Buying Services Involving Ancillary Products – A Case Study GSA Expo May 2010

1. Buying Services Involving Ancillary Products – A Case StudyGSA ExpoMay 2010

2. Topics • Task Order Basics • Alternative Ordering Options • Scenarios Using Ordering Options • Websites • GSA Points of Contact

3. Task Order vs. Schedule • Schedule contract is general structure • Task order contains specific needs • Can include additional clauses • Cannot interfere with schedule terms and conditions • Task Order could include such things as: • Best value criteria • DOL wage rates • Collective Bargaining Agreement

4. www.gsaelibrary.gsa.gov

5. Task Order Process • Develop Performance Work Statement • Issue RFQ • Make best-value selection • Issue task order directly to GSA schedule contract holder • Administer task order Follow FAR 8.4 www.gsa.gov/schedules-ordering

6. Performance Work Statement (PWS) • Description of work to be performed • Location of work • Period of performance • Deliverable schedule • Applicable performance standards • Acceptable criteria, and any special requirements • Best Value criteria • Encourage Contractor Team Arrangements (CTA) • Ancillary Repair and Alterations (R&A) • Far 51 Deviation

7. Alternative Ordering Options • Ancillary Repair & Alterations (R&A) • Contractor Teaming Arrangement (CTA) • FAR 51 Deviation • Ancillary Supplies and/or Services SIN

8. Ancillary Repair and Alterations • Schedules 03FAC, 56, 71 II K & 874 V • Allows for routinely needed ancillary repair and alterations work encountered during orders • No award will be made under the SIN, unless offeror is awarded (or receives award concurrently) another SIN under this Schedule • Repair and alteration work must be ancillary to primary products and services offered

9. Ancillary R&A Guidelines • The ancillary R&A SINs exclude the following: • Major or new construction of buildings, roads, parking lot and other facilities; • Complex R&A of an entire facility or a significant portion of a facility • Ancillary R&A services performed under a schedule contract shall not include A&E services. • Davis Bacon clauses are included in the schedule • Each Agency must comply with his or her agency’s internal policies when procuring R&A services

10. Schedule contractors may team with each other to provide a total solution for a customer Contractor Teams are issued one task order or BPA Task orders can be issued to Team Lead or directly to Team Member Enables contractors to consolidate unique capabilities Offers the Government the best combination of performance, cost and delivery Increases Small Business participation Contractor Teaming Arrangements www.gsa.gov/cta

11. FAR 51 Deviation • Allows GSA contractors to use GSA supply sources such as schedules and Global Supply • Includes supplies/services that are incidental or in support of the overall order • A written authorization must be issued to the contractor whoreceives the award • Only the portion of the order that is using the FAR 51 Deviation must be placed on a time-and-materials (T&M) order • Issued in accordance with the procedures in FAR 8.405-1, Ordering Procedures for supplies, and services not requiring a statement of work www.gsa.gov/far51deviation

12. Ancillary Supplies and/or Services • Separate SIN(s) within each Schedule • Used for support products and services • Products and services are priced • Many schedules are starting to use standard SIN language

13. Let’s discuss some possible scenarios along with their solutions….

14. Typical Federal Government Agency Possible Requirements • Facilities maintenance with minor R&A • Requirement for existing office furniture to be restored/repaired/reupholstered with additional new pieces • Reverse engineer, re-engineer or replicate out-of-production systems and subsystems or components to extend life of aging fleets • HVAC maintenance with equipment replacement • Training with ancillary products for Federal Agency employees • Three day conference with all supporting equipment and workshop materials

15. Facilities Maintenance with Minor Repair & Alterations - Requirement • Contract covering maintenance and repair of all buildings and grounds on the Agency’s installation: • Building systems maintenance • Grounds maintenance • Janitorial services • Pest Control • Include services defined as minor construction • Painting • Carpentry

16. Facilities Maintenance with Minor Repair & Alterations - Solution • Task/Delivery Order or BPA under 03FAC • Use SIN 811 002 – Complete Facilities Maintenance for initial work • Include SIN 003 97 – Ancillary Repair and Alterations for minor construction

17. Restored/Repaired/Reupholstered Office Furniture with New Pieces - Requirement • Restoring existing office furniture • Ordering new office furniture • Integrating the design and layout of existing and new furniture • Installation • Overall Project Management

18. Restored/Repaired/Reupholstered Office Furniture with New Pieces - Solution • Contractor Teaming Arrangement • Service through Schedule 71 II K – Comprehensive Furniture Management Services • SIN 712 1 – Project Management • SIN 712 2 – Assets Management • SIN 712 4 – Furniture Design/Layout • Ancillary products are offered in various SINs under Schedule 71 - Furniture

19. Extend Life of Aging Fleets - Requirement • R&M studies • Prevent or eliminate design deficiencies • Studies to develop a Functional System Integrity Program • Robust systems capable of operating in extreme environments and are repairable under adverse conditions • Cost/Benefit Analyses, Trade-Off Studies, and Return on Investment Studies • Fabricate prototype accessory items, tools, fixtures, and support equipment, as required. • Assistance in evaluating whether experimental, rapid, or developmental prototyping should be implemented

20. Extend Life of Aging Fleets - Solution • PES Schedule can provide solution to requirement • One company may provide total solution • Use of CTA • SINs used: • 871 1 – Strategic Planning for Technology Programs/Activities • 871 2 – Concept Development and Requirements Analysis • 871 3 - System Design, Engineering and Integration • 871 4 - Test and Evaluation • 871 5 - Integrated Logistics Support

21. HVAC Maintenance with Equipment Replacement - Requirement • Contract in place to maintain and repair HVAC systems under Schedule 03FAC • Problems with boiler in Building 13 • Boiler system is beyond repair and must be replaced

22. HVAC Maintenance with Equipment Replacement - Solution • Use FAR Part 51 Deviation • Following guidelines in Ordering Guide, issue current maintenance contractor a letter of authorization • Current maintenance contractor follows ordering procedures in FAR 8.405-1 to purchase new boiler system from Schedule 56, SIN 563 27 - Industrial and Commercial Heating/Air Conditioning Units, Air Purification Equipment, HVAC Systems, Boiler Systems, Space Heaters, Air Curtains, Fans, and Blowers

23. Conference/Trade Show - Requirement • Internal government national training event • Motivational speaker needed • Reservations for the event location and hotels • Transportation to and from the conference • Conference management and planning • Food and Beverage services • Audio/visual equipment • Miscellaneous products • Take away publications, CDs, DVDs, etc. • Promotional items

24. Ancillary Supplies and/or Services • Audio/Visual equipment rental • Printed materials, CDs, DVDs, video tapes, etc. • Badges, bags, • Training materials • Lodging • Shipping • Promotional items • Conference room space • Guest/Motivational speaker

25. Conference/Trade Show - Solution • Advertising & Integrated Marketing Solutions (AIMS) – 541 Schedule offers a complete solution with the use of Other Direct Costs • Using SINs • 541 4D - Conference, Events and Tradeshow Planning Services (Small Business Set-Aside) for the core professional services • 541 2000 - Other Direct Costs (ODCs) are direct expenses directly related to the supported SIN, such as 541-4D, which are obtained from a third party. These could be supplies, services or tasks.

26. Training for Agency Employees - Requirement • Instructor led, classroom and web based training • Course development • Test administration • Support products such as: • Training manuals and workbooks • Slides • Software program • CDs, DVDs and videotapes

27. Training for Agency Employees - Solution • All can be obtained from MOBIS Schedule (874) • SIN 874 4 – Training Services: Instructor Led Training, Web Based Training and Education Courses, Course Development and Test Administration • SIN 874 5 – Support Products

28. Communities of Interest Web Pages • Facilities Solutions – www.gsa.gov/facilitiessolutions • Security Solutions –www.gsa.gov/securitysolutions • Financial Solutions – www.gsa.gov/financialsolutions

30. Helpful Web Addresses • GSA Homepage - www.gsa.gov • Information About The MAS Program - www.gsa.gov/schedules • GSA Advantage!®-www.gsaadvantage.gov • GSA eLibrary - www.gsa.gov/elibrary • e-Buy - www.gsa.gov/ebuy • Schedules Ordering Guide - http://apps.fss.gsa.gov/cmls Search for “Desk Reference Guide” • Customer Service Director Contact Info - www.gsa.gov/csd • Additional Information on Services Schedules Ordering -http://blogs.gsa.gov/blogs/servicesordering.nsf

31. Schedule Points of Contact Facilities Maintenance & Mgmt – 03FAC: Mary Snodderly 816.926.6750 mary.snodderly@gsa.gov Comprehensive Furniture Management – 71 II K: Andrea Azarcon 703.605.9169 andrea.azarcon@gsa.gov Professional Engineering Services - 871: Andrew Randles 253.931.7465 andrew.randles@gsa.gov

32. Schedule Points of Contact Mission Oriented Business Integrated Services (MOBIS)– 874: MOBIS Training James Nicols 212.264.4824 james.nicols@gsa.gov MOBIS (other) Helen Jay 253.931.7063 helen.jay@gsa.gov Advertising & Integrated Marketing Solutions(AIMS)- 541: Michael McDaniel 871.574.2330 michael.mcdaniel@gsa.gov

33. Questions?