Federal Acquisition Service U.S. General Services Administration Complex Use of Multiple Award Schedules by Experienced Customers – A Power Users Session Jeffrey Manthos Mark Lee Steve Sizemore June 10, 2009

Federal Acquisition Service 2 Agenda  Complex Use of Multiple Award Schedules  Power User Benefits  Case Study-AMCOM EXPRESS

Federal Acquisition Service 3  COMPLEX USE of MULTIPLE AWARD SCHEDULES

Federal Acquisition Service 4 What are your options?  Other Government IDIQs - May not provide a total solution, limited scope of contractors  Open Market - Lengthy procurement process depending on dollar value  GSA Multiple Award Schedule contracts -Offers a broad range of services and products so a total solution can be ordered, easy to use, can obtain socio-economic goals through evaluation process, no maximum dollar values, latest technology, significant contractor capacity

Federal Acquisition Service 5 How the MAS Program Can Help  Meet time frames for spending  Supports firm fixed-price awards  Specific reporting requirements can be included in scope  Supports socio-economic goals  Supports competitive procurements  Total solutions for complex requirements

Federal Acquisition Service 6 Why you should care…  Easy way to buy even complex services.  Weapon systems development  Yes, this can be “rocket science”  Lets you focus on managing outcomes  Simplified acquisition method  Manage more contractors and less paper

Federal Acquisition Service 7 Did You Know Schedules Can Be Use for…?  Recycling computer monitors (Environmental)  Food service for soldiers in Iraq (Logistics)  Agency reorganizations [even GSA’s] (MOBIS)  Aircraft electronic maintenance (Logistics)  Commercial activity (A-76) studies (MOBIS)  Translation of Osama bin Laden tapes (Language)

Federal Acquisition Service 8 Flexible Schedule Tools  Blanket Purchase Agreements (BPAs)  Contractor Teaming Arrangements (CTAs)

Federal Acquisition Service Blanket Purchase Agreements  The basics:  Establish a BPA with any schedule contractor  Used to set up “accounts” to fill recurring requirements  Need not obligate money  Can last as long as the contract period  Review annually for “best value”  Contractors prefer GSA BPAs to agency IDIQs/MACs

Federal Acquisition Service 10 Teaming Schedule contractors may team with each other to provide a total service solution for a customer (See FAR 9.6)

Federal Acquisition Service 11 Subcontracting  Subcontractors:  Work for prime contractor  Prime uses MAS schedule contract labor categories/rates for its subcontractors  Subcontractors do not have a MAS schedule contract  Government has no direct involvement with subcontractors

Federal Acquisition Service 12 Prime/Subcontractor Relationship Prime Contractor Sub BPAs/Orders Only to Prime (Schedule Contractor)

Federal Acquisition Service 13 MAS Teaming and Subcontracting Schedule Teaming Requires Teaming Agreement Team Lead Sub Team Member 1 Team Member 2 Sub (has Schedule)

Federal Acquisition Service 14 CTAs and BPAs: Putting It All Together  Use single/ Consolidated Schedule  Task Award to a Single Contractor  Use Several Schedules  Award BPAs  Contractors Team Aggregate Your Requirements

Federal Acquisition Service 15 Flexible Schedule Tools (summary)  Wide variety of service Schedules (and products too)  Using BPAs for recurring requirements: Multiple or Single BPAs  Subcontracting and teaming for multi-domain requirements  Agencies use BPAs and CTAs together to satisfy complex service requirements

Federal Acquisition Service 16 POWER USER BENEFITS

Federal Acquisition Service 17 GSA Professional Services Schedules  Professional Engineering Services (PES)  Environmental Services  Mission Oriented Business Integrated Services (MOBIS)  Logistics Worldwide (LOGWORLD)  Language Services  Consolidated Schedule  Advertising and Integrated Marketing Services (AIMS)  Financial and Business Solutions (FABS)  Information Technology Services

Federal Acquisition Service 18 Success Stories  Army Aviation and Missile Command (AMCOM)  Marine Corps Systems Command (MARSYSCOM)  Aeronautical Systems Center, (WPAFB) Many Others…

Federal Acquisition Service 19 Procurement Objectives To fulfill mission needs, agencies require contract vehicles that provide:  Flexibility to fulfill the requirement  Speed to ensure the need is met in a timely manner  Overall value to acquisition and end user organizations  Oversight and control of procurement dollars  Achievement of small business procurement goals  Comply with Competition Requirements

Federal Acquisition Service 20 Procurement Contracting Solutions  “Using Blanket Purchase Agreements (BPAs), combined with Contractor Teaming Arrangements and Subcontractors against GSA schedules has resulted in a balance of flexibility, speed and value for AMCOM, while ensuring proper oversight and control of acquisition dollars, and fostering small business procurement goals….”

Federal Acquisition Service 21 Customer Specific Benefits  GSA Manages the Master Contracts  Additional Discounts at the BPA and/or Task Order level  Dynamic Teaming Arrangements  Achievement of Small Business Procurement Goals  Additional Supplier Flexibility via “Open Seasons”  Can add Clauses that do not Conflict with Schedule Contract  Robust Competition Limited to Schedule and/or BPA holders

Federal Acquisition Service 22 Advanced Applications-Best Practices  Performance Based to Performance Driven Acquisition  Program Management Thru Key Acquisition Metrics  Harvest Power of Continual Competition  Create on-going Opportunities for Small Business throughout life of program  Continually Refresh Supplier Base  Flexible Strategy to Respond to Unknowns  Smooth Transition

Federal Acquisition Service 23 Power of Continual Competition Power Users:  Have “on-ramps and off-ramps ”  Have sophisticated metrics to evaluate performance  Allocate work based on performance  Award top performers larger shares  Performers with low performance move to “off-ramp”  Add Additional Requirements  Marshal Resources to Focus on Administration and Oversight

Federal Acquisition Service 24 Power of Continual Competition  Power Users Optimize Use of Performance Metrics  Contract Specific as Well as Program Specific  Customer Satisfaction  Cycle Time-Requirements Definition to Award  Response (Bid) Rate  Socioeconomic Support  Technical Performance and Outcomes Based on QASP  Administrative Costs Per Task Order

Federal Acquisition Service 25 Small Business Optimization  Benefits To Small Businesses  “On ramps” allow access to new contractors  Prevents being excluded from opportunities for multiple years until new contract awarded  Preference given to small business during evaluations  Socio-economic credit for small business team leads

Federal Acquisition Service 26 Benefits of On-Ramps Thru BPAs  Reduce Transition Risk No Mega Scale Program Change-over  Continual Opportunity for Small Business Not Locked Out for Five Years or More As Small Businesses Grow-Bring in New Vendors  Continual Performance Driven  Unique Benefit of Schedules

Federal Acquisition Service 27 Policy & Regulatory Compliance  Economy Act  Mandatory Sources  Market Research  Soliciting Competition  Proper Use of Non-DoD Contracts  Directed or “Assisted” acquisitions (MIPR’s)  Small Business Opportunities!  DoD or agency-unique regulations

Federal Acquisition Service 28 Coalition Building  Program Managers  Acquisition Workforce (C/Os, C/Ss)  Customers/End Users  Industry  Small Business Advocates

Federal Acquisition Service 29 Transition Sequence-Timeline  Acquisition Planning  Policy Vetting  Buy-in  Community Outreach  Competition  Award  Post Award  Mission Support  Delivery

Federal Acquisition Service 30 GSA Life Cycle Support  Transition Strategy  Schedules Policy Guidance  Training  Best Practices  Industry Outreach  E-Tools

Federal Acquisition Service 31 AMCOM EXPRESS  EXpedited  Professional and  Engineering  Support  Services

Federal Acquisition Service 32 WHAT IS THE PURPOSE OF EXPRESS EXPRESS is AMCOM’s Contractual Solution Providing ADVISORY AND ASSISTANCE SERVICES For the AMCOM Life cycle Management Command

Federal Acquisition Service 33 BACKGROUND Planning and Execution 2004 Awarded February 2005

Federal Acquisition Service 34 Market and Customer Research  One on One Meetings with Industry  Visited with 02K Primes  Analyzed Other Agencies Multiple Awards  One on One with Customers

Federal Acquisition Service 35 Market and Customer Research Feedback on 02K (IDIQ)…..  Cumbersome  Internal Paperwork  Long Lead times  Rigid Evaluations  Adding Subs Difficult  Customers Moving to GSA to Gain Flexibility  Limited Marketing  New Players Locked Out  Labor Rate Changes  Adding SMEs Difficult

Federal Acquisition Service 36 What AMCOM Considered…  Improve Existing 02K Concept  Issue many small stand alone contracts for each customer  Team with GSA using AMCOM BPA’s  Three Options!

Federal Acquisition Service 37 Successful GSA Models…..  Marine Corps Systems Command:  Quantico, VA  Commercial Enterprise Omnibus Support Services (CEOss)  US Air Force:  Eglin AFB, FL  Joint Test & Evaluation  US Air Force: ASC:  Wright Patterson AFB, OH  GSA Advisory & Assistance Services  Taking the Best and Improving It!

Federal Acquisition Service 38 Decision….GSA Partnership  BPAs using GSA Multiple Award Schedules  Dynamic Teaming  Electronic Commerce  Options  Customer Selections  Open Seasons  Evergreen  Team Members May Get Direct Pay from DFAS  Fixed Price Rate  More Labor Categories  No Problem to Add Subcontractors  AMCOM Listened to their Customers……..

Federal Acquisition Service 39 Applicable GSA Schedules  Professional Engineering Services (PES)  Logistics Worldwide (LOGWORLD)  Mission Oriented Business Integrated Services (MOBIS)  Information Technology (IT)  Consolidated  No Schedule Required for Subcontractors  Primes Must Hold at Least One Applicable Schedule  Team Members May Hold Any Schedule

Federal Acquisition Service 40 Initial Down Select Process….  Prime Submits:  GSA Schedule Contract  Simplistic Capabilities Statement  Domain Preference  Government Evaluates:  Performance Capability  Pricing Structure  Socio-Economic Benefit

Federal Acquisition Service 41 Time To Get On Schedules  AMCOM will provide at least 3 months  Subs do not have to get on schedules  GSA commitment for industry training  GSA promise to expedite processing Do all companies need schedules to participate?  Only at Team Leader/Member levels  Not required for subcontractors

Federal Acquisition Service 42 Cost to get on GSA Schedules?  No Costs  Must take time to apply  GSA assistance and training Will this save money?  Anticipate rate discounts  Prime burdens elimination  Fixed rates  Less administration for industry results in greater efficiency, savings, competitive rates Will payment of vouchers be impacted?  Same as 02K: DFAS makes payment

Federal Acquisition Service 43 EXPRESS Continued…  Deployment to Hazardous Duty Locations Provisions for deployment in BPA Methods for rate adjustments in BPAs  NAICS Codes  Are from GSA Schedule  GSA advised in workshops on proper classifications and  eliminated some existing confusion  Remittance to GSA (Industrial Funding Fee)  0.75%

Federal Acquisition Service 44 GSA and AMCOM……  Win-Win Partnership  Streamlined Process  Enhance Small Business  Power of eCommerce

Federal Acquisition Service 45 BPA Evaluation Considerations….  Teaming/Business Arrangement  Performance Capability  Socio-Economic Benefits to Command  Past Performance  Pricing Structure

Federal Acquisition Service 46 Task Ordering….  Competition Between Domain BPA Holders  Best Value Criteria  Task Orders May Include Options  Firm Fixed Price and Time and Materials  Twenty (20) Days Target Timeline For Processing

Federal Acquisition Service 47 EXPRESS Contractor Teaming Arrangement BPA Holder - Prime Contractor BPA Holder - Prime Contractor Team Member Subcontractor Prime Contractors and Team Members must hold a GSA Schedule Team Members utilize their own GSA schedule rates Team Members sign BPA Subcontractors not required to hold GSA contract. Perform to Prime’s GSA Schedule rates. DIRECT AWARDS: Team Leader may propose that Task Orders be issued directly to a SB Team Member – AMCOM Receives SB Credit Based on Direct Awardees' Size

Federal Acquisition Service 48 DOMAINS Business & Analytical Strategic Planning Communication Support Process Improvement Support Financial Management Support Logistics Maintenance Planning Supply Support Training and Training Devices Logistics Program Support Programmatic Resource Management Support Cost Estimating/Analysis Strategic Planning Analysis International Program Support Operations Research and Analysis Technical Aeromechanics Technology Systems Engineering Structures and Materials Systems Simulation and Modeling Software Engineering

Federal Acquisition Service 49 EXPRESS Primary Customers (as of 30 Jun 08 ) CUSTOMER%TOTAL TO AWARDS AMRDEC30% PEO AVIATION28% AMCOM12% PEO MISSILES & SPACE 7% LOGSA 9% OTHER 13% 275 Task Orders Issued

Federal Acquisition Service 50 Distribution of Task Orders (As of 30 Jun 08) DOMAIN % TO’S # TO’S # DIRECT OBLIGATED $ AWARDS TECHNICAL 46% $1.521B PROGRAMMATIC 24% 67 6 $374.9M LOGISTICS 20% 54 5 $252.7M BUSINESS & ANALYTICAL 10% 28 2 $ 87.8M TOTALS 100% $ 2.24B 67% of TO’s Awarded to SB’s Potential Program (including options) $17.06B

Federal Acquisition Service 51 Advantages of EXPRESS Customer Satisfaction: 92% Timeliness: 42 Working Days Competition Rate: 79% Socioeconomic Program Support: 48% obligated dollars Direct Awards to Small Businesses: 10% *EXPRESS has processed 7,000 contract actions with a staff of approx. 25 people

Federal Acquisition Service 52 EXPRESS Open Season  Possible competition to add new BPA holders  Lack of adequate competition  Socioeconomic improvement needed  Existing primes exit program  Enhance pool of expertise for new task order efforts  Primes may adjust team members and subcontractors  Facilitates new SB Participation  Adjustment opportunity for teaming arrangements  OK to Add, Delete, and Change Team Member/ Subcontractor Status  FEDBIZOPS

Federal Acquisition Service 53 Thank you for the opportunity to speak with you today!  QUESTIONS??

Federal Acquisition Service 54 Value Proposition  Our contracts provide ready to use ordering vehicles which cover most projects  We have the talent you need for your projects already under contract  Awards under Schedules take less time – allowing the work to begin quicker  Use your acquisition resources effectively by eliminating front-end work  Free online tools make it easy to get quotes – fast  Flexibility to structure your order, your way including customized terms and conditions  MAS can provide total solutions for complex requirements including services and products  BPAs can streamline ordering across the organization  Market research is simple

Federal Acquisition Service 55 We want to be your procurement partner  National network of customer representatives ready to help you  Thousands of subject matter experts who are knowledgeable about their industry & committed to serving the federal community  Acquisition professionals who speak your language and understand your issues  FAR compliant contracts

Federal Acquisition Service 56 Small Business Procurement – GSA Can Help!  All small businesses should have the maximum practicable opportunity to participate in providing goods and services to U.S. Government (Small Business Act)  The Small Business Administration’s (SBA’s) statutory government-wide procurement goals*: 23% of an agency’s prime contracts for small businesses 5% for small disadvantage businesses (prime & subcontracts) 5% for women-owned small businesses (prime & subcontracts) 3% for HUBZone businesses (prime and subcontracts) 3% for service-disabled veteran-owned small businesses (SDVOSBs) (prime & subcontracts)

Federal Acquisition Service 57 Helpful Web Addresses  GSA Homepage -  Information About The MAS Program -  GSA Advantage!® -  GSA eLibrary -  e-Buy -

Federal Acquisition Service 58 Helpful Web Addresses  Schedules Ordering Guide - Search for “Desk Reference Guide”  Customer Service Director Contact Info -  Additional Information on Services Schedules Ordering -  Helpful Search Tool -

Federal Acquisition Service 59 Let’s Keep In Touch  Jeff Manthos   (703)  Mark Lee   (703)  Steve Sizemore   (256)