leveraging gsa schedules, sga advantage, dod e-mail and fedbid

U.S. General Services Administration

Using GSA Multiple Award Schedules (MAS) Schedules -The Basics

GSA Expo May 2011

FAS Office of Acquisition ManagementMAS Program Office

Mahruba UddowlaProcurement Analyst

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

Federal Acquisition Service

FSS Schedule Facts

Over 20 million supplies and services 39 open and standing solicitations (including 9 VA

Schedules) Over 18,000 Schedule contractors (80% small

businesses) Over 13,000 small businesses

Woman-owned small: 3,400Veteran-owned small: 1,300Service Disabled Veteran Owned Small: 1,000Small Disadvantaged: 3,000HubZone: 500


Who can use a Schedule? Federal agencies and activities of the executive, legislative and judicial

branches;

Government contractors authorized in writing by a federal agency pursuant to 48 CFR 51.1;

Mixed ownership government corporations (as defined in the Government Corporation Control Act);

The government of the District of Columbia;

State and Local Governments as authorized by Congress; and

Other activities and organizations per GSA Order ADM 4800.2E, Eligibility to Use GSA Sources of Supply and Services


Why Use a Schedule

Flexibility Variety and Availability of sources Reduced acquisition lead time Electronic Systems Pricing Discounts are within the negotiated pricing Meets competitive contracting Compliance with competition, environmental, socio-

economic requirements (applies to agency SBA goals)

Priorities for use of Government Supply Sources - FAR Part 8.002Supplies1. Agency inventories2. Excess from other

agencies3. Federal Prison Industries,

Inc.4. Supplies on the

Procurement List5. Wholesale supply sources;6. Federal Supply

Schedules7. Other commercial sources

Services1. Services on the

Procurement List2. Federal Supply

Schedules3. Federal Prison Industries,

Inc. or other commercial sources.


Award of the Schedule Base Contract

FAR Parts 12, 15, and 38 Acquisition Planning FedBizOps Responsibility determinations Terms and Conditions Fair and reasonable pricing


Award of the Schedule Base Contract

Information on Schedules eLibrary Perform contract administration including: ensuring

contracts are constantly updated to reflect legislative and regulatory changes

Ensure adherence to subcontracting requirements


FSS Schedule Contract Characteristics

IDIQ contracts Minimum/maximum order thresholds 5-year contracts with three 5-year option periods Subcontracting plans for large businesses Prices already determined fair & reasonable Price reduction clause


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


Orders Not Requiring a 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)


Orders Requiring an SOWFAR 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 contractorsSeek price reductions

“Price reductions may be sought at any time” (FAR Subpart 8.405-1)

eBuy meets the fair notice requirements


DoD Section 803 Ordering Procedures

DFARS 208.405-70 Orders exceeding $100,000 - Provide fair notice to as

many contractors as is practicalReceive offers from at least 3 contractors;Reasonable efforts to identify qualified contractors; andEnsure all offers received are fairly considered

eBuy meets the fair notice requirements


Blanket Purchase Agreements (BPAs)

A Schedule Blanket Purchase Agreement (BPA) isestablished by an ordering activity with a Schedulecontractor to fill repetitive needs for supplies orservices.

See FAR 8.405-3 Single award BPAs and multiple award BPAs


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 Allows for opportunities for small businesses


Ordering Tips for Achieving Best Value

Communication is the key. Keep it simple and straightforward. The FSS Schedules Program is a streamlined process; do not use complex Federal Acquisition Regulation (FAR) Part 15 procedures for a MAS order.

Discussions with contractors are not required. In the context of an FSS Schedules purchase, the individual can seek additional information regarding a request for quotations without triggering discussion rules.

There is no need to identify detailed evaluation criteria but, at a minimum, identify the basis on which the selection is to be made. Evaluate in accordance with stated selection methodology and/or criteria.



When ordering services for which a SOW is required, a performance-based SOW should be used to the maximum extent practicable. When using a performance-based SOW, allow the contractor(s) to propose the labor skill mix and associated hours. Do not dictate the number of hours or labor skill mix.

Avoid unnecessary contractual language in a RFQ that may confuse or frustrate a contractor. Remember, in the case of a conflict between a delivery order and the underlying FSS Schedule contract, the contract controls.



Ensure that supplies and/or services are within the scope of the relevant FSS Schedule contract.

Ensure that applicable agency requirements – i.e. Section 803 DoD – are adhered to in sources sought.

Remember to develop an acquisition plan, IT acquisition strategy and to adhere to bundling prescriptions as required by the FAR.

For Services requiring a SOW that contemplate a pricing mechanism other than FFP, must document rationale.

Remember that when limiting sources beyond FAR 8.405-1 & 2 to follow the FAR 8.405-6 procedures.


Ordering Tips for Achieving Best Value Remember orders against FSS Schedules cannot be set

aside but socio-economic status can be a evaluation factor.

Utilizing options can be a useful mechanism to encourage quality performance – remember that the options cannot extend beyond the period of the Schedule contract, including Schedule contract’s option year periods.

Performance evaluation reports can also encourage quality contractor performance – remember to complete and report performance evaluations to PPIRS.

Blanket Purchase Agreements can also streamline ordering procedures when filling repetitive needs.


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!


Green Products On GSA Advantage!

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Look for the environmental link on the main GSA Advantage! page


Electronic Tools

Schedules eLibrary : Is the official online source for complete GSA and VA Schedules. Also includes GWACs.

eBUY: Is an online RFQ system that allows ordering activities to obtain quotes and issue orders.

GSA Advanatge! An online shopping service through which ordering activities may place orders against the Schedules.


Special Programs

Cooperative Purchasing: Enables State and local government entities to purchase a variety of information technology (IT) products, software, and services from contracts awarded under Schedule 70, Information Technology, and Schedule 84, Total Solutions for Law Enforcement and Security.

The Consolidated Schedule containing IT special Item numbers can also be utilized. (NOT 84)

Schedule contractors participating in Cooperative Purchasing Program are identified in GSA eLibrary with the Cooperative Purchasing icon.


Special Programs Disaster Recovery: Enables state and local government

entities to purchase a variety of products and services from Schedules to facilitate recovery from a major disaster, terrorism, or nuclear, biological, chemical, or radiological attack.

This Disaster Recovery Purchasing authority is limited to FSS & VA Schedule contracts and does not include any other GSA programs. GSA eLibrary contains a list of all FSS/VA Schedules subject to Disaster Recovery Purchasing.

Schedule contractors participating in the Disaster Recovery Purchasing Program are identified in GSA eLibrary with the Disaster Recovery Purchasing icon.


FSS Schedules Training

2011 Federal Acquisition Institute (FAI) and GSA/FAS Sponsored Courses:

MAS Basic/Overview (4-Hour Course) MAS Advanced (2-Day Comprehensive Course)

Both Courses are currently Instructor Led (IL), with the future having them on-line.

Those interested in attending one of these courses should contact xxxxx.


We Are Here to Help

For more information on Schedules, please visit

www.gsa.gov/schedulesFor Schedule Questions?

Email: [email protected] call toll free: (800) 488-3111

We are also on Facebook and Twitter!

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