federal acquisition service u.s. general services administration 1 may 2010 cooperative purchasing...

Federal Acquisition Service

U.S. General Services Administration

1

www.gsa.gov/cooperativepurchasing

May 2010 www.gsa.gov/cooperativepurchasing

May 2010

Cooperative Purchasing ProgramCooperative Purchasing Program

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GSA State and Local Programs

Agenda

• Cooperative Purchasing Basics• Customer Benefits• Product and Services Snapshot• Recommended Ordering Procedures• GSA Online Acquisition Tools and Assistance• Other GSA State and Local Programs• Points of Contact

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Cooperative Purchasing Basics

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Federal Statutory Authority:----------------------------------------------------------------------------------------------Section 211 of the e-Gov Act of 2002 authorizes State & Local Governments to purchase Schedule 70: Information Technology products, software and services through the introduction of Cooperative Purchasing.

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Public Law 110-248 of the Local Preparedness Acquisition Act, authorizes State & Local Governments to purchase: 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 as contained in Federal supply classification code group 84 or any amended or subsequent version of that Federal supply classification group under Cooperative Purchasing.

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Eligibility and Scope• Scope:

– GSA Schedule 70: IT Products, Software and Services– Consolidated Schedule with IT Special Item Numbers (SINs)– GSA Schedule 84: Total solutions for law enforcement, security,

facilities management, fire, rescue, clothing, marine craft and emergency/disaster response

• Eligible Users: – The 50 states, All counties, municipalities, cities, towns and

townships, Tribal Governments, Public Authorities (Public or Indian Housing agencies under the U.S. Housing Act of 1937), school districts, and colleges or any instrumentality there of.

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State and Local Participation

• Voluntary– No obligation by state and/or local governments to

use the schedule.– Contractors decide whether to accept orders from

state and local governments.

• Always Open for Use– Meet GSA Eligible Users Criteria – Have State or Local Authority

• Granted by State or Local Entity

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Cooperative Purchasing Exceptions• The following is a list of clauses in the GSA Schedules

Program which do not apply to the Cooperative Purchasing Program:

– Federal Prompt Payment Act – The Applicable State’s Prompt Payment laws take precedence

– Disputes – GSA is not a party to resolving disputes within the Cooperative Purchasing Program

– Patent Indemnity Clause – Applies to Federal Ordering Activities only

– Commercial Item Contract Terms and Conditions Unique to the Federal Government – Applies to Federal Ordering Activities only

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Customer Benefits

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Why Should State and Local Government Use GSA?

• Streamlined Acquisition Process

• Determination of Price Reasonableness

• Wide Selection of Products and Services

• Low Administrative Costs

• Direct Vendor/Customer Relationship

• Further Price Reductions/Discounts

• Continuous opportunity for competitive prices

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Why Should State and Local Government Use GSA?

• “Fair and Reasonable” prices determined– The GSA Schedule contract pricing is only a ceiling amount

– The Schedules program always permits and encourages you to negotiate additional discounts on rates

• Vendors’ past performance is carefully reviewed during the Schedule solicitation process

• Suite of Online Acquisition Tools

• State and Local preference programs are not waived or otherwise affected by Cooperative Purchasing

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Streamlined Acquisition

Sample Acquisition Cycle Times when Ordering From….

An Established GSA Schedule BPA App. 13 daysA GSA Schedule Vendor App. 15 daysA Full and Open Solicitation App. 268 days

• Established Blanket Purchase Agreements (BPAs) facilitate repetitive ordering

• Teaming between Schedule Vendors allows acquiring multiple offerings with a single order

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Low Administrative Cost

THERE IS NO ADDITIONAL COST TO THE BUYER

The Price You See is the Price You Pay!

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MAS Schedules Small Business Participation

• 80% of Schedule contracts are held by small businesses

• More than 40% of schedule sales are to small businesses

• Agency orders count toward meeting Small Business Goals / Economic Development throughout municipalities in your state

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Product and Services Snapshot

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Sch. 70 - Wide Selection of Products and Services

• More than 1 million IT products and services• More than 4,700 vendors currently on schedule• Complete lines of IT services and technical

solutions• Vendor Catalogs may be found at

www.gsa.gov/elibrary or by request from vendor

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Overview – IT Schedule 7012%

21%

67%

Software

Hardware

Services

FY09 Sales• Total Sales:

– $16.4 Billion

• Software:– $1.9 Billion

• Hardware:– $3.4 Billion

• Services:– $11.03 Billion 1.9

3.4

11.03

0

2

4

6

8

10

12

Sal

es i

n $

B

Product

Software

Hardware

Services

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IT Schedule 70 Cooperative Purchasing Sales Trend

89.9

33

17.8

147.42

54.5

37.6

182.57

65.4

49.6

240

72

65

263

90

195

0

100

200

300

400

500

600

Sale

s (

in $

Mil

lio

ns)

FY05 FY06 FY07 FY08 FY09

377

298

240

140

Software

Hardware

Services

Average Annual Growth

in Total Cooperative Purchasing Sales Since

FY03:

64%

548

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IT Schedule 70 Products and Services You Need

SIN Description

132 3 Leasing of Product

132 4 Daily/Short Term Rental

132 8 Purchase of Equipment

132 9 Purchase of Used/Refurb. Equip.

132 12 Maintenance of Equip./Repair

132 32 Term Software Licenses

132 33 Perpetual Software Licenses

132 34 Maintenance of Software

as a Service

132 50 Training Courses

SIN Description

132 51 IT Professional Services

132 52 E-Commerce Services

132 53 Wireless Services

132 54 Commercial Satellite

Communications (COMSATCOM)

Transponded Capacity

132 55 Commercial Satellite

Communications (COMSATCOM)

Subscription Services

Schedule 70 - Special Item Numbers (SINs)

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IT Schedule 70 Products and Services You Need

SIN Description

132 60A Electronic Credentials, Not Identity Proofed

132 60B Electronic Credentials, Identity Proofed

132 60C Digital Certificates, including ACES

132 60D E-authentication Hardware Tokens

132 60E Remote Identity & Access Managed Service Offering

132 60F Identity & Access Management Professional Services

132 61 Public Key Infrastructure (PKI) Shared Service

Provider (SSP) Program

132 62 HSPD-12 Product and Service Components

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Sch. 84 - Wide Selection of Products and Services

• Wide Variety of Security, Law Enforcement, Fire/Rescue, Protective Clothing products and services

• More than 1,300 vendors currently on schedule• Complete lines of Security and Law Enforcement

solutions (5 General Attachments)• A complete listing of Schedule 84 SINS and

Vendor Catalogs may be found at www.gsa.gov/elibrary.

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GSA’s IT Schedule 84 Features

Schedule 84 Total Sales Volume (in Billions)

2.26 2.332.24

2.452.55

$0

$1

$2

$3

FY05 FY06 FY07 FY08 FY09

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GSA’s IT Schedule 84 FeaturesSchedule 84 Cooperative Purchasing Sales Volume

(in Millions)

16.5

29

$0

$5

$10

$15

$20

$25

$30

$35

FY09 FY10

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Schedule 84 – Attachment 1: Marine Craft

• Boats, Engines, Trailers, Spare Parts & Accessories

• Harbor/Waterfront Security Products & Services

• Marine Craft Repair and Modifications to all type Marine Craft

• Professional Consulting and Training Services for Marine Craft, Harbor, or Waterfront

• Floating Marine Barriers, and Booms

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• All types of Urban and Wildland Firefighting Equipment and Supplies

• Flood Control Products, Medical Rescue Kits and Patient transport/immobilization devices

• Fire Extinguishing/Suppressing Products

• Breathing Air Equipment & Respiratory Protection Products

• Hoses, Valves, Fittings, Nozzles, Couplings and Related Accessories

• Aerial Search and Rescue and Aerial Firefighting Products

Schedule 84 – Attachment 2: Firefighting

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GSA State and Local ProgramsSchedule 84 – Attachment 3: Alarm & Signal Systems, Facility

Management and Protective Service Occupations

• Security Systems Integration/Design Services • Security Management and Support Services • Security System Life Cycle Support• Alarm and Signal Systems, Access Control

Systems, Intrusion Detection Systems, Patient Wandering Detection, and Fire Alarm Systems

• Facility Management Systems including building comfort systems and integrated security system and Professional Security/Facility Management Services

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• Protective Service Occupations including Guard Services, Alarm Monitors, Baggage Inspectors, Corrections Officers, Court Security Officers, Detection Dog Handlers, Detention Officers, Firefighters, Police Officers and Categories to support operation of on-site Security Functions, an other support and related categories.

Schedule 84 – Attachment 3: Alarm & Signal Systems, Facility Management and Protective Service Occupations (Continued)

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Schedule 84- Attachment 4: Special Purpose Clothing

• Gloves, Protective Clothing, Hazmat Clothing, Rainwear, Footwear, Extreme Cold Weather Clothing, Fire Fighting Clothing, Wildland Fire Fighting Clothing, Flotation Devices, Security Clothing, High Visibility and Reflective Products, Medical/Hospital Clothing, Industrial Work Clothing, Concealment Clothing, Miscellaneous Undergarments for use with Special Purpose Clothing, and Cool/Hot Clothing Products.

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• Body Armor, Miscellaneous Personal Law Enforcement Equipment

• Restraining Equipment, Canine Training and Handling Equipment, Search and Detection

• Night Vision Equipment • Alcohol and Drug Detection Kits and

Devices

• Bomb Disposal and Hazardous Material Equipment

Schedule 84- Attachment 5: Law Enforcement Equipment and Services

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Green Products and Services

Lease, Rental or Purchase of Used or Refurbished IT Equipment

Energy Star Compliant and EPEAT Registered Hardware

Energy Reduction and Efficiency Software

E-Commerce Services that reduce Carbon Footprint and Reduce Travel Impact.

Professional IT Services related to Systems Integration, Data Consolidation Services and Virtualization (Cloud Computing).

For more information, visit: www.gsa.gov/gogreen andwww.gsa.gov/technology

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Recommended Ordering Procedures

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• Additional State/Local requirements are permitted but must NOT conflict with GSA Schedule Terms and Conditions

• State and local governments are encouraged to use GSA Schedule Ordering Procedures – Incorporate by referencing GSA Schedule terms and

conditions– See Federal Acquisition Regulation (FAR) 8.4

• Each task order is a new contract among government, industry, and municipal government

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• Source of Funding can be of any type allowed by the ordering agency– Contract Funding– Grant Funding

• Schedule Vendors are required to accept Credit Card for payments equal to or less than the micro-purchase threshold ($3K)

• Maximum Ordering Provisions give guidance for seeking further price reduction

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Example Cooperative Purchasing Process

Acquisition ResearchWith GSA’s online tools,

GSA Advantage! and e-Library

Sending a Request for Quote (RFQ)to a Selected Contractor

Evaluating Proposalsand Making a Selection

Using the GSA Schedule Contract as a Model

Customers negotiate their respectivecontracts with the selected Vendor

with mutually agreed-on modifications

Defining the Scopeof Requirements

Receiving Products or Servicesfrom the Contractor

Paying the Contractor as per the contract agreement

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GSA Recommended Ordering Procedures (FAR 8.4)

• At or below Micro-Purchase Threshold ($3K)

– Transmit RFQ with SOW (for services)– Oral or written quotes and delivery instructions

acceptable– Select a vendor and purchase– Vendors must accept Government purchase

cards

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GSA Recommended Ordering Procedures (FAR 8.4)

• Above the Micro-Purchase Threshold ($3K & Up):

– Develop A Performance-Based Statement of Work (SOW) for Services

– Include in the SOW evaluation criteria to determine “Best Value” offer

– Must seek at least three vendors and Evaluate Proposals in Accordance with Evaluation Criteria

– Select the vendor that offers the “Best Value”– Government purchase card acceptance is not

mandatory but strongly recommended

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Best Value

• Determination based on many factors; not limited to lowest price– Price Reasonableness– Technical Solution– Environmental Considerations– Past Performance– Delivery Date– Warranty– As Determined by Requiring Office

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Schedule Related Procurement Methods

• Blanket Purchase Agreements (BPA) FAR Part 13.303

– Simplified acquisition method that government agencies use to fill anticipated repetitive needs for supplies or services.

– Contractor delivers commercial products or services according to a defined scope of work, for a firm-fixed-price.

• Can incorporate non-conflicting terms & conditions• Can include contractor teaming• Can include additional pricing discounts

– An Example of a BPA can be found at www.gsa.gov/bpa

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• GSA SmartBUY Strategic BPAs

– SmartBUY BPAs leverage reduced prices and more favorable terms/conditions for enterprise-level commercial software (COTS).

– SmartBUY promotes greater standardization, improved configuration management, and more robust IT security. Each BPA is placed against an IT Schedule 70 contract.

– Currently three SmartBUY BPAs available for use by State and Local Governments:

• Information Assurance: Data at Rest Software• Enterprise Content Management • Situational Awareness and Incident Response (SAIR)

– Complete information on SmartBUY BPAs can be found at www.gsa.gov/smartbuy.

Schedule Related Procurement Methods

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GSA Schedules e-Library

GSA Cooperative PurchasingGSA.gov

GSA Online Acquisition Tools and Assistance

GSA State and Local

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www.gsa.gov • Provides information

on GSA’s various offerings

• A great tool for learning more about Cooperative Purchasing and the Schedules program.

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www.gsa.gov/stateandlocal

• Quick reference for all GSA State and Local Programs

• Program brochure download links

• Special Program links

• Drill down for more information

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The GSA Cooperative Purchasing site offers:

General Information on the Program

FAQs on the Programs and other related topics

Links to the sites for Schedule 84 and the Consolidated Schedule

Link to the Center for Acquisition Excellence

And More!

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www.gsaelibrary.gsa.govThe GSA Schedules e-Library offers:

A great resource for market research

A list of Vendors participating in the Cooperative Purchasing Program

Information on the Terms and Conditions of the Schedule 70 Contract

Listing of Schedule 70 SINs

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www.gsaadvantage.gov

• The Federal Government’s premier online shopping superstore

• Access to millions of commercial products and services

• Convenient search feature by keyword, part number, manufacturer, contractor, or contract #

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GSA Assistance

• Center for Acquisition Excellence– www.gsa.gov/centerforacquisitionexcellence

• On-line Cooperative Purchasing course• On-line Using GSA Schedules course

• Cooperative Purchasing Fact Sheet, Brochure and Presentation– www.gsa.gov/itcenterlibrary

• Local Customer Service Directors (CSD) – www.gsa.gov/csd– Customer Assistance Visits (CAV)

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Helpful Links

Cooperative Purchasing (70 & 84)


GSA State and Local Programs www.gsa.gov/stateandlocal

Center for IT Schedule Programs

www.gsa.gov/itcenter

Schedule 84 Overview www.gsa.gov/firesecurity

GSA www.gsa.gov

Center For Acquisition Excellence

www.gsa.gov/centerforacquisitionexcellence

SmartBUY BPAs www.gsa.gov/smartbuy

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IT Schedule 70 POCs

Customer Support Line: (General Information)

703-605-2700 (M-F 8:00 - 4:30 EST)

Email: [email protected]

Thomas Corcoran 703-605-2764

[email protected]

Benjamin Taylor 703-605-0523

[email protected]

IT Schedule 70 Points of Contact

Schedule 84 POCs

General Information: Brenda McCall

(817) [email protected]

Note: A List of Sch. 84 SIN Descriptions and Solicitation can

be found at www.gsaelibrary.gsa.gov

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Questions and Answers

federal acquisition service u.s. general services administration 1 may 2010 cooperative purchasing...

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