GSA Schedules The mystery removed Rita Haake Marc Violante Illinois Procurement Technical Assistance Program

Myths Register with GSA Get a “GSA Number” Contract equals automatic success Must pay a consultant Have to have a contract to get a contract

GSA MAS Performance Snap Shot 11,000,000 items 66% growth last 3 years $40 Billion in sales – new vendors added a year Program designed to meet all federal government requirements

Schedules - an Overview Premiere tool Innovative Extremely large buyer base Effective /efficient / fast paced Commercial products and services –Off the shelf –A/E not allowed

Basic Foundation Schedules are –Standing orders –5 years base with Evergreen (3 options = 20 years possible) –Contracting Officer/Specialists choice –Mandatory/Not mandatory –Based on YOUR BEST PRICE Does not need to necessarily be at a substantial discount – you can offer better term discounting and this is treating the government better then your commercial base

Schedules v. Traditional Standing order Government-wide use IDIQ Company defines items 20 year life Quarterly reports Due by One agency Stated amount Buyer defined items Identified term Close out reports

Submission of Offer Administrative Proposal Solicitation response document Technical Proposal Adequate description for evaluation Pictures could help Price Proposal Quantity/volume notated Commercial shipping practice notated

Past Performance Required –Cost: $ your cost –Submit with Offer Maximum 20 references –Suggested (6-10) –Ask/inform references –First ones to answer comprise your rating Rating based on survey result Secret Shoppers –Customer service – quality, etc.

Miscellaneous Factors Place of performance –Performance of contract –Manufacturer location Ordering information –Select facsimile & mail –EDI is not internet…must have outside vendor –Marketing through dealers? Government will want the lowest price Dealers must have a ‘manufacturer letter of support’ Remittance Address Production Point –Manufacturer specific ** Not inclusive

Fair and Reasonable Commercial Sales Practice –Basis (baseline) Price List – offer to the government Three components of price –$ (dollars and cents) –Discounts –Concessions

Fundamental Question Are you ready? We know that you want to but … Are you ready?

GSA MAS Realities Completing a MAS is procedural Selling to the Government is in part procedural 55% of the Business that have held GSA contracts for the past 4 years had sales that did not meet the minimum sales requirement.

Contract Sales Criteria A contract will not be awarded unless –Anticipated sales: Exceed $25,000 in first 24 months Exceed $25,000 in sales each 12-month period thereafter The Government may cancel the contract if the above criteria is not met –(GSAR )

Preliminary The Center for Veterans Enterprise – Central Contractor Registration – Include GSA MAS NAICS Online Representations and Certifications – Include GSA MAS NAICS Pathway to Success –Vsc.gsa.gov

The Players The Contracting Officer (PCO) You, the contractor The buyers Your competitors Technical assistance providers –Illinois PTACs –Other PTACs: see * Primary to contract formation * *

The Contracting Officer Responsibilities –Represents the United States of America –Fair and Reasonable price –Determination of Responsibility –Offer completeness –Contract compliance –Contract maintenance Modifications (unilateral / negotiated)

Rejection Criteria Submitting an incomplete document –Information required –Adherence to format –Modifying solicitation Not responsible Pricing – Not Fair and Reasonable Failure to meet a time frame established by the Contracting Officer

You, the Contractor Research & select MAS Complete offer Submit offer Manage contract Report sales / IFF Market Fulfill orders

Perseverance Needed attributes Time ….. Attention to Detail Compliance with requirements Patience Flexibility Project plan!!! Value proposition Business/marketing plan Computer skills Negotiation skills

Computer Skills Average to above average Web based training Web searching Software –Download –Installation –Use E-offer/e-mod E-buy Digital signatures

Available Resources GSA Small Business Specialist GSA MAS Point of Contact Illinois PTAC or other PTAC GSA e-library GSA Vendor Support Center Colleagues Consultants

Develop Value Proposition Why my firm? Why my products? Why my price? Product eligibility –Buy America Act –Trade Agreement Act

Determine Level of Sales Identify competition – – – Identify Schedules & SINs – Identify Schedule SINs sales –Ssq.gsa.gov Trend Schedule SINs sales –Ssq.gsa.gov Determine buying organizations –

Identify Applicable Schedule GSA Small Business Specialist Potential buyers – previous sales calls Illinois PTAC Center or other PTAC –

Government Vocabulary Shall Must Should May

Reading Clauses – I ck! Details matter It has to be done Entering into a formal official – contractual agreement You are responsible! Create plan –Adequate time –Identify requirements

Contract Compliance GSA Advantage Pricing Sales reporting & IFF Trade Agreements Act Subcontracting Labor Laws Modifications (unilateral/bilateral) Maintenance of basis (price reductions) Authorized users/Scope of contract

Pricing Equal to or better than best vendor prices Free On Board Destination (FOB Dest) –One price lower 48 states –Zonal pricing Hold pricing firm for 180 days –From date of offer –Hints at how long an award may take Price Reduction clause Economic Price Adjustment

Dealers and Suppliers Letter of commitment from the manufacturer –Sufficient to satisfy Government’s requirements for contract period –Assures the offeror of source of supply Evidence of uninterrupted source of supply *When requested by the Contracting Officer *

Sales Administrative Requirements Receive orders via facsimile or EDI Method to track sales Ability to identify sales as GSA –Training of staff members Quarterly IFF reports *Recommended *

Contact for Contract Administration The contractor shall designate a person –For contract administration –Domestic/Overseas Responsible for –Industrial Funding Fee and sales reporting –Record reviews –Contract compliance Changes in writing to Contracting Officer

Identify Authorized Negotiators The offeror shall provide the following –Names & titles –Telephone numbers –Electronic mail addresses –Up to three individuals *Applies only to this offer *

Identify Best Customers Classify by relationship Disclose business terms Provide copies of invoices –Normally three –May impact scope of contract

GSA Advantage Online shopping service Participation is mandatory Upload price-list within 6 months of award –Schedule Input Program (SIP) Input/upload information Upload text file

Questions

Questions - later Marc N. Violante College of Lake County Rita Haake College of DuPage