GSA SchedulesThe mystery removed

Rita HaakeMarc Violante

Illinois Procurement Technical Assistance Program

Myths

• Register with GSA• Get a “GSA Number”• Contract equals automatic success• Must pay a consultant• Have to have a contract to get a contract

GSA MAS Performance Snap Shot

• 11,000,000 items

• 66% growth last 3 years

• $40 Billion in sales – 2007

• 3000 new vendors added a year

• Program designed to meet all federal government requirements

Basic Foundation• Schedules are

– Standing orders – 5 years base with Evergreen

(3 options = 20 years possible)– Contracting Officer/Specialists choice– Mandatory/Not mandatory– Based on YOUR BEST PRICE

• Does not need to necessarily be at a substantial discount – you can offer better term discounting and this is treating the government better then your commercial base

Schedules v. Traditional

• Standing order• Government-wide use• IDIQ • Company defines items• 20 year life• Quarterly reports

• Due by• One agency • Stated amount• Buyer defined items• Identified term• Close out reports

Submission of OfferAdministrative Proposal

Solicitation response document

Technical Proposal Adequate description for evaluation

Pictures could help

Price ProposalQuantity/volume notated

Commercial shipping practice notated

Past Performance• Required

– Cost: $175.00 your cost– Submit with Offer

• Maximum 20 references– Suggested (6-10)– Ask/inform references – First ones to answer comprise your rating

• Rating based on survey result• Secret Shoppers

– Customer service– quality, etc.

Miscellaneous Factors• Place of performance

– Performance of contract– Manufacturer location

• Ordering information– Select facsimile & mail– EDI is not internet…must have outside vendor– Marketing through dealers?

• Government will want the lowest price• Dealers must have a ‘manufacturer letter of support’

• Remittance Address• Production Point

– Manufacturer specific** Not inclusive

Fair and Reasonable

• Commercial Sales Practice– Basis (baseline)

• Price List – offer to the government

• Three components of price– $ (dollars and cents)– Discounts– Concessions

Fundamental Question

Are you ready?

We know that you want to but …

Are you ready?

GSA MAS Realities

• Completing a MAS is procedural

• Selling to the Government is in part procedural

55% of the Business that have held GSA contracts for the

past 4 years had sales that did not meet the minimum sales requirement.

Contract Sales Criteria

• A contract will not be awarded unless– Anticipated sales:

• Exceed $25,000 in first 24 months• Exceed $25,000 in sales each 12-month period

thereafter

• The Government may cancel the contract if the above criteria is not met – (GSAR 552.238-73)

Preliminary

• The Center for Veterans Enterprise– www.vetbiz.gov

• Central Contractor Registration– www.ccr.gov

• Include GSA MAS NAICS

• Online Representations and Certifications– www.bpn.gov

• Include GSA MAS NAICS

• Pathway to Success– Vsc.gsa.gov

The Players

• The Contracting Officer (PCO)

• You, the contractor

• The buyers

• Your competitors

• Technical assistance providers– Illinois PTACs– Other PTACs: see www.aptac-us.org

* Primary to contract formation

*

*

The Contracting Officer

• Responsibilities– Represents the United States of America– Fair and Reasonable price– Determination of Responsibility– Offer completeness– Contract compliance– Contract maintenance

• Modifications (unilateral / negotiated)

Rejection Criteria

• Submitting an incomplete document– Information required– Adherence to format– Modifying solicitation

• Not responsible

• Pricing – Not Fair and Reasonable

• Failure to meet a time frame established by the Contracting Officer

You, the Contractor

• Research & select MAS

• Complete offer

• Submit offer

• Manage contract

• Report sales / IFF

• Market

• Fulfill orders

Perse

veran

c

e

Needed attributes• Time …..• Attention to Detail• Compliance with requirements• Patience• Flexibility• Project plan!!! • Value proposition• Business/marketing plan• Computer skills• Negotiation skills

Computer Skills• Average to above average• Web based training• Web searching• Software

– Download– Installation– Use

• E-offer/e-mod• E-buy• Digital signatures

Available Resources

• GSA Small Business Specialist

• GSA MAS Point of Contact

• Illinois PTAC or other PTAC

• GSA e-library

• GSA Vendor Support Center

• Colleagues

• Consultants

Develop Value Proposition

• Why my firm?

• Why my products?

• Why my price?

• Product eligibility– Buy America Act– Trade Agreement Act

Determine Level of Sales• Identify competition

– www.gsaelibrary.gsa.gov – www.gsaadvantage.gsa.gov– www.vaadvantage.gsa.gov

• Identify Schedules & SINs– www.gsaelibrary.gsa.gov

• Identify Schedule SINs sales– Ssq.gsa.gov

• Trend Schedule SINs sales– Ssq.gsa.gov

• Determine buying organizations– https://www.fpds.gov

Identify Applicable Schedule

• www.gsaelibrary.gsa.gov

• GSA Small Business Specialist

• Potential buyers – previous sales calls

• Illinois PTAC Center or other PTAC– www.aptac-us.org

Government Vocabulary

•Shall

•Must• Should

• May

Reading Clauses – Ick!

• Details matter

• It has to be done

• Entering into a formal official – contractual agreement

• You are responsible!

• Create plan– Adequate time– Identify requirements

Contract Compliance

• GSA Advantage• Pricing• Sales reporting & IFF• Trade Agreements Act• Subcontracting• Labor Laws• Modifications (unilateral/bilateral)• Maintenance of basis (price reductions)• Authorized users/Scope of contract

Pricing• Equal to or better than best vendor prices• Free On Board Destination (FOB Dest)

– One price lower 48 states– Zonal pricing

• Hold pricing firm for 180 days – From date of offer– Hints at how long an award may take

• Price Reduction clause• Economic Price Adjustment• www.gsaadvantage.gsa.gov

Dealers and Suppliers

• Letter of commitment from the manufacturer– Sufficient to satisfy Government’s

requirements for contract period – Assures the offeror of source of supply

• Evidence of uninterrupted source of supply

*When requested by the Contracting Officer

*

Sales Administrative Requirements

• Receive orders via facsimile or EDI

• Method to track sales

• Ability to identify sales as GSA – Training of staff members

• Quarterly IFF reports

*Recommended

*

Contact for Contract Administration

• The contractor shall designate a person – For contract administration– Domestic/Overseas

• Responsible for– Industrial Funding Fee and sales reporting– Record reviews– Contract compliance

• Changes in writing to Contracting Officer

Identify Authorized Negotiators

• The offeror shall provide the following– Names & titles– Telephone numbers– Electronic mail addresses– Up to three individuals

*Applies only to this offer

*

Identify Best Customers

• Classify by relationship

• Disclose business terms

• Provide copies of invoices– Normally three– May impact scope of contract

GSA Advantage

• Online shopping service

• Participation is mandatory

• Upload price-list within 6 months of award– Schedule Input Program (SIP)

• Input/upload information

• Upload text file

Questions

Questions - later

• Marc N. Violante• College of Lake County• mviolante@clcillinois.edu• 847-543-2580

• Rita Haake• College of DuPage• haaker@cod.edu• 630-942-2184