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GSA Ordering and Contract Compliance for New Schedule Holders Ordering Process, Maintenance and Administration of GSA Schedules

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GSA Ordering and Contract Compliance for New Schedule Holders Ordering Process, Maintenance and Administration of GSA Schedules

Courtney Fairchild Co-Founder and President Global Services

GSA Schedule Ordering

Ordering Methodologies FEDERAL ACQUISITION REGULATION GSA ESTABLISHED PROCEDURES FAR PRODUCTS SERVICES

Orders For Products  Under $3,000 – The Government Can Order From Any Schedule Contractor  Over $3,000 and Under the Simplified Acquisition Threshold ($150,000) – The Government Should Get Three Quotes Before Ordering  Over the Simplified Acquisition Threshold – The Government Follows the Same Procedures for Orders Over $3000, Looks at Additional Pricelists and Seeks Price Reductions Before Ordering

Orders For Services Prepare RFQ Transmit RFQ Award GSA’S INSTRUCTIONS TO GOVERNMENT Outlines 3 simple steps

Step 1: Preparing the RFQ – Work to Be Performed – Location of Work – Period of Performance – Applicable Standards – Delivery Schedule – Acceptance Criteria – Special Requirements  Government or Contractor?  Prepare a Performance Based Statement of Work That Outlines, at a Minimum:

Step 2: Transmitting the RFQ  Send to 3 - If Order Is Between $3,000 and the Simplified Acquisition Threshold  Orders Over the Simplified Acquisition Threshold Should Be Sent to Additional Contractors

Step 3: Making the Award  The Ordering Office, at a Minimum, Should Document Orders by Identifying the Contractor the Services Were Purchased From, the Services Purchased, and the Amount Paid  If Other Than a Firm-fixed Price Order Is Placed, Such Documentation Should Include the Basis for the Determination to Use a Labor-hour or Time-and- materials Order  As the Contractor You Must Be Prepared to “Hand- hold” the Government Through this Process

GSA Services Order Summary  Under $3,000 - Order from any GSA Schedule holder  Over $3,000 - Evaluate 3 RFQs - Make Best Value Award  SOW is between Ordering Agency and Contractor (GSA is not involved in any way.) Schedule 1 Schedule 2 Schedule 3 AGENCY Task Who? CONTRACTOR T.O. Best Value GSA 0.75%

Managing the Order Process Same Person? Activity/StepsContractor Customer End User Customer Contracting Office 1. Develop Performance Based SOW XX 2. Define Evaluation Factors XX 3. Develop Selection Procedure XX 4. Prepare RFQ XX 5. Identify Alternate Contactors XXX 6. Decide Small Business Reservation X 7. Issue RFQ XX 8. Submit Quotation X 9. Select Best Value Contractor XX 10. Issue Purchase Order X

Important Information on GSA Schedule Sales

Eligible Users  GSA Order ADM4800.2E (See Appendix B)  Three categories of customers: – Executive Agencies – Other Eligible Users – International Organizations  Other Considerations – You are obligated to accept orders that are below the Maximum Order threshold from all executive agencies – Maximum Order threshold—not a ceiling.  You are not obligated to sell to those outside the executive branch – Return orders within 5 days – Return orders within 24 hours if made with a purchase card

What is a Schedule Sale?  When an order issued by an eligible user fits within MAS parameters, it is considered to be a Schedule sale unless the ordering activity indicates otherwise – 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 Schedule  MAS Parameters – 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 – The pricing is at or below the contract price – The order is over the $3000 micro purchase threshold and there is no indication of any other procurement vehicle being used

Sales Tracking System  Must be auditable by GSA to include: – Records, identifies, values, and summarizes all transactions – Reports all transactions within the proper period – Retrieves data easily – Separates schedule sales from other federal sales and commercial sales – Automation is not required but may be necessary – Must Track by Special Item Number (SIN) – Separate out State/Local from Federal Sales – Consistent

Sales Reporting & IFF Payment   All schedule sales must be reported in U.S. dollars and rounded to the nearest whole dollar  Sales must be reported on a quarterly basis  Sales reports must be submitted by you within 30 days after the quarter ends  Even if you have no sales for the quarter, you must still file a $0 sales report  The Industrial Funding Fee (IFF) must be paid by you on a quarterly basis and is paid as a percentage (.75%) of ALL reported sales  Method of Payment – Credit Card – Electronic Check (Direct Debit)

Small Business Eligibility  Ordering Activity Contracting Officers May – Set Aside Orders or BPAs for Small Business Concerns Listed in FAR (a)(3) – 8(a), HUBZone, Woman-Owned, Veteran-Owned, SDVOB, Small Disadvantaged Business Concerns  Regulations Requires Contractors Only to Recertify Business Size When Exercising Option Instead of Annually – Currently Certified When GSA Proposal is Submitted – Recertification Not Required or Permitted Until First Contract Option Has Expired

GSA Schedule Maintenance And Administration

eOffer/eMod & Digital Certificates  eOffer & eMod are web-based applications that allow companies to electronically prepare and submit a MAS contract proposals and modifications, respectively, to FAS  Contractors are required to have a digital certificate for access into the eOffer/eMod applications and to sign the final documents electronically  eOffer & eMod are currently mandatory for all schedules. Check the Fedbizopps solicitation posts to see which apply

eOffer/eMod & Digital Certificates  Digital Certificates: – Asserts the identity of an individual – Create digital signatures which are verifiable. – Must be a ACES Level 3 certificate "Business Identity Certificate" – Must be updated every two (2) years  Additional Information and Training on eOffer/eMod and Digital Certificates can be found

Additions/Deletions of Services/Products  Additions Will Require: – Pricing Justification - Historical Sales Data or Cost-buildup Supported by DCAA Approved Rates, Commercial Pricelist  Deletions Can Be Done at Any Time By Simple Request  You Will Not Be Allowed to Delete a Service/Product and Then Later Add the Same Service/Product Back at a Higher Rate. Once You Submit Pricing Data to GSA Your Hands Are Largely Tied

Trade Agreement Act  Can be found in FAR  Only U.S.-made or designated country end products can be offered using your schedule contract  Items from non-designated countries must undergo substantial transformation into a new and different article of commerce with a name, character, or use distinct from that of the article or articles from which it was transformed.

Price Adjustments  Prices Must Be Held for Twelve Months From Date of Award for Most Schedules  Thereafter Adjustable 3 Times Each 12 Month Per Contract up to Max of 4 or 10%  Price Adjustments Based on 3 Possibilities: – Increase in Commercial Pricelist – A Market Price Indicator Negotiated Prior to Contract Award – Pre-negotiated Set Escalation Factor  You Can Always Lower Your Price

Reseller/Manufacturer Changes  As a Reseller Anytime a Manufacturer Changes Prices You Must Update Your GSA Schedule. In Some Cases If the Manufacturer Increases Pricing Substantially, You May Have to Pull the Product off Your Schedule If You Can Not Negotiate a Price Increase With GSA (or If You Are Within Your First 12 Months After Award.)  Outdated Pricing Is Cause for Contract Termination by GSA.

GSA Advantage!  GSA Advantage! is the Online Ordering Systems for GSA Schedule Purchases  All GSA Schedule Holders are Required to Post Their Current GSA Schedule Pricelists to the GSA Advantage! System 

GSA e-Buy  Contractors on GSA Advantage Are Automatically Registered on e-Buy  RFQs Can Be Sent to All or Selected Vendors by SIN  Contractors Respond Directly to RFQ on e-Buy –

Questions? 32 Courtney Fairchild, President & CEO

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