Federal Acquisition Service U.S. General Services Administration 1 May 2010 Cooperative Purchasing Program

2 Federal Acquisition Service GSA State and Local Programs Agenda Cooperative Purchasing Basics Customer Benefits Product and Services 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 Schedule 70: IT Products, Software and Services –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 Customer 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 GSA Schedule 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 Low Administrative Cost THERE IS NO ADDITIONAL COST TO THE BUYER The Price You See is the Price You Pay!

13 Federal Acquisition Service GSA State and Local Programs MAS Schedules 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

14 Federal Acquisition Service GSA State and Local Programs Product and Services Snapshot

15 Federal Acquisition Service GSA State and Local Programs Sch Wide Selection of Products and Services More than 1 million IT products and services More than 4,700 vendors currently on schedule Complete lines of IT services and technical solutions Vendor Catalogs may be found at or by request from vendor

16 Federal Acquisition Service GSA State and Local Programs Overview – IT Schedule 70 Software Hardware Services FY09 Sales Total Sales: –$16.4 Billion Software: –$1.9 Billion Hardware: –$3.4 Billion Services: –$11.03 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 Since FY03: 64% 548

18 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/Refurb. Equip Maintenance of Equip./Repair Term Software Licenses Perpetual Software Licenses Maintenance of Software as a Service Training Courses SIN Description IT Professional Services E-Commerce Services Wireless Services Commercial Satellite Communications (COMSATCOM) Transponded Capacity Commercial Satellite Communications (COMSATCOM) Subscription Services Schedule 70 - Special Item Numbers (SINs)

19 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 & 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

20 Federal Acquisition Service GSA State and Local Programs Sch Wide Selection of Products and Services Wide Variety of Security, Law Enforcement, Fire/Rescue, Protective Clothing products and services More than 1,300 vendors currently on schedule Complete lines of Security and Law Enforcement solutions (5 General Attachments) A complete listing of Schedule 84 SINS and Vendor Catalogs may be found at

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 GSA’s IT Schedule 84 Features Schedule 84 Cooperative Purchasing Sales Volume (in Millions)

23 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

24 Federal Acquisition Service GSA State and Local Programs 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 Schedule 84 – Attachment 2: Firefighting

25 Federal Acquisition Service GSA State and Local Programs Schedule 84 – Attachment 3: Alarm & Signal Systems, Facility Management and Protective Service Occupations Security Systems Integration/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

26 Federal Acquisition Service GSA State and Local Programs 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. Schedule 84 – Attachment 3: Alarm & Signal Systems, Facility Management and Protective Service Occupations (Continued)

27 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.

28 Federal Acquisition Service GSA State and Local Programs 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 Schedule 84- Attachment 5: Law Enforcement Equipment and Services

29 Federal Acquisition Service GSA State and Local Programs Green Products and Services Lease, Rental or Purchase of Used or Refurbished IT Equipment Energy Star Compliant and EPEAT Registered Hardware Energy Reduction and Efficiency Software E-Commerce Services that reduce Carbon Footprint and Reduce Travel Impact. Professional IT Services related to Systems Integration, Data Consolidation Services and Virtualization (Cloud Computing). For more information, visit: and

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

31 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

32 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

33 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

34 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

35 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

36 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

37 Federal Acquisition Service GSA State and Local Programs Schedule Related Procurement Methods Blanket Purchase Agreements (BPA) FAR Part –Simplified acquisition method that government agencies use to fill anticipated repetitive needs for supplies or services. –Contractor delivers commercial products or services according to a defined scope of work, for a firm-fixed- price. Can incorporate non-conflicting terms & conditions Can include contractor teaming Can include additional pricing discounts –An Example of a BPA can be found at

38 Federal Acquisition Service GSA State and Local Programs GSA SmartBUY Strategic BPAs –SmartBUY BPAs leverage reduced prices and more favorable terms/conditions for enterprise-level commercial software (COTS). –SmartBUY promotes greater standardization, improved configuration management, and more robust IT security. Each BPA is placed against an IT Schedule 70 contract. –Currently three SmartBUY BPAs available for use by State and Local Governments: Information Assurance: Data at Rest Software Enterprise Content Management Situational Awareness and Incident Response (SAIR) –Complete information on SmartBUY BPAs can be found at Schedule Related Procurement Methods

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

40 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.

41 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

42 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!

43 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

44 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 #

45 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)

46 Federal Acquisition Service GSA State and Local Programs Helpful Links Cooperative Purchasing (70 & 84) GSA State and Local Programswww.gsa.gov/stateandlocal Center for IT Schedule Programs Schedule 84 Overviewwww.gsa.gov/firesecurity GSAwww.gsa.gov Center For Acquisition Excellence ence SmartBUY BPAswww.gsa.gov/smartbuy

47 Federal Acquisition Service GSA State and Local Programs IT Schedule 70 POCs Customer Support Line: (General Information) (M-F 8:00 - 4:30 EST) Thomas Corcoran Benjamin Taylor IT Schedule 70 Points of Contact Schedule 84 POCs General Information: Brenda McCall (817) Note: A List of Sch. 84 SIN Descriptions and Solicitation can be found at

48 Federal Acquisition Service GSA State and Local Programs Questions and Answers