Breakout Session # 502 Rachael M. Stevens, Procurement Analyst

1. NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

2. GSA Multiple Award Schedules and Cooperative Purchasing Breakout Session # 502 Rachael M. Stevens, Procurement Analyst GSA, Federal Supply Service, Acquisition Management Center, Monday April 25, 2005 1:30-2:30 NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

3. Today’s Topics • GSA Schedules Overview • Cooperative Purchasing • Acquisition Excellence- “Get it Right” NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

4. What is the GSA Multiple Award Schedule (MAS)? • Also Known as a Federal Supply Schedule • List of contracts awarded by GSA, Federal Supply Service NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

5. What is the GSA Multiple Award Schedule (MAS)? • GSA Awards contracts to multiple companies supplying comparable services and products • Provides competitive environment according to the FAR: orders placed under the MAS Program are to be issued to full and open competition (FAR 6.102 (d) (3) NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

6. What is a Schedule? • Streamlined acquisition program • Mirrors commercial marketplace • 5-year contracts with three 5-year periods • Continuous opportunity for competitive prices • Prices already determined fair & reasonable • Commercial Catalog – approved contractors • Direct customer / industry relationships NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

7. MAS Established by Administrator of GSA No need to: • Seek further competition • Synopsize the requirement in the Commerce Business Daily • Make a separate determination of fair and reasonable pricing NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

8. Authority to Use of MAS • Department of Treasury Title III, Section 201of the Federal Property and Administrative Services Act of 1949 • Pursuant to 41 U.S.C. 251 et. And Title 40 U.S.C. Public Building Property and Works • FAR 38 Prescribes procedures that must be followed by GSA in writing Schedule Contracts NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

9. Authority to Use MAS • FAR 8.4 Prescribes procedures that must be followed by GSA in writing Schedule Contracts • FAR 8.402 Authorizes GSA to Establish Special ordering procedures and publish them in affected schedules NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

10. What GSA Schedules Offer • Blanket Purchase Agreements • Contractor Team Arrangements • Price Reductions • New Technology • Continuous Open Seasons NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

11. What GSA Schedules Offer • Evergreen Contracts • Worldwide Coverage • Purchase Card Acceptance • Environmental Programs/Identification • Section 508 information on electronic and information technology NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

12. Advantages of the MAS Program • Administrative Savings • Shorter lead-times • Best Value • Latest Technology • Knowledge • Pricing NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

13. Benefits of MAS • Reduction of the acquisition process • Volume purchase prices • Easy payment • Schedule orders count toward small business goals • Wide selection of commercial services and products • No order limitation NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

14. Special Features of MAS Program • Agencies Receive Small Business Credits • MAS Blanket Purchase Agreement (BPA) • Contractor Team Arrangements • Worldwide coverage, expedited Delivery NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

15. Blanket Purchase Agreements (BPAs) • In all schedule contracts • Permit schedule users to set up “accounts” to fill recurring requirements • Accounts establish terms - period of time, frequency of ordering, discounts, delivery location NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

16. Value of a BPA • Leverage agency requirements • Obtain wide variety of items • Obtain commercial services and products for one or more offices • Establish long term supplier relationships NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

17. Services Information Technology Engineering MOBIS (Management, Organizational, and Business Improvement Services) Financial Logistics And more… Products Office Equipment and Supplies Furniture Energy Products Hardware Scientific And more… Commercial Services and Products NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

18. Information Technology Services and Products • Hardware/Software • Installation • Maintenance • Professional Services • Systems development • Programming • Conversion • Integration services • Training • And more… NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

19. GSA e-Buy Online Shopping Section 508 Compliant Enhanced Search13000 Contracts 7 Million Services and Products 35,000 hits per day GSA Advantage! Enhancement Electronic Request For Quotes (RFQ) Products and Services on GSA Advantage! Electronic Responses Schedule Partnership Total Solution GSA Advantage! & e-Buy NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

20. GSA Acquisition Centers Management Services Center Office of Supplies and Paper Products Furniture • Vehicle Acquisition • IT Acquisition • Office and Scientific • Services Acquisition Hardware and Appliances General Products (National Disaster Support) NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

21. Cooperative Purchasing NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

22. What is Cooperative Purchasing? • Legislation Authorizing purchasing through IT Schedule 70 and numerous corporate schedule contracts • Allows only State and Local Governments to buy a broad range of IT products and services directly from the GSA Schedules NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

23. What is Cooperative Purchasing? • 50 States, municipalities, Cities, town & Townships, Tribal Government, Public Authorities, School Districts, colleges, and Institutions of Higher Learning NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

24. Legislation As of May 18, 2004 GSA Issued the following Amendment: • Section 211 of the E-Government Act of 2002 amended the Federal Property and Administrative Services Act, to all State and Local entities for Cooperative Purchasing NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

25. How Cooperative Purchasing Works • Allows the Administrator of GSA to provide States and Localities access of certain items offered through GSA Schedule 70 and Corporate Contracts containing IT SINs • Voluntary use by state and local entities • Voluntary participation by schedule contractors NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

26. What Does Cooperative Purchasing Involve? • Researching your Acquisition with GSA’s on-line tools, GSA Advantage and e-library • Define scope of your requirements • Contact selected contractors • Evaluate the options and make your selection NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

27. What Does Cooperative Purchasing Involve? • Using GSA Schedule contract as a model, negotiate your contract with the selected vendor with mutually agreed upon modifications • Receive products or services for the contractor • Pay the contract per your contract agreement • GSA does receive .75% Industrial Funding Fee directly form the contracts NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

28. IT Schedule 70 Background • IT Schedule 70 has over 4,200 Contracts • Small Business holds 70% - 75% of IT contracts • 1,450 have signed the modification NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

29. IT Schedule 70 Background • 1,200 who have signed are small business • Under cooperative purchasing programs, sales to date have reached $38M NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

30. GSA IT Schedule Products and Services • Professional Information Technology Services • Leasing of IT equipment • Purchase of equipment • Computers • Software NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

31. GSA IT Schedule Products and Services • Classroom training • Electronic commerce services • Mobile and wireless services • Information assurance NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

32. Limitations of Cooperative Purchasing State and Local Entities Only: • Federal Supply Schedule 70, Information Technology • The Corporate Federal Supply Schedule, Schedule 70, Special Item Numbers (SINS) NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

33. Ordering Procedures • FAR 8.4, Federal Supply Schedules • Task order = new contract NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

34. Ordering Procedures • Incorporated by Reference Schedule terms/conditions • Additional requirements are permitted, but it must not conflict with Schedule terms and conditions NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

35. Contract Exceptions • Prompt payment • Disputes • Patent Indemnity Clause • Commercial item contract terms & conditions NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

36. Cooperative Purchasing Today • Since its implementation in May 2003 • State and local governments have purchased over 8 million in products and services • Majority services, under the cooperative purchasing agreement. NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

37. Acquisition Excellence- GSA “Get it Right” Plan NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

38. What is the GSA’s Acquisition Excellence- "Get It Right" Plan? • Ensuring proper use of GSA contracting vehicles and services • Ensuring full compliance with Federal Acquisition Regulations (FAR) and best practices.  • Improves the federal acquisition process NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

39. What the “Get it Right” Plan is Not It’s not about: • Saying NO • Punishing folks who make mistakes • Reducing creative solutions • Paying more for an item or service • Slowing down response time to the customer • Being policepersons • Going back to the Bad Old Days NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

40. “Get It Right” 5 Main Objectives • Secure the best value for federal agencies and American taxpayers through an efficient and effective acquisition process • Make Acquisition policies, regulations and procedures clear and explicit • Improve education/training of the federal acquisition workforce • Ensure compliance with federal acquisition policies, regulations and procedures • Communicate with the acquisition community and stakeholders NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

41. Acquisition Excellence- “Get it Right” Update • Quality Contract Reviews • Training On-line & Classroom • OIG Working Group • Price Guide/Pricing Module • GSA & DOD Partnership- Classroom Training on-Proper Use of Non-DOD Contracts NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

42. Acquisition Excellence-FSS Initiatives • Federal Acquisition Regulation (FAR) 8.4 • FSS Center for Acquisition Excellence Campus • Customer Compliance Survey • Contract Quality Review • Contracts On-line • E-buy, Virtual Stores • eOffers and eMods NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

43. FSS Center for Acquisition ExcellenceCampus New Offerings at: fsstraining.gsa.gov • FAR 8.4 Seminar • Updated MAS Customer Course “Using GSA Schedules” • Customer Checklist • GWAC Seminar NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

44. FSS Center for Acquisition Excellence Find out Visit: fsstraining.gsa.gov more. Email: fss.training@gsa.gov GSA Federal Supply Service NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

45. For More Information on Schedules Please Visit www.gsa.gov/schedulesFor Schedule Questions? Email: MASHelpdesk@gsa.govor call toll free: (800) 488-3111 NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

46. Cooperative Purchasing Questions? National Customer Service Center (NCSC) 1-800-488-3111 Or Visit: Fsstraining.gsa.gov for online training NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”