Federal Acquisition Service U.S. General Services Administration 1 Solutions for State and Local Governments through GSA's Cooperative Purchasing Program June 2009

2 Federal Acquisition Service GSA State and Local Programs Agenda Cooperative Purchasing Basics Customer Benefits IT Schedule 70 Snapshot Schedule 84 Snapshot Recommended Ordering Procedures GSA Online Acquisition Tools and Assistance Other GSA State and Local Programs Points of Contact

3 Federal Acquisition Service GSA State and Local Programs Cooperative Purchasing Basics

4 Federal Acquisition Service GSA State and Local Programs Federal Statutory Authority: Section 211 of the e-Gov Act of 2002 authorizes State & Local Governments to purchase Schedule 70: Information Technology products, software and services through the introduction of Cooperative Purchasing Public Law of the Local Preparedness Acquisition Act, authorizes State & Local Governments to purchase: Alarm and signal systems, facility management systems, firefighting and rescue equipment, law enforcement and security equipment, marine craft and related equipment, special purpose clothing, and related services as contained in Federal supply classification code group 84 or any amended or subsequent version of that Federal supply classification group under Cooperative Purchasing

5 Federal Acquisition Service GSA State and Local Programs Eligibility and Scope Scope: –GSA IT Schedule 70 Contract Vehicles and Consolidated Schedule with IT Special Item Numbers (SINs) –GSA Schedule 84: Total solutions for law enforcement, security, facilities management, fire, rescue, clothing, marine craft and emergency/disaster response Eligible Users: –The 50 states, All counties, municipalities, cities, towns and townships, Tribal Governments, Public Authorities (Public or Indian Housing agencies under the U.S. Housing Act of 1937), school districts, and colleges or any instrumentality there of.

6 Federal Acquisition Service GSA State and Local Programs State and Local Participation Voluntary –No obligation by state and/or local governments to use the schedule. –Contractors decide whether to accept orders from state and local governments. Always Open for Use –Meet GSA Eligible Users Criteria –Have State or Local Authority Granted by State or Local Entity

7 Federal Acquisition Service GSA State and Local Programs Cooperative Purchasing Exceptions The following is a list of clauses in the GSA Schedules Program which do not apply to the Cooperative Purchasing Program: –Federal Prompt Payment Act – The Applicable State’s Prompt Payment laws take precedence –Disputes – GSA is not a party to resolving disputes within the Cooperative Purchasing Program –Patent Indemnity Clause – Applies to Federal Ordering Activities only –Commercial Item Contract Terms and Conditions Unique to the Federal Government – Applies to Federal Ordering Activities only

8 Federal Acquisition Service GSA State and Local Programs Schedule Benefits

9 Federal Acquisition Service GSA State and Local Programs Why Should State and Local Government Use GSA? Streamlined Acquisition Process Determination of Price Reasonableness Wide Selection of Products and Services Low Administrative Costs Direct Vendor/Customer Relationship Further Price Reductions/Discounts Continuous opportunity for competitive prices

10 Federal Acquisition Service GSA State and Local Programs Why Should State and Local Government Use GSA? “Fair and Reasonable” prices determined –The GSA Schedule contract pricing is only a ceiling amount –The Schedules program always permits and encourages you to negotiate additional discounts on rates Vendors’ past performance is carefully reviewed during the Schedule solicitation process Suite of Online Acquisition Tools State and Local preference programs are not waived or otherwise affected by Cooperative Purchasing

11 Federal Acquisition Service GSA State and Local Programs Streamlined Acquisition Sample Acquisition Cycle Times when Ordering From…. An Established BPA App. 13 days A GSA Schedule Vendor App. 15 days A Full and Open Solicitation App. 268 days Established Blanket Purchase Agreements (BPAs) facilitate repetitive ordering Teaming between Schedule Vendors allows acquiring multiple offerings with a single order

12 Federal Acquisition Service GSA State and Local Programs Wide Selection of Products and Services 1 million IT products More than 4700 vendors currently on schedule Complete lines of IT services and technical solutions Vendor Catalogs may be found at or by request from vendor

13 Federal Acquisition Service GSA State and Local Programs Low Administrative Cost THERE IS NO ADDITIONAL COST TO THE BUYER The Price You See is the Price You Pay!

14 Federal Acquisition Service GSA State and Local Programs GSA’s IT Schedule 70 Snapshot

15 Federal Acquisition Service GSA State and Local Programs Overview – IT Schedule 70 FY08 Sales Total Sales: –$16.3 Billion Software: –$1.9 Billion Hardware: –$3.4 Billion Services: –$11.0 Billion Software Hardware Services Software Hardware Services

16 Federal Acquisition Service GSA State and Local Programs IT Schedule 70 Cooperative Purchasing Sales Trend Software Hardware Services Average Annual Growth in Total Cooperative Purchasing Sales: 55%

17 Federal Acquisition Service GSA State and Local Programs IT Schedule 70 Products and Services You Need SIN Description 132 3Leasing of Product 132 4Daily/Short Term Rental 132 8Purchase of Equipment 132 9Purchase of Used or Refurbished Equip Maintenance of Equip./Repair Term Software Licenses Perpetual Software Licenses Maintenance of Software Training Courses SIN Description IT Professional Services E-Commerce Services Wireless Services

18 Federal Acquisition Service GSA State and Local Programs IT Schedule 70 Products and Services You Need SIN Description A Electronic Credentials, Not Identity Proofed B Electronic Credentials, Identity Proofed C Digital Certificates, including ACES D E-authentication Hardware Tokens E Remote Identity and Access Managed Service Offering F Identity and Access Management Professional Services Public Key Infrastructure (PKI) Shared Service Provider (SSP) Program HSPD-12 Product and Service Components

19 Federal Acquisition Service GSA State and Local Programs IT Schedule 70 Small Business Participation 80% of Schedule contracts are held by small businesses More than 40% of schedule sales are to small businesses Agency orders count toward meeting Small Business Goals / Economic Development throughout municipalities in your state

20 Federal Acquisition Service GSA State and Local Programs GSA’s Schedule 84 Snapshot

21 Federal Acquisition Service GSA State and Local Programs GSA’s IT Schedule 84 Features Schedule 84 Total Sales Volume (in Billions)

22 Federal Acquisition Service GSA State and Local Programs Schedule 84 – Attachment 1: Marine Craft Boats, Engines, Trailers, Spare Parts & Accessories Harbor/Waterfront Security Products & Services Marine Craft Repair and Modifications to all type Marine Craft Professional Consulting and Training Services for Marine Craft, Harbor, or Waterfront Floating Marine Barriers, and Booms

23 Federal Acquisition Service GSA State and Local Programs Schedule 84 – Attachment 2: Firefighting All types of Urban and Wildland Firefighting Equipment and Supplies Flood Control Products, Medical Rescue Kits and Patient transport/immobilization devices Fire Extinguishing/Suppressing Products Breathing Air Equipment & Respiratory Protection Products Hoses, Valves, Fittings, Nozzles, Couplings and Related Accessories Aerial Search and Rescue and Aerial Firefighting Products

24 Federal Acquisition Service GSA State and Local Programs Schedule 84 – Attachment 3: Alarm & Signal Systems, Facility Management and Protective Service Occupations Security Systems Integration and Design Services Security Management and Support Services Security System Life Cycle Support Alarm and Signal Systems, Access Control Systems, Intrusion Detection Systems, Patient Wandering Detection, and Fire Alarm Systems Facility Management Systems including building comfort systems and integrated security system and Professional Security/Facility Management Services

25 Federal Acquisition Service GSA State and Local Programs Schedule 84 – Attachment 3: Alarm & Signal Systems, Facility Management and Protective Service Occupations (Continued) Protective Service Occupations including Guard Services, Alarm Monitors, Baggage Inspectors, Corrections Officers, Court Security Officers, Detection Dog Handlers, Detention Officers, Firefighters, Police Officers and Categories to support operation of on-site Security Functions, an other support and related categories.

26 Federal Acquisition Service GSA State and Local Programs Schedule 84- Attachment 4: Special Purpose Clothing Gloves, Protective Clothing, Hazmat Clothing, Rainwear, Footwear, Extreme Cold Weather Clothing, Fire Fighting Clothing, Wildland Fire Fighting Clothing, Flotation Devices, Security Clothing, High Visibility and Reflective Products, Medical/Hospital Clothing, Industrial Work Clothing, Concealment Clothing, Miscellaneous Undergarments for use with Special Purpose Clothing, and Cool/Hot Clothing Products.

27 Federal Acquisition Service GSA State and Local Programs Schedule 84- Attachment 5: Law Enforcement Equipment and Services Body Armor, Miscellaneous Personal Law Enforcement Equipment Restraining Equipment, Canine Training and Handling Equipment, Search and Detection Night Vision Equipment Alcohol and Drug Detection Kits and Devices Bomb Disposal and Hazardous Material Equipment

28 Federal Acquisition Service GSA State and Local Programs Recommended Ordering Procedures

29 Federal Acquisition Service GSA State and Local Programs Recommended Ordering Procedures Additional State/Local requirements are permitted but must NOT conflict with GSA Schedule Terms and Conditions State and local governments are encouraged to use GSA Schedule Ordering Procedures –Incorporate by referencing GSA Schedule terms and conditions –See Federal Acquisition Regulation (FAR) 8.4 Each task order is a new contract among government, industry, and municipal government

30 Federal Acquisition Service GSA State and Local Programs Recommended Ordering Procedures Source of Funding can be of any type allowed by the ordering agency –Contract Funding –Grant Funding Schedule Vendors are required to accept Credit Card for payments equal to or less than the micro-purchase threshold ($3K) Maximum Ordering Provisions give guidance for seeking further price reduction

31 Federal Acquisition Service GSA State and Local Programs Example Cooperative Purchasing Process Acquisition Research With GSA’s online tools, GSA Advantage! and e-Library Sending a Request for Quote (RFQ) to a Selected Contractor Evaluating Proposals and Making a Selection Using the GSA Schedule Contract as a Model Customers negotiate their respective contracts with the selected Vendor with mutually agreed-on modifications Defining the Scope of Requirements Receiving Products or Services from the Contractor Paying the Contractor as per the contract agreement

32 Federal Acquisition Service GSA State and Local Programs GSA Recommended Ordering Procedures (FAR 8.4) At or below Micro-Purchase Threshold ($3K) –Transmit RFQ with SOW (for services) –Oral or written quotes and delivery instructions acceptable –Select a vendor and purchase –Vendors must accept Government purchase cards

33 Federal Acquisition Service GSA State and Local Programs GSA Recommended Ordering Procedures (FAR 8.4) Above the Micro-Purchase Threshold ($3K & Up): –Develop A Performance-Based Statement of Work (SOW) for Services –Include in the SOW evaluation criteria to determine “Best Value” offer –Must seek at least three vendors and Evaluate Proposals in Accordance with Evaluation Criteria –Select the vendor that offers the “Best Value” –Government purchase card acceptance is not mandatory but strongly recommended

34 Federal Acquisition Service GSA State and Local Programs Best Value Determination based on many factors; not limited to lowest price –Price Reasonableness –Technical Solution –Environmental Considerations –Past Performance –Delivery Date –Warranty –As Determined by Requiring Office

35 Federal Acquisition Service GSA State and Local Programs American Reinvestment and Recovery Act In order to accept orders under the American Recovery and Reinvestment Act (Recovery Act) of 2009, from Federal, state or local ordering activities via the GSA Schedule contract, contractors MUST ACCEPT the terms and conditions of the mass modification (FX75) and adhere to the REQUIRED changes. Contractors may only accept Recovery Act orders from state and local government entities, if they have accepted the mass modification AND the order falls under one of the currently approved GSA programs (Cooperative Purchasing, Disaster Recovery Purchasing or 1122 CounterDrug Program). The mass modification is scheduled to be issued June 16, 2009 Contractors that have accepted the mass modification will be denoted with an ARRA icon:

36 Federal Acquisition Service GSA State and Local Programs GSA Online Acquisition Tools and Assistance GSA.gov GSA Cooperative Purchasing GSA State and Local GSA Schedules e-Library E-Buy

37 Federal Acquisition Service GSA State and Local Programs Provides information on GSA’s various offerings A great tool for learning more about Cooperative Purchasing and the Schedules program.

38 Federal Acquisition Service GSA State and Local Programs Quick reference for all GSA State and Local Programs Program brochure download links Special Program links Drill down for more information

39 Federal Acquisition Service GSA State and Local Programs The GSA Cooperative Purchasing site offers:  General Information on the Program  FAQs on the Programs and other related topics  Links to the sites for Schedule 84 and the Consolidated Schedule  Link to the Center for Acquisition Excellence  And More!

40 Federal Acquisition Service GSA State and Local Programs The GSA Schedules e-Library offers:  A great resource for market research  A list of Vendors participating in the Cooperative Purchasing Program  Information on the Terms and Conditions of the Schedule 70 Contract  Listing of Schedule 70 SINs

41 Federal Acquisition Service GSA State and Local Programs The Federal Government’s premier online shopping superstore Access to millions of commercial products and services Convenient search feature by keyword, part number, manufacturer, contractor, or contract #

42 Federal Acquisition Service GSA State and Local Programs gov/e-buy Online tool that facilitates the request for submission of quotes or proposals for commercial products, services, and solutions offered through GSA Schedules and GWACs Customer drafts, defines, prepares and submits RFQ or RFI Online Tools helps customer find viable sources of supply Allows the buyer to procure big- ticket items by allowing documentation to be attached

43 Federal Acquisition Service GSA State and Local Programs GSA eBuy Now Open to S&L Governments Open for use under Cooperative Purchasing programs and Disaster Recovery Purchasing only. Prepare and Post RFQ/RFP's for products and services offered through GSA's Multiple Award Schedules program. Ideal for services, complex requirements, and high dollar or volume product procurements. Register from GSA Advantage as a State Government customer.

44 Federal Acquisition Service GSA State and Local Programs GSA Assistance Center for Acquisition Excellence – On-line Cooperative Purchasing course On-line Using GSA Schedules course Cooperative Purchasing Fact Sheet, Brochure and Presentation – Local Customer Service Directors (CSD) – –Customer Assistance Visits (CAV)

45 Federal Acquisition Service GSA State and Local Programs Other GSA State and Local Programs Other Schedule Programs –1122 Counter Drug Program –833 Disaster Recovery Program – Non-Schedule Programs –SMARTBUY “Data at Rest” B.P.A.s –State Agency Surplus Program (SASP) –Computers for Learning –National Wildland Fire Program

46 Federal Acquisition Service GSA State and Local Programs Helpful Links Cooperative Purchasing (70 & 84) GSA State and Local Programswww.gsa.gov/stateandlocal 833 Disaster Recovery Programwww.gsa.gov/disasterrecovery 1122 Drug Interdiction Programwww.gsa.gov/1122program Center for IT Schedule Programswww.gsa.gov/itcenter Schedule 84 Overviewwww.gsa.gov/firesecurity GSAwww.gsa.gov GSA Advantage! ® GSA Schedules e-Librarywww.gsaelibrary.gsa.gov Center For Acquisition Excellencewww.gsa.gov/centerforacquisitionexcellence

47 Federal Acquisition Service GSA State and Local Programs IT Schedule 70 Points of Contact Customer Support Line: (General Information) (M-F 8:00 - 4:30 EST) Thomas Corcoran

48 Federal Acquisition Service GSA State and Local Programs Schedule 84 - Points of Contact General Information: Brenda McCall (817) Note: A List of Sch. 84 SIN Descriptions and Solicitation can be found at

49 Federal Acquisition Service GSA State and Local Programs Question and Answer