Federal Acquisition Service U.S. General Services Administration 1 CARE & MAINTENANCE OF YOUR GSA...

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Federal Acquisition Service

U.S. General Services Administration

CARE & MAINTENANCE OF YOUR GSA MULTIPLE AWARD SCHEDULE

(MAS) CONTRACT

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Two key factors in your success

Maximizing Rewards - marketing yourself and getting task/delivery orders

Minimizing Risks - following the rules - often very different than the commercial marketplace

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Contractor Assistance Visit (CAV)

Industrial Operations Analyst (IOA) Liaison between Administrative Contracting Officer (ACO) /

Procuring Contracting Officer (PCO) and contractors Conducts Contractor Assistance Visits (CAV)

Objectives of CAV Explain the Terms and Conditions of your contract Assist with your questions or concerns Identify and correct potential problems Gather contractor data

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Who’s Who

Procurement Contracting Officer (PCO)• negotiates and awards your contract

Administrative Contracting Officer (ACO)• responsible for the 72A sales reporting and Industrial

Funding Fee (IFF) payment

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Administrative Report Card

A “snapshot” in time

To assess if you are following the terms and conditions of your contract

Used to determine whether or not to exercise option periods

Example Report Card at Vendor Support Center under Contract Administration – http://vsc.gsa.gov/reportcard/

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Administrative Report Card Frequency

Mid-term •Sometime in 3rd year of each 5 year contract period•primarily for your own edification• leaves time to address any problems before renewal and

potential audit.

Expiring •between 6-12 months prior to 5 year contract period end•one of many things the PCO will consider in evaluating the

option

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Administrative Report Card

Question Categories Category 1 - Critical Category 2 - Mandatory Category 3 - Above and Beyond

Ratings Exceptional Very Good Satisfactory Marginal Serious Concerns Exist

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Key Report Card topic – Price lists

An authorized contract price list shows ordering agencies what you have to offer.

Potential customers rely on your price list when doing market research.

Always use your current approved price list

Update and distribute with each applicable modification

Keep copies of all versions throughout your contract term for at least 3 years after contract expiration

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GSA e-Library

Online source for contract SIN and Schedules information Keep your information current

Address: Update Central Contractor Registration (CCR) www.ccr.gov

Phone Number: Update GSA Advantage! file Web address and email Address: Update GSA Advantage! File

Market research tool Ordering activities can find you You can research your competition and find potential teaming

partners or subcontractors

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Online shopping and ordering system Provides online access to thousands of customers You are required to upload your price list to GSA Advantage!

no later than 6 months after award Pique the customer’s interest

Utilize images (photos, logos, etc.) Write detailed product descriptions Use generic terms that customers can understand

Provide a link to your company website

GSA Advantage!

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Keep your GSA Advantage! information up-to-date

Government can use GSA Advantage! to: Search for items/services/suppliers Perform market research Compare features, prices, and delivery Place orders

Contractors can use GSA Advantage! to: Research competition Sell to the federal marketplace

GSA Advantage!

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Key Report Card topic – Environmental icons

Critical Report Card question - Is the contractor accurately identifying products that have Environmental attributes?

• applies to icons loaded in GSA Advantage! by the contractor

Possess competent and reliable evidence to substantiate.

EPEAT and Energy Star icons are loaded directly into GSA Advantage! ® from EPA and Federal Electronics databases and don’t require contractor self-certification

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eBuy

An electronic Request For Quote (RFQ) / Quote system

Notifies you of new government requirements

Increases sales potential

Not FedBizOpps

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eBuy continued

Provides valuable information on the Federal marketplace

Saves you time since business opportunities may be sent directly to you via e-mail and quotes can be sent electronically

For more information about eBuy:

“GSA eBuy for Vendors”, Session 6 Wednesday at 2:30pm or Session 9 on Thursday at 2:30pm.

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Key Report Card topic - Scope

What is “Scope”?• On an order referencing your GSA contract number

Services or products have been approved by the PCO and authorized under your GSA contract

Why is it important? You must only sell those products and services awarded

under your contract To maintain the integrity of the schedules program To protect you from any unintended consequences

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Scope

Only sell products and services that have been approved by your PCO

If products and services are being sold, and they are not on your Schedules contract, do not represent them as such

• Identify those as Open Market or Non-Schedule

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Key Report Card topic - Trade Agreements Act (TAA)

The TAA implements various international trade agreements and other trade initiatives

TAA is applicable to all Schedules contracts (including services)

Trade Agreements clause (FAR 52.225-5) included in contracts via the standard commercial items clause (FAR 52.212-5(b)) TA Certificate (FAR 52.212-3(g)(4))

Contractors must only provide U.S.-made or designated country end products

Refer to FAR 25.003, Definitions, for a complete list of designated countries

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U.S. General Services Administration TAA – Your Responsibilities

Remain compliant!

Review your price list and GSA Advantage! file for accuracy and any possible noncompliant items Notify your PCO to delete those items from your contract if

noncompliance is uncovered

Ensure that you have a control system and/or process in place to track the country of origin of all products—it’s not required, but it’s a good idea!

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U.S. General Services Administration TAA – Your Responsibilities

The IOA will• evaluate your process• review country of origin information during the CAV

Why is TAA compliance so important?• Federal customers must follow the regulations• They depend on GSA to help them be in compliance.

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Decreases —The Price Reduction Clause 552.238-75: Schedules contract prices are based

upon a “Basis of Award” Category of Customer(s),

The negotiated discount ratio must be maintained throughout the contract term

Key Report Card topic - Basis of Award

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Contractors should have a system or process in place to monitor the discount relationship.

The IOA will be verifying the contractor has a system or procedures in place to ensure the discount relationship is maintained.

Key Report Card topic - Basis of Award

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What is a Schedules Sale?

When an order issued by an eligible user fits within the Schedules contract parameters, it is considered to be a Schedules sale unless the ordering activity indicates otherwise. Such as: Contracts clearly awarded under FAR parts 12, 13, 14, or 15

Establish with your customer at time of order placement whether a sale is being conducted under or outside the Schedules contract

List your Schedules contract number on invoices

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How do I know if it will be a GSA sale?

Ask the customer!

Document the conversation

No misunderstanding - you know, they know

Everyone is on the same path

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Identifying Schedules Sales

The GSA contract number is stated on the purchase or task order

The ordering information and terms are the same as your GSA contract

The customer made contact with you through GSA Advantage! or e-Buy

The customer pays with the government purchase card for items on your contract

The pricing is at or below the contract price

The order is over $3000 and there is no indication of any other procurement vehicle being used

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Seventh Inning Stretch

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Key Report Card topic - Sales Tracking System

Identifies, tracks, and reports GSA sales accurately and completely Reports all transactions within the proper period

Retrieves data easily

Separates Schedules sales from other federal sales and commercial sales

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Key Report Card topic - Sales Tracking System

No “correct” sales tracking system

Need to isolate GSA Schedules sales

Automation is not required but may be necessary—complexity usually depends on the number of sales transactions

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Sales Reporting

Report sales at the Vendor Support Center http://vsc.gsa.gov/ All Schedules sales must be reported in U.S. dollars and rounded to the

nearest whole dollar Only GSA contract items and services should be reported

Open market (noncontract) items, travel, and Other Direct Costs should not be reported as GSA contract sales

Sales must be reported on a quarterly basis January 1 to March 31 April 1 to June 30 July 1 to September 30 October 1 to December 31

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Industrial Funding Fee (IFF)

The IFF of .75% is included in your awarded pricing

The contract prices you’ve been awarded and bill a customer already include the IFF

The IFF is submitted by you on a quarterly basis

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Remitting the IFF

Payment must be received within 30 calendar days after the quarter ends

GSA encourages you to pay the IFF via credit card or electronic check (ePay).

• eliminates the expense and inconvenience of processing paper checks

• No delays or uncertainty of mail deliveries Electronically “Pay Online Now” to pay immediately after

reporting sales, or return at a later date to “Pay Online Later”

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e-Library www.gsaelibrary.gsa.gov

GSA Advantage! Go to www.gsaadvantage.gov, then select “Tutorial”

e-Buy Go to https://www.ebuy.gsa.gov, then select “eBuy

Training”

More information (tutorials, statistics, etc.) GSA - Power Up e-Tools

Marketing e-Tools

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Vendor Support Center http://vsc.gsa.gov

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Under the Publications tab

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Research your competitors

Visit http://ssq.gsa.gov

Or at the Vendor Support Center under the Business Opportunities tab

Click Create Report

Schedule Sales Query Report (SSQ)

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http://ssq.gsa.gov

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USA Spending.gov

See what customers are buying from your competition

Visit http://www.usaspending.gov

Go to the “Contracts” tab and click (Awards)

Enter the company you wish to research

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USA Spending.gov

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USA Spending.gov

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Armed Forces Network A list of military installations worldwide www.armedforces.net

Procurement Technical Assistance Centers (PTAC) Local resource available at no or nominal cost to help

you market to the government www.dla.mil/db/procurem.htm

Other Resources

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USAgov (formally FirstGov) Wide array of general information www.usagov.gov

Federal Procurement Data Systems (FPDS-NG) Detailed information on all federal contract actions

over $25,000 Identifies who bought what, from whom, for how

much, when, and where https://www.fpds.gov/

Other Resources

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FedBizOpps (FBO) Single source for federal government procurement

opportunities www.fedbizopps.gov

DoD Procurement Gateway Allows detailed RFQ searches https://progate.daps.dla.mil/home/

Other Resources

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Office of Small Business Utilization (OSBU) Forecast of contracting opportunities Training Publications National calendar of events And so much more…

Federal Acquisition Jumpstation Your link to a host of federal acquisition

opportunities

Small Business Resources

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Advertising Opportunities

Military Times (www.militarycity.com) Armed Forces Journal

(www.armedforcesjournal.com) Stars & Stripes (www.estripes.com) Government Executive (www.govexec.com) MWR Today (www.imcea.com) Federal Computer Weekly (www.fcw.com )

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GSA’s Office of Customer Accounts and

Research provides news and information about shows, expos, and other marketing opportunities

• Booth @ Expo – add’l. Steps to Success booklets available

Go to www.gsa.gov/quicklinks• MarkeTips magazine

Vendor Support Center• http://vsc.gsa.gov

GSA Marketing Partnership

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You’re encouraged to place the GSA identifier (logo) on your web site for those supplies or services covered by your contract

Visit GSA Logo Or http://vsc.gsa.gov

• FAS Marketing Efforts• Brand/Logo Guidance

GSA “Logo” Identifiers

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Summary

In review, we’ve talked about Price lists and GSA Advantage!

Sales and reporting

Scope, Trade Agreements Act, and Environmental Products

Marketing resources and e-Tools

Other contractual requirements

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Contacts

Vincent Romano Jr. [email protected] Supervisory Industrial Operations Analyst GSA FAS Office of Acquisition Management Supplier Management Division, Northeast Operations 301-514-1707

Stefan O. Krajec [email protected] Industrial Operations Analyst GSA FAS Office of Acquisition Management Supplier Management Division, Midwest Operations 734-266-6987

Federal Acquisition Service U.S. General Services Administration 1 CARE & MAINTENANCE OF YOUR GSA...

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