solutions for state and local govenments through gsa’s cooperative purchasing program

Federal Acquisition Service

U.S. General Services Administration

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Solutions for State and Local Govenments through GSA’s Cooperative Purchasing

Program

www.gsa.gov/cooperativepurchasing

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GSA State and Local Programs

Agenda

• Cooperative Purchasing Basics• Customer Benefits• IT Schedule 70 Snapshot• Schedule 84 Snapshot• Recommended Ordering Procedures• GSA Online Acquisition Tools and

Assistance• Other GSA State and Local Programs

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Cooperative Purchasing Basics

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Federal Statutory Authority:----------------------------------------------------------------------------------------------Section 211 of the e-Gov Act of 2002 authorizes State & Local Governments to purchase Schedule 70: Information Technology products, software and services through the introduction of Cooperative Purchasing.

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Public Law 110-248 of the Local Preparedness Acquisition Act, authorizes State & Local Governments to purchase: 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 as contained in Federal supply classification code group 84 or any amended or subsequent version of that Federal supply classification group under Cooperative Purchasing. ----------------------------------------------------------------------------------------------

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Eligibility and Scope• Scope:

– GSA Schedule 70 and Consolidated Schedule with IT Special Item Numbers (SINs): General Purpose Commercial Information Technology Equipment, Software and Services

– GSA Schedule 84: Total solutions for law enforcement, security, facilities management, fire, rescue, clothing, marine craft and emergency/disaster response

• Eligible Users: – The 50 states, all counties, municipalities, cities, towns and

townships, Tribal Governments, Public Authorities (Public or Indian Housing agencies under the U.S. Housing Act of 1937), school districts, and colleges or any instrumentality there of.

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State and Local Participation

• Voluntary– No obligation by state and/or local governments to

use the schedule.– Contractors decide whether to accept orders from

state and local governments.

• Always Open for Use– Meet GSA Eligible Users Criteria – Have State or Local Authority

• Granted by State or Local Entity

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Cooperative Purchasing Exceptions• The following is a list of clauses in the GSA

Schedules Program which do not apply to the Cooperative Purchasing Program:– Federal Prompt Payment Act – The Applicable State’s

Prompt Payment laws take precedence– Disputes – GSA is not a party to resolving disputes

within the Cooperative Purchasing Program– Patent Indemnity Clause – Applies to Federal

Ordering Activities only– Commercial Item Contract Terms and Conditions

Unique to the Federal Government – Applies to Federal Ordering Activities only

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Schedule Benefits

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Features and Benefits

GSASchedulePrograms

GSASchedulePrograms

TimeTimeSavingsSavings

CostCostSavingsSavings

Built-inBuilt-inValueValueSelectionSelection

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Features and Benefits

1111



Cost Savings

GSA offers…. Which save you money by……Pre-negotiated ceiling prices Allowing customers to request additional

discounts, enter into negotiations, or conduct a competition to achieve further savings

e-Tools Comparing ceiling prices for specific or comparable products and services

Blanket Purchase Agreements Leveraging volume buys through pre-established contracting vehicles for recurring needs

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Time SavingsGSA Offers… Which save time by…Pre-negotiated contracts Providing access to pre-vetted local and global

contractors with positive past performance and sound business practices, and by negotiating foundational terms and conditions

e-Tools Enabling customers to quickly conduct market research (by filtering for products and services needed, contractor location, small or disadvantaged business standards, and other fields) order online, and place electronic request for quotes or proposal

Customer Service Directors (CSDs) Providing customers with regional representatives who can assist in using the GSA Schedule Programs. CSDs also provide free, onsite training to help increase familiarity and efficiency

Blanket Purchase Agreements Creating “term” or “blanket” agreements that can be quickly accessed for recurring needs

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Selection

GSA offers access to…. Which assists in……Programs with a wide range of commercially-available products and services

Accessing state-of-the-art technology, law enforcement and disaster recovery products and services

Local and Global Contractors Meeting local preference requirements while also balancing access to large, global contractors. GSA’s e-Tools can assist in identifying local businesses

Small and Disadvantaged Businesses

Meeting small and disadvantaged business goals. 80% of GSA Schedule contractors are small businesses. GSA’s e-Tools can assist in identifying small or disadvantaged businesses, such as veteran-owned

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Built-In Value

GSA offers complimentary access to….

Which provides value by……

Pre-vetted local and global contractors Ensuring Schedule contracts are only awarded to companies with positive past performance and sound business practices

A suite of sophisticated e-Tools Streamlining market research processes, comparing product or service pricing, identifying local or small/disadvantaged businesses, and facilitating competition

A nationwide network of responsive GSA representatives

Assisting customers in using the GSA Schedule Programs.

Free training, both online and on-site Increasing familiarity and efficiency in using the GSA Schedule Programs

GSA Expo Sharing best practices across the federal, state and local acquisition communities

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GSA’s IT Schedule 70 Snapshot

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Overview – IT Schedule 70FY 10 Sales

• Total Sales:– $16.2 Billion

• Software:– $2.4 Billion

• Hardware:– $2.6 Billion

• Services:– $11.1 Billion

Software

Hardware

Services

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IT Schedule 70 Cooperative Purchasing Sales Trend

441

298

240

140

75

33

Software

Hardware

Services

Average Annual Growth

in Total Cooperative Purchasing

Sales:

55%

558

482

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Special Item Numbers (SINs)What is a SIN?

• Categorization method that groups similar products, services, and solutions together to aid in the acquisition process.

• Cover the most common general purpose commercial IT hardware, software, services, and solutions.

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IT Schedule 70 Special Item Numbers (SINs)

SIN Description132 3 Leasing of Product

132 4 Daily/Short Term Rental

132 8 Purchase of Equipment132 9 Purchase of Used/Refurbished Equipment

132 12 Maintenance of Equip./Repair

132 32 Term Software Licenses

132 33 Perpetual Software Licenses

SIN Description132 34 Maintenance of Software

132 50 Training Courses

132 51 IT Professional Services

132 52 E-Commerce Services

132 53 Wireless Services132 54 Commercial Satellite

Communications (COMSATCOM)Transponded Capacity

132 55 Commercial SatelliteCommunications (COMSATCOM)Subscription Services

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SIN Description132 60A Electronic Credentials, Not Identity Proofed

132 60B Electronic Credentials, Identity Proofed

132 60C Digital Certificates, including ACES

132 60D E-authentication Hardware Tokens

132 60E Remote Identity & Access Managed Service Offering

132 60F Identity & Access Management Professional Services132 61 Public Key Infrastructure (PKI) Shared Service

Provider (SSP) Program

132 62 HSPD-12 Product and Service Components

IT Schedule 70 Special Item Numbers (SINs)

2121



IT Schedule 70 Small Business Participation

• 80% of Schedule contracts are held by small businesses

• More than 40% of schedule sales are to small businesses

• Agency orders count toward meeting Small Business Goals / Economic Development throughout municipalities in your state

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GSA’s Schedule 84 Snapshot

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Schedule 84 Total Sales Volume (in Billions)

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GSA’s Schedule 84 FeaturesSchedule 84 Cooperative Purchase

Sales Volume (in Millions)

16.5

51.6

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Schedule 84 – Attachment 1: Marine Craft

• Boats, Engines, Trailers, Spare Parts & Accessories • Harbor/Waterfront Security Products & Services • Marine Craft Repair and Modifications to all type Marine

Craft • Professional Consulting and Training Services for Marine

Craft, Harbor, or Waterfront • Floating Marine Barriers, and Booms

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Schedule 84 – Attachment 2: Firefighting

• All types of Urban and Wildland Firefighting Equipment and Supplies

• Flood Control Products, Medical Rescue Kits and Patient transport/immobilization devices

• Fire Extinguishing/Suppressing Products• Breathing Air Equipment & Respiratory Protection Products • Hoses, Valves, Fittings, Nozzles, Couplings and Related

Accessories• Aerial Search and Rescue and Aerial Firefighting Products

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GSA State and Local ProgramsSchedule 84 – Attachment 3: Alarm & Signal Systems,

Facility Management and Protective Service Occupations

• Security Systems Integration and Design Services • Security Management and Support Services • Security System Life Cycle Support• Alarm and Signal Systems, Access Control Systems,

Intrusion Detection Systems, Patient Wandering Detection, and Fire Alarm Systems

• Facility Management Systems including building comfort systems and integrated security system and Professional Security/Facility Management Services

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GSA State and Local ProgramsSchedule 84 – Attachment 3: Alarm & Signal Systems, Facility Management and Protective Service Occupations (Continued)

• Protective Service Occupations including Guard Services, Alarm Monitors, Baggage Inspectors, Corrections Officers, Court Security Officers, Detection Dog Handlers, Detention Officers, Firefighters, Police Officers and Categories to support operation of on-site Security Functions, an other support and related categories.

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Schedule 84 - Attachment 4: Special Purpose Clothing

• Gloves, Protective Clothing, Hazmat Clothing, Rainwear, Footwear, Extreme Cold Weather Clothing, Fire Fighting Clothing, Wildland Fire Fighting Clothing, Flotation Devices, Security Clothing, High Visibility and Reflective Products, Medical/Hospital Clothing, Industrial Work Clothing, Concealment Clothing, Miscellaneous Undergarments for use with Special Purpose Clothing, and Cool/Hot Clothing Products.

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GSA State and Local ProgramsSchedule 84 - Attachment 5: Law Enforcement

Equipment and Services

• Body Armor, Miscellaneous Personal Law Enforcement Equipment

• Restraining Equipment, Canine Training and Handling Equipment, Search and Detection

• Night Vision Equipment • Alcohol and Drug Detection Kits and Devices• Bomb Disposal and Hazardous Material Equipment• Radiation / Nuclear material Detection Equipment

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Recommended Ordering Procedures

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• Additional State/Local requirements are permitted but must NOT conflict with GSA Schedule Terms and Conditions

• State and local governments are encouraged to use GSA Schedule Ordering Procedures – Incorporate by referencing GSA Schedule terms and

conditions– See Federal Acquisition Regulation (FAR) 8.4

• Each task order is a new contract among government, industry, and municipal government

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• Source of Funding can be of any type allowed by the ordering agency– Contract Funding– Grant Funding

• Schedule Vendors are required to accept Credit Card for payments equal to or less than the micro-purchase threshold ($3K)

• Maximum Ordering Provisions give guidance for seeking further price reduction

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Example Cooperative Purchasing Process

Acquisition ResearchWith GSA’s online tools,

GSA Advantage! and e-Library

Sending a Request for Quote (RFQ)to a Selected Contractor

Evaluating Proposalsand Making a Selection

Using the GSA Schedule Contract as a Model

Customers negotiate their respectivecontracts with the selected Vendor

with mutually agreed-on modifications

Defining the Scopeof Requirements

Receiving Products or Servicesfrom the Contractor

Paying the Contractor as per the contract agreement

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GSA Recommended Ordering Procedures (FAR 8.4)

• At or below Micro-Purchase Threshold ($3K)– Transmit RFQ with SOW (for services)– Oral or written quotes and delivery instructions

acceptable– Select a vendor and purchase– Vendors must accept government purchase

cards

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GSA Recommended Ordering Procedures (FAR 8.4)

• Above the Micro-Purchase Threshold ($3K & Up):– Develop A Performance-Based Statement of Work

(SOW) for Services– Include in the SOW evaluation criteria to determine

“Best Value” offer– Must seek at least three vendors and Evaluate

Proposals in Accordance with Evaluation Criteria– Select the vendor that offers the “Best Value”– Government purchase card acceptance is not

mandatory but strongly recommended

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Best Value• Determination based on many factors; not limited

to lowest price– Price Reasonableness– Technical Solution– Environmental Considerations– Past Performance– Delivery Date– Warranty– As Determined by Requiring Office

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GSA Online Acquisition Tools and Assistance

GSA Schedules e-Library

GSA Cooperative PurchasingGSA.gov

GSA State and Local

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www.gsa.gov • Provides

information on GSA’s various offerings

• A great tool for learning more about Cooperative Purchasing and the Schedules program.

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www.gsa.gov/stateandlocal• Quick reference for all


• Program brochure download links

• Special Program links• Drill down for more

information

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www.gsa.gov/cooperativepurchasing The GSA Cooperative Purchasing site offers:

General Information on the Program

FAQs on the Programs and other related topics

Links to the sites for Schedule 84 and the Consolidated Schedule

Link to the Center for Acquisition Excellence

And More!

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www.gsaelibrary.gsa.govThe GSA Schedules e-Library offers:

A great resource for market research

A list of Vendors participating in the Cooperative Purchasing Program

Information on the Terms and Conditions of the Schedule 70 Contract

Listing of Schedule 70 SINs

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www.gsaadvantage.gov• The Federal

Government’s premier online shopping superstore

• Access to millions of commercial products and services

• Convenient search feature by keyword, part number, manufacturer, contractor, or contract #

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www.eBuy.gsa.gov• Facilitates the request for

submission of quotes or proposals for commercial products, services, and solutions offered through GSA Federal Supply Schedules and Governmentwide Acquisition Contracts (GWACs)

• Customer prepares RFQ or RFI Online

• Helps Customer to find viable sources of supply

• Prepares RFQs/Define Parameters

• Allows the buyer to procure big-ticket items

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Registration

• Current S&L registration for Advantage and Ebuy must be done through Advantage

• For immediate registration, users must have a .gov, .xx.us (where xx is state code) or .edu

• Users without approved domain names will have to go through alternate process with the GSA Advantage helpdesk.

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Alternate Registration ProcessA request must be submitting in writing on official letterhead of your particular state or local

government organization. The name of the state or local organization must be on the letterhead.

• The letter must be dated and signed by an approving official who will serve as the point of contact (POC) for any and all individuals who may request a GSA Advantage account in the future using that second level domain.

• Name, phone, email, and title of the POC. • Provide the second level domain requested. • A short paragraph explaining your organizational mission and authority. • You may submit the request with attached letterhead document via email to

[email protected] or mail to: GSA Federal Acquisition ServiceContract Services Management Division (QI0A)Attention: GSA Advantage2200 Crystal Drive, Suite 8014Arlington, VA 22202

Please note that GSA will review each request and determine if that domain will be approved for ordering on GSA Advantage. You will be notified of the decision via email.

mailto:[email protected]

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GSA Assistance

• Center for Acquisition Excellence– www.gsa.gov/Centerforacquisitionexcellence

• Online Cooperative Purchasing course• Online Using GSA Schedules course

• Cooperative Purchasing Fact Sheet, Brochure and Presentation– www.gsa.gov/itcenterlibrary

• Local Customer Service Directors (CSD) – www.gsa.gov/csd– Customer Assistance Visits (CAV)

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State and Local Access to GSA Sources of Supply

• Schedules Programs– 1122– Cooperative Purchasing– Disaster Recovery Purchasing Program– Federal Grantee Access to Schedules in Response to

Public Health Emergencies (PHEs)• Non-Schedules Programs

– Wildland Programs– Computers for Learning– Personal Property

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Helpful LinksCooperative Purchasing (70 & 84) www.gsa.gov/cooperativepurchasing

GSA State and Local Programs www.gsa.gov/stateandlocal

Disaster Recovery Program www.gsa.gov/disasterrecovery

1122 Program www.gsa.gov/1122program

Center for IT Schedule Programs www.gsa.gov/itcenter

Schedule 84 Overview www.gsa.gov/firesecurity

GSA www.gsa.gov

GSA Advantage!® www.gsaadvantage.gov

GSA Schedules e-Library www.gsaelibrary.gsa.gov

Center For Acquisition Excellence www.gsa.gov/centerforacquisitionexcellence

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To contact a local GSA representative near you for further training and

assistance, please visit: http://www.gsa.gov/csd

http://www.gsa.gov/csd

solutions for state and local govenments through gsa’s cooperative purchasing program

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