u.s. general services administration

U.S. GENERAL SERVICES ADMINISTRATION

Doing Business with GSAMarketing to the Federal Government

Maureen Cruz

Understanding and Entering the GSA’s Multiple Award

Schedules System

INTRODUCTION

While GSA’s main role in the government is to ensure our buyers have the best choices when spending tax payer dollars, we are also here to help buyers identify small businesses who can meet their requirements.

In order to ensure buyers see small businesses as a resource we educate our vendors on GSA programs and initiatives so that they can be prepared for new opportunities.

To learn more about the resources GSA provides to small businesses, please visit www.gsa.gov/osbu

GSA’S ROLE IN THE FEDERAL ARENA

All agencies play an important role in our governmentseffort to protect, serve and develop our country.

GSA’s role is to make sure those agencies have the toolsthey need to meet their mission successfully. We designand build the place where they work, provide the technology they use, access to the services and

productsthey need and more. We do all this to achieve

efficienciesin the performance of administrative functions as well assavings in the cost of operations.

OFFICE OF SMALL BUSINESS UTILIZATION

As GSA’s small business advocate, we engage in strategies to create and identify procurement opportunities for small businesses seeking to do business with the federal government.

GSA’S TWO BUSINESS LINES

Public Buildings Service

Federal Acquisition Service

Federal Acquisition Service

Telecommunication Services and EquipmentInformation Technology Solutions ProductsOffice FurnitureSecurity Fire & Law EnforcementFacilities, SuppliesEquipmentToolsTransportationRelocationMotor Vehicles and Travel

PUBLIC BUILDINGS SERVICEFacility Maintenance and Management ServicesDesign and Construction ServicesEnvironmental ProgramsJanitorial ServicesReal Estate ServicesHistoric Preservation

In order to do business with GSA and other Federal agencies, it is mandatory that you have:

Dun and Bradstreet Number (D&B) - Also known as a DUNS Number -www.dnb/com (866) 705-5711

Register your company in the System for Award Management (SAM)

Online Representations and Certifications Application (ORCA) in which it is located in SAM - www.sam.gov

Past Performance Rating – is required by governmental organizations and agencies as part of bid responses.www.openratings.com

FIRST STEPS TO START DOING BUSINESS WITH GSA

SYSTEM FOR AWARD MANAGEMENT (SAM)What is SAM?

The System for Award Management (SAM) is a free web-site which consolidates Federal procurement systems and the Catalog of Federal Domestic Assistance into one new system. This consolidation is being done in phases. Over the coming years, additional system migrations will be completed.

Currently the below have been migrated into SAM.

•Central Contractor Registry (CCR)•Federal Agency Registration (Fedreg)•Online Representations and Certifications Application (ORCA)•Excluded Parties List System (EPLS)

It is required to do business with the government. You will be required to complete a one-time business registration with annual updates. Now as part of the registration process you will need to provide your DUNS identification number.

How will SAM benefit me?The overarching benefits of SAM include streamlined and integrated processes, elimination of data redundancies, and reduced costs while providing improved capability.

SYSTEM FOR AWARD MANAGEMENT (SAM)• For SAM Customer Service,

contact:• Federal Service Desk• URL: www.fsd.gov• Hours: 8am - 8pm (Eastern Time)• US Calls: 866-606-8220• International Calls: 334-206-7828• DSN: 866-606-8220

FEDERAL BUSINESS OPPORTUNITY

www.fbo.gov

All proposed federal contracts expected to exceed $25,000 are announced on Federal Business opportunities,or FedBizOpps. Businesses seeking government workshould register there to be notified of newly posted opportunities in their industries. FBO gives you the option to see what bids are out

there. You can then decide if you what to bid on them.

Multiple Award Schedule (MAS)

Under the MAS (also referred to as GSA Schedules and Federal Supply Schedules) Program, GSA establishes long-term governmentwide contracts with commercial firms to provide access to millions of commercial supplies and services at volume discount pricing that can be ordered directly from GSA Schedule contractors or through the GSA Advantage!®  online shopping and ordering system.

FEDERAL SUPPLY SCHEDULE CONTRACTS

Schedules contracts are:

Five year contracts, with three five-year option for approved vendorsto provide products/services to any Federal agency

Chosen as the “preferred source of supply” by DOD and most civilian

agencies

Participation: Minimum revenue of $25,000 2 years in business Commercial Products & Services only Contractors required to earn $25,000 after 24 month grace period

to avoid removal from program

FEDERAL SUPPLY SCHEDULES CONTRACTS ARE…...

“License to hunt” for opportunities in the federal government

Synonymous with a “GSA number” or “getting on GSA list”

Over 80% of Schedule contract holders are small business owners

MULTIPLE AWARD SCHEDULE FACTS (MAS)

Did you know … GSA offers over 20 million supplies and

services 39 open and standing solicitations published

on FedBizOpps (including 9 managed by VA) Over 19,000 Schedule contracts

80% are small businesses Orders and BPAs can be set aside for small businesses

$48 Billion total annual spend (including VA)

WHERE DO I FIND THE APPROPRIATE SCHEDULES SOLICITATION?

FedBizOppswww.fbo.gov

GSA Subcontracting Directorywww.gsa.gov/subdirectory

GSA Forecast of Contracting Opportunitieswww.gsa.gov/smbusforecast

SUCCESSFUL SCHEDULES OFFERCHECKLIST

GSA Standard Form 1449 (cover sheet) Administrative Proposal Technical Proposal Price Proposal Open Ratings Past Performance evaluation

(formerly Dun and Bradstreet) Commercial Sales Practice Format Representations and Certifications Application

(ORCA)

CONTRACT NEGOTIATIONS PROCESS

GSA contracting officer will be assigned to review your offer

The CO will send a deficiency letter if additional information is needed

Pricing negotiations in person or by telephone

CONTRACT NEGOTIATION PROCESS

CO will ask for a written final proposal revision to confirm the terms and conditions agreed upon.

Upon award of contract, the CO will return a copy of the contract to you along with one copy of the catalog/pricelist.

CO will send vendor start-up kit for GSA advantage!

GSA ADVANTAGE!

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

Vendors can browse by entering a zip code to view pricing of firms already on Schedule

REVIEW OF THE PROCESS… YOU: Obtain and Complete Solicitation YOU: Start Past Performance Review YOU: Submit Completed Offer GSA: Evaluate/Review Offer GSA/YOU: Negotiate Offer GSA: Reject or Accept Offers GSA: Issue mailing list to accepted offers YOU: If Rejected, request debriefing within 3 days YOU: If Awarded, Distribute GSA Pricelist YOU: Load information to GSA Advantage YOU: Market your New GSA Contract Number

EASY STEPS TO CONTRACT AWARD

Obtain Solicitation www.gsa.gov/elibrary or

www.fbo.gov Start Past Performance Review

Open Ratings (727-329-1184)

Complete Solicitation See SF 1449 Blocks 7a and

b for questions, be sure to sign 30a and b before submitting

Submit See SF 1449 Block #9 for

correct address

Evaluate/Review Offer Negotiate Discount, Terms and

Conditions Recommend Award or Rejection

If rejected, you have 3 days to request a debriefing

Issue Mailing List for Marketing Administer requested

modifications/changes to your contract

This includes exercising your option years (5-year contract with three 5-year options)

Your PartGSA’s Process

Under $3,000 (micro-purchase threshold)- Order from any schedule contractor

Over $3,000 - prepare a statement of work- 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 price reductions from contractors

How Federal Agencies Order from Schedules

BPAs provisions included in schedule contract solicitations.

Permit schedule users and contractors to set up “accounts” tofill recurring requirements.

Accounts establish terms, period of time, frequency ofordering discounts, delivery locations, etc.

Participation:

• Current GSA Contract Holders

• Compete for Award with other GSA Contract Holders

• Annual review of award for Best Value

Blanket Purchase Agreements

Two or more GSA contract holders working together to fulfill an agencies needs…

Reoccurring Requirements…

Total Solutions for Schedule Partners…

MORE BENEFITS…

• Reduced Cost• Increased

Visibility

WHO CAN BUY FROM SCHEDULE CONTRACTORS?

• Executive & Other Federal Agencies• Mixed-Ownership Government

Corporation (FDIC, Federal Home Loan Banks, etc.)

• The District of Columbia• Cost Reimbursable Government

Contractors authorized in writing by a Federal agency (48 CFR 51.1)

• State and Local Government for Information Technology ONLY (Cooperative Purchasing)

VA - Federal Supply Schedule Service Overview of the VA Schedules Program

65 I B- Drugs and Pharmaceuticals65 II A- Medical Equipment and Supplies65 II C- Dental Equipment and Supplies65 II F- Patient Mobility Devices65 V A- X-Ray Film, Equipment and Supplies65 VII- Diagnostic, Reagents, Test Kits and Sets66 III-Cost-Per-Test for Clinical Laboratory Analyzers621 I- Professional and Allied Healthcare Staffing  621 II Medical Laboratory Testing and Analysis Services (Reference Labs)621 III Home Infusion Therapy Services621 V Teleradiology Services

MARKETING STRATEGIES AND HINTS FOR LOCATING FEDERAL CONTRACTING OPPORTUNITIES

Market Your GSA Contract. It is important to remember that your work is not finished once you obtain a contract with our agency. You are now, as a GSA contractor, a preferred source to our federal agencies. However, you are still responsible for letting customers know you are a GSA contract holder and what your capabilities are.

Post Award Marketing

MARKETING GSA’S CUSTOMER AGENCIES

Obtain from GSA contracting officer or point of contact a listing of current customer agencies or those who expressed an interest in the schedule

Monitor FedBizOpps website Obtain information/guidance from Small

Business Offices in the agencies you wish to market

Review Forecast of Contracting Opportunities

HINTS FOR BUSINESS SUCCESS IN THE 21ST CENTURY

Make sure your business has more than one contracting vehicle in place

GSA Multiple Award Schedules Contract

8(a) Certified Business Certified Small Disadvantaged

Business Government-wide Agency Contracts

(GWAC) Woman-owned business HUBZone Certified Blanket Purchase Agreements

HINTS FOR SUCCESS (CONT’D)

Business cards should indicate what your company does and it should reflect your new GSA Affiliation

Distribute GSA approved price list Load contract to GSA Advantage! Links between your website and GSA Advantage! Accept the Government Purchase Card Attend GSA Small Business Outreach events,

workshop, seminars, etc. Network, network, network

HINTS FOR SUCCESS (CONT’D)

Advertise in the Federal Supply Service magazine MarkeTips:

- Advertising space is FREE

- Magazine distributed to all Schedules customer agencies - Published bi-monthly on the first day of the month of January, March, May, July, September, and November - Each Acquisition Center sets deadlines for ad materials

www.gsa.gov/cmls (Centralized Mailing List Services)

MARKETING TO GSA (CONT’D)

DO:

• Know your customers needs• Provide solutions• Read between the lines• Be better than their last experience• Understand every interaction is marketing• Utilize GSA’s Customer Service Directors (

www.gsa.gov/csd)

www.gsa.gov/market2feds,www.gsa.gov/vendorsupportcenter, www.gsa.gov/osbu

MARKETING TO GSA

DON’T:

• Take a check-list approach and miss the details

• Misuse templates and other standard practices

• Focus too heavily on giveaways and brochures to shine

• Put your trainees on the front line

GSA SMARTPAY CHARGE CARDS

How to get access to a $30 Billion Market?

Accepting the GSA SmartPay charge card isbeneficial to your company because you canmaximize your ability to capture government sales.

If you are already accept these cards from thecommercial sector, there is no additional work to do as the GSA SmartPay charge card operate just like any other corporate charge cards.

www.smartpay.gsa.gov

VENDORS NEED TO LISTEN UP!

What matters to Buyers?

Customers Concerns Customers Budget Customers Support System Customers Resources Customers Vision Customers Last Experience

Be the Solutions !

ACCESS GSA OSBU!

www.gsa.gov/osbuFollow us on twitter:www.twitter.com/gsaosbu(information and feedback changing smallbusiness partnerships)

Facebook:www.facebook.comGSA, Office of Small Business Utilization(Fan Page with lots of updates)

ACCESS! (CONT’D)

www.gsa.gov/smallbizevents(GSA events around the country just for smallbusiness)

Want all events? www.gsa.gov/events

Interact.gsa.govSmall Business Solutions Group(blogs, discussion boards, and more)

GSA’s Small Business Utilization Center

Region 5

General Services AdministrationOffice of Small Business Utilization

230 S. Dearborn Room 3800Chicago, IL 60604

1-888-353-53831-312-353-5384 (Direct)

www.gsa.gov/r5smallbusiness