U.S. General Services Administration

Jill ThomasGeneral Services AdministrationJill ThomasGeneral Services Administration

May 2012 May 2012

How to Place an Order Against IT Schedule 70How to Place an Order Against IT Schedule 70

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Agenda Integrated Technology Services (ITS) IT Schedule 70 Overview, Benefits and Solutions Ordering Procedures Ordering Considerations Schedule 70 Resources Questions

Integrated Technology Services

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ITS Mission, Vision, and Value

Our Vision Great Government through

Technology

Our Mission To excel at providing customers easy access to IT solutions through quality industry partners to fulfill

government mission requirements

Our Value To reduce total acquisition time, cost, and risk, allowing our customers to focus on their mission

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ITS Program Offices

ITS

IT Schedule 70Fair and reasonable prices for IT products

and services

Governmentwide Acquisition Contracts

Comprehensive and flexible contracts that

provide virtuallyany IT service

IT Commodity Program

IT commodities and ancillary services through innovative

ordering

Center for Strategic Solutions

and Security ServicesGood for Government Programs

Network Services Programs

Your one-stop shop for telecommunications

solutions

• ITS Program Offices administer contract vehicles and deliver acquisition services to customer agencies to buy IT and telecommunications offerings and strategic solutions

• Assisted Acquisition Services (AAS) provides complete acquisition lifecycle support to government agencies

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ITS offers government customers access to IT products, services, and strategic solutions

ITS“Great Government through Technology”

Offerings

StrategicSolutions

Green IT Cloud IT Services Telepresence

Data Center Services Telecommunications Cybersecurity

ITS Offerings and Solutions

Software Products and

Services

Professional Services

Hardware Products and

Services

Communications and Network Services

Security

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IT Schedule 70 Overview, Benefits and Solutions

IT Schedule 70 Commitment to Our Customers Our Customers will have access to: A Streamlined Acquisition Process

Example: eTools, training, templates, technical expertise

Exceptional Customer Service Example: IT Schedule Helpline, Outreach, Training

A Variety of Industry Partners Providing Best Value IT Products, Services and Solutions Example: Data Centers and Storage, Cloud IT

Services, Wireless and Mobility

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E-TOOLS to Streamline Your Acquisition:

Tool Description URLSearch

ToolResearch

ToolOrdering

ToolBus.

Status Indicator

Coop. Purch.

Program Verifier

GSA Advantage!®Online Shopping Site

http://www.gsaadvantage.gov YES YES YES YES YES

eLibraryGSA Online Contract Library

http://www.gsaelibrary.gsa.gov YES YES NO YES YES

eBuyOnline RFQ Tool

http://www.gsa.gov/ebuy YES NO YES YES YES

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IT Schedule 70 – Who Are We?

IT Schedule 70 grants agencies direct access to commercial experts who can thoroughly address the needs of the government IT community.

IT Schedule 70 Offerings Software Licenses IT Equipment (Sales or Lease) IT Training Courses IT Professional Services E-Commerce Services Wireless Services Satellite Services Identity and Access Management Products and

Services:

Digital Certificates

HSPD-12 Products and Services

IT Schedule 70 Features Simplified ordering procedures Competitive pricing Abundant supply of small businesses Approximately 5000 industry partners of

varying socioeconomic status Enhanced competition Available for state and local government use

under certain authorities Ability to set-aside procurements for small

businesses

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Benefits of IT Schedule 70

TimeSavings

Selection

IT Schedule

70

CostSavings

Built-inValue

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Benefits of IT Schedule 70The IT Schedule 70 offers… Cost

SavingsTimeSavings

Selection Built –In Value

Competitive pricing with the ability to seek additional discounts off Schedule pricing

R

Approximately 5000 pre-vetted local and global contractors, including small and disadvantaged businesses

R R R

A suite of e-Tools to streamline processes, such as market research and competition

R R R

Complementary trainings and assistance available R RThe ability to set aside procurements for small businesses and to establish agreements, known as Blanket Purchase Agreements, for recurring needs

R R

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IT Schedule 70 Categories

Software:

132 32 Term Software Licenses

132 33 Perpetual Software Licenses

Hardware:

132 8 Purchase of Equipment

132 9 Purchase of Used/Refurbished Equipment

New SIN: 132 99 - Introduction of New Information Technology Services and/or Products

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IT Schedule 70 Categories Cont.Services:132 3 Leasing

132 4 Short Term Rental

132 12 Maintenance of Equip./Repair

132 34 Maintenance of Software as a

Service

132 50 Training Courses

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

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)

Prog. 132 62 HSPD-12 Product and Service Components 132 100 Ancillary Supplies and/or Services

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Security Solutions Examples: (Not All Inclusive)

132-60C Digital Certificate 132-60D E-authentication Hardware Token

Encryption Certificates Hardware Token

Signature Certificates

132-61 Public Key Infrastructure 132-62 HSPD-12 Product and Service Component

Smart Card Authentication Certificates Card Reader – Biometric

Digital Signature Certificates Fingerprint Capture Station

Shared Services Providers Card Printer Station

Facial Image Capturing Camera

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Network Products & Services SolutionsExamples: (Not All Inclusive)

132-8 Purchase of Equipment Support Services 132-8 and 132-12

Web servers Maintenance

Network servers Installation

Cables

Routers

Gateways

132-51 IT Professional Services 132-50 Training Courses

Consultants Instructor-Lead training for:

Analysts Network Security

Developers Tactical Network Management

Technicians Wireless Networks Management

Specialists

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Ordering Procedures

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Ordering Procedures: 8.405-1  Ordering procedures for Supplies and Services NOT requiring a Statement of Work (SOW)

For orders at, or below, the micro-purchase threshold, place orders with any Federal Supply Schedule contractor that can meet the agency’s needs

For orders exceeding the micro-purchase threshold but not exceeding the simplified acquisition order threshold (SAT), survey or review pricelists of at least three schedule contractors through the GSA Advantage! on-line shopping service (or send RFQ to 3), OR follow procedures for limiting sources.

For orders exceeding the simplified acquisition order threshold (SAT), each order shall be placed competitively and an RFQ provided (with description of supplies or services & basis of award). Either post the RFQ on e-Buy or provide the RFQ to as many contractors as practicable to reasonably ensure 3 quotes. Fairly consider all quotes. Seek price reductions.

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Ordering Procedures:8.405-2  Ordering procedures for services requiring a Statement of Work (SOW)

For orders at, or below, the micro-purchase threshold, place orders with any Federal Supply Schedule contractor that can meet the agency’s needs

For orders exceeding the micro-purchase threshold, but not exceeding the simplified acquisition order threshold (SAT), provide the RFQ (including the statement of work, evaluation criteria, and type of order) to at least three schedule contractors that offer services that will meet the agency’s needs OR follow procedures for limiting sources

For orders exceeding simplified acquisition order threshold (SAT), compete or follow procedures for limiting sources. Either post the RFQ on e-Buy (include SOW, evaluation criteria, type of order) or provide the RFQ to as many contractors as practicable to reasonably ensure 3 quotes. Fairly consider all quotes. Seek price reductions.

7 steps to ordering with an RFQ

Step 1: Scope Determination & Acquisition Plan• Establish Requirements & determine agency required clauses• Determine if within S70 scope & best procurement approach • Market Research - Review SIN/category under S70 & Price lists • Estimate the Value of the Order• Develop an Acquisition Plan (based on agency/dollar value/complexity)

Step 2: Prepare brief description of Supply or Service (no SOW) OR

Step 2: Prepare Statement of Work (SOW)• Performance Based – FAR 37.6 preference• Period of performance, Place of Performance, Technical Requirements,

Standards/Acceptance Criteria, Deliverables, Special requirements 20

Agency Responsibility

DetermineScope & Acq Plan

PrepareSOW or

Spec

PrepareRFQ

IssueRFQ

Evaluate Award Administer

7 steps to ordering with an RFQ

Step 3: Prepare the Request for Quote (RFQ) – include agency required supplemental clauses, order type, eval criteria & SOW OR basis of award & purchase description

Step 4: Issue the RFQ– With GSA’s eBuy application, users can easily post and send RFQs OR– Select a pool to reasonably ensure 3 quotes are received (not using e-

Buy)

Step 5: Evaluation of Submissions

Step 6: Award

Step 7: Order Administration 21

Agency Responsibility

DetermineScope & Acq Plan

PrepareSoW or Spec

PrepareRFQ

IssueRFQ

Evaluate Award Administer

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Remember Schedule Pricing: FAR 8.404 (d)

Supplies are at a fixed price. Services offered on the schedule are priced either at hourly rates, or at a fixed price for performance of a specific task (e.g. installation, maintenance).

GSA has already determined the prices of fixed-price services, and rates for services offered at hourly rates, under schedule contracts to be fair and reasonable. A price evaluation under FAR 8.405-2 (d) is required to consider level of effort and labor mix quoted to determine total price reasonable.

Ordering activities may seek additional discounts anytime but shall seek them when over the SAT (see 8.405-4).

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Acquisition Planning Market Research SOW or Purchase Description RFQ Development and Considerations Issuance of Request for Quotations (RFQ) Quotes Evaluation Evaluation Best Practices Award Decision File Documentation Order Contents Administer - Post-Award Requirements

Steps to Issuing an IT Schedule 70 Order

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Acquisition Planning FAR 8.404 (c)(1)

Acquisition planning--Orders placed under a Federal Supply Schedule contract-

(1) Are not exempt from the development of acquisition plans (see Subpart 7.1), and an information technology acquisition strategy (see Part 39);

(2) Must comply with all FAR requirements for a bundled contract when the order meets the definition of “bundled contract” (see 2.101(b));

(3) Must, whether placed by the requiring agency, or on behalf of the requiring agency, be consistent with the requiring agency’s statutory and regulatory requirements applicable to the acquisition of the services.

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Acquisition Planning FAR 8.404 (b)(2)

NEW: Best Procurement Approach Determination

FAR 17.502-1, prior to placing a Schedule order with a value greater than $500,000, the requiring agency shall make a determination that use of GSA Schedule contracts constitutes the best procurement approach

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Acquisition Considerations Non-schedule/Open Market Items: FAR 8.402(f)

An ordering activity contracting officer may add non-schedule items only if: All applicable regulations – FAR and Agency supplements – have been

followed: (e.g., publicizing (Part 5), competition requirements (Part 6), acquisition of commercial items (Part 12), contracting methods (Parts 13, 14, and 15), and small business programs (Part 19)).

The items must be clearly labeled as Open Market (or non-schedule) items on the task order.

Ordering Activity has determined price reasonableness for the open market items.

All clauses applicable to items not on Schedule are included in the order.

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Acquisition Considerations Consider whether Contractor Teaming Arrangements

would be needed between schedule holders and add language to the RFQ

A contractor can team or they can quote a solution using

more than one schedule

FAR 51 deviation with T&M/Labor Hour whether

authorizing contractor to acquire ancillary support items from other schedule contracts

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Scope, Market Research, Small Business Documented market research with suggested Schedule

sources [FAR 10.001(a)] and Commerciality [FAR 12 commercial items only on schedule]

Purchase request, funding and Government estimate of order price [FAR 4.803]

GSA eLibrary SIN descriptions and GSA Advantage!® Schedule pricelists consulted [scope]

Socio-economic goals -- Set asides considered at agency discretion

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Prepare Description or Statement of Work Prepare Description if no SOW required or Prepare SOW Use Performance-based Statement of Work (SOW) to max extent possible per

FAR 37.6 Per FAR 8.405-2 (b), SOWs shall include:

A description of work to be performed

location of work to be performance (place of performance)

period of performance

deliverables schedule

Applicable performance standards & inspection/acceptance criteria

Any special requirements (e.g. security clearances, travel, quals, GFP)

A Quality Assurance Surveillance Plan (QASP) may be developed by the

government or the contractor may be required to submit it.

GSA has a ’7 steps library as a resource for information. https://www.acquisition.gov/sevensteps/library3.html

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RFQ Development Include any Options (e.g. a base year and 4 option years

for services or optional line items) Include Agency provisions/clauses/requirements (e.g.

DFARS, HSAR) Identify Type of order Should be FFP.

Time and Materials/Labor Hours may be used with limitations (D&F, ceiling)

Include SOW or purchase description Include Evaluation Criteria Include Submission instructions Include any Set-Aside/socioeconomic requirement

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Issuance of RFQ

Agency can issue RFQs via eBuy or Email

FAR 5 is NOT applicable for synopsis (unless ARRA/Recovery Act funding

Limited sources justification (above SAT post within 14 days of award)

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Vendor Quotes

Contractors submit either a firm fixed price or a ceiling price (labor-hour/Time & Material) quote. A ceiling price must be established for labor-hour and Time & Material orders.

Price quotes must be based upon the IT Schedule 70 contract and identify the mix of labor categories and level of effort that form the price.

Orders may be written to include travel costs in the firm fixed price or provide for reimbursement of travel costs at FTR or JTR rates.

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Evaluation Considerations Examples of factors used with services are: Past Performance,

Corporate Experience, key personnel qualifications or technical excellence /technical solution

Examples of factors with supplies are in 8.405-1: Special features, Delivery terms, maintenance availability, trade-in considerations, probable life, warranty, past performance, etc.

Price is always a factor: To what extent is the labor mix and level of effort proposed reasonable with the work required. Consider this in determining the total price fair and reasonable.

MUST EVALUATE OFFER(s) AGAINST THE EVALUATION FACTORS STATED IN THE RFQ

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Evaluation Best Practices Agencies can use "best value" criteria for the placement of orders. However, if a formal FAR

Part 15 negotiation process or something akin to it is utilized, GAO may use FAR Part 15 as guidance in reviewing an agency's actions.

ACS Government Solutions Group, Inc., B-282098.2, B-282098.3, June 2, 1999

The Government Accountability Office (GAO) has stated that FAR Part 15 does not apply to FSS orders.

Computer Products, Inc., B-284702, May 24, 2000

The Multiple Award Schedules (MAS) Program is a streamlined process; do not use complex Federal Acquisition Regulation (FAR) Part 15 procedures for an MAS order. The United States Court of Claims has specifically held that FAR Part 15 is not applicable to MAS orders.

Ellsworth Associates, Inc. v. United States, 45 Fed. Cl. 388 (1999)

Discussions with contractors are not required when using FSS ordering procedures; can seek additional information regarding a request for quotations without triggering discussion rules

Intelligent Decisions, Inc., B-274626.2

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Evaluation Best Practices Cont. GAO sustained protests where the agency improperly failed to evaluate offers consistent

with the instructions to Schedule contractors in the request for quote. ACS Government Solutions Group, Inc., B-282098, B-282098.2, June 2, 1999

There is no requirement to identify detailed evaluation criteria but, at a minimum, identify the basis on which the selection is to be made.

Tell contractors what the plan is and adhere to it

Evaluate in accordance with stated selection methodology and/or criteria– COMARK Federal Systems, B-278343.2, January 20, 1998, 98-1 CPD 34; Amdahl

Corporation, B-281255, December 28, 1998

When an agency knows that its requirements can be met under either one of two different Schedules, it is not reasonable to issue an order to the sole vendor capable of performing under one Schedule without also reviewing the prices offered by several vendors capable of performing under the other Schedule

REEP Inc., B-290665, September 17, 2002

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More case law In the case of a conflict between a delivery order and the underlying FSS contract, the

contract controls; avoid unnecessary contractual language in a request for quotations that may confuse or frustrate a contractor Intelligent Decisions, Inc., B-274626.2, December 23, 1996.

Where an agency is making a purchase from the FSS program, it is not required to engage in "equal discussions" with FSS contractors; rather, it may solicit information from only one contractor without affording another FSS contractor a similar opportunity to clarify the terms of that contractor's FSS contract Intelligent Decisions, Inc., B-274626, B-274626.2, December 23, 1996.

When using a performance-based SOW, allow the contractors to propose the labor skill mix and associated hours; do not dictate the number of hours or labor skill mix Computer Products, Inc., B-284702, May 24, 2000.

Reasonable to reject unacceptable quotes where required information is not provided for team member under planned contract teaming arrangement Kearny & Company, B-298436.2, October 4, 2006.

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Award Decision Examples

No SOW: The Award decision includes the schedule contracts considered noting the contractor determined best value; evidence of compliance with 8.405-1 ordering procedures over SAT, and the basis for the award decision

SOW: The Award decision includes the schedule contracts considered noting the contractor determined best value; evidence of compliance with 8.405-2 ordering procedures over SAT; the evaluation methodology and rationale for any trade-offs; and the price reasonableness determination required by paragraph 8.404(d).

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File Documentation Acquisition Plan/Purchase Request /Funds RFQ/SOW or Description of Supplies Contractors solicited or considered Order/attachments/amount paid If other than a firm fixed price task order is awarded, a

T&M/LH D&F EPLS/FAPIIS check Award decision Written Determination if < 3 quotes & eBuy not used Notice of Award under 8.405-2

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Order Contents - FAR 8.406-1(d) Complete Shipping and Billing Addresses GSA contract number Agency order number F.o.b. delivery point; i.e., origin or destination Discount Terms Delivery or period of performance Special Item Number of National Stock Number A statement of work for services, when required, or a brief, complete

description of each item (when ordering by model number, features and options such as color, finish, and electrical characteristics, if available, must be specified).

Quantity and any variation in quantity. Number of Units

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Order Contents Continued Unit Price Total Price of the order Points of Inspection/Acceptance Other pertinent data; e.g., delivery instructions or receiving hours and

size-of-truck limitation Marking requirements Level of preservation, packaging, and packing Supplemental clauses (agency regulatory/statutory) Agencies can use OF347, any agency prescribed form, or an electronic

communications format

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Administer Order

Schedule orders can be protested under FAR 33.1 procedures Inspection/Acceptance Apply remedies for non- performance T4C Termination for cause (see FAR 8.406-4 for notifying GSA). Resolve disputes (unless they pertain to the contract Ts and Cs) Register the order & Complete evaluations in agency system/PPIRS per

FAR 42.15 Close out orders – use your agency procedures - no requirement to

coordinate with GSA

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Questions?

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Schedule 70 Resources – Contact Info.

IT Schedule 70 Helpline: (General Information)

877-446-4870

(M-F 8:00 am - 5:00 pm EST)

http://www.gsa.gov/schedule70

http://www.gsa.gov/stateandlocal