Your Stairway to Success How to be a Successful Contractor

Welcome! Congratulations! You are GSA’s “Face” to Customer Multiple Award Schedules –Over 11,000 contracts –Competition is fierce –Success is our mutual goal –Step-by-step Guide Congratulations! You are GSA’s “Face” to Customer Multiple Award Schedules –Over 11,000 contracts –Competition is fierce –Success is our mutual goal –Step-by-step Guide

The Steps to Success Step One: Understanding Contract Requirements Step Two: Marketing Your Business Step Three: Teaming to Propose a Total Solution Step Four: Stepping Out From the Crowd Step Five: Reporting Required Information Step Six: Caring for Your Contract Step Seven: Getting the Support You Need Step Eight: Reaping the Rewards! Step One: Understanding Contract Requirements Step Two: Marketing Your Business Step Three: Teaming to Propose a Total Solution Step Four: Stepping Out From the Crowd Step Five: Reporting Required Information Step Six: Caring for Your Contract Step Seven: Getting the Support You Need Step Eight: Reaping the Rewards!

STEP ONE

Understanding Contract Requirements Important Contacts for Success… –Procurement Contracting Officer (PCO) –Administrative Contracting Officer (ACO) –Industrial Operations Analyst (IOA) –Vendor Support Center ( –MAS Helpdesk (MAS –U-MAS Virtual Campus ( Important Contacts for Success… –Procurement Contracting Officer (PCO) –Administrative Contracting Officer (ACO) –Industrial Operations Analyst (IOA) –Vendor Support Center ( –MAS Helpdesk (MAS –U-MAS Virtual Campus (

Your Passport to Government Agencies GSA’s Strength –Identifying Customer Needs –Satisfying those needs through industry partners Contract Price Lists –Your catalog –Customers rely on it –Mandatory IAW Clause I-FSS-600 GSA’s Strength –Identifying Customer Needs –Satisfying those needs through industry partners Contract Price Lists –Your catalog –Customers rely on it –Mandatory IAW Clause I-FSS-600

Price List Format Contract items awarded and associated pricing Labor categories and descriptions Geographic coverage (delivery area) Points of production Discounts from the list prices or statement of net prices Volume Discounts Prompt Payment Terms Acceptance of the Government commercial credit card Foreign items offered Delivery terms Expedited delivery Reference: Clause I-FSS-600 of your contract Contract items awarded and associated pricing Labor categories and descriptions Geographic coverage (delivery area) Points of production Discounts from the list prices or statement of net prices Volume Discounts Prompt Payment Terms Acceptance of the Government commercial credit card Foreign items offered Delivery terms Expedited delivery Reference: Clause I-FSS-600 of your contract

Identifying Your Terms and Conditions YOUR FACE TO THE CUSTOMER

STEP TWO

Marketing Your Business Distributing Your Price List Maximize Your Web Presence GSA Advantage! and e-Buy Benefit How to Identify Customers How to Find Government Customers Small Business Opportunities GSA Marketing Partnership GSA “Logo” Identifiers Government Advertising Opportunities MarkeTips Distributing Your Price List Maximize Your Web Presence GSA Advantage! and e-Buy Benefit How to Identify Customers How to Find Government Customers Small Business Opportunities GSA Marketing Partnership GSA “Logo” Identifiers Government Advertising Opportunities MarkeTips

Distributing Your Price List Print and Widely Distribute GSA Provided Mailing List of Customers –Send Out Contract Price List…or –Self-Addressed, Stamped Envelope Make sure…Price List conveys –You are Interested in their Business –Convenient Ways to Contact You. Familiarize Yourself with Peak Buying Times Print and Widely Distribute GSA Provided Mailing List of Customers –Send Out Contract Price List…or –Self-Addressed, Stamped Envelope Make sure…Price List conveys –You are Interested in their Business –Convenient Ways to Contact You. Familiarize Yourself with Peak Buying Times

Maximize Your Web Presence Your web site address on the Front of you price list. Web Address that sends customer to GSA contract information Provide Links through GSA Advantage! “WOW” your customers. Make the most of your contract! Your web site address on the Front of you price list. Web Address that sends customer to GSA contract information Provide Links through GSA Advantage! “WOW” your customers. Make the most of your contract!

The GSA Advantage! Benefit Post your Price List to GSA Advantage! Provides online access to thousands of customers Official Federal source for government purchasing. Link your company web site so that customers can easily toggle back and forth to your site. Your responsibility to keep GSA Advantage! information current, accurate and complete. Make customers feel welcome. Post your Price List to GSA Advantage! Provides online access to thousands of customers Official Federal source for government purchasing. Link your company web site so that customers can easily toggle back and forth to your site. Your responsibility to keep GSA Advantage! information current, accurate and complete. Make customers feel welcome.

Benefits of GSA Advantage! Government Uses GSA Advantage! to: –Search for Items/Services/Suppliers –Perform Market Research –Compare Features, Prices, and Delivery –Place Orders Contractors Use GSA Advantage! to: –Research competition –Review Marketplace –Research valuable on-line information –Sell to the Federal marketplace Government Uses GSA Advantage! to: –Search for Items/Services/Suppliers –Perform Market Research –Compare Features, Prices, and Delivery –Place Orders Contractors Use GSA Advantage! to: –Research competition –Review Marketplace –Research valuable on-line information –Sell to the Federal marketplace

Benefits of e-Buy… Program dedicated to bringing customer and contractor together Allows customer agencies to maximize buying power Allows customer to leverage power of Internet Assists customer in making “best value” purchase decisions RFQs visible to all schedule contractors Great market research tool Program dedicated to bringing customer and contractor together Allows customer agencies to maximize buying power Allows customer to leverage power of Internet Assists customer in making “best value” purchase decisions RFQs visible to all schedule contractors Great market research tool

Identifying Customers by Name Procurement Contracting Officers (PCOs) – key part of process ensuring proper implementation and formulation of task order End Users – actual recipient of product or services Program Managers – typically the visionary Procurement Contracting Officers (PCOs) – key part of process ensuring proper implementation and formulation of task order End Users – actual recipient of product or services Program Managers – typically the visionary

How to Find These Customers Primary Tool – Market Research –Federal Procurement Data systems (FPDS) –FedBizOpps (FBO) –DoD Business Opportunities (DoDBusOpps) –Federal Yellow Book Mailing List –Military Installations –Professional Housing Management Association (PHMA) Small Business Opportunities –Procurement Marketing and Access Network (Pro- Net) Primary Tool – Market Research –Federal Procurement Data systems (FPDS) –FedBizOpps (FBO) –DoD Business Opportunities (DoDBusOpps) –Federal Yellow Book Mailing List –Military Installations –Professional Housing Management Association (PHMA) Small Business Opportunities –Procurement Marketing and Access Network (Pro- Net)

GSA Marketing Partnership Offered by Office of Marketing and Business Development Help strengthen the success of FSS Schedule contractors Provides news/information aout FSS Program Enhancements, Shows, Expos and other opportunities Marketing web site provides volumes of valuable information Offered by Office of Marketing and Business Development Help strengthen the success of FSS Schedule contractors Provides news/information aout FSS Program Enhancements, Shows, Expos and other opportunities Marketing web site provides volumes of valuable information

GSA “Logo” Identifiers FSS Identifier GSA Smart Pay GSA Advantage! Reference: GSAR , Restrictions on Advertising FSS Identifier GSA Smart Pay GSA Advantage! Reference: GSAR , Restrictions on Advertising

Government Advertising Opportunities Military Times ( Armed Forces Journal ( Stars & Stripes ( Government Executive ( MWR Today ( MarkeTips ( Military Times ( Armed Forces Journal ( Stars & Stripes ( Government Executive ( MWR Today ( MarkeTips (

STEP THREE

Teaming to Propose a Total Solution What if the job is too big for me? What is a GSA Contractor Team Arrangement? What are the Benefits of a GSA Contractor Team Arrangements? Website: ( What if the job is too big for me? What is a GSA Contractor Team Arrangement? What are the Benefits of a GSA Contractor Team Arrangements? Website: (

STEP FOUR

Stepping Out From the Crowd Ordering Procedures Eligible Users of GSA Sources of Supplies and Services Helpful Hints when selling to Federal agencies Ordering Procedures Eligible Users of GSA Sources of Supplies and Services Helpful Hints when selling to Federal agencies

Ordering Procedures Who is eligible to use GSA sources of supplies and services? Authorized Users ADM E – –Click on “Ordering From GSA Schedules” –Go “Eligibility to use GSA Schedules” Who is eligible to use GSA sources of supplies and services? Authorized Users ADM E – –Click on “Ordering From GSA Schedules” –Go “Eligibility to use GSA Schedules”

A Few Helpful Hints Obliged to Accept Orders Below Maximum Order. –Maximum Order Threshold identified in schedule –Not a ceiling. Can accept order above –Allows additional discounting Clause for more info on Maximum Orders Not obliged to sell to agencies outside of Executive Branch…encouraged to do so Obliged to accept purchase card orders up to $2,500. Allowed to offer one-time spot discounts to be more competitive – exclusive of “most favored customer” Obliged to Accept Orders Below Maximum Order. –Maximum Order Threshold identified in schedule –Not a ceiling. Can accept order above –Allows additional discounting Clause for more info on Maximum Orders Not obliged to sell to agencies outside of Executive Branch…encouraged to do so Obliged to accept purchase card orders up to $2,500. Allowed to offer one-time spot discounts to be more competitive – exclusive of “most favored customer”

STEP FIVE

Reporting Requirements Required Reports Reporting GSA Schedule Sales Paying the Industrial Funding Fee Technological Advances to Make Remitting Fees Easier Reporting Subcontracting Progress Required Reports Reporting GSA Schedule Sales Paying the Industrial Funding Fee Technological Advances to Make Remitting Fees Easier Reporting Subcontracting Progress

What? Where? When? Affirmative Action (EEO-1)Contracting AgencyAnnually NLT 3/31 IFF (Indust. Fund. Fee)GSAQuarterly SalesGSAQuarterly Subcontracting (SF-294)PCO/ACO & SBA4/30 & 10/30 Subcontracting (SF-295)PCO/ACO & SBA10/30 VETS 100Veterans Admin.Annually NLT 9/30 Affirmative Action (EEO-1)Contracting AgencyAnnually NLT 3/31 IFF (Indust. Fund. Fee)GSAQuarterly SalesGSAQuarterly Subcontracting (SF-294)PCO/ACO & SBA4/30 & 10/30 Subcontracting (SF-295)PCO/ACO & SBA10/30 VETS 100Veterans Admin.Annually NLT 9/30

Reporting GSA Schedule Sales Critical Piece of Relationship Contractor Assistance Visits (CAV) –Aimed at making sure you succeed –Verifies establishment and maintenance of a good system to isolate and track GSA sales Makes reporting easier Secure web site for reporting MAS sales Click on 72A Online Systemhttp://vsc.gsa.gov Sales Reports must be submitted quarterly by the end of April, July, October and January If no sales occur on your contract, you are still responsible to report zeros Critical Piece of Relationship Contractor Assistance Visits (CAV) –Aimed at making sure you succeed –Verifies establishment and maintenance of a good system to isolate and track GSA sales Makes reporting easier Secure web site for reporting MAS sales Click on 72A Online Systemhttp://vsc.gsa.gov Sales Reports must be submitted quarterly by the end of April, July, October and January If no sales occur on your contract, you are still responsible to report zeros

Paying Industrial Funding Fee Fee is included in the purchase price of the product or service procured Extremely important… –Proper identification be provided on check –Assure proper credit is given for payment Must follow instructions in IFF clause and provide the following: –Contract Number(s) –Report Amount(s) –Report Period(s) Multiple Contracts or Report Periods –Specific amounts to be allocated must be included on the check Check out the Vendor Support Center web site at or call (877) or (703) http://vsc.sa.gov Fee is included in the purchase price of the product or service procured Extremely important… –Proper identification be provided on check –Assure proper credit is given for payment Must follow instructions in IFF clause and provide the following: –Contract Number(s) –Report Amount(s) –Report Period(s) Multiple Contracts or Report Periods –Specific amounts to be allocated must be included on the check Check out the Vendor Support Center web site at or call (877) or (703) http://vsc.sa.gov

Technological Advances for Remitting the FEE “IFF Online” – New electronic payment mechanism Became available October 2002 Eliminates the expense and inconvenience of processing paper checks Eliminates delays and uncertainty of mail deliveries Eliminates the post-payment stress of incorrect payment amounts or incorrect allocation of payments Register with GSA Vendor Support Center “IFF Online” – New electronic payment mechanism Became available October 2002 Eliminates the expense and inconvenience of processing paper checks Eliminates delays and uncertainty of mail deliveries Eliminates the post-payment stress of incorrect payment amounts or incorrect allocation of payments Register with GSA Vendor Support Center

The BIG Question??? Is it a Schedule Sale? When any one or more of the following common indicators is evident: The GSA Contract Number is on the PO or Task Order The ordering info and terms are the same as your GSA contract The customer contacted you through GSA Advantage! or e-Buy The good or service is on your GSA Contract The customer pays with the Government purchase card The pricing is at or below the schedule price The order is over the micro-purchase level ($2,500) and there is no indication of any other procurement vehicle being used When any one or more of the following common indicators is evident: The GSA Contract Number is on the PO or Task Order The ordering info and terms are the same as your GSA contract The customer contacted you through GSA Advantage! or e-Buy The good or service is on your GSA Contract The customer pays with the Government purchase card The pricing is at or below the schedule price The order is over the micro-purchase level ($2,500) and there is no indication of any other procurement vehicle being used

If it walks like a duck, talks like a duck and looks like a duck…

Reporting Subcontracting Progress Large business needs to report progress on their subcontracting goals: Subcontracting Reports: –SF 294, due 4/30 and 10/30 –SF 295, due 10/30 –Originals go to PCO (or ACO, if delegated) –Copies to SBA –Vendor Support Center web site for future Online IFF Reporting Commercial Products Plan Individual Contract Plan Individual Contract Plan Incorporating Master Plan Large business needs to report progress on their subcontracting goals: Subcontracting Reports: –SF 294, due 4/30 and 10/30 –SF 295, due 10/30 –Originals go to PCO (or ACO, if delegated) –Copies to SBA –Vendor Support Center web site for future Online IFF Reporting Commercial Products Plan Individual Contract Plan Individual Contract Plan Incorporating Master Plan

STEP SIX

Caring for Your Contract Important Definitions Name Change/Novation Address Change Adding New Items and Price Adjustments When GSA Requests Changes Canceling Your Contract Important Definitions Name Change/Novation Address Change Adding New Items and Price Adjustments When GSA Requests Changes Canceling Your Contract

Important Definitions Solicitation –Any request to submit offer or quotes to the Government Amendment –Any change to the terms and conditions of a solicitation or Request for Quotes Modification –Any written change in the terms and conditions of a contract, either unilateral or bilateral Solicitation –Any request to submit offer or quotes to the Government Amendment –Any change to the terms and conditions of a solicitation or Request for Quotes Modification –Any written change in the terms and conditions of a contract, either unilateral or bilateral

Name Change/Novation Undergoing a name change/novation Company being bought or sold Notify your PCO immediately for guidance and required paperwork FAR Part 42.12, Change of Name and Novation Agreement Documentation Undergoing a name change/novation Company being bought or sold Notify your PCO immediately for guidance and required paperwork FAR Part 42.12, Change of Name and Novation Agreement Documentation

Address Change Every Contractor has a Dun and Bradstreet number (DUNS) to participate under GSA Schedules The DUNS number is tied to your address If you move, you must notify your PCO and Dun and Bradstreet for proper contract administration, or you may get lost in the system Go to for more informationwww.dnb.com Regular maintenance of your DUNS info is very important. Check Every 30 days Every Contractor has a Dun and Bradstreet number (DUNS) to participate under GSA Schedules The DUNS number is tied to your address If you move, you must notify your PCO and Dun and Bradstreet for proper contract administration, or you may get lost in the system Go to for more informationwww.dnb.com Regular maintenance of your DUNS info is very important. Check Every 30 days

Price Adjustments and Adding New Items Bone up on the requirements of Clause , Economic Price Adjustment and , Modifications You will have to negotiate these modifications with your PCO Check the Economic Price Adjustment Clause for pricing caps, time limitations and procedures. Bone up on the requirements of Clause , Economic Price Adjustment and , Modifications You will have to negotiate these modifications with your PCO Check the Economic Price Adjustment Clause for pricing caps, time limitations and procedures.

Price Adjustments and Adding New Items For Products: –Copy of new commercial catalog –Relevant invoices, purchase orders, contracts, or other substantiating documents for new price –Effective date for commercial customers –The most favored customer –Product testing For Products: –Copy of new commercial catalog –Relevant invoices, purchase orders, contracts, or other substantiating documents for new price –Effective date for commercial customers –The most favored customer –Product testing For Services: –Copy of new commercial catalog or pricelist or… –Relevant invoices, purchase orders, contracts, or other substantiating documents for new pricing. –New labor categories (including definitions and qualifications) –The most favored customer

Changes GSA periodically refreshes contracts –To update terms and conditions –New clauses may be required –Old clauses may be obsolete –No limit on number of amendments or modifications –Allows everybody to compete on same terms and conditions –May be exercising our option to renew your contract –Read all documentation and comply with timing requests –Talk directly with the person initiating the change for clarifications and questions. Ask us about CAsI (“Contractor Assessment Initiative”) GSA periodically refreshes contracts –To update terms and conditions –New clauses may be required –Old clauses may be obsolete –No limit on number of amendments or modifications –Allows everybody to compete on same terms and conditions –May be exercising our option to renew your contract –Read all documentation and comply with timing requests –Talk directly with the person initiating the change for clarifications and questions. Ask us about CAsI (“Contractor Assessment Initiative”)

Cancellations Your Reasons: Change in corporate structure Change in business direction Low Annual sales Not profitable to your company to maintain Government Reasons: Violations of contract terms and conditions Non-compliance with contract deliverables Government no longer has a need for products/services Low Annual Sales Government Reasons: Violations of contract terms and conditions Non-compliance with contract deliverables Government no longer has a need for products/services Low Annual Sales Both you and the Government have the right to cancel your contract with 30 days notice and walk away free and clear.

STEP SEVEN

Getting the Support You Need Your Rights in the Face of a Disagreement –First Step should be… Try to iron-out your differences with agency CO –If that doesn’t work… Use Alternative Disputes Resolution (ADR), as provided in FAR ( Schedules E-Library ( –Complete Federal Supply Schedule information –Updated daily to ensure access to latest schedule and contract information –Great tool for researching competition or finding Teaming Partners Your Rights in the Face of a Disagreement –First Step should be… Try to iron-out your differences with agency CO –If that doesn’t work… Use Alternative Disputes Resolution (ADR), as provided in FAR ( Schedules E-Library ( –Complete Federal Supply Schedule information –Updated daily to ensure access to latest schedule and contract information –Great tool for researching competition or finding Teaming Partners

STEP EIGHT

Reaping the Rewards! How Do I Get Paid? Establishing a Merchant Account to Accept the Government Purchase Card How Do I Get Paid? Establishing a Merchant Account to Accept the Government Purchase Card

How Do I Get Paid? Payment on a MAS contract is similar to your commercial invoicing practices –Depends on actual task order BPA terms DoD – Payments are made by the Defense Finance and Account System (DFAS) –Must be registered in the Central Contractor Registration (CCR) system –Provides links for helpful information –Registration is good for one year –Must update this registration at lease once every 365 days –DFAS will only pay you if your registration is current –DFAS Homepage Payment on a MAS contract is similar to your commercial invoicing practices –Depends on actual task order BPA terms DoD – Payments are made by the Defense Finance and Account System (DFAS) –Must be registered in the Central Contractor Registration (CCR) system –Provides links for helpful information –Registration is good for one year –Must update this registration at lease once every 365 days –DFAS will only pay you if your registration is current –DFAS Homepage

How Do I Get Paid? Civilian Agencies –Best Bet…Vendor Express An electronic funds transfer program to make direct deposits to your bank Eliminates potential loss of paper checks Much faster ……! –Department of Treasury web site Re: your rights when offering prompt payment discounts Re: charging interest if a payment is late Lots of other helpful information –Electronic funds Transfer (EFT) or Vendor Express “Selling to the Government”, then “Vendor Express” Civilian Agencies –Best Bet…Vendor Express An electronic funds transfer program to make direct deposits to your bank Eliminates potential loss of paper checks Much faster ……! –Department of Treasury web site Re: your rights when offering prompt payment discounts Re: charging interest if a payment is late Lots of other helpful information –Electronic funds Transfer (EFT) or Vendor Express “Selling to the Government”, then “Vendor Express”

Establishing a Merchant Account to Accept the Government Purchase Card What is a merchant account? Provides greater assurance that you’ll get paid Merchant account costs vary depending on: –Type of business and product/service sold –Credit worthiness of the applicant –How business is transacted (number, type, and size of transactions Fees include discount between 1.45% and 4% Enables you to process credit card transactions Shop Around! Bank charges vary. What is a merchant account? Provides greater assurance that you’ll get paid Merchant account costs vary depending on: –Type of business and product/service sold –Credit worthiness of the applicant –How business is transacted (number, type, and size of transactions Fees include discount between 1.45% and 4% Enables you to process credit card transactions Shop Around! Bank charges vary.