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Using GSA Schedules Introduction

Using GSA Schedules Introduction. General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers. Desired Learning Outcome. Learners will be prepared to:

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Using GSA Schedules Introduction

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  1. Using GSA Schedules Introduction General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers

  2. Desired Learning Outcome Learners will be prepared to: • Purchase commercial products and services efficiently and effectively using the GSA Schedules Program; and • Recognize the different roles and responsibilities of GSA personnel and the buying agency in the acquisition process.

  3. Course Agenda The course covers two days and includes: • Nine lessons from the Student Guide; • 16 learning objectives; • 30-minute examination; and • Course evaluation.

  4. GSA Schedules ProgramAn Overview General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules -- Customers

  5. The GSA Schedules Program Key topics covered in this lesson: • Key facts about the GSA Schedules Program. • GSA Schedule link between sellers and Government buyers.

  6. GSA Schedules Program Objective To provide Federal agencies and other customers with a simplified process for obtaining commonly used commercial products and services at prices associated with volume buying.

  7. Managing the Schedules Program • Managed by the Federal Supply Service (FSS). • FSS is one of three service organizations in GSA. Others are the Public Buildings Service and the Federal Technology Service. • FSS mission - assure that the Federal Government’s requirements for personal property and administrative services are efficiently met, at the least cost to the taxpayer.

  8. GSA Schedule Characteristics • A GSA Schedule is a listing of businesses with contracts to provide products or services within a general product or service description. • Schedules customers seeking medical products and services can find what they need through GSA’s partnership with the U.S. Department of Veterans Affairs (VA).

  9. Special Item Numbers The Office, Imaging, and Document Solution Schedule includes SINs, such as: • SIN 19 100, Photographic Services and Solutions; • SIN 20 316, Cameras and Accessories; • SIN 50 147, Mail Processing Systems and Software; and • SIN 50 156, Personal and Document Identification Systems.

  10. Single or Multiple Award Schedules • In the past single award schedules were awarded by line item at a stated price for delivery to a specific geographical area. • Today, Schedules feature contracts with multiple sellers for identical, similar, or vastly different solutions that meet a particular SIN description.

  11. GSA Schedules Contracts Schedule contracts with commercial businesses are indefinite-delivery-indefinite-quantity (IDIQ) contracts that: • Permit Schedule users to order products and/or services as long as the order conform to the Schedule contract terms and conditions; • Include a minimum order threshold; and • Include a maximum order threshold.

  12. Savings; Flexibility; Availability; Volume Pricing; Governmentwide commercial purchase card acceptance; Schedule contractors can lower prices; No predetermined order limitations; All Schedule orders are competitive; Socioeconomic Program requirements do not apply to individual orders; Socioeconomic Program credit; and The GSA Contracting Officer obtains any necessary wage determinations. Advantages of Using GSA Schedules

  13. Authority to Use GSA Schedules An organization can place orders using a GSA Schedule if it is authorized to use GSA Schedules and the Schedule user: • Is a Contracting Officer; • Has a Governmentwide commercial purchase card (subject to established limits on card use); or • Is otherwise authorized by the agency or organization to order using GSA Schedules.

  14. Agency inventories; Excess from other agencies; Federal Prison Industries, Inc.; Products available from the Committee for Purchase from People Who Are Blind or Severely Disabled; Wholesale supply sources such as stock programs of the GSA, Defense Logistics Agency (DLA), Department of Veterans Affairs (VA), and military inventory control points; GSA Schedules; and Commercial sources other than Schedules (i.e., open market contracts) including educational and nonprofit institutions. Priority Order for Product Sources Obtain products from the following sources in order of priority:

  15. Priority Order for Service Sources • Services available from the Committee for Purchase from People Who Are Blind or Severely Disabled; • GSA Schedules; and • Federal Prison Industries, Inc. or commercial sources other than Schedules (i.e., open market contracts).

  16. Optional or Mandatory Use of GSA Schedules FAR 8.404 outlines procedures for both optional and mandatory GSA Schedule. • One big difference. If a Schedule is mandatory, the Schedule user must not consider non-Schedule sources except in the situations identified in FAR 8.404(c)(3). • There are currently no mandatory Schedules.

  17. Review Question The GSA Schedules Program (also known as a Federal Supply Schedule Program) is a tool that can be used to efficiently and effectively obtain the best value for Government customers. • True • False

  18. Review Question Which of the following is an advantage of using GSA Schedules Program? • Flexibility to establish a long-term partnership with a Schedule contractor or team of contractors using a Schedule blanket purchase agreement (BPA.) • Schedule contractors do not accept the Governmentwide commercial purchase card for orders. • Schedule contractors can lower and raise prices anytime the market or acquisition situations warrants without GSA Contracting Officer approval. • There are special small business set-aside requirements that apply only when making a Schedule order.

  19. Why use Schedules? • Since 1949, there have been numerous high-level reviews of Government acquisition. • The recurring recommendations have been simplification, streamlining, and acquisition of commercial technologies. • Recent research found that award of the average Government contract still required 268 days.

  20. Simplifying and Streamlining Acquisition Using GSA Schedules • The GSA Schedules Program has roots that go back over 90 years. • Today it provides Government buyers a simplified and streamlined method for acquiring commercial products and services. • The Schedule contract is the key element in forging a link between sellers in the commercial marketplace and Government buyers.

  21. Process of Meeting Requirements Using GSA Schedules • GSA solicits Schedule contract offers; • Sellers respond with offers; • GSA reviews the offers and prepares for any necessary negotiations; • GSA and the seller negotiate; • GSA awards a Schedule contract; • GSA administers the Schedule contract; • Contractor performs under the contract terms; and • Schedule users acquire products or services using the contract.

  22. Advise and Support Schedule Users In this role, the Contracting Officer must take actions such as: • Assuring that Schedule information is published; • Advising Schedule users on Schedule contract requirements; and • Supporting the Schedule user in the resolution of complex order issues under the terms of the Schedule contract.

  23. Schedule Users Acquire Products or Services Using the Contract Schedule users need to follow contract, FAR, and good business practice requirements while issuing and administering any Schedule order. In general, the process will involve the following steps:  • Planning for a Schedule order; • Identifying and evaluating alternatives available under GSA Schedules; • Issuing and documenting a Schedule order; and • Administering the Schedule order.

  24. Review Question The GSA Contracting Officer is responsible for soliciting offers from commercial sources capable of meeting Schedule requirements. • True • False

  25. Review Question The Schedule user benefits from all the work already done by GSA and the contractor. • True • False

  26. Planning for a Schedule Order: Market Research General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers

  27. Planning for a Schedule Order: Market Research Key topics covered in this lesson: • Market research information needs; and • Sources of market research.

  28. Schedule User Market Research Responsibilities • Identify market research information needed to make selection decision. • Identify sources market information. • Identify and resolve weaknesses product item requirements. • Identify and resolve weaknesses in service requirements. • Determine appropriate acquisition strategy.

  29. Effective Market Research • Collect and analyze information about capabilities within the market to satisfy agency’s needs. • Tailor market research to the requirement. • Consider other information.

  30. Best Value Factors • Product characteristics • Past performance • Warranty • Ownership costs • Maintenance availability • Useful life • Environmental and energy efficiency • Technical qualifications • Training and customer support • Trade-in considerations • Transportation cost • Administrative costs • Delivery/performance terms

  31. Review Question Which of the following is a category of information to look for during Schedule market research? • Schedule availability. • Blanket purchase agreements. • Schedule contractors’ capabilities. • All the above.

  32. Review Question When collecting information on ownership costs, the Schedule user should consider which of the following? • Average time between failures. • Historical routine maintenance costs. • Historical repair costs. • All the above.

  33. GSA Advantage! • What is it??? • What can you do on GSA Advantage!? • When using GSA Advantage!, what can you find?

  34. GSA Advantage!, Continued

  35. Methods for Searching GSA Advantage!

  36. Schedules e-Library

  37. General Information Sources Consider the following: • Catalogs; • Product brochures and promotional material; • Trade journals; • Government or independent testing; • Source identification publications; • Government websites; • Government and nongovernment personnel; • Schedule contractors; and • Other sources.

  38. Review Question Which of the following is a source identification publication? • Underwriters Laboratory • Producer Price Indexes • The Yellow Pages • Consumer Price Index

  39. Review Question Which of the following sources is identified as a good starting point for market research? • Government or independent testing • State and local watchdog agencies • Schedules e-Library • Government economic data

  40. Product and Service Requirements General Services Administration Federal Supply Service Office of Acquisition Using GSA Schedules – Customers

  41. Product and Service Requirements Key topics covered in this lesson: • Identifying and resolving weaknesses in product requirements • Identifying and resolving weaknesses in service requirements

  42. Characteristics of an Effective Requirement Document • Encourage acquisition of commercial items; • Encourage acquisition of Schedule contract items; • Limit use of brand name or equal purchase descriptions; and • Limit the purchase of brand name items.

  43. Requirement Should be Modified When Appropriate • Modify the requirement to ensure that it can be met using a commercial item. • Consult requiring activity to assure available commercial items will meet needs of the Government.

  44. Encourage Acquisition of Schedule Contract Items A requirement can generally be met using Schedules if: • The need is a commercial item; and • The requirement is covered by a Schedule.

  45. Limit Use of Brand Name or Equal Purchase Descriptions Limit to cases where use is: • Advantageous to the Government; and • Authorized by the FAR and agency regulations.

  46. Review Question Which of the following is true normally when a product requirement is unique to the Government? • The Government is not required to pay necessary design and development costs and will benefit in lower costs. • The Government is required to pay necessary design and development costs and will not benefit in lower costs associated with high volume production of commercial items.

  47. Review Question Which of the following statements about a brand name or equal purchase description is correct? • It is the preferred method for describing Government product requirements. • Is a method for describing Government requirements that should only be used when advantageous to the Government and authorized by agency regulations. • It is never an acceptable method for describing Government requirements. • It is never an acceptable method for describing Schedule requirements, but may be used for open market acquisitions.

  48. Maintenance, overhaul, repair, servicing, rehabilitation, salvage, modernization, or modification of supplies, systems, or equipment; Routine recurring maintenance of real property; Housekeeping and base services; Advisory and assistance services; Operation of Government-owned equipment facilities and systems; Communications services; Architect-engineering; Transportation and related services; and Research and development. Services Requirements

  49. Commercial Services FAR 11.002(a)(2)(iii) requires that to the maximum extent practicable, offerors of commercial items be provided an opportunity to compete for any Government contract acquisition.

  50. Commercial Requirements Commercial services: • Are services of a type offered and sold competitively in substantial quantities in the commercial marketplace based on established catalog or market prices for specific tasks performed under standard commercial terms and conditions. • Do not include services that are sold based on hourly rates without an established catalog or market price for a specific service performed.

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