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GSA Ordering and Contract Compliance for New
Schedule Holders
By: Courtney Fairchild
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GSA Ordering and
Contract Compliance for
New Schedule Holders
Ordering Process, Maintenance and
Administration of GSA Schedules
WIPP is a national nonpartisan public policy organization,
advocating on behalf of nearly 4.7 million businesses women
representing 78 Coalition Partners. WIPP provides timely
economic policy information and identifies important trends and
opportunities to its membership.
www.WIPP.org
Give Me 5
• National program from WIPP & American Express OPEN designed to
educate women business owners on how to apply for and secure federal
procurement opportunities.
• Give Me 5 works to increase the representation of Women Business
Owners that win government contracts. We provide accessible business
education tools to assist both new and experienced federal contractors.
• Women Business Owners could gain more than $4 billion in annual
revenues if the 5% contracting goal set by Congress was reached.
GSA Ordering and
Contract Compliance for
New Schedule Holders
Ordering Process, Maintenance and
Administration of GSA Schedules
Courtney Fairchild
Co-Founder and President
Global Services
GSA Schedule Ordering
Ordering Methodologies
PRODUCTS
SERVICES
FEDERAL ACQUISITION
REGULATION 8.405-1
GSA ESTABLISHED
PROCEDURES FAR 8.405-2
Orders For Products
 Under $3,000
– The Government Can Order From Any Schedule Contractor
 Over $3,000 and Under the Simplified Acquisition
Threshold ($150,000)
– The Government Should Get Three Quotes Before Ordering
 Over the Simplified Acquisition Threshold
– The Government Follows the Same Procedures for Orders
Over $3000, Looks at Additional Pricelists and Seeks Price
Reductions Before Ordering
Orders
For
Services
Orders For Services
GSA’S INSTRUCTIONS TO GOVERNMENT
Prepare
RFQ
Transmit
RFQ
Outlines 3 simple steps
Award
Step 1: Preparing the RFQ
 Prepare a Performance Based Statement of Work
That Outlines, at a Minimum:
– Work to Be Performed
– Delivery Schedule
– Location of Work
– Acceptance Criteria
– Period of Performance
– Special Requirements
– Applicable Standards
 Government or Contractor?
Step 2: Transmitting the RFQ
 Send to 3 - If Order Is Between $3,000 and the
Simplified Acquisition Threshold
 Orders Over the Simplified Acquisition Threshold
Should Be Sent to Additional Contractors
Step 3: Making the Award
 The Ordering Office, at a Minimum, Should
Document Orders by Identifying the Contractor the
Services Were Purchased From, the Services
Purchased, and the Amount Paid
 If Other Than a Firm-fixed Price Order Is Placed,
Such Documentation Should Include the Basis for the
Determination to Use a Labor-hour or Time-andmaterials Order
 As the Contractor You Must Be Prepared to “Hand-
hold” the Government Through this Process
GSA Services Order Summary
AGENCY
CONTRACTOR
Task
Best Value
Who?
T.O.
 Under $3,000 - Order from any GSA Schedule holder
 Over $3,000 - Evaluate 3 RFQs - Make Best Value Award
 SOW is between Ordering Agency and Contractor
(GSA is not involved in any way.)
GSA
0.75%
Managing the Order Process
Same Person?
Contractor
Customer End
User
1. Develop Performance Based SOW
X
X
2. Define Evaluation Factors
X
X
3. Develop Selection Procedure
X
X
Activity/Steps
4. Prepare RFQ
5. Identify Alternate Contactors
X
X
X
X
X
X
6. Decide Small Business Reservation
7. Issue RFQ
8. Submit Quotation
9. Select Best Value Contractor
10. Issue Purchase Order
Customer Contracting
Office
X
X
X
X
X
X
Important Information on GSA
Schedule Sales
Eligible Users
 GSA Order ADM4800.2E (See Appendix B)
 Three categories of customers:
– Executive Agencies
– Other Eligible Users
– International Organizations
 Other Considerations
– You are obligated to accept orders that are below the Maximum
Order threshold from all executive agencies
– Maximum Order threshold—not a ceiling.
 You are not obligated to sell to those outside the
executive branch
– Return orders within 5 days
– Return orders within 24 hours if made with a purchase card
What is a Schedule Sale?
 When an order issued by an eligible user fits within MAS parameters,
it is considered to be a Schedule sale unless the ordering activity
indicates otherwise
– Contracts clearly awarded under FAR parts 12, 13, 14, or 15
– Establish with your customer at time of order placement whether a sale
is being conducted under or outside the Schedule
 MAS Parameters
– The GSA contract number is stated on the purchase or task order
– The ordering information and terms are the same as your GSA contract
– The customer made contact with you through GSA Advantage! or e-Buy
– The customer pays with the government purchase card
– The pricing is at or below the contract price
– The order is over the $3000 micro purchase threshold and there is no
indication of any other procurement vehicle being used
Sales Tracking System
 Must be auditable by GSA to include:
– Records, identifies, values, and summarizes all transactions
– Reports all transactions within the proper period
– Retrieves data easily
– Separates schedule sales from other federal sales and
commercial sales
– Automation is not required but may be necessary
– Must Track by Special Item Number (SIN)
– Separate out State/Local from Federal Sales
– Consistent
Sales Reporting & IFF Payment
 http://72a.gsa.gov
 All schedule sales must be reported in U.S. dollars and rounded to





the nearest whole dollar
Sales must be reported on a quarterly basis
Sales reports must be submitted by you within 30 days after the
quarter ends
Even if you have no sales for the quarter, you must still file a $0
sales report
The Industrial Funding Fee (IFF) must be paid by you on a quarterly
basis and is paid as a percentage (.75%) of ALL reported sales
Method of Payment
– Credit Card
– Electronic Check (Direct Debit)
Small Business Eligibility
 Ordering Activity Contracting Officers May
– Set Aside Orders or BPAs for Small Business Concerns
Listed in FAR 19.000(a)(3)
– 8(a), HUBZone, Woman-Owned, Veteran-Owned, SDVOB,
Small Disadvantaged Business Concerns
 Regulations Requires Contractors Only to Recertify
Business Size When Exercising Option Instead of
Annually
– Currently Certified When GSA Proposal is Submitted
– Recertification Not Required or Permitted Until First Contract
Option Has Expired
GSA Schedule
Maintenance And
Administration
eOffer/eMod & Digital
Certificates
 eOffer & eMod are web-based applications that allow
companies to electronically prepare and submit a MAS
contract proposals and modifications, respectively, to
FAS
 Contractors are required to have a digital certificate for
access into the eOffer/eMod applications and to sign
the final documents electronically
 eOffer & eMod are currently mandatory for all
schedules. Check the Fedbizopps solicitation posts
to see which apply
eOffer/eMod & Digital
Certificates
 Digital Certificates:
– Asserts the identity of an individual
– Create digital signatures which are verifiable.
– Must be a ACES Level 3 certificate "Business Identity
Certificate"
– Must be updated every two (2) years
 Additional Information and Training on eOffer/eMod
and Digital Certificates can be found
http://eoffer.gsa.gov/
Additions/Deletions of
Services/Products
 Additions Will Require:
– Pricing Justification - Historical Sales Data or Cost-buildup
Supported by DCAA Approved Rates, Commercial Pricelist
 Deletions Can Be Done at Any Time By Simple
Request
 You Will Not Be Allowed to Delete a Service/Product
and Then Later Add the Same Service/Product Back
at a Higher Rate. Once You Submit Pricing Data to
GSA Your Hands Are Largely Tied
Trade Agreement Act
 Can be found in FAR 52.225-5
 Only U.S.-made or designated country end products
can be offered using your schedule contract
 Items from non-designated countries must undergo
substantial transformation into a new and different
article of commerce with a name, character, or use
distinct from that of the article or articles from which it
was transformed.
Price Adjustments
 Prices Must Be Held for Twelve Months From Date of
Award for Most Schedules
 Thereafter Adjustable 3 Times Each 12 Month Per
Contract up to Max of 4 or 10%
 Price Adjustments Based on 3 Possibilities:
– Increase in Commercial Pricelist
– A Market Price Indicator Negotiated Prior to Contract Award
– Pre-negotiated Set Escalation Factor
 You Can Always Lower Your Price
Reseller/Manufacturer Changes
 As a Reseller Anytime a Manufacturer Changes Prices
You Must Update Your GSA Schedule. In Some
Cases If the Manufacturer Increases Pricing
Substantially, You May Have to Pull the Product off
Your Schedule If You Can Not Negotiate a Price
Increase With GSA (or If You Are Within Your First 12
Months After Award.)
 Outdated Pricing Is Cause for Contract Termination by
GSA.
GSA Advantage!
 GSA Advantage! is the Online Ordering Systems for
GSA Schedule Purchases
 All GSA Schedule Holders are Required to Post Their
Current GSA Schedule Pricelists to the GSA
Advantage! System
 www.gsaadvantage.gov
GSA e-Buy
 Contractors on GSA Advantage Are Automatically
Registered on e-Buy
 RFQs Can Be Sent to All or Selected Vendors by SIN
 Contractors Respond Directly to RFQ on e-Buy
– http://vsc.fss.gsa.gov/fss/global_verification.cfm?ID=ebuy
Questions?
Courtney Fairchild,
President & CEO
cfairchild@globalservicesinc.com
202-234-8933
32
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