GSA Schedule Contracting for the Security Industry Lynn de Seve

Who is GSA Schedules, Inc? A small woman owned business since 1984 Founded by Lynn de Seve, President 30 years of experience providing GSA contract support for manufacturers and integrators Representing the industry leaders in highly successful GSA Contracts for security, fire, building controls, telecommunications, power and more Providing cradle to grave support for GSA Contract programs from development through maintenance.

How does the Government purchase? Open Market Small Purchases “Request for Quote” (RFQ) written Verbal requests Electronic solutions Formal Competitive Bids Advertised in www.Fedbizopps.gov GSA Schedule Contracts eBuy RFQs BPAs and Teaming GSA Global Supply Reverse Auctions UNIQUE CHALLENGES OF DOING BUSINESS WITH THE GOVERNMENT Unique Language Complex Rules – Federal Acquisition Regulations (FAR) Specific Required Paperwork and Reports Many Layers to Decision Makers Unique Sales Cycle Audits and other Compliance Visits

What is the most effective contract vehicle for selling to the U. S What is the most effective contract vehicle for selling to the U.S. Government? The most cost effective and efficient methods for selling to the Government Schedule 70 and 84 for Security and State and Local Government All GSA Schedules for Disaster Recovery

Who is GSA? GSA is the General Services Administration. The General Services Administration is a government entity that provides many administrative and management services to other agencies. Contract administration and purchasing support. Management of buildings. Management of transportation. Management of multiple award contracts. The Federal Acquisition Service is the branch of GSA that manages the GSA Multiple Award Schedule Contracts. Various Acquisition Centers manage the GSA MAS Contracts for various commodities around the US.

What is a GSA Contract? A GSA MAS (Multiple Award Schedule) Contract is a contract between the General Services Administration and contractors utilized as a purchasing vehicle by Federal Government agencies for supplies and services. The multiple award schedule program provides the Government with a choice of contractors rather than a single source. GSA’s awards are based on negotiations with the contractor that result in the Government receiving terms and pricing equal to the contractor’s most favored customer pricing and terms. GSA has pre-determined the pricing and terms are fair and reasonable saving the agency valuable time and money. Cuts through the red tape of purchasing and other Federal Acquisition Requirements. COMMON MISCONCXEPIONS: It’s not a certification of your product! It’s not a list! It is not a guarantee of business! It does not eliminate competition!

Who can use the GSA Contract? All Federal Government Agencies Prime Contractors with letter of authority Mixed Government Ownership United Nations, WMATA, DC Gov, etc. To see eligibility list at www.gsa.gov , enter “eligibility” under search. Schedule 70 and 84 eligible for State and Local All Schedules eligible for Disaster Recovery!

Who can hold a GSA Contract? Manufacturers directly. Manufacturer’s with Dealer Participation. Dealers or integrators with “supply letters”.

What are the Benefits of using a GSA Schedule Contract? An agency can avoid going out to formal bid and instead purchase according to a “simplified ordering process” with quotes from 3 companies for a “best value” choice, rather than lowest bid. Saves time and therefore $$$ for both the contractor and the Government GSA’s new eTools make it easy for agencies to issue informal RFQs, find vendor information such as the GSA pricing and terms and a listing of the vendor’s GSA Dealers. There is no requirement to advertise a bid and no maximum dollar limit!

Simplified Ordering Procedures for GSA per FAR 8.4 Orders under the micropurchase threshold of $3500: Place order directly with contractor for the item that best meets your needs. Orders over the micropurchase threshold: To ensure a "Best Value" determination is made, as required by FAR 8.4: Review the GSA Advantage! on-line electronic ordering system. - or - Review 3 schedule price lists. Consider price, plus administrative costs. Place order directly with GSA contractor. New requirements for services over $150K. A statement of work is required. 3 responses are required. WHAT IS MEANT BY BEST VALUE: Price Special Features that are performance related not provided by a comparable item. Trade-in considerations Life expectancy of product selected as compared to like item. Warranty considerations Maintenance Availability Experience & Past Performance Environmental and energy efficiency considerations Comfort / Suitability of the item Delivery time Your administrative cost Training need or provided Technical qualifications Other

GSA Schedule Centers GSA Specialized Buying Centers IT Acquisition Center Arlington, VA Schedule 70 Management Service Center Auburn, WA Greater Southwest Acquisition Center Ft Worth, TX Schedules 84, 56 & 66 National Furniture Center Schedule 71 Services Acquisition Center Office Supplies & Administrative Services New York Schedules 81 & IB Facilities Maintenance & Hardware Kansas City, MO Schedules 03FAC & 51 GSA Schedule Centers

Some of the Schedule Programs for IT, Security, Law Enforcement, Fire, & Services Schedule 70 IT/Telecommunications Schedule 84 Law Enforcement, Security, Emergency Preparedness First Responder, Marine, Special Clothing Schedule 56 Building Products, Power, Prefabricated Structures, Guard Booths Schedule 03FAC Facilities Maintenance Schedule PES Engineering Services Schedule MOBIS Consulting

When can we submit a GSA Offer? GSA offers a continuous “open season”. You can submit when you are ready The Contract is good for 5 years with 3 five year extensions Make sure you have completed SAM and D & B info is in good shape Be prepared to provide financial data

Preliminary steps or what information is needed? Register your company at SAM.gov Obtain Digital Certificate Open Ratings Report (past performance) Take “Pathway to Success” online class Complete Readiness Assessment Two years financial statements Research competitors

Determining Products to Offer Determine product types and brands you wish to offer Which GSA Schedule Program is right for my company? Do you buy directly from the manufacturer? Is the manufacturer’s item already on the GSA Contract? Does the manufacturer offer a “Letter of Supply”? Do other companies offer the same item? Is your company able to offer the items at a competitive price? Is a special certification required for the products? Are the items TAA compliant? Have you sold the items previously?

Determining Services to Offer Ancillary Minor Construction Professional Life Cycle System Support including Maintenance ID Management PACs Certification (CSEIP)

Additional Requirements Letter of Supply for products as appropriate Commercial or Market Price Lists GSA Price Proposal Price List Commercial terms such as warranty and restocking changes Company history and capabilities questions Quality Control questions SCA labor categories as applicable Project references recent 2 years and questions per SIN 5 each for Schedule 84 3 each for Schedule 70

The Submission to Award Process Submission of Completed Proposal online Review by GSA or Clarification Assignment of Contracting Specialist Financial Review Discussions/Clarifications Negotiate Terms and Conditions Submission of Final Proposal Revision Award Upload Text and Catalog File to GSA Advantage

What is meant by “most favored customer” and does the Government really get the lowest price under any circumstances? GSA ‘s goal is to negotiate an award with pricing and terms equal or better than the contractor’s most favored class of customer. Also known as the MFC but also with competitive pricing for identical items. Based on the disclosures, pricing research and the negotiation the final award has been determined fair and reasonable by GSA. In some instances a customer class may be excluded from the basis of award.

I’m a manufacturer – how do I get started? Register with the System for Award Management at www.sam.gov. Subscribe to www.fedbizopps.gov for open market or formal bidding opportunities over $25K. Put together a strategy for visiting agencies. Consider submitting a GSA Contract for your products. Consider setting up GSA authorized resellers that may also be able to install your equipment.

I’m reseller, how do I get started? Register your company with SAM.gov Subscribe to www.fedbizopps.gov Contact suppliers for a “supply Letter” or to see if their GSA Contract allows you to be an authorized dealer. Submit your own contract w/ service rates. Prepare a market strategy for visiting Gov agencies. Dedicate a staff member for Government Sales. Use GSA e Tools to find business and competition

How do I find Government opportunities including RFQ’s, GSA buys or formal bids? Agency RFQ’s may be emailed, faxed or sent electronically Agency may call for a verbal verification of terms Agencies may advertise in www.fedbizopps.gov Agencies may use electronic RFQ solutions such as GSA eBuy at www.ebuy.gsa.gov Only GSA Contract holders with pricing on GSA Advantage are able to review and respond to GSA eBuy.

Find vendors GSA info and reported GSA Sales View GSA contract holders using key words, name or part number under GSA Advantage (www.gsaadvantage.gov) or under the GSA Schedules eLibrary ( www.gsaelibrary.gsa.gov). To view sales under a contractor, a specific schedule or a SIN number - Log on to: http://ssq.gsa.gov. Print or download a report.

GSA Contract Maintenance Use GSA solicitation attachments for changes/modifications or eMod. Keep all administrative information current Update GSA Advantage Update GSA Authorized PL Pass on any price reductions immediately Keep SAM current Stay up-to-date with mass modifications

Compliance for GSA Suppliers Set up an order tracking process Determine when you will recognize the sale Keep good records Document problems File required GSA sales reports and pay IFF on time! Careful of TAA issues Careful of Scope Issues Disclose Open Market Items in writing Make sure to include prompt payment discounts on invoices

What is the Industrial Funding Fee? Agencies fund the GSA through schedule sales by paying a fee. GSA Sales are reported on a quarterly basis to GSA. The rate is currently 0.75% percent as of January 2004. Sales are reported on-line within 30 days of the end of the quarter to the Vendor Support Center

GSA will schedule a review visit The GSA ACO will monitor your sales activity and compliance to the requirements. The ACO’s representative (the IOA) will visit you yearly or at least 3 times during the contract option period either at your office or virtually. The IOA will review for accuracy in reporting sales, review pricing, spot check to see if you are accepting “in scope orders” and keeping your contract current. The results of the visit will be sent to your GSA PCO and a report will be issued.

What if I need Help? Free online training for new vendors http://vsc.gsa.gov Free assistance from local PTACs Review the GSA eLibrary and contact appropriate GSA Office for questions under the Schedule program that best fits The Vendor Support Center has many resources for education and marketing at http://vsc.gsa.gov Call GSA Schedules, Inc. 301-805-1300

Words of Wisdom: “Get It Right!” If you do not understand, seek help because Non-Compliance to the contract can result in: Required refunds to agencies ACO audit IG Audit Fines imposed by GSA Cancellation of the GSA Contract Civil and Criminal Penalties

NEWS FLASH Pilot programs for TDR – transactional data reporting Spring Board program for vendors with less than 2 years of experience for Schedule 70. FASt Lane process for Cyber, Health Care on Schedule 70 New SINs for PACs certified products and services on Schedule 84 New FAR rules for Contractor Compliance

GSA Schedules, Inc. (Coach) Lynn de Séve President, GSA Schedules, Inc. lynn@gsa-schedules.com 301-346-5761 (cell) 301-805-1300 (ofc)