Federal Acquisition Service U.S. General Services Administration 1 Solutions for State and Local Govenments through GSA’s Cooperative Purchasing Program

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

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 Schedule 70 and Consolidated Schedule with IT Special Item Numbers (SINs): General Purpose Commercial Information Technology Equipment, Software and Services –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 Features and Benefits GSA Schedule Programs GSA Schedule Programs GSA Schedule Programs TimeSavings CostSavings Built-inValue Selection

10 Federal Acquisition Service GSA State and Local Programs Features and Benefits The GSA Schedule Programs offer…. Cost Savings Time Savings Selection Built-In Value Pre-negotiated ceiling prices that can be further discounted through head-to-head competition and negotiations ✔ Pre-vetted local and global contractors, including small and disadvantaged businesses ✔✔✔ A suite of e-Tools to streamline processes, such as market research and competition ✔✔✔ A nationwide network of responsive GSA representatives available for training and assistance ✔✔ The ability to establish term agreements, known as Blanket Purchase Agreements, for reccurring needs ✔✔

11 Federal Acquisition Service GSA State and Local Programs Cost Savings GSA offers….Which save you money by…… Pre-negotiated ceiling pricesAllowing customers to request additional discounts, enter into negotiations, or conduct a competition to achieve further savings e-ToolsComparing ceiling prices for specific or comparable products and services Blanket Purchase AgreementsLeveraging volume buys through pre- established contracting vehicles for recurring needs

12 Federal Acquisition Service GSA State and Local Programs Time Savings GSA Offers…Which save time by… Pre-negotiated contractsProviding access to pre-vetted local and global contractors with positive past performance and sound business practices, and by negotiating foundational terms and conditions e-ToolsEnabling customers to quickly conduct market research (by filtering for products and services needed, contractor location, small or disadvantaged business standards, and other fields) order online, and place electronic request for quotes or proposal Customer Service Directors (CSDs)Providing customers with regional representatives who can assist in using the GSA Schedule Programs. CSDs also provide free, onsite training to help increase familiarity and efficiency Blanket Purchase AgreementsCreating “term” or “blanket” agreements that can be quickly accessed for recurring needs

13 Federal Acquisition Service GSA State and Local Programs Selection GSA offers access to….Which assists in…… Programs with a wide range of commercially-available products and services Accessing state-of-the-art technology, law enforcement and disaster recovery products and services Local and Global ContractorsMeeting local preference requirements while also balancing access to large, global contractors. GSA’s e-Tools can assist in identifying local businesses Small and Disadvantaged Businesses Meeting small and disadvantaged business goals. 80% of GSA Schedule contractors are small businesses. GSA’s e-Tools can assist in identifying small or disadvantaged businesses, such as veteran-owned

14 Federal Acquisition Service GSA State and Local Programs Built-In Value GSA offers complimentary access to…. Which provides value by…… Pre-vetted local and global contractorsEnsuring Schedule contracts are only awarded to companies with positive past performance and sound business practices A suite of sophisticated e-ToolsStreamlining market research processes, comparing product or service pricing, identifying local or small/disadvantaged businesses, and facilitating competition A nationwide network of responsive GSA representatives Assisting customers in using the GSA Schedule Programs. Free training, both online and on-siteIncreasing familiarity and efficiency in using the GSA Schedule Programs GSA ExpoSharing best practices across the federal, state and local acquisition communities

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

16 Federal Acquisition Service GSA State and Local Programs Overview – IT Schedule 70 FY 10 Sales Total Sales: –$16.2 Billion Software: –$2.4 Billion Hardware: –$2.6 Billion Services: –$11.1 Billion Software Hardware Services

17 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%

18 Federal Acquisition Service GSA State and Local Programs Special Item Numbers (SINs) What is a SIN? Categorization method that groups similar products, services, and solutions together to aid in the acquisition process. Cover the most common general purpose commercial IT hardware, software, services, and solutions.

19 Federal Acquisition Service GSA State and Local Programs IT Schedule 70 Special Item Numbers (SINs) SIN Description 132 3Leasing of Product 132 4Daily/Short Term Rental 132 8Purchase of Equipment 132 9Purchase of Used/Refurbished Equipment Maintenance of Equip./Repair Term Software Licenses Perpetual Software Licenses SIN Description Maintenance of Software Training Courses IT Professional Services E-Commerce Services Wireless Services Commercial Satellite Communications (COMSATCOM) Transponded Capacity Commercial Satellite Communications (COMSATCOM) Subscription Services

20 Federal Acquisition Service GSA State and Local Programs 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 & Access Managed Service Offering F Identity & Access Management Professional Services Public Key Infrastructure (PKI) Shared Service Provider (SSP) Program HSPD-12 Product and Service Components IT Schedule 70 Special Item Numbers (SINs)

21 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

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

23 Federal Acquisition Service GSA State and Local Programs Schedule 84 Total Sales Volume (in Billions)

24 Federal Acquisition Service GSA State and Local Programs GSA’s Schedule 84 Features Schedule 84 Cooperative Purchase Sales Volume (in Millions)

25 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

26 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

27 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

28 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.

29 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.

30 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 Radiation / Nuclear material Detection Equipment

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

32 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

33 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

34 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

35 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

36 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

37 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

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

39 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.

40 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

41 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!

42 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

43 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 #

44 Federal Acquisition Service GSA State and Local Programs 44 Facilitates the request for submission of quotes or proposals for commercial products, services, and solutions offered through GSA Federal Supply Schedules and Governmentwide Acquisition Contracts (GWACs) Customer prepares RFQ or RFI Online Helps Customer to find viable sources of supply Prepares RFQs/Define Parameters Allows the buyer to procure big-ticket items

45 Federal Acquisition Service GSA State and Local Programs 45 Registration Current S&L registration for Advantage and Ebuy must be done through Advantage For immediate registration, users must have a.gov,.xx.us (where xx is state code) or.edu Users without approved domain names will have to go through alternate process with the GSA Advantage helpdesk.

46 Federal Acquisition Service GSA State and Local Programs 46 Alternate Registration Process A request must be submitting in writing on official letterhead of your particular state or local government organization. The name of the state or local organization must be on the letterhead. The letter must be dated and signed by an approving official who will serve as the point of contact (POC) for any and all individuals who may request a GSA Advantage account in the future using that second level domain. Name, phone, , and title of the POC. Provide the second level domain requested. A short paragraph explaining your organizational mission and authority. You may submit the request with attached letterhead document via to or mail to: GSA Federal Acquisition Service Contract Services Management Division (QI0A) Attention: GSA Advantage 2200 Crystal Drive, Suite 8014 Arlington, VA Please note that GSA will review each request and determine if that domain will be approved for ordering on GSA Advantage. You will be notified of the decision via .

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

48 Federal Acquisition Service GSA State and Local Programs 48 State and Local Access to GSA Sources of Supply Schedules Programs –1122 –Cooperative Purchasing –Disaster Recovery Purchasing Program –Federal Grantee Access to Schedules in Response to Public Health Emergencies (PHEs) Non-Schedules Programs –Wildland Programs –Computers for Learning –Personal Property

49 Federal Acquisition Service GSA State and Local Programs Helpful Links Cooperative Purchasing (70 & 84) GSA State and Local Programswww.gsa.gov/stateandlocal Disaster Recovery Programwww.gsa.gov/disasterrecovery 1122 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

50 Federal Acquisition Service GSA State and Local Programs To contact a local GSA representative near you for further training and assistance, please visit: