GSA Schedules The mystery removed

1. GSA SchedulesThe mystery removed Rita Haake Marc Violante Illinois Procurement Technical Assistance Program

2. Myths • Register with GSA • Get a “GSA Number” • Contract equals automatic success • Must pay a consultant • Have to have a contract to get a contract

3. GSA MAS Performance Snap Shot • 11,000,000 items • 66% growth last 3 years • $40 Billion in sales – 2007 • 3000 new vendors added a year • Program designed to meet all federal government requirements

4. Basic Foundation • Schedules are • Standing orders • 5 years base with Evergreen (3 options = 20 years possible) • Contracting Officer/Specialists choice • Mandatory/Not mandatory • Based on YOUR BEST PRICE • Does not need to necessarily be at a substantial discount – you can offer better term discounting and this is treating the government better then your commercial base

5. Standing order Government-wide use IDIQ Company defines items 20 year life Quarterly reports Due by One agency Stated amount Buyer defined items Identified term Close out reports Schedules v. Traditional

6. Submission of Offer Administrative Proposal Solicitation response document Technical Proposal Adequate description for evaluation Pictures could help Price Proposal Quantity/volume notated Commercial shipping practice notated

7. Past Performance • Required • Cost: $175.00 your cost • Submit with Offer • Maximum 20 references • Suggested (6-10) • Ask/inform references • First ones to answer comprise your rating • Rating based on survey result • Secret Shoppers • Customer service • quality, etc.

8. Miscellaneous Factors • Place of performance • Performance of contract • Manufacturer location • Ordering information • Select facsimile & mail • EDI is not internet…must have outside vendor • Marketing through dealers? • Government will want the lowest price • Dealers must have a ‘manufacturer letter of support’ • Remittance Address • Production Point • Manufacturer specific ** Not inclusive

9. Fair and Reasonable • Commercial Sales Practice • Basis (baseline) • Price List – offer to the government • Three components of price • $ (dollars and cents) • Discounts • Concessions

10. Fundamental Question Are you ready? We know that you want to but … Are you ready?

11. Completing a MAS is procedural Selling to the Government is in part procedural GSA MAS Realities 55% of the Business that have held GSA contracts for the past 4 years had sales that did not meet the minimum sales requirement.

12. Contract Sales Criteria • A contract will not be awarded unless • Anticipated sales: • Exceed $25,000 in first 24 months • Exceed $25,000 in sales each 12-month period thereafter • The Government may cancel the contract if the above criteria is not met • (GSAR 552.238-73)

13. Preliminary • The Center for Veterans Enterprise • www.vetbiz.gov • Central Contractor Registration • www.ccr.gov • Include GSA MAS NAICS • Online Representations and Certifications • www.bpn.gov • Include GSA MAS NAICS • Pathway to Success • Vsc.gsa.gov

14. The Players * • The Contracting Officer (PCO) • You, the contractor • The buyers • Your competitors • Technical assistance providers • Illinois PTACs • Other PTACs: see www.aptac-us.org * * Primary to contract formation

15. The Contracting Officer • Responsibilities • Represents the United States of America • Fair and Reasonable price • Determination of Responsibility • Offer completeness • Contract compliance • Contract maintenance • Modifications (unilateral / negotiated)

16. Rejection Criteria • Submitting an incomplete document • Information required • Adherence to format • Modifying solicitation • Not responsible • Pricing – Not Fair and Reasonable • Failure to meet a time frame established by the Contracting Officer

17. You, the Contractor • Research & select MAS • Complete offer • Submit offer • Manage contract • Report sales / IFF • Market • Fulfill orders

18. Needed attributes • Time ….. • Attention to Detail • Compliance with requirements • Patience • Flexibility • Project plan!!! • Value proposition • Business/marketing plan • Computer skills • Negotiation skills Perseverance

19. Computer Skills • Average to above average • Web based training • Web searching • Software • Download • Installation • Use • E-offer/e-mod • E-buy • Digital signatures

20. Available Resources • GSA Small Business Specialist • GSA MAS Point of Contact • Illinois PTAC or other PTAC • GSA e-library • GSA Vendor Support Center • Colleagues • Consultants

21. Develop Value Proposition • Why my firm? • Why my products? • Why my price? • Product eligibility • Buy America Act • Trade Agreement Act

22. Determine Level of Sales • Identify competition • www.gsaelibrary.gsa.gov • www.gsaadvantage.gsa.gov • www.vaadvantage.gsa.gov • Identify Schedules & SINs • www.gsaelibrary.gsa.gov • Identify Schedule SINs sales • Ssq.gsa.gov • Trend Schedule SINs sales • Ssq.gsa.gov • Determine buying organizations • https://www.fpds.gov

23. Identify Applicable Schedule • www.gsaelibrary.gsa.gov • GSA Small Business Specialist • Potential buyers – previous sales calls • Illinois PTAC Center or other PTAC • www.aptac-us.org

24. Government Vocabulary • Shall • Must • Should • May

25. Reading Clauses – Ick! • Details matter • It has to be done • Entering into a formal official – contractual agreement • You are responsible! • Create plan • Adequate time • Identify requirements

26. Contract Compliance • GSA Advantage • Pricing • Sales reporting & IFF • Trade Agreements Act • Subcontracting • Labor Laws • Modifications (unilateral/bilateral) • Maintenance of basis (price reductions) • Authorized users/Scope of contract

27. Pricing • Equal to or better than best vendor prices • Free On Board Destination (FOB Dest) • One price lower 48 states • Zonal pricing • Hold pricing firm for 180 days • From date of offer • Hints at how long an award may take • Price Reduction clause • Economic Price Adjustment • www.gsaadvantage.gsa.gov

28. Dealers and Suppliers * • Letter of commitment from the manufacturer • Sufficient to satisfy Government’s requirements for contract period • Assures the offeror of source of supply • Evidence of uninterrupted source of supply *When requested by the Contracting Officer

29. Sales Administrative Requirements * • Receive orders via facsimile or EDI • Method to track sales • Ability to identify sales as GSA • Training of staff members • Quarterly IFF reports *Recommended

30. Contact for Contract Administration • The contractor shall designate a person • For contract administration • Domestic/Overseas • Responsible for • Industrial Funding Fee and sales reporting • Record reviews • Contract compliance • Changes in writing to Contracting Officer

31. Identify Authorized Negotiators * • The offeror shall provide the following • Names & titles • Telephone numbers • Electronic mail addresses • Up to three individuals *Applies only to this offer

32. Identify Best Customers • Classify by relationship • Disclose business terms • Provide copies of invoices • Normally three • May impact scope of contract

33. GSA Advantage • Online shopping service • Participation is mandatory • Upload price-list within 6 months of award • Schedule Input Program (SIP) • Input/upload information • Upload text file

34. Questions

35. Questions - later • Marc N. Violante • College of Lake County • mviolante@clcillinois.edu • 847-543-2580 • Rita Haake • College of DuPage • haaker@cod.edu • 630-942-2184