GSA Schedule 70 Informational Forum July 29, 2009

Agenda 1:00 p.m. – 1:10 p.m. Introduction/Purpose/Overview Welcome Introduce GSA Staff Brief Overview 1:10 p.m. – 1:50 p.m. State Procurement Office (SPO) & Department of Justice (DOJ) Tim Hay (SPO) & Julie Penry (DOJ) Rules, Statutes & High level Step-by-Step Approach 1:50 – 2:35 p.m. GSA Presentation & Demo Mark Groat Michael O’Neill Dennis Harrison Kelly Bailey 2:35 p.m. – 3:00 p.m. Question & Answer Q&A Panel All speakers

Schedule 70 GSA Contracts Tim Hay, DAS SPO Julie Penry, DOJ

Today’s Discussion Public Contracting Code DAS Rules GSA Advantages and Disadvantages Time Differences between Competitive Solicitations and GSA Schedule 70 GSA Process Overview

ORS 279A.180 Purchases through Federal Programs Alternative to competitive sealed bidding, competitive sealed proposals or other competition required under ORS 279B.050 to 279B.085, provided that: (1) Agency follows applicable procurement rules; and (2) The procurement is made under the 2002 E-Government Act

E-Government Act 40 USC 502 Authorizes state and local Governments to acquire IT goods and services off the GSA schedules GSA Schedule 70 contains these IT goods and services IT goods and services on the GSA Consolidated Schedule are also available

OAR DAS GSA Procurement Rule Agencies are exempt from using competitive processes (ITBs and RFPs) Federal Authorization must exist in order to purchase from GSA Schedule Acquisition must meet Agency needs; price and terms must be advantageous to the State Agency must check to see if a Statewide Price Agreement exists; if one does, then Agency must use it

Items Currently under Statewide Price Agreements Software: large volume and shrink-wrap Personal Computers: desktop, laptops and mobile Servers: small, mid-range Hardware: storage solutions for small LANS Printers: individual or small shared, & multifunctional--print, copy, scan, fax Instructional Bundles for white board, laptop and digital projectors Limited Peripherals to support desktop computing

OAR Agency must consider impact on local businesses by:  Posting notice on ORPIN if the acquisition exceeds $5,000 Notice must include the Agency need, reason and intent to procure through GSA  Providing a reasonable time period to allow for response (usually 7 days)  Considering and responding to all responses submitted before proceeding

OAR State and local preference programs are not exempt and must be considered first  Inmate Work Program  Qualified Rehabilitation Programs (QRF)  OMWESB Agency must have legal sufficiency review per normal thresholds The Agency understands the federal procurement process:

OAR Voluntary and Direct contact between Agency and Contractor GSA Industrial Funding Fee Contract between Agency and Contractor May negotiate additional terms and conditions as required by State law just so long as they do not conflict with Federal Law GSA allows negotiation of:  Prompt payment  Commercial Terms  Conflict Resolution

GSA Contract Format GSA Schedule 70 terms and conditions: non-negotiable but most are high level Vendor GSA terms and conditions: non-negotiable & important to review State terms and conditions: can add so long as they do not conflict with the prior two sets of terms and conditions

GSA Advantages and Disadvantages Advantages  Shortened time frame to procure  Can avoid competitive process  Can still negotiate prices Disadvantages  At the mercy of pre-negotiated terms and conditions  Less control over responsiveness when negotiating

Time Differences: Competitive Solicitations and GSA Formal RFPs – 4 months to one year, depending on complexity of solicitation Formal ITBs – 60 to 120 days GSA – 30 to 90 days, depending on negotiations with contractor

Oregon GSA Process Overview Identify need for IT goods or services Verify there is no existing price agreement or preference program Verify the goods or services are available from GSA Schedule 70 Seek DAS assistance, if purchase exceeds DAS delegation threshold Seek DOJ legal sufficiency review, if applicable ORPIN Notice of Intent to conduct a GSA procurement Issue an RFQ to GSA vendors Evaluate responses Negotiate contract with selected vendor

GSA Contract Key Points GSA is not a price agreement Contractors are learning this process, too Contract negotiation timelines are vendor dependent GSA pricing is a ceiling, not a floor Feds are not a party to the resulting contract Take advantage of training on GSA website Coordinate the work group

Contact Information Julie Penry Tim Hay

Center for IT Operations Integrated Technology Services U.S. General Services Administration Dennis Harrison, Mark Groat, Michael O’Neill July 2009 Cooperative Purchasing Program

19 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Agenda Cooperative Purchasing Basics Customer Benefits Leveraging GSA’s IT Schedule 70 Recommended Ordering Procedures GSA Online Acquisition Tools Points of Contact

20 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Cooperative Purchasing Basics

21 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Federal Statutory Authority Section 211 of the e-Gov Act of 2002 authorized GSA sales of Schedule 70 IT products, software and services to State & Local Governments through the introduction of Cooperative Purchasing Public Law of the Local Preparedness Acquisition Act authorized GSA sales of Schedule 84 Law Enforcement, Security, Facilities Management, Fire and Rescue products and services to State & Local Governments through Cooperative Purchasing

22 Federal Acquisition Service Integrated Technology Services – Center for IT Operations COOP – Schedule 70 homepage

23 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Eligibility and Scope Scope: – GSA IT Schedule 70 Contract Vehicle – Consolidated Schedule with IT Special Item Numbers (SINs) 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.

24 Federal Acquisition Service Integrated Technology Services – Center for IT Operations State and Local Participation Schedule 70, Schedule 84, Consolidated Corp OO 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

25 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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

26 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Customer Benefits

27 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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

28 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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

29 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Wide Selection of Products and Services 1 million IT products More than 4700 vendors currently on schedule Complete lines of IT services and technical solutions Vendor Catalogs may be found at or by request from vendor

30 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Streamlined Acquisition Sample Acquisition Cycle Times when Ordering From…. An Established 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

31 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Security Solutions

32 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Low Administrative Cost THERE IS NO ADDITIONAL COST TO THE BUYER The Price You See is the Price You Pay!

33 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Leveraging GSA’s IT Schedule 70

34 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Overview – IT Schedule 70 Software Hardware Services FY08 Sales Total Sales: –$16.3 Billion Software: –$1.9 Billion Hardware: –$3.4 Billion Services: –$11.0 Billion Software Hardware Services

35 Federal Acquisition Service Integrated Technology Services – Center for IT Operations IT Schedule 70 Cooperative Purchasing Sales Trend Software Hardware Services Average Annual Growth in Total Cooperative Purchasing Sales: 71%

36 Federal Acquisition Service Integrated Technology Services – Center for IT Operations IT Schedule 70 Special Item Numbers (SINs) SIN Description 132 3Leasing of Product 132 4Daily/Short Term Rental 132 8Purchase of Equipment Used & Refurbished Equip 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 SIN Description Access Certificates for Electronic Services (ACES) Program Public Key Infrastructure (PKI) Shared Service Provider (SSP) Program HSPD-12 Product and Service Components

37 Federal Acquisition Service Integrated Technology Services – Center for IT Operations HSPD 12 Special Item Numbers 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 and Access Managed Service Offering F Identity and Access Management Professional Services Public Key Infrastructure (PKI) Shared Service Provider (SSP) Program HSPD-12 Product and Service Components

38 Federal Acquisition Service Integrated Technology Services – Center for IT Operations IT Schedule 70 Small Business Participation 80%-85% of Schedule 70 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

39 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Recommended Ordering Procedures – FAR 8.4

40 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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

41 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Recommended Ordering Procedures (continuted) 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

42 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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

43 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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

44 Federal Acquisition Service Integrated Technology Services – Center for IT Operations GSA Recommended Ordering Procedures (FAR 8.4) Above the Micro-Purchase Threshold ($3K Micro Purchase level & Up to Maximum Order Threshold): –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

45 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Best Value Determination may be based on many factors but not just limited to lowest price. Consider: –Technical Solution –Environmental Considerations –Past Performance –Delivery Date –Warranty –As Determined by Requiring Office

46 Federal Acquisition Service Integrated Technology Services – Center for IT Operations GSA Schedules e-Library GSA Cooperative Purchasing GSA.gov GSA Online Acquisition Tools GSA State and Local

47 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Provides information on GSA’s various offerings A great tool for learning more about Cooperative Purchasing and the Schedules program.

48 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Quick reference for all GSA State and Local Programs Program brochure download links Special Program links Drill down for more information

49 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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!

50 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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

51 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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 #

52 Federal Acquisition Service Integrated Technology Services – Center for IT Operations 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)

53 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Other GSA State and Local Programs Schedule 1122 Counter Drug Program Schedule 833 Disaster Recovery Program Schedule 84 Security and Law Enforcement Solutions SMARTBUY “Data at Rest” BPAs State Agency Surplus Program (SASP) Computers for Learning National Wild Land Fire Program

54 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Helpful Links Cooperative Purchasing (70 & 84) GSA State and Local Programswww.gsa.gov/stateandlocal 833 Disaster Recovery Programwww.gsa.gov/disasterrecovery 1122 Drug Interdiction Programwww.gsa.gov/1122program Integrated Technology Serviceswww.gsa.gov/its Center for IT Schedule Programswww.gsa.gov/itcenter Schedule 70 Solicitationwww.gsa.gov/schedule70solicitation GSAwww.gsa.gov GSA Advantage! ® GSA Schedules e-Librarywww.gsaelibrary.gsa.gov Center For Acquisition Excellencewww.gsa.gov/centerforacquisitionexcellence

55 Federal Acquisition Service Integrated Technology Services – Center for IT Operations Customer Support Line: (General Information) (M-F 8:00 - 4:30 EST) IT Center Points of Contact Thomas Corcoran Benjamin Taylor

56 Federal Acquisition Service Integrated Technology Services – Center for IT Operations General Information: Teresa Hill (817) Note: A List of Sch. 84 SIN Descriptions and Solicitation No. 7FCI-L B can be found at SCH 84 - Points of Contact

Panel Discussion Question and Answer Please fill out GSA attendance card Thanks for attending!