gsa schedule 70 informational forum

GSA Schedule 70 Informational ForumJuly 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

Approach1:50 – 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 SPOJulie 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 GSA

Providing 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

Contact InformationJulie Penry

[email protected]

Tim Hay [email protected]

mailto:[email protected]


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

Cooperative Purchasing Program

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Federal Acquisition Service

Integrated Technology Services – Center for IT Operations

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.

dennisdharrison

Add Consolidated Schedule Number -"00 Corp"

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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 AcquisitionSample 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

Sale

s in

$B

Product

Software

Hardware

Services

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IT Schedule 70 Cooperative Purchasing Sales Trend

18.816.67.59

42.42

14.9617.68

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

$M

illio

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 Description132 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 Description132 34 Maintenance of Software

132 50 Training Courses

132 51 IT Professional Services

132 52 E-Commerce Services

132 53 Wireless Services

SIN Description132 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

dennisdharrison

Delete Slide

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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

[email protected]

Benjamin Taylor703-605-0523

[email protected]




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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!

gsa schedule 70 informational forum

Documents

gsa scheduleacquisition

state terms

gsa consolidated schedule

gsa schedulesgsa schedule

high levelvendor gsa

agency need

gsa process overviewors

competitive solicitations