“how to manage changes in procurement – from a gsa perspective” presented by helena koch u.s....

“How to Manage Changes in Procurement –

From a GSA Perspective”

PRESENTED BY Helena Koch

U.S. General Services Administration

Mid-Atlantic Regional Office

of Small Business Utilization

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U.S. General Services Administration

GSA is the federal government’s procurement expert.

We help other federal agencies acquire the space, products, services they need from federal and

commercial sources.

We provide and contract for billions of dollars’ worth of products and services for federal agencies.

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Reality Checks• Shrinking Budgets

- utilize agency tools

ex. Agency Websites, GSA Forecast of Contracting Opportunities• Larger requirements requiring multiple disciplines

- a shrinking workforce necessitates one contract vehicle with many capabilities• New Personnel

- take every opportunity to introduce yourself, answer Sources Sought Notices, attend networking sessions, outreach events and walk throughs• Technical Changes

- highlight environmentally friendly practices,

- vendors must be prepared to meet current industry standards,

- compliance with environmental laws and regulations,

- construction firms must meet LEED Gold certification as a minimum in all new construction and substantial renovation projects.

Office of Small Business Utilization (OSBU) Mission Statement

The GSA Office of Small Business Utilization’s mission is to promote increased access to

GSA’s Nationwide procurement opportunities.

Within GSA the Office of Small Business Utilization serves as the advocate for: small businesses, service-disabled veteran-owned small businesses, small disadvantaged businesses, woman owned small businesses, and businesses located in Historically Underutilized Business Zones (HUBZone).

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GSA's FY 2015 agency-wide prime contract

and subcontract goals  

• PRIME CONTRACTS •  GOALING CATEGORY GOAL• Small Business 32.00%• Small Disadvantaged Business (SDB) 5.00%• Women-owned Small Business 5.00%• HUBZone Small Business 3.00%• Service-Disabled Veteran-owned Small Business 3.00%•  • SUBCONTRACTS• GOALING CATEGORY GOAL• Small Business 29.00%• Small Disadvantaged Business (SDB) 5.00%• Women-owned Small Business 5.00%• HUBZone Small Business 3.00%• Service-Disabled Veteran-owned Small Business 3.00%

Women-Owned Small

Business (WOSB)

FAR 19.15

The Five Small Business Contracting Programs are:

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Small BusinessFAR 19.5

•Award may be set aside for WOSBs for specific NAICS codes where SBA has designated that WOSBs are substantially underrepresented. •WOSBs must register with SAM, and with SBA’s WOSB Program Repository to participate in the WOSB program. Click on www.sba.gov/wosb for details.

8(a)FAR 19.8

Service-Disabled Veteran-OwnedSmall

Business(SDVOSB)1

FAR 19.14

HUBZoneFAR 19.13

- 8(a)s are by definition small disadvantaged businesses (SDB), the 8(a) Program can be used to meet the agency’s SDB goals

There is parity among the 8(a), HUBZone, SDVOSB, and WOSB programs (FAR 19.203 , effective as of March 16, 2011.). For these

four programs, there is no order of precedence.  

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Small Business Administration – www.sba.gov

• Small Businesses – Self Certify

• Service Disabled Veteran Owned Small Business - Self Certify -- Verification -- http://www.vetbiz.gov/

• Woman-Owned Small Business - Self Certify -- Women-Owned Small Business Federal Contract Program – Repository

www.sba.gov/content/contracting- opportunities-women-owned-small business

• 8(a) SDB Development CERTIFICATION PROGRAM-www.sba.gov/content/8a-business-development-0

• HUBZone Program CERTIFICATION PROGRAM– www.sba.gov/content/understanding-hubzone-program

HOW DO I GET INVOLVED??(how can the government find you)

Internet based systems

REGISTER- System for Award Management (SAM)

www.sam.gov• The System for Award Management (SAM)

is a FREE web site*** Vendors must be registered in the SAM database in order to be awarded a government contract.

-A DSBS

search can be limited to any

socio-economic category.

The search can be further

narrowed by criteria such

as state, NAICS code

and keywords.

Dynamic Small Business Search (DSBS)http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm

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-

(Cont’d): DSBS

Scroll to the bottom of the search results to locate email addresses of contractors

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Federal Business Opportunities www.fbo.gov

Advanced Search

Acquisition Centralwww.acquisition.gov

Forecast of Contracting

Opportunities

Research is key • The GSA Forecast of Contracting Opportunities informs

vendors of anticipated contracts offered by GSA for the current fiscal year (October through September). This forecast gives small businesses a glimpse into GSA’s upcoming acquisition goals and plans, as well as a list of contacts to reach out to.

• The elements of the Forecast include: The Status, Product or Service Description, Place of Performance, Primary NAICS Code (North American Industrial Classification Code),

Socioeconomic Category, Contract Type, Acquisition Strategy,

Estimated Contract Value (Minimum/Maximum),

Fiscal Year Quarter

GSA Forecast of Contracting Opportunities

(www.gsa.gov/smbusforecast)

GSA 101Organization

GENERAL SERVICES ADMINISTRATION

FEDERAL ACQUISITION SERVICE (FAS)

PUBLIC BUILDINGSERVICE (PBS)

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PUBLIC BUILDING SERVICE (PBS)

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Public Buildings Service (PBS) The landlord and real estate organization of

the civilian Federal government Leases space to Federal customer agencies; Repairs, alters, and renovates existing buildings; Designs courthouses, border stations, and

Federal office buildings Responsible for buildings operations and

maintenance

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PUBLIC BUILDING SERVICE (PBS)

• Congress appropriates money for work• Agencies issue public notices of specific

requirements• Contracting offices award and

administer contracts

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PBS Selection Considerations

“Relevant” Good Past Performance - Similar projects in size and scope

- Ability to work in occupied office space

Financial stability Past GSA or other Federal experience

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PAST PERFORMANCE

Can be used as a factor for determining best value.

Past performance on earlier orders under the contract, including quality, timeliness, and cost control.

Greening the Vendor Selection Process

Sustainability as an Evaluation Factor: Agencies are encouraged to use sustainability as an evaluation factor in Requests for Quotes and Requests for Proposals.

HIGHLIGHT YOUR SUSTAINABILE PRACTICES•Recycling, energy and water efficiency programs?•Workers/guests have easy access to mass transit?•Lights and AC turned off when rooms not in use?•Paperless check-in and check-out?•Use bio-based or biodegradable products?•Web based meetings•Recyclable training materials •Provide proper disposal of toxic products•Develop measurements of progress for your company

FEDERAL ACQUISITION SERVICE (FAS)

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Federal Acquisition Service (FAS)

• Home of the GSA Schedules Program • Provider of over one million commercial

off-the-shelf products and services that would allow for volume purchasing.

• Items not mission specific, such as ammunition, medical supplies, etc.

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GSA Schedules Program

• Governmentwide contracts with multiple commercial firms

• Allows firms to receive direct orders for products and/or services from Federal agencies

• Saves time and money• Helps agencies meet socioeconomic

goals

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GSA Schedule Solicitation• Not a contract for money• Lengthily proposal process• Mostly reading• Template/Fill in the blanks• Some Charts Required• Your company information• Must be submitted and reviewed• Negotiated• Award or Rejection

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SERVICES NOT INCLUDED IN MULTIPLE AWARD SHCEDULES

• Construction and Architect-Engineering services as set forth in FAR Part 36 (including construction, alteration or repair of buildings, structures or other real property) are outside the scope of all GSA Schedules, including PES.

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What About Construction Management?

• Construction Management, a niche area related to design and construction, is considered to be neither design nor construction, but engineering project management or oversight on a construction project. Therefore, it may be contracted under the GSA Multiple Award Schedule for Professional Engineering Services (PES).

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Participation Criteria

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Standard Process – www.gsa.gov/schedules

• Minimum Qualifying Sales– must be in business 2 years and have– $25,000 in sales per year

• Registration– Systems Awards Management

www.sam.gov• Certifications– Small Business Administration

www.sba.gov • Experience

Past Performance Review ($190+tax)conducted by Open Ratings www.openratings.com

Rules for Applying for GSA Schedule

• Obtain a copy of the Schedule solicitation from Internet– Read the Solicitation– Read the Solicitation again– Read the Solicitation againComplete

• Send completed package to appropriate Acquisition Center

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GSA, Region 10,Auburn, WA

Management Services Center

GSA, Region 6, Kansas City, MO

Center for Facilities Maintenance and

Hardware

GSA, Region 3, Arlington, VA/

Philadelphia, PANational Furniture

Center

GSA, Region 2,New York, NY Office

Supplies and Administrative

Services

GSA, Information Technology

Acquisition CenterArlington, VA

GSA, Central Office, Services Acquisition

CenterWashington, DC

Computers, Networks, Cell

PhonesGSA, Region 7Ft. Worth, TX

General Products Center

General ProductsGuard Services

Marketing, Media, Financial Services,

Professional Engineering Services

Business Improvement Services

Furniture, ADP Systems, and

Telecommunications Equipment

Document Imaging

Office Products, Supplies and

Services

Acquisition Centers

GSA, Central Office,Washington, DC Office of Vehicle Acquisition and Leasing Services

Vehicles, Construction and

Highway Maintenance

Equipment, and Tires

Coatings, Tools, Hardware Store and

Facilities Management

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Downloading MaterialsNote: Due to a refresh in solicitations, please plan to contact the

contracting office prior to downloading the materials to your computer. Submitting your paperwork within 30 days of the refresh

date would allow your offer to be current. After 30 days, you will need to download, complete and submit the current paperwork.

•The solicitation is at three locations

• www.gsa.gov/schedulesolicitations

• www.gsa.gov/elibrary

• www.fbo.gov

•All sources lead to this page.

•Each of the numbered hyperlinks is a file to be downloaded.

•Collectively they form the application/solicitation you need to submit as an offer to GSA

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(enter keywords, Contract Number, Contractor/Manufacturer name, Schedule # or SIN #)

GSA Federal Supply Schedules VA Federal Supply SchedulesFind out more about the GSA Schedules For more information about the(Multiple Award Schedule Program VA Schedules Program

www.gsa.gov/elibrary

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GSA Advantage!

On-line shopping network that Federalagencies access to buy products/services from FSS Schedule Contract Holders

You may wish to browse GSA Advantage! To review current contractors and their pricing.

www.gsaadvantage.gov35

Parts of the Solicitation (some parts may vary depending on the product or

service)• Read me first• Solicitation• Vendor Response Document• SF1449• Regulations Incorporated by Reference• Past Performance• Small Business Sub Contracting Plan• Proposal Price List Preparation• Commercial Sales Practice Format CSP-1• Sample Labor Category Matrix• Letter of Supply Template

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SERVICES NOT INCLUDED IN MULTIPLE AWARD SHCEDULES

• Construction and Architect-Engineering services as set forth in FAR Part 36 (including construction, alteration or repair of buildings, structures or other real property) are outside the scope of all GSA Schedules, including PES.

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How Federal Agencies Order from Schedules

• Under $ 3000 (micro-purchase threshold)– Order from any schedule contractor

• Over $3000- Look at 3 price lists or “GSA Advantage”- Evaluate and make a “best value” selection

• Orders over the maximum order threshold- Review additional price lists- Seek volume price reductions

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Cooperative Purchasing

E-Gov Act of 2002

- Enabled State & Local Governments to use IT Schedule- Schedule prices, terms and speed make use of FSS IT Schedule attractive

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The Local Preparedness Acquisition Act

(expansion of Cooperative Purchasing Act) The Local Preparedness Acquisition Act, signed June 26, 2008,

authorizes state and local governments to purchase through GSA Schedule 84 -- TOTAL SOLUTIONS FOR LAW ENFORCEMENT, SECURITY, FACILITIES MANAGEMENT, FIRE, RESCUE, CLOTHING, MARINE CRAFT AND EMERGENCY/DISASTER RESPONSE (www.gsa.gov/firesecurity)

• alarm and signal systems, • facility management systems, • firefighting and rescue equipment, • law enforcement and security equipment, • marine craft and related equipment, • special purpose clothing, and related services

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Disaster Recovery Purchasing

Section 833 of the John Warner National Defense Authorization Act for fiscal year 2007 (Public Law 109-364) amended 40 U.S.C. 502 to authorize

the Administrator of General Services to provide for the use of Federal Supply Schedules by state and local governments for the purchase of products and services to be used to facilitate recovery from major disasters, terrorism, or nuclear, biological, chemical, or radiological attacks. The Department of Homeland Security has determined that all of the products and services available under GSA Schedules could potentially be used for recovery from a disaster or a terrorist attack. State and local government entities may use GSA Schedule contracts to purchase products and services in advance of a major disaster declared by the president, as well as in the aftermath of an emergency event.

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Business Decision

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• Pros– Preferred Source of Supply – Great Earning Potential– World Wide Program– High Visibility– Credibility– Potential Financial Success– I-FSS-106 GUARANTEED

MINIMUM (JUL 2003) The minimum that the Government agrees to order during the period of this contract is $2,500. If the Contractor receives total orders for less than $2,500 during the term of the contract, the Government will pay the difference between the amount ordered and $2,500.

• 72A Reports Current• Contract in Good

Standing• Not terminated for default

– 5-20 Year Contract

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• Cons– Sales Criteria $25,000

earning under the program

– IFF (.75%)– Auditing and Set-Up

Requirements– Varied Demand– Paperwork– Award process time– Success Not

Guaranteed– Contract can be

cancelled for lack of sales before contract end date

– Modification are not automatic

– Self-Managed GSA Advantage

Subcontracting as a Contract Option

Type Benefits

Subcontracting •Large business prime contractors receiving federal contracts valued over $650,000 ($1.5 million for construction)•Small Business Benefits:•New Opportunities•Past Performance Not Always Required•Mentor Protégé

How to participate: Open to all business sizes Take turns being the prime Bring the opportunities to the table Highlight your partnerships as your government experience

*A Plan is Required: Large Business and revenue is $650,000 or greater ($1.5M for construction) including all options

Contractor Teaming Arrangements

“Contractor team arrangement, "means an arrangement in which—

– (1) Two or more companies form a partnership or joint venture to act as a potential prime contractor; or

– (2) A potential prime contractor agrees with one or more other companies to have them act as its subcontractors under a specified Government contract or acquisition program.

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GSA Mentor Protégé Programwww.gsa.gov/mentorprotege

• Encourage and Motivate• Enhance Capabilities• Increase Subcontracting Opportunities• Establish Long Term Relationships

If you have questions about this program, please send your request to: mentorprotege@gsa.gov

Access OSBU

www.gsa.gov/osbu

• www.gsa.gov/smallbizguide• (publications, video, fact sheets…)• www.gsa.gov/smallbizevents• (GSA events around the country just for

small business)• Want all events? www.gsa.gov/events• Interact.gsa.gov • Small Business Solutions Group• (blogs, discussion boards, and more)

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Access OSBU

www.gsa.gov/osbu

• www.twitter.com/gsaosbu• (information and feedback

changing small business partnerships)

• www.facebook.com • GSA, Office of Small Business

Utilization • (Fan Page with lots of updates)

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Website Shortcuts

Federal Information Resources

Small Business Administration (SBA)

www.sba.gov

SBA’s SUB-Net (sub post)http://web.sba.gov/subnet

Procurement Technical Assistance Centers (PTAC)

www.aptac-us.org/new

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Marketing GSA’s Customer Agencies

Monitor Federal Business Opportunities website www.fbo.gov

GSA’s Office of Small Business Utilization www.sbu.gov

GSA’s Publications (Forecast, Subcontracting Directory) http://www.gsa.gov/portal/category/101799

Obtain information/guidance from Small Business Offices in the agencies you wish to market. Small Business Officers for Agencies in the Mid-Atlantic Region:http://www.osdbu.gov/members.html

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Mid-Atlantic Regional Office of Small Business Utilization

20 NORTH EIGHTH STREET Philadelphia , PA   19107-3191

Helena.Koch@gsa.gov

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