Solutions for State and Local Govenments through GSA’s Cooperative Purchasing Program

1. Solutions for State and Local Govenments through GSA’s Cooperative Purchasing Program www.gsa.gov/cooperativepurchasing

2. Agenda • Cooperative Purchasing Basics • Customer Benefits • IT Schedule 70 Snapshot • Schedule 84 Snapshot • Recommended Ordering Procedures • GSA Online Acquisition Tools and Assistance • Other GSA State and Local Programs

3. Cooperative Purchasing Basics

4. Federal Statutory Authority: ---------------------------------------------------------------------------------------------- Section 211 of the e-Gov Act of 2002 authorizes State & Local Governments to purchase Schedule 70: Information Technology products, software and services through the introduction of Cooperative Purchasing. ---------------------------------------------------------------------------------------------- Public Law 110-248 of the Local Preparedness Acquisition Act,authorizes State & Local Governments to purchase: Alarm and signal systems, facility management systems, firefighting and rescue equipment, law enforcement and security equipment, marine craft and related equipment, special purpose clothing, and related services as contained in Federal supply classification code group 84 or any amended or subsequent version of that Federal supply classification group under Cooperative Purchasing. ----------------------------------------------------------------------------------------------

5. Eligibility and Scope • Scope: • GSA Schedule 70 and Consolidated Schedule with IT Special Item Numbers (SINs): General Purpose Commercial Information Technology Equipment, Software and Services • GSA Schedule 84: Total solutions for law enforcement, security, facilities management, fire, rescue, clothing, marine craft and emergency/disaster response • 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.

6. State and Local Participation • 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

7. 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

8. Schedule Benefits

9. Features and Benefits Cost Savings Time Savings GSA Schedule Programs GSA Schedule Programs Built-in Value Selection

10. Features and Benefits

11. Cost Savings

12. Time Savings

13. Selection

14. Built-In Value

15. GSA’s IT Schedule 70 Snapshot

16. Software Hardware Services Overview – IT Schedule 70 • FY 10 Sales • Total Sales: • $16.2 Billion • Software: • $2.4 Billion • Hardware: • $2.6 Billion • Services: • $11.1 Billion

17. Software Hardware 441 Services 298 240 140 75 33 IT Schedule 70 Cooperative Purchasing Sales Trend 558 482 Average Annual Growth in Total Cooperative Purchasing Sales: 55%

18. Special Item Numbers (SINs) • What is a SIN? • Categorization method that groups similar products, services, and solutions together to aid in the acquisition process. • Cover the most common general purpose commercial IT hardware, software, services, and solutions.

19. SINDescription 132 3 Leasing of Product 132 4 Daily/Short Term Rental 132 8 Purchase of Equipment 132 9 Purchase of Used/Refurbished Equipment 132 12 Maintenance of Equip./Repair 132 32 Term Software Licenses 132 33 Perpetual Software Licenses IT Schedule 70 Special Item Numbers (SINs) SINDescription 132 34 Maintenance of Software 132 50 Training Courses 132 51 IT Professional Services 132 52 E-Commerce Services 132 53 Wireless Services 132 54 Commercial Satellite Communications (COMSATCOM) Transponded Capacity 132 55 Commercial Satellite Communications (COMSATCOM) Subscription Services

20. IT Schedule 70 Special Item Numbers (SINs) SINDescription 132 60A Electronic Credentials, Not Identity Proofed 132 60B Electronic Credentials, Identity Proofed 132 60C Digital Certificates, including ACES 132 60D E-authentication Hardware Tokens 132 60E Remote Identity & Access Managed Service Offering 132 60F Identity & Access Management Professional Services 132 61 Public Key Infrastructure (PKI) Shared Service Provider (SSP) Program 132 62 HSPD-12 Product and Service Components

21. IT Schedule 70 Small Business Participation • 80% of Schedule 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

22. GSA’s Schedule 84 Snapshot

23. Schedule 84 Total Sales Volume (in Billions)

24. 51.6 16.5 GSA’s Schedule 84 Features Schedule 84 Cooperative Purchase Sales Volume (in Millions)

25. Schedule 84 – Attachment 1: Marine Craft • Boats, Engines, Trailers, Spare Parts & Accessories • Harbor/Waterfront Security Products & Services • Marine Craft Repair and Modifications to all type Marine Craft • Professional Consulting and Training Services for Marine Craft, Harbor, or Waterfront • Floating Marine Barriers, and Booms

26. Schedule 84 – Attachment 2: Firefighting • All types of Urban and Wildland Firefighting Equipment and Supplies • Flood Control Products, Medical Rescue Kits and Patient transport/immobilization devices • Fire Extinguishing/Suppressing Products • Breathing Air Equipment & Respiratory Protection Products • Hoses, Valves, Fittings, Nozzles, Couplings and Related Accessories • Aerial Search and Rescue and Aerial Firefighting Products

27. Schedule 84 – Attachment 3: Alarm & Signal Systems, Facility Management and Protective Service Occupations • Security Systems Integration and Design Services • Security Management and Support Services • Security System Life Cycle Support • Alarm and Signal Systems, Access Control Systems, Intrusion Detection Systems, Patient Wandering Detection, and Fire Alarm Systems • Facility Management Systems including building comfort systems and integrated security system and Professional Security/Facility Management Services

28. Schedule 84 – Attachment 3: Alarm & Signal Systems, Facility Management and Protective Service Occupations (Continued) • Protective Service Occupations including Guard Services, Alarm Monitors, Baggage Inspectors, Corrections Officers, Court Security Officers, Detection Dog Handlers, Detention Officers, Firefighters, Police Officers and Categories to support operation of on-site Security Functions, an other support and related categories.

29. Schedule 84 - Attachment 4: Special Purpose Clothing • Gloves, Protective Clothing, Hazmat Clothing, Rainwear, Footwear, Extreme Cold Weather Clothing, Fire Fighting Clothing, Wildland Fire Fighting Clothing, Flotation Devices, Security Clothing, High Visibility and Reflective Products, Medical/Hospital Clothing, Industrial Work Clothing, Concealment Clothing, Miscellaneous Undergarments for use with Special Purpose Clothing, and Cool/Hot Clothing Products.

30. Schedule 84 - Attachment 5: Law Enforcement Equipment and Services • Body Armor, Miscellaneous Personal Law Enforcement Equipment • Restraining Equipment, Canine Training and Handling Equipment, Search and Detection • Night Vision Equipment • Alcohol and Drug Detection Kits and Devices • Bomb Disposal and Hazardous Material Equipment • Radiation / Nuclear material Detection Equipment

31. Recommended Ordering Procedures

32. 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

33. Recommended Ordering Procedures • 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

34. Acquisition Research With GSA’s online tools, GSA Advantage! and e-Library Sending a Request for Quote (RFQ) to a Selected Contractor Using the GSA Schedule Contract as a Model Customers negotiate their respective contracts with the selected Vendor with mutually agreed-on modifications Paying the Contractor as per the contract agreement Example Cooperative Purchasing Process Defining the Scope of Requirements Evaluating Proposals and Making a Selection Receiving Products or Services from the Contractor

35. 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

36. GSA Recommended Ordering Procedures (FAR 8.4) • Above the Micro-Purchase Threshold ($3K & Up): • 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

37. Best Value • Determination based on many factors; not limited to lowest price • Price Reasonableness • Technical Solution • Environmental Considerations • Past Performance • Delivery Date • Warranty • As Determined by Requiring Office

38. GSA Online Acquisition Tools and Assistance GSA Cooperative Purchasing GSA.gov GSA State and Local GSA Schedules e-Library

39. www.gsa.gov • Provides information on GSA’s various offerings • A great tool for learning more about Cooperative Purchasing and the Schedules program.

40. www.gsa.gov/stateandlocal • Quick reference for all GSA State and Local Programs • Program brochure download links • Special Program links • Drill down for more information

41. www.gsa.gov/cooperativepurchasing 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!

42. www.gsaelibrary.gsa.gov • 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

43. www.gsaadvantage.gov • 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 #

44. www.eBuy.gsa.gov • Facilitates the request for submission of quotes or proposals for commercial products, services, and solutions offered through GSA Federal Supply Schedules and Governmentwide Acquisition Contracts (GWACs) • Customer prepares RFQ or RFI Online • Helps Customer to find viable sources of supply • Prepares RFQs/Define Parameters • Allows the buyer to procure big-ticket items

45. Registration • Current S&L registration for Advantage and Ebuy must be done through Advantage • For immediate registration, users must have a .gov, .xx.us (where xx is state code) or .edu • Users without approved domain names will have to go through alternate process with the GSA Advantage helpdesk.

46. Alternate Registration Process A request must be submitting in writing on official letterhead of your particular state or local government organization. The name of the state or local organization must be on the letterhead. • The letter must be dated and signed by an approving official who will serve as the point of contact (POC) for any and all individuals who may request a GSA Advantage account in the future using that second level domain. • Name, phone, email, and title of the POC. • Provide the second level domain requested. • A short paragraph explaining your organizational mission and authority. • You may submit the request with attached letterhead document via email to GSA.Advantage@gsa.gov or mail to: GSA Federal Acquisition Service Contract Services Management Division (QI0A) Attention: GSA Advantage 2200 Crystal Drive, Suite 8014 Arlington, VA 22202 Please note that GSA will review each request and determine if that domain will be approved for ordering on GSA Advantage. You will be notified of the decision via email.

47. GSA Assistance • Center for Acquisition Excellence • www.gsa.gov/Centerforacquisitionexcellence • Online Cooperative Purchasing course • Online Using GSA Schedules course • Cooperative Purchasing Fact Sheet, Brochure and Presentation • www.gsa.gov/itcenterlibrary • Local Customer Service Directors (CSD) • www.gsa.gov/csd • Customer Assistance Visits (CAV)

48. State and Local Access to GSA Sources of Supply • Schedules Programs • 1122 • Cooperative Purchasing • Disaster Recovery Purchasing Program • Federal Grantee Access to Schedules in Response to Public Health Emergencies (PHEs) • Non-Schedules Programs • Wildland Programs • Computers for Learning • Personal Property

49. Helpful Links

50. To contact a local GSA representative near you for further training and assistance, please visit: http://www.gsa.gov/csd