gsa schedule 70 informational forum july 29, 2009
TRANSCRIPT
GSA Schedule 70 Informational Forum
July 29, 2009
AgendaAgenda1:00 p.m. – 1:10
p.m.Introduction/Purpose/Overview• Welcome• Introduce GSA Staff• Brief Overview
1:10 p.m. – 1:50 p.m.
State Procurement Office (SPO) & Department of Justice (DOJ)
• Tim Hay (SPO) & Julie Penry (DOJ)• Rules, Statutes & High level Step-by-Step
Approach
1:50 – 2:35 p.m. GSA Presentation & Demo• Mark Groat• Michael O’Neill• Dennis Harrison• Kelly Bailey
2:35 p.m. – 3:00 p.m.
Question & AnswerQ&A Panel All speakers
Schedule 70 GSA Contracts
Tim Hay, DAS SPO
Julie Penry, DOJ
Today’s Discussion
Public Contracting Code DAS Rules GSA Advantages and Disadvantages Time Differences between Competitive
Solicitations and GSA Schedule 70 GSA Process Overview
ORS 279A.180Purchases through Federal Programs Alternative to competitive sealed bidding,
competitive sealed proposals or other competition required under ORS 279B.050 to 279B.085, provided that:
(1) Agency follows applicable procurement rules; and
(2) The procurement is made under the 2002 E-Government Act
E-Government Act40 USC 502
Authorizes state and local Governments to acquire IT goods and services off the GSA schedules
GSA Schedule 70 contains these IT goods and services
IT goods and services on the GSA Consolidated Schedule are also available
OAR 125-246-0360DAS GSA Procurement Rule
Agencies are exempt from using competitive processes (ITBs and RFPs)
Federal Authorization must exist in order to purchase from GSA Schedule
Acquisition must meet Agency needs; price and terms must be advantageous to the State
Agency must check to see if a Statewide Price Agreement exists; if one does, then Agency must use it
Items Currently under Statewide Price Agreements Software: large volume and shrink-wrap Personal Computers: desktop, laptops and mobile Servers: small, mid-range Hardware: storage solutions for small LANS Printers: individual or small shared, &
multifunctional--print, copy, scan, fax Instructional Bundles for white board, laptop and
digital projectors Limited Peripherals to support desktop computing
OAR 125-246-0360 Agency must consider impact on local businesses
by:Posting notice on ORPIN if the acquisition
exceeds $5,000 Notice must include the Agency need, reason
and intent to procure through GSAProviding a reasonable time period to allow for
response (usually 7 days)Considering and responding to all responses
submitted before proceeding
OAR 125-246-0360 State and local preference programs are
not exempt and must be considered first Inmate Work ProgramQualified Rehabilitation Programs (QRF)OMWESB
Agency must have legal sufficiency review per normal thresholds
The Agency understands the federal procurement process:
OAR 125-246-0360 Voluntary and Direct contact between Agency
and Contractor GSA Industrial Funding Fee Contract between Agency and Contractor May negotiate additional terms and conditions
as required by State law just so long as they do not conflict with Federal Law
GSA allows negotiation of:Prompt paymentCommercial TermsConflict Resolution
GSA Contract Format
GSA Schedule 70 terms and conditions:
non-negotiable but most are high level Vendor GSA terms and conditions:
non-negotiable & important to review State terms and conditions:
can add so long as they do not conflict with the prior two sets of terms and conditions
GSA Advantages and Disadvantages
AdvantagesShortened time
frame to procureCan avoid
competitive process
Can still negotiate prices
DisadvantagesAt the mercy of
pre-negotiated terms and conditions
Less control over responsiveness when negotiating
Time Differences: Competitive Solicitations and GSA Formal RFPs – 4 months to one
year, depending on complexity of solicitation
Formal ITBs – 60 to 120 days GSA – 30 to 90 days, depending
on negotiations with contractor
Oregon GSA Process Overview Identify need for IT goods or services Verify there is no existing price agreement or preference
program Verify the goods or services are available from GSA
Schedule 70 Seek DAS assistance, if purchase exceeds DAS
delegation threshold Seek DOJ legal sufficiency review, if applicable ORPIN Notice of Intent to conduct a GSA procurement Issue an RFQ to GSA vendors Evaluate responses Negotiate contract with selected vendor
GSA Contract Key Points
GSA is not a price agreement Contractors are learning this process, too Contract negotiation timelines are vendor
dependent GSA pricing is a ceiling, not a floor Feds are not a party to the resulting contract Take advantage of training on GSA website Coordinate the work group
Center for IT Operations
Integrated Technology Services
U.S. General Services Administration
Dennis Harrison, Mark Groat, Michael O’Neill www.gsa.gov/cooperativepurchasing
July 2009
Dennis Harrison, Mark Groat, Michael O’Neill www.gsa.gov/cooperativepurchasing
July 2009
Cooperative Purchasing ProgramCooperative Purchasing Program
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Agenda
• Cooperative Purchasing Basics
• Customer Benefits
• Leveraging GSA’s IT Schedule 70
• Recommended Ordering Procedures
• GSA Online Acquisition Tools
• 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 authorized GSA sales of Schedule 70 IT products, software and services to State & Local
Governments through the introduction of Cooperative Purchasing.
----------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------Public Law 110-248 of the Local Preparedness Acquisition Act authorized GSA sales of Schedule 84 Law Enforcement, Security, Facilities Management, Fire and Rescue products and services to State & Local Governments through Cooperative Purchasing.----------------------------------------------------------------------------------------------
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COOP – Schedule 70 homepage
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Eligibility and Scope
• Scope: – GSA IT Schedule 70 Contract Vehicle– Consolidated Schedule with IT Special Item Numbers
(SINs)
• 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
Schedule 70, Schedule 84, Consolidated Corp OO • 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 ProcessDetermination of Price ReasonablenessWide Selection of Products and ServicesLow Administrative Costs Direct Vendor/Customer RelationshipFurther Price Reductions/DiscountsContinuous 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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Wide Selection of Products and Services
• 1 million IT products• More than 4700 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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Streamlined Acquisition
Sample Acquisition Cycle Times when Ordering From….
An Established 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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Security Solutions
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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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Leveraging GSA’s IT Schedule 70
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Overview – IT Schedule 7012%
21%
67%
Software
Hardware
Services
FY08 Sales• Total Sales:
– $16.3 Billion
• Software:– $1.9 Billion
• Hardware:– $3.4 Billion
• Services:– $11.0 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
18.816.6
7.5942.42
14.96
17.68
89.9
33
17.8
147.42
54.5
37.6
182.57
65.4
49.6
266.9
73.4
101
0
50
100
150
200
250
300
350
400
450
Sale
s (
in $
Mil
lio
ns)
FY03 FY04 FY05 FY06 FY07 FY08
441
298
240
140
75
33
Software
Hardware
Services
Average Annual Growth
in Total Cooperative Purchasing
Sales:
71%
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IT Schedule 70 Special Item Numbers (SINs)SIN Description
132 3 Leasing of Product
132 4 Daily/Short Term Rental
132 8 Purchase of Equipment
132 8 Used & Refurbished Equip
132 12 Maintenance of Equip./Repair
132 32 Term Software Licenses
132 33 Perpetual Software Licenses
SIN Description
132 34 Maintenance of Software
132 50 Training Courses
132 51 IT Professional Services
132 52 E-Commerce Services
132 53 Wireless Services
SIN Description
132 60 Access Certificates for Electronic Services (ACES) Program
132 61 Public Key Infrastructure (PKI) Shared Service Provider (SSP) Program
132 62 HSPD-12 Product and Service Components
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HSPD 12 Special Item Numbers
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 and Access Managed Service Offering
132 60F Identity and 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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IT Schedule 70 Small Business Participation
• 80%-85% of Schedule 70 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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Recommended Ordering Procedures – FAR 8.4
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Recommended Ordering Procedures• 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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Recommended Ordering Procedures (continuted)
• 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 Micro Purchase level & Up to Maximum Order Threshold):
– 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 may be based on many factors but not just limited to lowest price.
• Consider:– Technical Solution– Environmental Considerations– Past Performance– Delivery Date– Warranty– As Determined by Requiring Office
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GSA Schedules e-Library
GSA Cooperative PurchasingGSA.gov
GSA Online Acquisition Tools
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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www.gsa.gov/cooperativepurchasing
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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Other GSA State and Local Programs
• Schedule 1122 Counter Drug Program• Schedule 833 Disaster Recovery Program• Schedule 84 Security and Law Enforcement
Solutions• SMARTBUY “Data at Rest” BPAs• State Agency Surplus Program (SASP)• Computers for Learning• National Wild Land Fire Program
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Helpful LinksCooperative Purchasing (70 & 84) www.gsa.gov/cooperativepurchasing
GSA State and Local Programs www.gsa.gov/stateandlocal
833 Disaster Recovery Program www.gsa.gov/disasterrecovery
1122 Drug Interdiction Program www.gsa.gov/1122program
Integrated Technology Services www.gsa.gov/its
Center for IT Schedule Programs www.gsa.gov/itcenter
Schedule 70 Solicitation www.gsa.gov/schedule70solicitation
GSA www.gsa.gov
GSA Advantage!® www.gsaadvantage.gov
GSA Schedules e-Library www.gsaelibrary.gsa.gov
Center For Acquisition Excellence www.gsa.gov/centerforacquisitionexcellence
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Customer Support Line: (General Information)
703-605-2700
(M-F 8:00 - 4:30 EST)
Email: [email protected]
IT Center Points of Contact
Thomas Corcoran
703-605-2764
Benjamin Taylor
703-605-0523
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General Information:• Teresa Hill
(817) [email protected]
• Note: A List of Sch. 84 SIN Descriptions and
Solicitation No. 7FCI-L3-030084-B can be found at www.gsaelibrary.gsa.gov
SCH 84 - Points of Contact
Panel DiscussionPanel Discussion
Question and Answer Please fill out GSA attendance card Thanks for attending!