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GSA Expo May 2011

Using GSA Multiple Award Schedules (MAS) - Advanced. GSA Expo May 2011. FAS Office of Acquisition Management MAS Program Office. Nicholas West Procurement Analyst Mahruba Uddowla Procurement Analyst. What is a Federal Supply Schedule?.

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GSA Expo May 2011

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  1. Using GSA Multiple Award Schedules (MAS) - Advanced GSA Expo May 2011

  2. FAS Office of Acquisition ManagementMAS Program Office • Nicholas West Procurement Analyst • Mahruba Uddowla Procurement Analyst

  3. What is a Federal Supply Schedule? • Government-wide contract vehicle for commercial products, services, and solutions • Also known as Schedules and Multiple Award Schedules (MAS) • Statutory Authority: Section 201, Federal Property and Administrative Services Act of 1949

  4. Schedule Ordering ProceduresFAR 8.4 • Orders not requiring a Statement of Work (SOW) • Orders requiring a Statement of Work • American Recovery and Reinvestment Act of 2009 (ARRA) • DoD Section 803 Ordering Procedures

  5. Section 863 Overview Impacts on Federal Supply Schedules Program: • FAR Subpart 8.4 Restructuring • Additional Competition Requirements • Additional Requirements When Limiting Sources

  6. Orders Not Requiring an SOW FAR 8.405-1 • Up until micro-purchase – place order directly • Micro-purchase to Maximum Order – review at least three Schedule contracts (DoD – See Section 803 Ordering Procedures) • Above Maximum Order – “shall” seek a price reduction “Price reductions may be sought at any time”(FAR Subpart 8.405-1)

  7. Orders Requiring an SOW FAR Part 8.405-2 • Request for Quote (RFQ) • Up until micro-purchase – place order directly • Micro-purchase to Maximum Order – provide to at least three Schedule contractors (DoD – See Section 803 Ordering Procedures) • Above Maximum Order – • Provide to more contractors • Seek price reductions eBuy meets the fair notice requirements “Price reductions may be sought at any time”(FAR Subpart 8.405-1)

  8. Statement of Work • All Statements of Work shall include: • The work to be performed • Location of work • Period of performance • Deliverable schedule • Applicable performance standards • Any special requirements (e.g., security clearances, travel, special knowledge) • To the maximum extent practicable, agency requirements shall be performance-based statements

  9. Limiting Sources • Less than three vendors considered • Brand-name limitations • Limited source justifications and approvals

  10. Evaluating Quotes • Evaluate in accordance with evaluation criteria • Factors to consider: • Past performance • Special features • Trade-in considerations • Life span • Warranties • Maintenance • Environmental and energy efficiency • Delivery terms

  11. Documentation • Schedule contracts considered • Contractor from which supply/service was purchased • Description of supply/service purchased • Amount paid • Evaluation methodology used in selecting the contractor • Rationale for any tradeoffs • Price reasonableness determination (level of effort, labor mix, total price, etc) • The rationale for using other than: • A firm-fixed price order; or • A performance-based order

  12. American Recovery and Reinvestment Act of 2009 (ARRA) • Notices of proposed orders over $25,000 (even under BPAs) must be synopsized (FAR 7.704) • Award notices for MAS orders (even under BPAs) shall follow the procedures in FAR 7.705

  13. DoD Section 803 Ordering Procedures • DFARS 208.405-70 • Orders exceeding $100,000 - Provide fair notice to as many contractors as is practical • Receive offers from at least 3 contractors; • Reasonable efforts to identify qualified contractors; and • Ensure all offers received are fairly considered eBuy meets the fair notice requirements

  14. Pricing Arrangements • Firm-fixed-price (FFP) • Labor-hour (LH) • Time-and-materials (T&M)

  15. Blanket Purchase Agreements (BPAs) FAR Part 8.405-3 • Opportunity to negotiate improved discounts; • Satisfy recurring requirements; • Leverage agency requirements; • Quicker turnaround on orders; • Single Award • Multiple Award

  16. Single Award BPAs • Contract for recurring purchases • All purchases go through a single vendor • Benefits: • Simplified ordering process • Improved pricing and terms

  17. Multiple Award BPAs • All purchases go through a limited number of vendors • For orders over the micro-purchase threshold and for hourly rate services, RFQs must be sent to all BPA contractors • Benefits: • Simplified ordering process • Improved pricing and terms • Ability to search and negotiate for best value

  18. BPAs, cont. “GSA Schedule BPAs give agencies a way to more effectively leverage their buying power for recurring requirements. The BPA allows an agency to take the basic contractual terms and conditions that GSA has pre-negotiated and develop a customized agreement that provides better value for the agency’s needs.” • Compete • Negotiate • Review “Achieving Better Value from our Acquisitions” Memorandum for Chief Acquisition Officers and Senior Procurement Executives December 22, 2009 Daniel I. Gordon, Administrator Office of Federal Procurement Policy

  19. Contractor Team Arrangements • Arrangement between two or more Schedule contractors to meet customer requirements; • NOT a prime / subcontractor relationship; • Satisfies the customer with a single turnkey solution; • Maximizes use of one or more Schedule offerings; and • Allows for opportunities for small businesses

  20. Key Differences Between CTA and Subcontractor Arrangements

  21. Small Business Utilization • No set-asides • Existing tools: • Set-aside Schedule and set-aside SINs • Take advantage of eTools to target small businesses • Use socioeconomic status as evaluation factor • Consider subcontracting goals promises and achievements. • Encourage teaming

  22. Open Market Items • Follow all applicable acquisition procedures (i.e. FAR Part 5, 6, 12, 13, 15, 19) • Separate fair and reasonable price determination • Items clearly labeled • Include additional clauses, as necessary

  23. Greening the Schedules • Visit GSA Sustainability Page http://www.gsa.gov/portal/category/27109 • GSA.gov’s “Go Green” webpage • Visit the Green Aisle on GSA Advantage!® and GSA Global Supply™ • For more information, look for the “Buy Green with GSA” training session on Wednesday!

  24. Green Products On GSA Advantage! Look for the environmental link on the main GSA Advantage! page 24

  25. Electronic Tools Schedules eLibrary : Is the official online source for complete GSA and VA Schedules and GWACs. eBUY: Is an online RFQ system that allows ordering activities to obtain quotes and issue orders. GSA Advantage! An online shopping service through which ordering activities may place orders against the Schedules.

  26. State and Local Programs • Cooperative Purchasing; • Disaster Recovery; • 1122 Program; • Federal Grantee Access to Schedules in Response to Public Health Emergencies; and • American National Red Cross (2010 Omnibus)

  27. Common Schedule Myths • You can’t add Terms & Conditions • You can’t seek price reductions • Posting to e-Buy will generate hundreds of quotes

  28. We Are Here to Help For More Information on Schedules Please Visit www.gsa.gov/schedulesFor Schedule Questions? Email: MASHelpdesk@gsa.govor call toll free: (800) 488-3111

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