Federal Acquisition Service U.S. General Services Administration GSA Reverse Auction March 18, 2015 Drand Dixon

Federal Acquisition Service 2 Integrated Technology Services Overview  On July 1, 2013, the GSA launched ReverseAuctions.gsa.gov for use by federal agencies  Key Customer benefits  Cost efficient e-tool platform designed to drive down the total cost of acquisitions and increase savings to customers and taxpayers  Facilitates the request and submission of bids through GSA and VA Multiple Award Schedules (MAS) and Multiple Award Schedule Blanket Purchase Agreements (BPAs) and Multiple Award Contracts (MACs).  Complies with FAR requirements by leveraging existing vendors that are available under each contract vehicle, meeting competition requirements and fair opportunity for all vendors that are listed under the Multiple Award Schedules (MAS), Blanket Purchase Agreements (BPAs) and Multiple Award Contracts (MACs).

Federal Acquisition Service 3 Integrated Technology Services Overview Continued  GSA reverse auction addresses concern from industry regarding paying additional fees for GSA Schedule buys on commercial reverse auction platforms.  There is no fee for the GSA reverse auction platform when using GSA Schedules or Schedule-based Blanket Purchase Agreements which increases savings back to agencies compared to fees paid on commercial platforms. The cost is covered by the GSA Schedules Industrial Funding Fee (IFF).  Working with federal agencies to identify and load any Multiple Award Contracts or Blanket Purchase Agreements into the reverse auction platform.  GSA reverse auction allows for small business set asides, small business have been awarded 92% of total auctions.  Continued collaboration with federal agencies on future enhancements in reverse auction platform.

Federal Acquisition Service 4 Integrated Technology Services Buyer Benefits  Saves time and money while achieving maximum savings from Independent Government Estimate (IGE)  Same log in as eBuy and GSA Advantage  History provided on previous purchases via Buyer Level III Spend Data Report in real time.  Multiple Schedule and SIN selection feature  Ability to copy auctions (that can be used in repeat or similar procurements)  Ability to do Auction Amendments  Post answers to vendors’ questions via platform  Ability to do single award or multiple award auctions  Reduce the need for FOIA requests as prices are clearly visible to industry partners  List of all GSA and VA Schedules and Multiple Award Blanket Purchase Agreements are available on reverseauctions.gsa.gov homepage.

Federal Acquisition Service 5 Integrated Technology Services Management Benefits  Self service – efficient and cost effect  Transparency in procurement Clear information and audit trail to display low price history Reduces the need for FOIA request on prices paid  History provided on previous purchases via Buyer Level III Spend Data Report in real time.  Run agency reports for different levels based on organizational levels (spend/level III reporting)  Download in MS Excel for audit trail/internal files

Federal Acquisition Service 6 Integrated Technology Services Industry Benefits  Same log in as eBuy and GSA Advantage;  Ability to see invited auctions in vendor dashboard;  Ability to see all active auctions and amendments under your contract schedule;  Ability for vendors to interact with buyers and post questions directly to the buyers through the platform;  Pricing – Real time pricing is displayed and vendor names withheld for privacy. Vendors are aware where they stand in the auction;  Flat Bid with no proxy – A flat bid with no proxy can be placed either below or higher than the apparent low bid or maximum bid allowed.  Flat Bid with proxy – Proxy bid is optional. If a proxy bid is placed, the vendor must place a flat bid price at the maximum bid allowed and proxy bid is the lowest price the vendor is willing to sell the product or services.

Federal Acquisition Service 7 Integrated Technology Services Reverse Auctions - DO NOT  Take the place of market research on GSA Advantage and eBuy  Take the place of buyer’s decision making  Choose, write or include appropriate clause – contracting officer’s function  Take the place of contracting officer’s or card holder’s decision –Reverse auction is a method to receive quotes in a faster more robust and competitive environment  Add steps to the procurement process  Below the Micro-purchase threshold

Federal Acquisition Service 8 Integrated Technology Services Reporting Benefits and Spend Data  Buyer ability to run detailed Level III report on awarded auctions  In development: enhanced reporting dashboard based on agency input.  Current reverse auction spend since inception: (Data period = July 1, 2013 thru March 18, 2015)  Total IGE: $45,444,111  Total Awarded: $33,724,730  Total Savings: $11,719,380  Total Savings (percentage): 25%  Small Business Utilization Rate: 92%  Bid abstract reports on auctions

Federal Acquisition Service 9 Integrated Technology Services Agency Input  GSA  Department of Army  Defense Logistics Agency  Department of Navy  Department of Treasury  Department of Transportation  Center for Disease Control (CDC)  Department of Veterans Affairs  Department of Homeland Security

Federal Acquisition Service 10 Integrated Technology Services Lessons Learned  Good Data In = Good Data Out  Auction Characteristics are critical to the success of auctions  Market Research in GSA Advantage or eLibrary  Ability to select Multiple Schedules and Multiple SINs  Vendor outreach is required  Vendor Industry Days to promote awareness  Collaboration with Schedules Acquisition Centers

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Federal Acquisition Service 14 Integrated Technology Services Enter User ID and Password – Same as GSA eBuy

Federal Acquisition Service 15 Integrated Technology Services Click “Auctions” tab to see list of closed.

Federal Acquisition Service 16 Integrated Technology Services How to create an auction. List of auctions already created.

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Federal Acquisition Service 18 “Select Type” either BPA, MAS or MAC for Open Market Contracts. Integrated Technology Services

Federal Acquisition Service 19 Once MAS Type is selected. Select the Contract Vehicle (Example: Schedule 70) Integrated Technology Services

Federal Acquisition Service 20 Enter remaining data fields then select “Add Schedule” Integrated Technology Services

Federal Acquisition Service 21 Select a second Schedule and SIN Integrated Technology Services

Federal Acquisition Service 22 Once Auction Details are entered select “Save & Next” on the bottom right. Integrated Technology Services

Federal Acquisition Service 23 Select your vendor category here Integrated Technology Services

Federal Acquisition Service 24 Load your previous selected SIN here Integrated Technology Services

Federal Acquisition Service 25 Select vendors or Search by vendor ID Integrated Technology Services

Federal Acquisition Service 26 Save vendor selection then Next Integrated Technology Services

Federal Acquisition Service 27 Completed Auction Details Integrated Technology Services

Federal Acquisition Service 28 When page information is completely entered and using a default shipping address, select “Next” to save or Add New Line” Item Integrated Technology Services

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Federal Acquisition Service 30 Attachment has been loaded Integrated Technology Services

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Federal Acquisition Service 32 Enter auction “End Date” and “End Time.” Note: The IGCE is not visible to vendors Confirm “Attachments” and “Line Item.” When complete select: “Finalize” on bottom right Vendor Q&A “End Date” and “End Time.” Download vendor listings Integrated Technology Services

Federal Acquisition Service 33 Forwarding an Auction will allow a registered co-worker the same rights as the originator. Integrated Technology Services

Federal Acquisition Service 34 You may enter more than one address. When fields are completed click “Submit”. Integrated Technology Services

Federal Acquisition Service 35 Buyers can download a bid abstract on all auction status, active, closed, draft etc. Integrated Technology Services

Federal Acquisition Service 36 Buyer clicks on PDF to download bid abstract report. Integrated Technology Services

Federal Acquisition Service 37 Draft Auction List Integrated Technology Services

Federal Acquisition Service 38 Integrated Technology Services How to complete Draft auction. List of auctions Draft Auctions, also called “Unfinalized”

Federal Acquisition Service 39 There are 14 total “Unfinalized” auctions. Select “Next” to continue. Integrated Technology Services

Federal Acquisition Service 40 Select “Auction ID” or item “Name” to continue. Integrated Technology Services

Federal Acquisition Service 41 Select “Update Auction” to review and edit. Integrated Technology Services

Federal Acquisition Service 42 Review and complete any missing information. Then select “Save & Next”. Integrated Technology Services

Federal Acquisition Service 43 Integrated Technology Services Review and complete all missing information on the “Auction Details” page.

Federal Acquisition Service 44 Integrated Technology Services “Auction Details” page continues. Select “Next” to save or Add New Line” Item

Federal Acquisition Service 45 Q&A MAINTENANCE Integrated Technology Services

Federal Acquisition Service 46 Buyer select an auction for Q&A. Integrated Technology Services

Federal Acquisition Service 47 Buyer side of the Q&A function to post response. Integrated Technology Services

Federal Acquisition Service 48 This page is what the Vendor sees when looking for auctions to bid on. Vendor selects an auction to submit a question. Integrated Technology Services

Federal Acquisition Service 49 This page is what the Vendor sees when logged in to submit a question. Integrated Technology Services

Federal Acquisition Service 50 Move all personal or identifying statements before submitting response. Integrated Technology Services

Federal Acquisition Service 51 Once Q&A have been added, click “Update” to post all participating Vendors to receive. Integrated Technology Services

Federal Acquisition Service AMEND AUCTION 52 Integrated Technology Services

Federal Acquisition Service From the Dashboard select Auctions from the Navigation Bar. Select Amend Auction. 53 Integrated Technology Services

Federal Acquisition Service Select Auction ID to amend. 54 Integrated Technology Services

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Federal Acquisition Service Save & Update Address saves the line item change and lets us amend other line items. Save & Next allows us to amend attachments. Save & Finalize takes us to the Finalize page. 58 Integrated Technology Services

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Federal Acquisition Service Enter in your justification for the amendment. Finalized Amendment. 61 Integrated Technology Services

Federal Acquisition Service Buyer and Vendor can see Amendment History. 62 Integrated Technology Services Finalized Amendment. Note that the Auction Name shows the auction has been amended.

Federal Acquisition Service How to Review Bids 63 Integrated Technology Services

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Federal Acquisition Service Making Awards 68 Integrated Technology Services

Federal Acquisition Service Integrated Technology Services Agency Pre-Award Review Process Step One – Obtain pre award approvals Step Two – Make award in agency contract writing system. Step Three – Log back into reverse auction platform and make award notification 69

Federal Acquisition Service From the Dashboard select Awards. Or select the Auction ID or Name of the auction from the Pending Awards header. 70 Integrated Technology Services

Federal Acquisition Service Choose between Multiple Award and Single Award. 71 Integrated Technology Services

Federal Acquisition Service Click Multiple Award to view the Multiple Award abstract. 72 Integrated Technology Services

Federal Acquisition Service Click Make Award. 73 Integrated Technology Services

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Federal Acquisition Service Click Single Award to view the Single Award abstract. 75 Integrated Technology Services

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Federal Acquisition Service Copy Auction 80 Integrated Technology Services

Federal Acquisition Service From the Dashboard select Auctions from the Navigation Bar. Select Copy Auction. 81 Integrated Technology Services

Federal Acquisition Service 82 Integrated Technology Services Select the auction you want to copy at click “Copy”.

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Federal Acquisition Service Update or Delete line items. Add additional line items. 84 Integrated Technology Services

Federal Acquisition Service Integrated Technology Services How to cancel an Auction 85

Federal Acquisition Service From the Dashboard select Auctions from the Navigation Bar. Select Cancel Auction. 86 Integrated Technology Services

Federal Acquisition Service 87 Integrated Technology Services Select the auction to cancel from the list of active auctions and hit “select”.

Federal Acquisition Service Enter the reason for cancelling the auction. Click “submit”. 88 Integrated Technology Services

Federal Acquisition Service REPORTS 89 Integrated Technology Services

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Federal Acquisition Service National Information Technology Commodity Program Integrated Technology Services Auctio n Id Alternat e Id Line Item Numb er Award Type Award Date Numbe r of Invitee s Num ber of Bidde rs Num ber of No Bids Awarded Vendor Name Awarded Vendor Business Size Contract Number Typ e Sched ule/BP A Select ed SIN Select ed SIN Subcatego ry Name Brand Name or Equal Buyer Manufact urer Name Buyer Manufact urer Part Number Buyer Product Descriptio n 1099Interact1Single 3/18/ AUTOMAT ED CONTROL SYSTEMS, INC Small Business GS-35F- 0148MMAS Laptop/Po rtable/Not ebook Computer s Brand NameDellE6340 GSA Laptops (Amended ) 1099Interact2Single 3/18/ AUTOMAT ED CONTROL SYSTEMS, INC Small Business GS-35F- 0148MMAS Desktop Computer s Brand NameDell7010 GSA Desktop Midrange (Amended ) Funding (DoDACC AAC MIPR or other agency funding code) Vendor Manufactur er Name Vendor Propose d Part NumberFSCUNSPC Unit of Issue Quantit yIGE Awarde d Price Calculate d Unit Price Savings (IGE - Awarded Price)Buyer NameAgencyBureauOrg. Level 1Org. Level 2 MIPR XYZDellE EA PAUL MORRIS GENERAL SERVICES ADMINISTRA TION FEDERAL ACQUISITIO N SERVICESORG ORG " MIPR XYZDell EA PAUL MORRIS GENERAL SERVICES ADMINISTRA TION FEDERAL ACQUISITIO N SERVICESORG ORG " 91

Federal Acquisition Service U.S. General Services Administration Reverse Auction Bid Change Logic Reverse Auction Bid Change Logic Released November 16, 2014

Federal Acquisition Service 93 Unit Price Enhancement  Line Item Description – Provides vendors with detailed information on line item.  New Field (Contract Price) – Vendors will be required to enter their contract price for GSA Schedules and Agency Specific Contracts – (Once unit price is entered the system will automatically calculate the total price)  Maximum Bid – If bidder is placing a proxy bid, then flat bid must be below the maximum bid allowed price  Flat Bid in Unit Price – If a bidder is placing only a flat bid then flat bid can be either higher or lower than apparent low bidder (Once unit price is entered the system will automatically calculate the total price)  Proxy Bid in Unit Price (Optional) – If bidder is placing a proxy bid, then flat bid must be below the maximum bid allowed price (Once unit price is entered the system will automatically calculate the total price) Integrated Technology Services

Federal Acquisition Service 94 Line item detail information New field contract unit price. Once unit price Is entered system will automatically calculate total price Flat bid in unit price. Once vendor enters flat bid unit price system will automatically calculate total price. Proxy bid in unit price. Once vendor enters proxy bid system will automatically calculate total price. Integrated Technology Services

Federal Acquisition Service 95 Integrated Technology Services Points of Contact  Drand Dixon, GSA Business Development Specialist   Phone:  Hassan Harris, GSA Senior Contracting Officer   Phone: