“How to Manage Changes in
Procurement –
From a GSA Perspective”
PRESENTED BY Helena Koch
U.S. General Services Administration
Mid-Atlantic Regional Office
of Small Business Utilization
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U.S. General Services
Administration
GSA is the federal government’s procurement expert.
We help other federal agencies acquire the space,
products, services they need from federal and
commercial sources.
We provide and contract for billions of dollars’ worth
of products and services for federal agencies.
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Reality Checks
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Shrinking Budgets
- utilize agency tools
ex. Agency Websites, GSA Forecast of Contracting Opportunities
Larger requirements requiring multiple disciplines
- a shrinking workforce necessitates one contract vehicle with many
capabilities
New Personnel
- take every opportunity to introduce yourself, answer Sources Sought
Notices, attend networking sessions, outreach events and walk throughs
Technical Changes
- highlight environmentally friendly practices,
- vendors must be prepared to meet current industry standards,
- compliance with environmental laws and regulations,
- construction firms must meet LEED Gold certification as a minimum in
all new construction and substantial renovation projects.
Office of Small Business
Utilization (OSBU)
Mission Statement
The GSA Office of Small Business Utilization’s mission is to
promote increased access to
GSA’s Nationwide procurement opportunities.
Within GSA the Office of Small Business Utilization serves as
the advocate for: small businesses, service-disabled veteranowned small businesses, small disadvantaged businesses,
woman owned small businesses, and businesses located in
Historically Underutilized Business Zones (HUBZone).
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GSA's FY 2015 agency-wide prime contract
and subcontract goals
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PRIME CONTRACTS
GOALING CATEGORY
Small Business
Small Disadvantaged Business (SDB)
Women-owned Small Business
HUBZone Small Business
Service-Disabled Veteran-owned Small Business
GOAL
32.00%
5.00%
5.00%
3.00%
3.00%
SUBCONTRACTS
GOALING CATEGORY
Small Business
Small Disadvantaged Business (SDB)
Women-owned Small Business
HUBZone Small Business
Service-Disabled Veteran-owned Small Business
GOAL
29.00%
5.00%
5.00%
3.00%
3.00%
The Five Small Business
Contracting Programs are:
Small
Business
FAR 19.5
8(a)
FAR 19.8
HUBZone
FAR 19.13
ServiceDisabled
VeteranOwned
Small
Business
(SDVOSB)1
FAR 19.14
WomenOwned
Small
Business
(WOSB)
FAR 19.15
There is parity among the 8(a), HUBZone, SDVOSB, and WOSB
programs (FAR 19.203 , effective as of March 16, 2011.). For these
four programs, there is no order of precedence.
•Award may be set aside
for WOSBs for specific
NAICS codes where
SBA has designated that
WOSBs are
substantially
underrepresented.
•WOSBs must register
with SAM, and with
SBA’s WOSB Program
Repository to
participate in the
WOSB program. Click
on www.sba.gov/wosb
for details.
- 8(a)s are by definition small disadvantaged businesses (SDB), the 8(a) Program can be used to meet the agency’s SDB
goals
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Small Business Administration – www.sba.gov
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Small Businesses – Self Certify
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Service Disabled Veteran Owned Small Business
- Self Certify
-- Verification -- http://www.vetbiz.gov/
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Woman-Owned Small Business
- Self Certify
-- Women-Owned Small Business Federal
Contract Program – Repository
www.sba.gov/content/contractingopportunities-women-owned-small business
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8(a) SDB Development CERTIFICATION PROGRAMwww.sba.gov/content/8a-business-development-0
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HUBZone Program CERTIFICATION PROGRAM–
www.sba.gov/content/understanding-hubzone-program
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HOW DO I GET INVOLVED??
(how can the government find you)
Internet based systems
REGISTER
- System for Award Management (SAM)
www.sam.gov
• The System for Award Management (SAM)
is a FREE web site
*** Vendors must be registered in the SAM database in order to
be awarded a government contract.
Dynamic Small Business Search (DSBS)
http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm
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A DSBS
search can be
limited to any
socioeconomic
category.
The search can
be further
narrowed by
criteria such
as state,
NAICS code
and keywords.
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(Cont’d): DSBS
Scroll to the
bottom of the
search results
to locate email
addresses of
contractors
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Federal Business Opportunities
www.fbo.gov
Advanced
Search
Acquisition Central
www.acquisition.gov
Forecast of
Contracting
Opportunities
GSA Forecast of
Contracting Opportunities
(www.gsa.gov/smbusforecast)
Research is key
• The GSA Forecast of Contracting Opportunities informs
vendors of anticipated contracts offered by GSA for the
current fiscal year (October 1, 2015 through September 30,
2016). This forecast gives small businesses a glimpse into
GSA’s upcoming acquisition goals and plans, as well as a list of
contacts to reach out to.
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The elements of the Forecast include: The Status, Product or Service
Description, Place of Performance, Primary NAICS Code (North
American Industrial Classification Code),
Socioeconomic Category, Contract Type, Acquisition Strategy,
Estimated Contract Value (Minimum/Maximum),
Fiscal Year Quarter
GSA 101
Organization
GENERAL SERVICES
ADMINISTRATION
FEDERAL ACQUISITION
SERVICE (FAS)
PUBLIC BUILDING
SERVICE (PBS)
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PUBLIC BUILDING SERVICE
(PBS)
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Public Buildings Service (PBS)
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The landlord and real estate organization of
the civilian Federal government
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Leases space to Federal customer agencies;
Repairs, alters, and renovates existing buildings;
Designs courthouses, border stations, and
Federal office buildings
Responsible for buildings operations and
maintenance
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PUBLIC BUILDING
SERVICE (PBS)
• Congress appropriates money for work
• Agencies issue public notices of specific
requirements
• Contracting offices award and
administer contracts
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PBS Selection Considerations
 “Relevant” Good Past Performance
- Similar projects in size and scope
- Ability to work in occupied office space
 Financial stability
 Past GSA or other Federal experience
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PAST PERFORMANCE
Can be used as a factor for determining
best value.
Past performance on earlier orders
under the contract, including quality,
timeliness, and cost control.
Greening the Vendor
Selection Process
Sustainability as an Evaluation Factor: Agencies are encouraged to use
sustainability as an evaluation factor in Requests for Quotes and Requests
for Proposals.
HIGHLIGHT YOUR SUSTAINABILE PRACTICES
•Recycling, energy and water efficiency programs?
•Workers/guests have easy access to mass transit?
•Lights and AC turned off when rooms not in use?
•Paperless check-in and check-out?
•Use bio-based or biodegradable products?
•Web based meetings
•Recyclable training materials
•Provide proper disposal of toxic products
•Develop measurements of progress for your company
FEDERAL ACQUISITION SERVICE
(FAS)
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Federal Acquisition Service (FAS)
• Home of the GSA Schedules Program
• Provider of over one million commercial
off-the-shelf products and services that
would allow for volume purchasing.
• Items not mission specific, such as
ammunition, medical supplies, etc.
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GSA Schedules Program
• Governmentwide contracts with multiple
commercial firms
• Allows firms to receive direct orders for
products and/or services from Federal
agencies
• Saves time and money
• Helps agencies meet socioeconomic
goals
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GSA Schedule Solicitation
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Not a contract for money
Lengthily proposal process
Mostly reading
Template/Fill in the blanks
Some Charts Required
Your company information
Must be submitted and reviewed
Negotiated
Award or Rejection
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SERVICES NOT INCLUDED IN
MULTIPLE AWARD SHCEDULES
• Construction and Architect-Engineering
services as set forth in FAR Part 36
(including construction, alteration or
repair of buildings, structures or other
real property) are outside the scope of
all GSA Schedules, including PES.
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What About Construction
Management?
• Construction Management, a niche area
related to design and construction, is
considered to be neither design nor
construction, but engineering project
management or oversight on a
construction project. Therefore, it may
be contracted under the GSA Multiple
Award Schedule for Professional
Engineering Services (PES).
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Participation Criteria
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Standard Process –
www.gsa.gov/schedules
• Minimum Qualifying Sales
– must be in business 2 years and have
– $25,000 in sales per year
• Registration
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– Systems Awards Management
www.sam.gov
• Certifications
– Small Business Administration
www.sba.gov
Experience
Past Performance Review ($190+tax)
conducted by Open Ratings
www.openratings.com
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Rules for Applying for GSA
Schedule
• Obtain a copy of the Schedule
solicitation from Internet
– Read the Solicitation
– Read the Solicitation again
– Read the Solicitation again
Complete
• Send completed package to appropriate
Acquisition Center
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Acquisition Centers
GSA, Region 10,
Auburn, WA
Management Services
Center
Business Improvement
Services
GSA, Region 6,
Kansas City, MO
Center for Facilities
Maintenance and
Hardware
Coatings, Tools,
Hardware Store and
Facilities
Management
GSA, Region 2,
New York, NY
Office Supplies and
Administrative
Services
GSA, Region 3,
Arlington, VA/
Philadelphia, PA
National
Furniture Center
Office
Products,
Supplies and
Services
Furniture, ADP
Systems, and
Telecommunications
Equipment
Document Imaging
GSA, Central Office,
Washington, DC
Office of Vehicle
Acquisition and
Leasing Services
GSA, Region 7
Ft. Worth, TX
General Products
Center
General Products
Guard Services
GSA, Information
Technology
Acquisition Center
Arlington, VA
GSA, Central
Office, Services
Acquisition Center
Washington, DC
Vehicles,
Construction and
Highway
Maintenance
Equipment, and
Tires
Computers,
Networks, Cell
Phones
Marketing, Media,
Financial Services,
Professional
Engineering
Services
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Downloading Materials
Note: Due to a refresh in solicitations, please plan to contact the
contracting office prior to downloading the materials to your
computer. Submitting your paperwork within 30 days of the refresh
date would allow your offer to be current. After 30 days, you will
need to download, complete and submit the current paperwork.
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•The solicitation is at three locations
•www.gsa.gov/schedulesolicitations
•www.gsa.gov/elibrary
•www.fbo.gov
•All sources lead to this page.
•Each of the numbered hyperlinks is a
file to be downloaded.
•Collectively they form the
application/solicitation you need to
submit as an offer to GSA
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www.gsa.gov/elibrary
(enter keywords, Contract Number, Contractor/Manufacturer
name, Schedule # or SIN #)
GSA Federal Supply Schedules
Find out more about the GSA Schedules
(Multiple Award Schedule Program
VA Federal Supply Schedules
For more information about the
VA Schedules Program
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GSA Advantage!
 On-line shopping network that Federal
agencies access to buy products/services
from FSS Schedule Contract Holders
 You may wish to browse GSA Advantage! To
review current contractors and their pricing.
www.gsaadvantage.gov
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Parts of the Solicitation
(some parts may vary depending on the product or
service)
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Read me first
Solicitation
Vendor Response Document
SF1449
Regulations Incorporated by Reference
Past Performance
Small Business Sub Contracting Plan
Proposal Price List Preparation
Commercial Sales Practice Format CSP-1
Sample Labor Category Matrix
Letter of Supply Template
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SERVICES NOT INCLUDED IN
MULTIPLE AWARD SHCEDULES
• Construction and Architect-Engineering
services as set forth in FAR Part 36
(including construction, alteration or
repair of buildings, structures or other
real property) are outside the scope of
all GSA Schedules, including PES.
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How Federal Agencies Order
from Schedules
• Under $ 3000 (micro-purchase threshold)
– Order from any schedule contractor
• Over $3000
- Look at 3 price lists or “GSA Advantage”
- Evaluate and make a “best value” selection
• Orders over the maximum order threshold
- Review additional price lists
- Seek volume price reductions
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Cooperative Purchasing
E-Gov Act of 2002
- Enabled State & Local Governments to use
IT Schedule
- Schedule prices, terms and speed make
use of FSS IT Schedule attractive
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The Local Preparedness
Acquisition Act
(expansion of Cooperative Purchasing Act)
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The Local Preparedness Acquisition Act, signed June 26, 2008,
authorizes state and local governments to purchase through GSA
Schedule 84 -- TOTAL SOLUTIONS FOR LAW ENFORCEMENT,
SECURITY, FACILITIES MANAGEMENT, FIRE, RESCUE,
CLOTHING, MARINE CRAFT AND EMERGENCY/DISASTER
RESPONSE
(www.gsa.gov/firesecurity)
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
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Disaster Recovery Purchasing
Section 833 of the John Warner National Defense Authorization Act for
fiscal year 2007 (Public Law 109-364) amended 40 U.S.C. 502 to
authorize the Administrator of General Services to provide for the use
of
Federal Supply Schedules by state and local
governments for the purchase of products and services
to be used to facilitate recovery from major disasters,
terrorism, or nuclear, biological, chemical, or
radiological attacks.
The Department of Homeland Security has determined that all of the
products and services available under GSA Schedules could potentially be
used for recovery from a disaster or a terrorist attack. State and local
government entities may use GSA Schedule contracts to purchase
products and services in advance of a major disaster declared by the
president, as well as in the aftermath of an emergency event.
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Business Decision
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Pros
– Preferred Source of Supply
– Great Earning Potential
– World Wide Program
– High Visibility
– Credibility
– Potential Financial Success
– I-FSS-106 GUARANTEED
MINIMUM (JUL 2003) The
minimum that the Government
agrees to order during the
period of this contract is
$2,500. If the Contractor
receives total orders for less
than $2,500 during the term of
the contract, the Government
will pay the difference between
the amount ordered and
$2,500.
• 72A Reports Current
• Contract in Good
Standing
• Not terminated for
default
– 5-20 Year Contract
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Cons
– Sales Criteria $25,000
earning under the
program
– IFF (.75%)
– Auditing and Set-Up
Requirements
– Varied Demand
– Paperwork
– Award process time
– Success Not
Guaranteed
– Contract can be
cancelled for lack of
sales before contract
end date
– Modification are not
automatic
– Self-Managed GSA
Advantage
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Subcontracting as a
Contract Option
Type
Subcontracting
Benefits
•Large business prime contractors receiving
federal contracts valued over $650,000 ($1.5
million for construction)
•Small Business Benefits:
•New Opportunities
•Past Performance Not Always Required
•Mentor Protégé
How to participate:
 Open to all business sizes
 Take turns being the prime
 Bring the opportunities to the table
 Highlight your partnerships as your government experience
*A Plan is Required: Large Business and revenue is $650,000 or greater ($1.5M for construction) including all options
Contractor Teaming
Arrangements
“Contractor team arrangement, "means an
arrangement in which—
– (1) Two or more companies form a partnership
or joint venture to act as a potential prime
contractor; or
– (2) A potential prime contractor agrees with
one or more other companies to have them
act as its subcontractors under a specified
Government contract or acquisition program.
GSA Mentor Protégé Program
www.gsa.gov/mentorprotege
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Encourage and Motivate
Enhance Capabilities
Increase Subcontracting Opportunities
Establish Long Term Relationships
If you have questions about this program,
please send your request to:
mentorprotege@gsa.gov
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Access
OSBU
www.gsa.gov/osbu
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www.gsa.gov/smallbizguide
(publications, video, fact sheets…)
www.gsa.gov/smallbizevents
(GSA events around the country just for
small business)
Want all events? www.gsa.gov/events
Interact.gsa.gov
Small Business Solutions Group
(blogs, discussion boards, and more)
Access
OSBU
www.gsa.gov/osbu
• www.twitter.com/gsaosbu
• (information and feedback
changing small business
partnerships)
• www.facebook.com
• GSA, Office of Small Business
Utilization
• (Fan Page with lots of updates)
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Website Shortcuts
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Federal Information Resources
 Small Business Administration (SBA)
www.sba.gov
SBA’s SUB-Net (sub post)
http://web.sba.gov/subnet
 Procurement Technical Assistance Centers
(PTAC)
www.aptac-us.org/new
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Marketing GSA’s
Customer Agencies
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Monitor Federal Business Opportunities
website
www.fbo.gov
GSA’s Office of Small Business Utilization www.sbu.gov
GSA’s Publications (Forecast, Subcontracting Directory)
http://www.gsa.gov/portal/category/101799
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Obtain information/guidance from Small Business Offices in the agencies you wish
to market. Small Business Officers for Agencies in the Mid-Atlantic Region:
http://www.osdbu.gov/members.html
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Mid-Atlantic Regional Office of
Small Business Utilization
Dow Building
100 S Independence Mall W
Philadelphia, PA 19106
Helena.Koch@gsa.gov
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