 months to get on schedule. This includes time for review of your package and negotiation of your pricing.

24 Acceptance by GSA You will receive notification by mail You must post your prices on GSA Advantage After contract award, if you need assistance; contact your Contracting Officer or the GSA Vendor Support Center (VSC) They can be reached by phone at: or by at

25 Should you be on a GSA Schedule? You have to decide if it is worth your time to become a GSA Schedule holder? Most suppliers have found it to be worth their while to become GSA Schedule holders.

26 New Hampshire Government Contracting Assistance Center PTA Centers are a local resource that can provide assistance to business firms in marketing products and services to the Federal, state and local governments. If your company is based in New Hampshire then you can request counseling services online at: Please Note: Companies based outside of New Hampshire can locate their local PTAC by visiting the APTAC website at:

27 New Hampshire Government Contracting Assistance Center NH Division of Economic Development 172 Pembroke Rd Concord, NH phone (603) Dave Pease, Program Manager Become a client: