federal acquisition service u.s. general services administration gsa reverse auction march 18, 2015...

Federal Acquisition Service

U.S. General Services Administration

GSA Reverse AuctionGSA Reverse Auction

March 18, 2015Drand [email protected], 404.331.1524


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Integrated Technology Services

Overview On July 1, 2013, the GSA launched ReverseAuctions.gsa.gov for use by

federal agencies

Key Customer benefits Cost efficient e-tool platform designed to drive down the total cost

of acquisitions and increase savings to customers and taxpayers

Facilitates the request and submission of bids through GSA and VA Multiple Award Schedules (MAS) and Multiple Award Schedule Blanket Purchase Agreements (BPAs) and Multiple Award Contracts (MACs).

Complies with FAR requirements by leveraging existing vendors that are available under each contract vehicle, meeting competition requirements and fair opportunity for all vendors that are listed under the Multiple Award Schedules (MAS), Blanket Purchase Agreements (BPAs) and Multiple Award Contracts (MACs).


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Overview Continued GSA reverse auction addresses concern from industry regarding

paying additional fees for GSA Schedule buys on commercial reverse auction platforms.

There is no fee for the GSA reverse auction platform when using GSA Schedules or Schedule-based Blanket Purchase Agreements which increases savings back to agencies compared to fees paid on commercial platforms. The cost is covered by the GSA Schedules Industrial Funding Fee (IFF).

Working with federal agencies to identify and load any Multiple Award Contracts or Blanket Purchase Agreements into the reverse auction platform.

GSA reverse auction allows for small business set asides, small business have been awarded 92% of total auctions.

Continued collaboration with federal agencies on future enhancements in reverse auction platform.


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Buyer Benefits Saves time and money while achieving maximum savings from

Independent Government Estimate (IGE)

Same log in as eBuy and GSA Advantage

History provided on previous purchases via Buyer Level III Spend Data Report in real time.

Multiple Schedule and SIN selection feature

Ability to copy auctions (that can be used in repeat or similar procurements)

Ability to do Auction Amendments

Post answers to vendors’ questions via platform

Ability to do single award or multiple award auctions

Reduce the need for FOIA requests as prices are clearly visible to industry partners

List of all GSA and VA Schedules and Multiple Award Blanket Purchase Agreements are available on reverseauctions.gsa.gov homepage.


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Management Benefits Self service – efficient and cost effect

Transparency in procurement Clear information and audit trail to display low price history Reduces the need for FOIA request on prices paid

History provided on previous purchases via Buyer Level III Spend Data Report in real time.

Run agency reports for different levels based on organizational levels (spend/level III reporting)

Download in MS Excel for audit trail/internal files


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Industry Benefits Same log in as eBuy and GSA Advantage;

Ability to see invited auctions in vendor dashboard;

Ability to see all active auctions and amendments under your contract schedule;

Ability for vendors to interact with buyers and post questions directly to the buyers through the platform;

Pricing – Real time pricing is displayed and vendor names withheld for

privacy. Vendors are aware where they stand in the auction;

Flat Bid with no proxy – A flat bid with no proxy can be placed either below or higher than the apparent low bid or maximum bid allowed.

Flat Bid with proxy – Proxy bid is optional. If a proxy bid is placed, the vendor must place a flat bid price at the maximum bid allowed and proxy bid is the lowest price the vendor is willing to sell the product or services .


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Reverse Auctions - DO NOT Take the place of market research on GSA Advantage and eBuy

Take the place of buyer’s decision making

Choose, write or include appropriate clause – contracting officer’s function

Take the place of contracting officer’s or card holder’s decision – Reverse auction is a method to receive quotes in a faster more

robust and competitive environment

Add steps to the procurement process

Below the Micro-purchase threshold


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Reporting Benefits and Spend Data Buyer ability to run detailed Level III report on awarded auctions

In development: enhanced reporting dashboard based on agency input.

Current reverse auction spend since inception: (Data period = July 1, 2013 thru March 18, 2015)

Total IGE: $45,444,111

Total Awarded: $33,724,730

Total Savings: $11,719,380

Total Savings (percentage): 25%

Small Business Utilization Rate: 92%

Bid abstract reports on auctions


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Agency Input

GSA Department of Army

Defense Logistics Agency

Department of Navy Department of Treasury

Department of Transportation

Center for Disease Control

(CDC) Department of Veterans Affairs Department of Homeland

Security


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Lessons Learned

Good Data In = Good Data Out

Auction Characteristics are critical to the success of auctions

Market Research in GSA Advantage or eLibrary

Ability to select Multiple Schedules and Multiple SINs

Vendor outreach is required

Vendor Industry Days to promote awareness

Collaboration with Schedules Acquisition Centers


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Enter User ID and Password – Same as GSA eBuy


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Click “Auctions” tab to see list of closed.


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How to create an auction.

List of auctions already created.


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“Select Type” either BPA, MAS or MAC for Open Market Contracts.



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Once MAS Type is selected. Select the Contract Vehicle (Example: Schedule 70)



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Enter remaining data fields then select “Add Schedule”



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Select a second Schedule and SIN



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Once Auction Details are entered select “Save & Next” on the bottom right.



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Select your vendor category here



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Load your previous selected SIN here



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Select vendors or Search by vendor ID



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Save vendor selection then Next



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Completed Auction Details



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When page information is completely entered and using a default shipping address, select “Next” to save or Add New Line” Item



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Attachment has been loaded



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Enter auction “End Date” and “End Time.”

Note: The IGCE is not visible to vendors

Confirm “Attachments” and “Line Item.”

When complete select: “Finalize” on bottom right

Vendor Q&A “End Date” and “End Time.”

Download vendor listings



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Forwarding an Auction will allow a registered co-worker the same rights as the originator.



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You may enter more than one email address. When fields are completed click “Submit”.



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Buyers can download a bid abstract on all auction status, active, closed, draft etc.



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Buyer clicks on PDF to download bid abstract report.



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Draft Auction List



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How to complete Draft auction. List of auctions

Draft Auctions, also called “Unfinalized”


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There are 14 total “Unfinalized” auctions. Select “Next” to continue.



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Select “Auction ID” or item “Name” to continue.



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Select “Update Auction” to review and edit.



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Review and complete any missing information. Then select “Save & Next”.



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Review and complete all missing information on the “Auction Details” page.


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“Auction Details” page continues. Select “Next” to save or Add New Line” Item


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Q&A MAINTENANCE



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Buyer select an auction for Q&A.



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Buyer side of the Q&A function to post response.



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This page is what the Vendor sees when looking for auctions to bid on.

Vendor selects an auction to submit a question.



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This page is what the Vendor sees when logged in to submit a question.



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Move all personal or identifying statements before submitting response.



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Once Q&A have been added, click “Update” to post all participating Vendors to receive.



AMEND AUCTION

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From the Dashboard select Auctions from the Navigation Bar.

Select Amend Auction.

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Select Auction ID to amend.

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Save & Update Address saves the line item change and lets us amend other line items.

Save & Next allows us to amend attachments.

Save & Finalize takes us to the Finalize page.

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Enter in your justification for the amendment.

Finalized Amendment.

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Buyer and Vendor can see Amendment History.

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Integrated Technology ServicesFinalized Amendment. Note that the Auction Name shows the auction has been amended.


How to Review Bids

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Making Awards

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Federal Acquisition Service Integrated Technology Services

Agency Pre-Award Review Process

• Step One – Obtain pre award approvals

• Step Two – Make award in agency contract writing system.

• Step Three – Log back into reverse auction

platform and make award notification

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From the Dashboard select Awards.

Or select the Auction ID or Name of the auction from the Pending Awards header.

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Choose between Multiple Award and Single Award.

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Click Multiple Award to view the Multiple Award abstract.

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Click Make Award.

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Click Single Award to view the Single Award abstract.

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Copy Auction

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Select Copy Auction.

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Select the auction you want to copy at click “Copy”.


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Update or Delete line items.

Add additional line items.

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Federal Acquisition Service Integrated Technology Services

How to cancel an Auction

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Select Cancel Auction.

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Integrated Technology ServicesSelect the auction to cancel from the list of active auctions and hit “select”.


Enter the reason for cancelling the auction.

Click “submit”.

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REPORTS

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Federal Acquisition Service National Information Technology Commodity Program


Auction Id

Alternate Id

Line Item Number

Award Type

Award Date

Number of Invitees

Number of Bidders

Number of No Bids

Awarded Vendor Name

Awarded Vendor Business Size

Contract Number Type

Schedule/BPA Selected

SIN Selected

SIN Subcategory Name

Brand Name or Equal

Buyer Manufacturer Name

Buyer Manufacturer Part Number

Buyer Product Description

1099

Interact 1Single

3/18/2014 857 3 0

AUTOMATED CONTROL SYSTEMS, INC

Small Business

GS-35F-0148M

MAS 70

132 8

Laptop/Portable/Notebook Computers

Brand Name

Dell

E6340

GSA Laptops (Amended)

1099

Interact 2Single

3/18/2014 857 3 0

AUTOMATED CONTROL SYSTEMS, INC

Small Business

GS-35F-0148M

MAS 70

132 8

Desktop Computers

Brand Name

Dell 7010

GSA Desktop Midrange (Amended)

Funding (DoDACC AAC MIPR or other agency funding code)

Vendor Manufacturer Name

Vendor Proposed Part Number FSC UNSPC

Unit of Issue

Quantity IGE

Awarded Price

Calculated Unit Price

Savings (IGE - Awarded Price) Buyer Name Agency Bureau Org. Level 1

Org. Level 2

MIPR XYZ

Dell

E6340 7021

43211503EA 1000 500000 420000 420 80000

PAUL MORRIS

GENERAL SERVICES ADMINISTRATION

FEDERAL ACQUISITION SERVICES

ORG

ORG "

MIPR XYZ

Dell 7010 7021

43211507EA 200 150000 134500 672.5 15500

PAUL MORRIS

GENERAL SERVICES ADMINISTRATION

FEDERAL ACQUISITION SERVICES

ORG

ORG "

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U.S. General Services Administration

Reverse AuctionBid Change Logic Reverse Auction

Bid Change Logic

Released November 16, 2014


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Unit Price Enhancement Line Item Description – Provides vendors with detailed information on

line item.

New Field (Contract Price) – Vendors will be required to enter their contract price for GSA Schedules and Agency Specific Contracts – (Once unit price is entered the system will automatically calculate the total price)

Maximum Bid – If bidder is placing a proxy bid, then flat bid must be below the maximum bid allowed price

Flat Bid in Unit Price – If a bidder is placing only a flat bid then flat bid can be either higher or lower than apparent low bidder (Once unit price is entered the system will automatically calculate the total price)

Proxy Bid in Unit Price (Optional) – If bidder is placing a proxy bid, then flat bid must be below the maximum bid allowed price (Once unit price is entered the system will automatically calculate the total price)



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Line item detail information

New field contract unit price. Once unit price Is entered system will automatically calculate total price

Flat bid in unit price. Once vendor enters flat bid unit price system will automatically calculate total price.

Proxy bid in unit price. Once vendor enters proxy bid system will automatically calculate total price.



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Points of Contact

Drand Dixon, GSA Business Development

Specialist Email: [email protected] Phone: 404-331-1524

Hassan Harris, GSA Senior Contracting Officer Email: [email protected] Phone: 404-215-8705

federal acquisition service u.s. general services administration gsa reverse auction march 18, 2015...

Documents

gsa reverse auction

federal acquisition

multiple award auctions

multiple schedule

multiple award contracts

gsa schedule buys

single award

gsa advantage history