U S General Services Administration GSA Federal Acquisition

U. S. General Services Administration (GSA) Federal Acquisition Service U. S. General Services Administration Office of Small Business Utilization Small Business Solutions Success in GSA Schedule Contracting PURSUING A GSA SCHEDULES CONTRACT AND MAINTAINING CONTRACT COMPLIANCE

U. S. General Services Administration (GSA) Federal Acquisition Service (FAS) WHAT DOES FAS PROCURE? For over 60 years, GSA has supported the warfighter around the world q q q q GSA Global Supply in Afghanistan & Kuwait q q q Environmental Moving Services Staffing Transportation Law Enforcement Equipment Furniture Office Supplies Telecom & Network Services Travel Services Emergency Preparedness & Response Equipment And Much More… WHERE ARE THE FAS OPPORTUNITIES? q q q GSA (MAS) Schedules GSA Global Supply GSA Fleet (Motor Vehicles) GSA Forecast GSA Subcontracting q Governmentwide Acquisition Contracts (GWAC) www. gsa. gov/fas ALSO CHECK OUT GSA’S GOVERNMENT AUCTIONS www. gsauctions. gov

U. S. General Services Administration (GSA) Federal Acquisition Service GSA Government Wide Acquisition Contracts (GWACS) ALLIANT SMALL BUSINESS GWAC ALLIANT GWAC 8(a) STARS II GWAC VETS (Service Disabled Veteran Owned Small Business) GWAC www. gsa. gov/gwacs

U. S. General Services Administration (GSA) Federal Acquisition Service GSA Schedules Program WHAT IS A GSA SCHEDULE? q GSA (MAS) Schedule- longterm, governmentwide contracts with commercial companies to provide access to millions of commercial products and services at volume discount pricing. q GSA Schedules program is the premier acquisition vehicle in the government q A Schedule is the Category of Business Identified by a Number and Description POC Visit www. gsaelibrary. gsa. gov Schedule Number & Description Item Number & Description List of GSA Contractors & Contract Details

U. S. General Services Administration (GSA) Federal Acquisition Service GSA Schedules Program WHAT ARE THE BENEFITS? q Access to many agencies from one procurement vehicle q Pre-Negotiated q Agencies save tax dollars q A Schedules with Set-Asides for Small Business q Purchase directly from seller “Agency buyers can now set-aside on GSA Schedules during the procurement process” Small Business Act of 2010 and FAR Case 2011 -024

U. S. General Services Administration (GSA) Federal Acquisition Service GSA Schedules Program SET-ASIDES FOR SMALL BUSINESS q 00 CORP Professional Services Schedule (formerly the Consolidated Schedule) q 23 V Automotive Superstore q 36 The Office, Imaging & Document Solution q 48 Transportation, Delivery & Relocation Solutions q 56 Buildings & Building Material/Industrial Services & Supplies q 66 Scientific Equipment & Services q 67 Photographic Equipment –Cameras, Photographic Printers & Related Supplies & Services (Digital & Film-Based) q 71 Furniture q 72 Furnishing and Flooring Coverings q 73 Food Service, Hospitality, Cleaning Equipment & Supplies, Chemicals & Services q 78 Sports, Promotional, Outdoor, Recreation, Trophies & Signs (SPORTS)

U. S. General Services Administration (GSA) Federal Acquisition Service

U. S. General Services Administration (GSA) Federal Acquisition Service Minimum Requirements System Awards Management (SAM) q DUNS # - 9 digit identifier by Dun & Bradstreet (D&B) q Tax Identification Number (TIN) q Taxpayer Name q Statistical Information q Electronic Funds Transfer (EFT) Information q New registrations process is 1 -2 business days www. sam. gov Small Business Administration (SBA ) North American Industrial Classification (NAICS) q 8(a) - Requires Certification q HUBZone - Requires Certification q Woman-Owned Business -Self Certify except for Set Asides for certain NAICs– Must be verified through SBA Repository q Veteran Owned Business -Self Certify except for the (VA) Schedules Must be verified www. vip. vet. Biz. com q Service Disabled Veteran Owned q Identify NAICs q Review SBA Size Standard q Determine if you are considered a small or large business www. census. gov/naics

U. S. General Services Administration (GSA) Federal Acquisition Service Minimum Requirements ONLINE REPRESENTATIONS AND CERTIFICATIONS q Replace paper based Representations and Certifications (Reps and Certs) process SMALL BUSINESS ADMINISTRATION SIZE STANDARD q SBA has established numerical definitions, or size standards, " for all for-profit industries. q q DUNS # Required q MPIN Required – Marketing Partner Identification Number - Created during SAM Process (personal code allows access to government applications) Size standards represent the largest size that a business (including its subsidiaries and affiliates) may be to remain classified as a small business concern. q Small Business Act states that unless specifically authorized by statute, no Federal department or agency may prescribe a size standard for categorizing a business concern as a small business concern, unless such proposed

U. S. General Services Administration (GSA) Federal Acquisition Service Business Decision IS THERE A RETURN ON INVESTMENT (ROI)? Research Customer Base Contract/Revenue q Buying Preference q Current Govt. Orders? q Potential Customers q Potential Govt. Orders? q Request for GSA Schedules q No Orders? q Other sources being used q Plan the 2 year grace period q Discounts beneficial q Other contracts in place? q Benefit to you/customer q Leading to Success/ROI? Note: The GSA Schedules Program is only one tool buyers use to purchase products and services.

U. S. General Services Administration (GSA) Federal Acquisition Service Business Decision WHERE DO I START? Start Here https: //vsc. gsa. gov/ Complete “Pathway to Success” online training through Vendor Support Center and Click “Education” to take the quiz which is required before submitting an offer NOTE: This website is intended to help bidders understand the GSA contract process before applying for a contract

U. S. General Services Administration (GSA) Federal Acquisition Service

U. S. General Services Administration (GSA) Federal Acquisition Service Downloading the GSA Schedules Solicitation 1. Scroll down to find the GSA Schedule 2. Click on solicitation GSA Schedule Solicitations www. gsa. gov/schedulesolicita tions q q GSA e-Library www. gsa. gov/elibrary q q q 1. Enter Site 2. Search for product or service category 3. Identify GSA Schedule 4. Click Schedule/Source 5. Click “Vendors” link q Access to Paperwork 1. Click “Vendors” 2. Click “Find Business Fed. Biz. Opps Schedule description Schedule POC Link to Fed. Biz. Opps Link to e-Library Schedule description Schedule POC Link to Fed. Biz. Opps List of Contractors View Pricing and Terms q Good for Market Research

U. S. General Services Administration (GSA) Federal Acquisition Service Solicitation Basics SOLICITATION BASICS OVERVIEW q Not a contract for money q Contractual Agreement between GSA and Vendor q 30 -120 days or more application process q Mostly reading to understand requirements q Template/Fill the blanks Some Charts in Required q Your company information q Must be submitted and reviewed q Negotiated q Award or Rejection IMPORTANT NOTE: Due to a refresh in solicitations, please plan to contact the contracting office prior to downloading the materials to your computer. Submitting your paperwork within 30 days of the refresh date would allow your offer to be current. After 30 days, you will need to download, complete and submit the current paperwork.

U. S. General Services Administration (GSA) Federal Acquisition Service Participation Criteria q Minimum Sales • ü $25, 000 in sales for the first two years combined; ü $25, 000 each year after q Pre-Requisites q Past Performance q Complete the Solicitation q Submit Offer to GSA MINIMUM QUALIFYING SALES • q GSA’s Review Process q Negotiate Terms and Conditions EXPERIENCE Past Performance Review ($190. 00) conducted by Open Ratings • GSA AWARD TIME q GSA will Accept or Reject Offer ü 120 Days or longer q Accepted/Award/Contract # q Market Your GSA Contract PRE-REQUISITES ü Central Contractor Registration www. sam. gov ü Small Business Certifications www. sba. gov ü North American Industrial Classification(NAICS) www. census. gov/naics ü Online Representations and Certifications www. sam. gov

U. S. General Services Administration (GSA) Federal Acquisition Service Solicitation Contents PARTS OF THE SOLICITATION q Proposal Price List Preparation q Read Me First q Solicitation Cover Page q Commercial Sales Practice Format CSP-1 q Vendor Response Document q Sample Labor Category Matrix q SF 1449 – must be signed q Letter of Supply Template q Regulations Incorporated by Reference q Subcontracting Plan q Past Performance NOTE: SOME PARTS OF THE SOLICITATION MAY VARY DEPENDING ON THE PRODUCT OR SERVICES

U. S. General Services Administration (GSA) Federal Acquisition Service Past Performance q Required as part of your offer submission q Specify between 4 -20 references q Notify References q Emailed on-line survey q 35 day process q Valid for 6 months q www. ppereports. com $190. 00 plus tax for two orders ($25. 00 each additional)

U. S. General Services Administration (GSA) Federal Acquisition Service Websites for Support Acquisition Centers www. gsa. gov/schedulesolicitations Getting on Schedule www. gsa. gov/gettingonschedule Learn more about e. Offer http: //eoffer. gsa. gov/ “Doing Business with GSA” Free Webinars www. gsa. gov/smallbiztraining

U. S. General Services Administration (GSA) Federal Acquisition Service Professional Services Schedule The NEW Professional Services Schedule is now live! It is under 00 CORP The MOBIS (874), AIMs (541), FABs (520), Language (738 II), Logworld (874 V), PES (871) and Environmental (899) programs are no longer be available as individual MAS programs. All of the services covered under these single Schedules, and all of the existing contractors holding those Schedules, are now available under the new PROFESSIONAL SERVICES SCHEDULE (PSS), Get the latest updates at effective 10/1/15. GSA INTERACT https: //interact. gsa. gov Search “Professional Services

U. S. General Services Administration (GSA) Federal Acquisition Service Stay Informed and Up-to-Date SOCIAL INTERACTION CURRENT NEWS VIEW CURRENT DISCUSSIONS VARIETY OF SUBJECTS POST QUESTIONS GSA ONLINE UPDATES https: //interact. gsa. gov

U. S. General Services Administration (GSA) Federal Acquisition Service GSA Office of Small Business Utilization Mrs. Pamela Smith-Cressel Director – Pacific Rim Region 300 N. Los Angeles St. , 3 rd Floor, Room 3122 Los Angeles, CA 90012 Ph. 213 -894 -3210 Email: pam. smith-cressel@gsa. gov Mr. Anthony Caruso Small Business Specialist 300 N. Los Angeles St. . 3 rd Floor, Rm 3122 Los Angeles, CA 90012 Ph. 213 -894 -3210 Email: anthony. caruso@gsa. gov Mrs. Lori B. Falkenstrom Small Business Specialist 1301 Clay St. North Tower Oakland, CA 94612 Ph. 510 -637 -1413 Email: lori. falkenstrom@gsa. gov

U. S. General Services Administration (GSA) Federal Acquisition Service Small Business Solutions

U. S. General Services Administration (GSA) Federal Acquisition Service GSA Personnel • Procurement Contracting Officer (PCO) – Awards your contract – Approves bilateral modifications – PCO contact information can be found on GSA e. Library: http: //gsaelibrary. gsa. gov – Ultimate authority over your GSA Schedule 70 contract • Administrative Contracting Officer (ACO) – Delegated functions by the PCO – ACO contact information can be found at https: //vsc. gsa. gov/tools/aco_ioa. cfm

U. S. General Services Administration (GSA) Federal Acquisition Service GSA Personnel • Industrial Operations Analyst (IOA) – Conducts contractor assessments – Monitors sales reporting, sales adjustments, and Industrial Funding Fee remittance – Provides general guidance and business development support – IOA contact information can be found at https: //vsc. gsa. gov/tools/aco_ioa. cfm

U. S. General Services Administration (GSA) Federal Acquisition Service Compliance Overview • GSA and Ordering Agencies – Abide by the Federal Acquisition Regulation (FAR) and agency regulations – Ordering agencies must abide by Schedule terms & conditions – GSA PCO has ultimate authority over the Schedule contract • Contractors – Must be in compliance with Schedule contract terms & conditions and purchase/task order terms & conditions – Remember, the GSA Schedule terms & conditions take precedence over the order terms & conditions

U. S. General Services Administration (GSA) Federal Acquisition Service Scope of Contract Compliance • Contract items must be within the scope of the Schedule and approved Special Item Numbers (SINs) • Only items awarded on your GSA Schedule pricelist can be sold per your contract • “Open Market” (non-contract) items must be identified • Expand the scope of your offerings through: – Modifications – Additional GSA Schedule contracts – Contractor Teaming Arrangements (CTAs)

U. S. General Services Administration (GSA) Federal Acquisition Service Trade Agreements Act (TAA) • Must ensure offerings are manufactured in a TAA compliant country – Applicable to all Schedule contracts services) – TAA compliant countries can be under FAR 25. 003 (including found • Review your pricelist and GSA Advantage!® file for accuracy and possible noncompliant items – Notify your PCO if noncompliance is uncovered

U. S. General Services Administration (GSA) Federal Acquisition Service Sales Tracking System • Identifies, tracks, and reports GSA sales accurately and completely ─ Reports all transactions within the proper period ─ Retrieves data easily ─ Separates Schedule sales from other federal sales and commercial sales

U. S. General Services Administration (GSA) Federal Acquisition Service Sales Reporting and Industrial Funding Fee (IFF) • Sales reports must be submitted and IFF remitted within 30 days after the end of the quarter, by: January 30 th, April 30 th, July 30 th, and October 30 th • $0 must be reported if you have no sales for the quarter • Do not report open market items and travel costs • The IFF of 0. 75% is included in your awarded pricing • Some GSA BPAs have additional sales reporting requirements

U. S. General Services Administration (GSA) Federal Acquisition Service Indicators of a Schedule Sale • The GSA contract number is stated • If no contract vehicle is stated and: – Same terms and conditions as your GSA contract – Through GSA Advantage!® or e. Buy – Paid with the government purchase card for items on your contract – The pricing at or below contract price

U. S. General Services Administration (GSA) Federal Acquisition Service Basis of Award • Discount relationship which predicates your GSA pricing – Found on the Standard Form 1449, Final Proposal Revision Letter, or subsequent modifications (Standard Form 30) • Must be maintained to comply with the Price Reductions Clause (GSAM 552. 238 -75) – Adverse changes are referred to as “price reductions” – Price reductions should be reported to the PCO within 15 calendar days

U. S. General Services Administration (GSA) Federal Acquisition Service Pricing • Must charge at or below your GSA Schedule price – Spot discounts are allowed and will not result in a price reduction • Price increases (Economic Price Adjustments) must be approved by your PCO – Automatic escalations • Incorporated into the original contract (SF 1449) or subsequent modifications (SF 30) – One-time increases • Incorporated via a modification (SF 30) – Refer to clauses 552. 216 -70 and I-FSS-969

U. S. General Services Administration (GSA) Federal Acquisition Service Prompt Payment Discounts • Awarded prompt payment discount terms must be displayed on all MAS invoices • Do not apply to government purchase card payments • Terms can be included in all MAS quotations

U. S. General Services Administration (GSA) Federal Acquisition Service Minimum Sales Requirement • Contract Sales Criteria Clause, I-FSS-639 • Requirement: – $25, 000 in contract sales over the first 24 months – $25, 000 for each 12 month period thereafter • GSA may cancel the contract if it does not meet the minimum sales requirement

U. S. General Services Administration (GSA) Federal Acquisition Service Administrative Concerns • • • Pricelist maintenance Mass Modifications Novation and change of name agreements Bankruptcy SAM. gov

U. S. General Services Administration (GSA) Federal Acquisition Service Point of Contact Information Updates • GSA Contract – Headquarters Address – Point of Contact name, phone number, email address, & office address – Must be updated via contract modifications using e. Mod • GSA e. Library / GSA Advantage Company Information – – Verify the contact information listed is accurate Telephone number, email, and web address can be updated using SIP Company name and address changes must process through SAM. gov Note: e. Buy contact info can be updated under your “profile” on e. Buy

U. S. General Services Administration (GSA) Federal Acquisition Service Modification Types Contractor Initiated GSA Initiated Company Information Mass Mods Pricelist Legal

U. S. General Services Administration (GSA) Federal Acquisition Service e. Mod • Contractor Initiated Modification • Price List Change(s) • Company Information Change • Legal Changes • Completed at GSA’s e. Mod Website • Requires a Digital Certificate • Price List Modification Template

U. S. General Services Administration (GSA) Federal Acquisition Service Mass Modification • GSA Initiated Modification to all Schedule Contractors • Emailed to Contract Administrator • Completed at GSA’s Mass Modification Website

U. S. General Services Administration (GSA) Federal Acquisition Service Other Compliance Concerns • Labor qualifications • Environmental icons • Subcontracting plans • Delivery • GSA Advantage Pricelist

U. S. General Services Administration (GSA) Federal Acquisition Service Contractor Assessments • Objectives ─ Assess the level of compliance with GSA Schedule terms & conditions ─ Address questions or concerns ─ Evaluate processes and procedures ─ Performed for most GSA Schedules

U. S. General Services Administration (GSA) Federal Acquisition Service Assessment Frequency • Annually for contractors meeting established MAS reported sales thresholds ─ Focus on sales tracking, pricing, and prompt payment discounts • End of term for contractors in the 4 th contract year meeting established MAS reported sales thresholds ─ Covers all compliance topics in this presentation

U. S. General Services Administration (GSA) Federal Acquisition Service Assessment Participants • Your Company – GSA Contract Administrator – Other relevant personnel responsible for contractual functions (e. g. sales, marketing, order tracking, IFF remittance) • GSA – Industrial Operations Analyst (IOA)

U. S. General Services Administration (GSA) Federal Acquisition Service Assessment Preparation • Initial phone call or email from IOA, followed by pre-visit confirmation email • Familiarize yourself with the requirements addressed in pre-visit email • Contact IOA with any questions

U. S. General Services Administration (GSA) Federal Acquisition Service Assessment Intent Notice • Provided by your IOA prior to the Assessment • Purpose is to eliminate any confusion between Assessments and IG Audits • Should be reviewed, signed, and given back to your IOA

U. S. General Services Administration (GSA) Federal Acquisition Service Recommended Documentation • GSA contract, including: • Standard Form 1449 (SF 1449) • Incorporated documents (e. g. Final Proposal Revision (FPR) letter, Commercial Sales Practices) • Approved modifications (Standard Form 30) • Current approved pricelist and all previously approved versions

U. S. General Services Administration (GSA) Federal Acquisition Service Recommended Documentation – Sales data supporting your reported 72 A sales for the quarters being reviewed • IOAs have access to the reported sales figures but not the supporting records – Examples of supporting records for reported sales: • • Accounting reports Spreadsheets Ledgers Invoices

U. S. General Services Administration (GSA) Federal Acquisition Service Recommended Documentation • Purchase/Task Orders ─ Customers do not provide GSA copies of orders they place against GSA Schedule contracts • Related Documentation ─ Statement of Work (SOW) ─ Quotations ─ Invoices

U. S. General Services Administration (GSA) Federal Acquisition Service Recommended Documentation • Trade Agreements Act (TAA) ─ Contractors supplying tangible products should be able to provide country of origin information • Environmental Attributes ─ Documentation supporting the use of environmental icons on GSA Advantage!® (excluding Energy Star and EPEAT)

U. S. General Services Administration (GSA) Federal Acquisition Service Examples of Problems Identified • • Under-reported/over-reported sales Out-of scope orders TAA non-compliant products Price overcharges Outdated GSA Advantage! ® pricelists/catalogs Inaccurate contact information Missing records/documentation

U. S. General Services Administration (GSA) Federal Acquisition Service Educational Resources & References • • • GSA’s Vendor Support Center The Steps to Success: Contractor Reference Guide GSA Interact Multiple Award Schedules (MAS) Desk Reference Who Can Order Through GSA Schedules? ACO/IOA Locator Procurement Technical Assistance Centers (PTACs) GSA’s Social Networking Resources Centralized Mailing List Service (gsa. gov/cmls)

U. S. General Services Administration (GSA) Federal Acquisition Service Questions?