U S General Services Administration New Contractor Orientation
- Slides: 94
U. S. General Services Administration New Contractor Orientation
Federal Acquisition Service An Introduction Ø GSA Schedules are fast, easy, and effective contracting vehicles. Ø GSA establishes long-term governmentwide contracts with commercial companies to provide access to millions of commercial products and services at volume discount pricing. Ø Connects contractors with a range of government opportunities. Ø Simplifies the buying process by complying with federal procurement rules and regulations.
Federal Acquisition Service Ø Getting Started Ø Contract Requirements Ø Keeping Your Contract Current Ø Marketing
Federal Acquisition Service Getting Started Ø Success Ø GSA Personnel Ø Contractor Assistance Visit (CAV) Ø Report Card
Federal Acquisition Service Success • On Time • On Budget Ordering Activity Contractor • Sales • Develop Business • • Right Item Right Delivery Right Price Terms & Conditions GSA
Federal Acquisition Service Procurement Contracting Officer (PCO) • Awards your contract • Modifications • Contact information found on e. Library under “Contracting Officer”
Federal Acquisition Service Administrative Contracting Officer (ACO) • • Subcontracting Plans (Large Business) Oversees Sales Reporting and IFF Assists with other compliance issues ACO Locator: http: //vsc. gsa. gov/vsc/pco_aco. cfm
Federal Acquisition Service Industrial Operations Analyst (IOA) • Conducts Contractor Assistance Visits (CAV) • Provides observations from CAVs to PCO and ACO • Provides general business development resources
Federal Acquisition Service Contractor Assistance Visit (CAV): Participation Your Company GSA • MAS Contract Administrator • Other relevant personnel responsible for contractual functions • Industrial Operations Analyst (IOA)
Federal Acquisition Service Contractor Assistance Visit (CAV): Purpose Ø Ø Ø Clarify the Terms and Conditions of your contract Assist with your questions or concerns Identify potential problems Gather contractor performance data Verify processes including: sales tracking system, trade agreements, basis of award, environmental indicators, and other key contract requirements
Federal Acquisition Service Contractor Assistance Visit (CAV): Preparation Review Pre-Visit Information Access to Contract Documents Access to Resources
Federal Acquisition Service Contractor Assistance Visit Report Card
Federal Acquisition Service Purpose Ø The Report Card is a “snap-shot” in time of your Multiple Award Schedule contract after a Contractor Assistance Visit (CAV) occurs. Ø Keep in mind that this deals directly with performance against some of the main MAS Terms and Conditions
Federal Acquisition Service Sample Report Card – Direct Link https: //vsc. gsa. gov/reportcard/ reportcard. pdf
Federal Acquisition Service Report Card Ratings • Critical • Mandatory • Above and Beyond Categories • • • Exceptional Very Good Satisfactory Marginal Serious Concerns Exist
Federal Acquisition Service Contract Requirements Ø Ø Ø Ø Sales Tracking System Sales Reporting Industrial Funding Fee Contract Sales Criteria Bankruptcy Pricelists Modifications Ø Ø Ø Ø GSA Advantage Environmental Scope Basis of Award Pricing Trade Agreements Act Subcontracting Plans
Federal Acquisition Service Sales Tracking System Ø 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
Federal Acquisition Service Tracking Sales Commercial GSA Reportable Government (Not Reportable)
Federal Acquisition Service Indicators of a Schedule Sale Ø The GSA contract number is stated Ø 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
Federal Acquisition Service Eligible Users: ADM 4800. 2 G Ø Ø Executive & Other Federal Agencies Mixed-Ownership Government Corporations The District of Columbia State and Local Governments using Cooperative Purchasing, Disaster Recovery or the 1122 program Ø FAR 51 Deviation contractors
Federal Acquisition Service Defining Reportable DO Items on your GSA Pricelist Services on your GSA Pricelist DON’T Under the correct SIN Open Market Travel
Federal Acquisition Service Sales Reporting Ø Sales reports must be submitted within 30 days after the quarter ends, by: January 30 th April 30 th July 30 th October 30 th Ø Even if you have no sales for the quarter, you must still file a $0 sales report Ø Sales are reported by Special Item Number (SIN) Ø Report online at: https: //72 a. gsa. gov
Federal Acquisition Service Industrial Funding Fee (IFF) Ø The IFF of 0. 75% is included in your awarded pricing Ø The contract prices that you bill a customer must include the IFF Ø The IFF is paid by your MAS customers for utilizing your MAS contract, but it is remitted by you on a quarterly basis
Federal Acquisition Service Remitting the IFF Ø Payment must be received within 30 calendar days after the quarter ends (not necessarily the last day of the month) Ø GSA encourages contractors to pay the IFF via credit card or electronic check because this will be a requirement in the near future Ø Visit https: //72 a. gsa. gov/for more information
Federal Acquisition Service Method of Payment Ø Make your IFF payment using any major credit card Ø $49, 999. 99 is the maximum
Federal Acquisition Service Method of payment – Ø Make your IFF payment using your checking or savings account Ø No dollar limits apply
Federal Acquisition Service Contract Sales Criteria I-FSS-639 Ø All Schedules contractors are required to generate $25, 000 in sales within the first two years of their contracts and to maintain $25, 000 in sales per contract year thereafter
Federal Acquisition Service Bankruptcy Ø If you have entered into bankruptcy proceedings Notify the PCO and ACO in writing within five days of the initiation of the proceedings Ø Reference 52. 242 -13 for more information
Federal Acquisition Service Terms Conditions Items/ Services Pricelist
Federal Acquisition Service Terms and Conditions Ø Minimum and Maximum Order Thresholds Ø Delivery FOB: Destination vs. Origin Days Ø Prompt Payment Discounts Ø Geographic Coverage Ø Governmentwide Purchase Card
Federal Acquisition Service GSA Advantage!®: https: //www. gsaadvantage. gov Ø Online shopping and ordering system Ø Government can use GSA Advantage!® to: Search for items/services/suppliers Perform market research Compare features, prices, and delivery Place orders Ø Contractors can use GSA Advantage!® to: Research competition Sell to the federal marketplace
Federal Acquisition Service
Federal Acquisition Service Requirements Ø Upload after initial award Ø Keep up-to-date Ø Complete, correct, readable and virus free
Federal Acquisition Service Environmental Ø Executive Order 13514 Products – 11 Attributes to choose from Everyone (products and services) – Greenhouse Gases (GHG)
Federal Acquisition Service Environmental Products
Federal Acquisition Service Certification Ø Certification from the manufacturer of the product Ø Government documentation showing testing/acceptance Ø Other methods of demonstrating compliance with your self-certified environmental attributes
Federal Acquisition Service Greenhouse Gases: http: //www. epa. gov/cleanenergy/energyresources/calculator. html
Federal Acquisition Service Scope Ø Schedule Ø Special Item Number (SIN) Ø Pricelist
Federal Acquisition Service
Federal Acquisition Service Pricelist Commercial Pricelist Schedule SINs On Your Approved GSA Pricelist
Federal Acquisition Service Options for Staying Within Scope Ø Obtaining additional MAS contracts Ø Contractor Team Arrangements Ø Modifications (Additions/Deletions)
Federal Acquisition Service Basis of Award Ø Established at the time of Award Ø Discount relationship which predicates your GSA pricing Ø Found on the Standard Form 1449 or Final Proposal Revision Letter (the first pages of your signed GSA contract)
Federal Acquisition Service Price of your Basis of Award Customer Discount provided from your companies commercial pricelist. Discount Relationship The difference between your GSA pricing and your Basis of Award Customer pricing GSA Pricing Discount provided on your approved GSA Pricelist
Federal Acquisition Service Basis of Award Example Ø “The basis of award customer (XYZ Company) receives a 10% discount from the commercial pricelist. GSA contract customers receive the same 10% or better discount throughout the life of the contract. This pricing relationship needs to be maintained throughout the life of the contract in accordance with Price Reductions Clause 552. 23875” Ø Review your contract to understand your specific BOA relationship and the Price Reductions Clause
Federal Acquisition Service Pricing Ø All Quotes, Orders and Invoices should demonstrate that you are charging your approved price or lower to GSA customers.
Federal Acquisition Service Trade Agreements Act (TAA) Ø Comprised of various international trade agreements and other trade initiatives Ø Applicable to all Schedule contracts (including services) Ø TAA Compliant countries can be found via the FAR 25. 003
Federal Acquisition Service What is a Compliant TAA End Product? Wholly the growth, product, or manufacturer of U. S. or Designated Countries SUPPLY If consists of materials from another country, has been substantially transformed
Federal Acquisition Service TAA for Services Ø For contractors providing services - the country of origin is considered to be the country where the company is established
Federal Acquisition Service TAA – Your Responsibilities Ø Review your price list and GSA Advantage!® file for accuracy and any possible noncompliant items Notify your PCO if noncompliance is uncovered Ø Ensure that you have a control system and/or process in place to track the country of origin of all products – it is not required, but it is a good idea
Federal Acquisition Service Subcontracting Ø Large businesses have a responsibility to adhere to the Subcontracting Plan they negotiated into their contract and must make a “good faith effort” to meet or exceed subcontracting goals
Federal Acquisition Service Reporting Subcontracting Ø Large businesses must submit their subcontracting reports to the Electronic Subcontracting Reporting System (e. SRS) website: http: //www. esrs. gov/ Summary Subcontracting Report (SSR) – Submitted annually no later than 10/30 Individual Subcontracting Report (ISR) – Submitted biannually – no later than 04/30 and 10/30
Federal Acquisition Service Keeping Your Contract Current Ø Modification Types Ø MASS Mods Ø e. Mod Ø Rapid Action Mods Ø Novations and Name Changes
Federal Acquisition Service Modification Types Contractor Initiated GSA Initiated Company Information Mass Mods Pricelist Legal
Federal Acquisition Service MASS Mods https: //mcm. fas. gsa. gov/cmservlet/control? csnum=0
Federal Acquisition Service e. Mod: http: //eoffer. gsa. gov/
Federal Acquisition Service Digital Certificates http: //eoffer. gsa. gov/eoffer_docs/Digital. Cert. html
Federal Acquisition Service Novations and Name Changes Ø Novation Agreement Transfer of all company assets, or the portion of assets involved in performing the contract Ø Change-of-Name Agreement Only change in company’s legal name Ø Reference FAR Subpart 42. 12 for guidance
Federal Acquisition Service Marketing Ø Business Development Plan Ø Marketing Research Ø Marketing Basics Ø Education Opportunities Ø Additional Information
Federal Acquisition Service Business Development Plan Ø Vendor Support Center (VSC) Ø i. Guide Ø Marketing Tips Ø Eligible Users
Federal Acquisition Service Vendor Support Center: http: //vsc. gsa. gov
Federal Acquisition Service
Federal Acquisition Service Marketing Tips: http: //www. gsa. gov/market 2 feds
Federal Acquisition Service Eligible Users: http: //www. usa. gov
Federal Acquisition Service Research Ø Schedule Sales Query Ø Advantage Spend Analysis Program Ø Federal Procurement Data System Ø USA Spending Ø Federal Acquisition Jumpstation
Federal Acquisition Service Schedule Sales Query: https: //ssq. gsa. gov
Federal Acquisition Service Advantage Spend Analysis Program (ASAP): https: //www. asap. gsa. gov/asap/welcome. do
Federal Acquisition Service Federal Procurement Data System (FPDS): https: //www. fpds. gov
Federal Acquisition Service USA Spending: http: //usaspending. gov
Federal Acquisition Service Federal Acquisition Jumpstation: http: //prod. nais. nasa. gov/pub/fedproc/home. html
Federal Acquisition Service Marketing Basics Ø e. Library Ø GSA Advantage!® Ø DOD e. Mall Ø GSA Logos
Federal Acquisition Service e. Library: http: //gsaelibrary. gsa. gov
Federal Acquisition Service
Federal Acquisition Service GSA Advantage!®: https: //www. gsaadvantage. gov
Federal Acquisition Service DOD e. MALL: https: //dod-emall. dla. mil
Federal Acquisition Service GSA Logos: http: //www. gsa. gov/logos
Federal Acquisition Service Contractor Relationships Ø Contractor Teaming Arrangements (CTAs) Ø Blanket Purchase Agreements (BPAs)
Federal Acquisition Service Contractor Team Arrangement (CTA) http: //www. gsa. gov/cta Reduce risk More marketable Stay within Scope of Contract CTA Benefits Compete on more orders Each have ownership
Federal Acquisition Service • All parties have a Schedule • Responsible for own products/services • Invoiced at each team member’s pricing • All team members can contact the ordering activity Prime/Sub CTAs vs. Prime/Subcontracting • Only Prime needs a Schedule • Prime holds all responsibility for all products/services • Invoiced at Prime’s pricing • Ordering activity has contact with Prime only
Federal Acquisition Service Blanket Purchase Agreements http: //www. gsa. gov/bpa Benefits • Simplifies recurring needs • Quantity discounts • Saves administrative time • Reduces paperwork
Federal Acquisition Service Blanket Purchase Agreements Don’t: Do: Report Sales Exceed the bas e pe of your MAS co riod ntract Provide Additio nal Discounts
Federal Acquisition Service Education Ø Training Ø GSA Interact
Federal Acquisition Service Training: http: //www. gsa. gov/portal/category/27104
Federal Acquisition Service Interact: http: //interact. gsa. gov/
Federal Acquisition Service Opportunities Ø e. Buy Ø Fed. Biz. Opps Ø ITSS Ø Forecast of Contracting Opportunities Ø Marke. Tips Magazine
Federal Acquisition Service e. Buy: http: //www. ebuy. gsa. gov/
Federal Acquisition Service Fed. Biz. Opps: https: //www. fbo. gov
Federal Acquisition Service IT Solution Shop (ITSS): http: //www. gsa. gov/itss
Federal Acquisition Service Forecast of Contracting Opportunities: http: //www. gsa. gov/portal/category/25544
Federal Acquisition Service Marke. Tips: http: //www. gsa. gov/marketips
Federal Acquisition Service Additional Information Ø Customer Service Directors Ø Office of Small Business Utilization Ø Procurement Technical Assistance Centers
Federal Acquisition Service Customer Service Directors: http: //www. gsa. gov/portal/content/100813
Federal Acquisition Service OSBU: http: //www. gsa. gov/aboutosbu
Federal Acquisition Service PTAC: http: //www. aptacus. org/new/
Federal Acquisition Service Questions? ?
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