GSA Schedule & More A Business Perspective

Transcription

1 GSA Schedule & More A Business Perspective National Veterans Small Business Engagement (NVSBE) 11/2/16 Minneapolis Convention Center, Minneapolis, MN John Kilian PTAC Area Manager/GSA Specialist jkilian@mnptac.org

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3 Agenda/Goals For Today I. GSA Overview II. Benefits of GSA Schedule III. GSA Schedules General Info. IV. GSA Schedules The Process V. Post Award Admin - 4 Key Tasks VI. GSA and the States VII. Govt. Marketing and Selling Realities VIII. Summary & On-Line Resources 3

4 I. GSA Overview General Services Administration (GSA).the business manager and purchasing agent for the Federal Government GSA s Two Business Lines : PBS Public Building Services FAS Federal Acquisition Service (FAS = Merger of Federal Supply Service (FSS) and the Federal Technology Service (FTS), effective 07) 4

5 I. GSA Overview Federal Acquisition Service (FAS): Procurement responsibility to supply the Federal Government with commercial items Multiple Award Schedules (MAS) Program: What is a MAS? Simplified process for obtaining commercial supplies and services at prices associated with volume buying. Mirrors a Commercial contract but its not! PREFERRED method of procurement vs. Open Competition, (per FAR 8.002). 5

6 I. GSA Overview Multiple Award Schedules (MAS): GSA Awards IDIQ contracts to: Multiple companies Supplying comparable products and services At varying prices. Available to all Federal agencies. End-users place order directly with contractor. Open to all responsible sources YOU! ( Federal Strategic Source Initiative (FSSI) contracting introduced which may impact select schedules and SIN s.) ( 2014 Category Management/Acquisition Hallways concept introduced to improve buying efficiencies and competitive buying options for Govt buyers.) 6

7 II. Benefits of GSA Schedules Why Does the Govt. like the MAS? Shorter lead time Latest technology Spot Discount pricing Simplified Ordering Expedited Delivery Credit card Reduced Protest exposure Small Business Participation 7

8 II. Benefits of GSA Schedules Why Should I Have One? Preferred buying vehicle for the federal govt. (GFY15: $49+B sales, 34 Schedules, 21,500+ Vendors!) All Government agencies can use One contract serves all federal locations and functions. Prices determined to be fair and reasonable. Contract terms and conditions are negotiated. My competitors are on Schedule. Expedites award process/reduces admin. costs. 8

9 II. Benefits of GSA Schedules What it s NOT!! It is not a mandatory contract vehicle. It does not guarantee orders. It is not a salesperson...must continually market the Schedule. It can not be the only way you do business with the Federal Government. It is not a contract that can be ignored, (offerings and market is always changing!) It is not free. 9

10 III. GSA Schedules-General Info. Common Vendor Mistakes & Pitfalls : Failure to commit adequate resources/staff/gsa P.O.C. Unfamiliar with Govt. solicitation format/requirements. Undecided on product/services to be offered. Failure to meet $25,000 sales/year! Volatile pricing/discounting structure. Lack of supporting detail. Unacceptable/Unreasonable terms and conditions. Failure to develop and execute business development / marketing plan. 10

11 IV.GSA Schedules- The Process Steps to Contract Award : - Identify appropriate Schedule(s). - Determine products / services to be offered. - Identify discounting policies / Most Favored Customer. - Generate proposal response according to solicitation requirements/format submit to GSA electronically. - Fact-finding, and submission of fair and reasonable supporting detail. - Contract Negotiations / Final Proposal Revision (FPR). - Contract Award!! 11

12 IV.GSA Schedules- The Process Key Proposal Components : Online Training - Pathway to Success & Readiness Assessment Open Ratings Report (fee of $195) (Customer Reference Survey) Past Performance experience/quality Control/Organizational Info. Proposed GSA pricing, Discount structure, MFC, Product Info. Comply with Trade Agreements Act 2 years Financial Statement (Now changing to allow start-ups!) Small Business Subcontracting Plan (Large Business only) Commercial Pricelist Commercial Sales Practices (CSP) & Deviations 12

13 Commercial IV. Sales GSA Practice Schedules- (CSP) Form The Yes Process or No? 13

14 IV. GSA Schedules- The Process Deviation Disclosure: ABC Inc., in rare circumstances, may deviate from the discounting structure/concessions as noted in paragraph 4b. Possible deviations may include satisfying a disgruntled customer (via no charge full exchange of equipment), and/or working with a customer as a beta-testing site. These deviations are not ABC, Inc s standard practice, and ABC, Inc. acknowledges that these situations occur less than one percent, (1%), of the time. ABC, Inc. understands that none of these actions will trigger the Price Reductions clause. 14

15 IV.GSA Schedules The Process Proposal Timing: Proposal Development = weeks. Proposal Submission/GSA assignment = 6 9+ months! Fact-Finding/Negotiations/Contract Award = 6-8 weeks. FACTORS / INFLUENCES: Government Workload/Scheduling. Product/Services to be Offered. Additional Supporting Detail Requests / Sales History. Negotiation position / strategy adjustments. Available Internal Resources. 15

16 IV.GSA Schedules The Process GSA Primary Contacts: Procurement Contracting Officer (PCO) Awards your contract Handles day-to-day contracting issues (May also be a Contract Specialist ) Administrative Contracting Officer (ACO) Tracks Industrial Funding Fee (IFF) payments and oversees Quarterly Sales Reporting Monitor/Reviews/Approves SubK Plan Industrial Operations Analyst (IOA) Conducts Contractor Assistance Visits (CAV) Monitors overall contract compliance 16

17 IV.GSA Schedules The Process Ordering: 1. Business Development, Marketing!! 2. End-user identifies requirement. 3. Contracting/Ordering organization determines: Under $3,000 - order from any Schedule contractor. Over $3,000 - agency may search GSA Advantage, and, usually reviews three GSA price lists. Maximum Order Limit (MOL) - varies by each Schedule Vendor discretion to accept order. - Govt will usually seek additional discounts. 4. Vendor selection based on Best Value, (or Low Price Technically Acceptable ). 17

18 V. Post Award Admin-4 Key Tasks Contractor Requirements: 1. GSA Price List (i.e. GSA Catalog): - Develop, Print, Distribute, Maintain. 2. Schedule Input Program (SIP) and GSA Advantage Upload. 3. Industrial Funding Fee (IFF): Order tracking and Quarterly reporting. 4. Manage/Comply: - Price Reductions - Contract Modifications - Mass Modifications 18

19 VI. GSA and the States: Can I Use My GSA Schedule To Sell To States? Federal Programs/Initiatives: (Participation established at time of Award) Cooperative Purchasing Act (Currently Schedule 70 & 84 only) 1122 Counter Drug Program (Currently 12 Schedules participate) Disaster Recovery Purchasing - (States can buy at anytime as a preparedness action... Disaster does not need to be declared!) Many States utilize/leverage GSA Schedules: California Multiple Award Schedule (CMAS) Texas Multiple Award Schedule (TXMAS) Ohio State Term Schedule (STS) New Mexico Unsolicited Model Contract 19

20 VII. Govt Marketing and Selling Realities: It is a Business Development challenge! Does the Govt want/need the product/service? i.e.) Is it must have or nice to have? You will need time to work the system. Solid market research: ---- Know the Agency ---- Know Your Competitors! Each agency has its own set of preferred buying vehicles learn them and understand how they are used. Understand who in the agency is technically responsible! 20

21 VIII. Summary A GSA Schedule will significantly increase your ability to compete in the govt market. MAS program may be the easiest and most effective contract tool out there, but know who uses it! Stay committed it may (and will) take a while! The Schedule is merely the contracting vehicle. the success comes from Business Development! GSA Website:

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24 GSA On-Line Resources Web Sites: GSA Home Portal: GSA E-Library: GSA Advantage: GSA Vendor Support Center: GSA Vendor Tool Box: GSA Customer Service Directors: GSA Schedule Sales Query (SSQ):

25 Web Sites: (cont.) GSA On-Line Resources GSA Subcontracting Directory: GSA Acquisition Manual: Federal Acquisition Regulations (FAR): National Customer Service Center: GSA Marketing Tips: GSA eoffer/emod:

26 Web Sites: (cont.) GSA On-Line Resources FedBiz Procurement Opportunities: Office of Small and Disadvantaged Business Utilization (OSDBU): GSA Forecast of Contracting Opportunities: GSA 1122 Portal:

27 Questions or Comments? Thank you for participation! Please visit the PTAC booth if you have any other questions, or need more PTAC info! 27