PREPARING FOR A GSA IOA CONTRACTOR VISIT

Transcription

1 PREPARING FOR A GSA IOA CONTRACTOR VISIT EILEEN KENT IS KNOWN AS THE FEDERAL SALES SHERPA AND CAN BE REACHED AT IF YOU NEED A REFERENCE TO A REPUTABLE GSA SCHEDULE CONSULTANT FOR ASSISTANCE WITH YOUR GSA SCHEDULE ENTER GSA NUMBER: GS- - LINK TO FIND OUT YOUR GSA SCHEDULE NUMBER: Ø TYPE IN YOUR COMPANY NAME: Ø CLICK ON YOUR COMPANY NAME Ø PUT THE LINK TO YOUR GSA SCHEDULE LISTING HERE: IS ALL OF YOUR INFORMATION UP TO DATE AND ACCURATE? ü ADDRESS Y/N ü PHONE Y/N ü Y/N ü BUSINESS SIZE Y/N ü WEBSITE Y/N ü CONTACT DATA Y/N DO YOU HAVE A TERMS AND CONDITIONS DOCUMENT POSTED AT GSA? Ø PUT THE LINK TO THE DOCUMENT HERE: ü IS YOUR TERMS AND CONDITIONS DOCUMENT UP TO DATE? Y/N WHAT SIN/CATAGORIES ARE YOU LISTED ON IN GSA? Ø LIST THE CATAGORIES/SINS HERE:

2 DO YOU HAVE PRODUCT/SERVICES PRICING UPLOADED TO GSA ADVANTAGE? Ø IF SO, PUT THE LINKS TO YOUR PRODUCT LISTING HERE: ü IS THIS PRODUCT LISTING UP TO DATE? Y/N ü ARE YOUR PRICES UP TO DATE? Y/N WHO IS YOUR CONTRACTING OFFICER? (FOUND IN YOUR GSA SCHEDULE RECORD AT GSA) Ø NAME: Ø Ø PHONE: WHAT IS YOUR GSA PASSWORD TO GET INTO EBUY: WHO IS YOUR INDUSTRIAL OPERATIONS ANALYST (IOA) LINK TO GSA TO FIND OUT: Ø NAME: Ø PHONE: Ø WHO IS YOUR ADMINISTRATIVE CONTRACTING OFFICER? LINK TO GSA TO FIND OUT: Ø NAME: Ø PHONE: Ø

3 WHAT IS AN IOA VISIT? SEE PPT PRESENTED BY ZACARY GSA.GOV zacary.smith@gsa.gov PPT ALSO POSTED BY JACK TEKUS Master Industrial Operations Analyst john.tekus@gsa.gov LINK TO PPT: WHAT IS A VIRTUAL VS. ONSITE IOA VISIT ZACHARY SMITH FROM GSA EXPLAINS THE DIFFERENCE BETWEEN VIRTUAL AND ON- SITE: IF YOU CHOOSE TO GO VIRTUAL YOU NEED TO ALLOW US TO HAVE ACCESS TO YOUR DESKTOP IN A GOTOMEETING OR ADOBE MEETING ROOM TYPE OF ENVIRONMENT AND SHOW US YOUR DOCUMENTS FROM YOUR DESKTOP IN PDF FORMATS OR FROM YOUR ACCOUNTING SYSTEM AND BE ABLE TO DOCUMENTS TO US. PRETTY MUCH IT WORKS THE SAME, BUT WE LL HOLD YOUR HAND THROUGH IT. IF YOU DON T HAVE ANY OF THESE DOCUMENTS ON A COMPUTER, THEN A VIRTUAL VISIT WILL NOT WORK FOR YOU. HAVE ALL THE ABOVE READY ON YOUR DESKTOP AND BE READY TO HAVE YOUR CONTRACT AVAILABLE ON YOUR DESKTOP (SCANNED). THEY DO NOT HAVE A COPY OF YOUR GSA SCHEDULE, MODS, TERMS ETC. YOU ARE REQUIRED TO HAVE THIS AVAIALBLE SO YOU CAN BOTH TURN TO THE ORIGINAL CONTRACT. ü ORIGINAL CONTRACT ü CSP ü TERMS AND CONDITIONS AGREED UPON ü SIN NUMBERS APPROVED, LABOR CATEGORY DESCRIPTIONS, PRICING, PRODUCT DESCRIPTIONS AND PRICING ü SHIPPING/DELIVERY TERMS ü MAXIMUM ORDER THRESHOLD ü ANY MODIFICATIONS TO THE CONTRACT. WHAT IS AN ADMINISTRATIVE REPORT CARD? (LINK) TO AN EXPLANATION (LINK) TO A SAMPLE REPORT CARD Ø NOTE: WITH A PASSWORD, YOU CAN GET A COPY OF YOUR LAST REPORT CARD

4 WHAT ARE THEY LOOKING FOR IN AN IOA VISIT? GOAL: TO GET AN EXCEPTIONAL RATING AT YOUR IOA VISIT Ø IN RED, GSA DESCRIBES HOW THEY WILL RATE YOU BASED ON ANSWERING ANY OF THE QUESTIONS. IF YOU DON T KNOW THE ANSWER, DON T UNDERSTAND THE QUESTION, YOU CAN T FUMBLE THROUGH AND HOPE THEY UNDERSTAND, YOU NEED TO BE PREPARED, SO CONTACT A GSA CONSULTANT TO HELP YOU. IF YOU DON T KNOW ONE, CONTACT EILEEN KENT AT SHE LL GIVE YOU THREE REPUTABLE CONSULTANTS IN WHICH TO CHOOSE. CATEGORY 1: THESE ISSUES ARE CRITICAL FAILURE TO MEET ANY 1 WILL RESULT IN A SERIOS CONCERNS EXIST ü DID YOU SELL YOUR PRODUCTS/SERVICES WITHIN THE DESCRIPTION AND THE COMPLIANCE OF THE SINS/CATAGORIES IN WHICH YOU ARE IN? ü DID YOU IDENTIFY NON CONTRACT PRODUCTS/SERVICES TO YOUR GSA CONTRACT CUSTOMERS? ü DID YOU FOLLOW THE TRADE AGREEMENT ACT? ü ARE YOU UP- TO- DATE AT GSAADVANTAGE.GOV? ü DO YOU HAVE A SYSTEM IN PLACE THAT IDENTIFIES, TRACKS AND REPORTS GSA SALES ACCURATELY AND COMPLETELY? ü ARE YOU MEETING AND EXCEEDING MINIMUM SALES REQUIREMENT? ($25K?) ü DO YOU HAVE A SYSTEM IN PLACE TO MONITOR THE BASIS OF AWARD CUSTOMER DISCOUNT RELATOINSHIP? ü DID YOU CHARGE THE CUSTOMERS GSA CONTRACTING PRICING OR LOWER? ü HAVE YOU NOTIFIED GSA TO INITIATE REQUIREMENTS FOR A CHANGE OF NAME OR NOVATION? ü IF YOU ARE A LARGE BUSINESS, YOU HAVE A SMALL BUSINESS PLAN. DID YOU MEET THE GOALS OF THAT SMALL BUSINESS SUBCONTRACTING PLAN AND ARE YOU PROGRESSING TO MEETING THOSE GOALS? ü DO YOU POSESS EVIDENCE OR RELY ON A RELIABLE BASIS TO SUBSTANTIATE ITEMS IDENTIFIED WITH ENVIRONMENTAL ATTRIBUTES ON GSA ADVANTAGE? CATEGORY 2: THESE ISSUES ARE MANDATORY BUT NOT CRITICAL IF ALL CATEGORY 1 ITEMS ARE MET: FAILURE IN (1) ITEM IN SECTION 2 WILL RESULT IN A VERY GOOD RATING, FAILURE IN ANY (2) OR (3) ITEMS FROM THIS SECTION WILL RESULT IN A SATISFACTORY RATING, FAILURE TO MEET (4) OR MORE ITEMS IN CATEGORY 2 WILL RESULT IN A MARGINAL RATING ü SINCE THE ISSUANCE OF THE MOST RECENT REPORT CARD BUT NO MORE THAN 36 MONTHS BACK, ARE THE CONTRACTOR S REPORT OF SALES ON TIME? ü SINCE THE ISSUANCE OF THE MOST RECENT REPORT CARD BUT NO MORE THAN 36 MONTHS BACK, HAS THE CONTRACTOR REMITTED THE INDUSTRIAL FUNDING FEE ON TIME? ü IS THE YOUR AUTHORIZED PRICELIST CURRENT WITH CONTRACT REQUIREMENTS? ü ARE YOU ABLE TO DEMONSTRATE TIMELY DELIVERY? ü ARE YOU IDENTIFYING ITEMS ON GSAADVANTAGE THAT HAVE ENVIRNOMENTAL ATRIBUTES? ü ARE YOU CAPABLE OF ACCEPTING GOVERNMENTWIDE COMMERCIAL PURCHASE CARD?

5 ü ARE YOUR RECORDS LOCATION AND ADMINISTRATIVE REPRESENTATIVE INFORMATION CORRECT AT GSA? (ADDRESS, PHONE, FAX, , ETC.) ü IF THERE ARE PARTICIPATING DEALERS, ARE THE DEALERS LISTED AND CURRENT IN THE CONTRACT PRICELIST AND GSA ADVANTAGE? ü IF THE CONTRACT INCLUDES PROMPT PAYMENT DISCOUNTS, ARE THE PROMPT PAYMENT TERMS SHOWN ON THE INVOICES? CATEGORY 3: EXCEPTIONAL RATING: MUST BE VERY GOOD AND NO MORE THAN 1 FAILURE IN CATEGORY 3 ü DO YOU OFFER SECOND TIER PRICING DISCOUNTS ON BLANKET PURCHASE AGREEMENTS ISSUED AGAINST THE CONTRACT? ü DO YOU HAVE ANY TEAMING AGREEMENTS? IF SO, DO THE TEAMING AGREEMENTS ADDRESS HOW CUSTOMER SERVICE, SALES AND IFF ISSUES WILL BE HANDLED? ü ARE YOU FREE FROM BANKRUPTCY PROCEEDINGS? ITEMS TO KNOW AND CLEARLY UNDERSTAND BEFORE YOUR AUDIT: #1. KNOW YOUR BASIS OF AWARD CUSTOMER:. #2. HAVE INVOICES FOR YOUR BASIS OF AWARD CUSTOMER AT YOUR FINGERTIPS #3. HAVE INVOICES FOR YOUR GSA CONTRACTS AT YOUR FINGERTIPS #4. HAVE YOUR CALCULATIONS ON YOUR GSA SCHEDULE SALES AT YOUR FINGERTIPS. #5. HAVE LINKS TO YOUR SCHEDULE READY TO GO, SO YOU CAN SHOW IOA YOU KNOW HOW TO FIND YOURSELF, YOUR TERMS AND CONDITIONS, PRICING AND PRODUCT ON GSA SCHEDULE #6. HAVE YOUR CSP READY FROM YOUR ORIGINAL APPLICATION/APPROVAL #7. KNOW AND UNDERSTAND YOUR MAXIMUM ORDER THRESHOLD (QUANTITY) PER SIN: #8. HAVE ANY CORRESPONDENCE WITH GSA S, CALLS, MODS, ETC. AT YOUR FINGERTIPS. #9. DEMONSTRATE IN YOUR SYSTEM HOW QUICKLY YOU RE ABLE TO PULL UP GSA INVOICES, BASIS OF AWARD CUSTOMER INVOICES AND BE READY TO DEMONSTRATE HOW YOU KEEP YOUR TEAM FROM OFFERING LOWER THAN GSA PRICES TO BASIS OF AWARD CUSTOMERS. #10. BE PREPARED TO DISCUSS HOW YOU PLAN TO INCREASE SALES IN THE COMING 12 MONTHS. ü DO YOU HAVE A PLAN? ü A SALES TEAM? ü A FOCUS? ü HAVE YOU BEEN RESPONDING TO RFQs ON EBUY? ü ARE YOU ACTIVELY SELLING AND MARKETING TO THE FEDERAL GOVENRMENT? #11. DO YOU HAVE ANY BLANKET PURCHASE AGREEMENTS YOU VE BEEN AWARDED BASED ON YOUR GSA SCHEDULE AND SHOW WHETHER OR NOT YOU VE OFFERED A FURTHER DISCOUNT FOR THE BPA?

6 #12. DO YOU HAVE ANY TEAMING AGREEMENT AVAILABLE SHOWING THE LEVELS OF CUSTOMER SERVICE, IFF PAYMENT AND SALES ACTIVITIES? #13. DO YOU HAVE STATEMENTS OF WORK FOR PROJECTS READY TO PROVE YOU VE DELIVERED YOUR SERVICE WITHIN THE SCOPE OF THE SINS/CATEGORIES DESCRIPTIONS? #15. DO YOU HAVE DELIVERY SCHEDULE/TIMING IN THE FILE WITH THE INVOICE? #16. DO YOU HAVE A COPY OF ANY CONTRACT YOU WERE AWARDED ON GSA SCHEDULE READY TO SHOW THEM AND ANY PROPOSAL YOU VE SUBMITTED? #17. DO YOU HAVE A MECHANISM IN PLACE WHERE YOUR SALES TEAM KNOWS NOT TO OFFER LOWER PRICING TO NON- GSA COMMERCIAL CUSTOMERS WITHIN YOUR BASIS OF AWARD GROUP? CAN YOU DEMONSTRATE THAT YOUR TEAM IS WELL INFORMED ON THE MATTER? CAN YOU TEST THE SYSTEM BY SECRET- SHOPPING YOUR SALES TEAM TO SEE IF THEY WOULD OFFER LOWER THAN GSA RATES TO YOUR BASIS OF AWARD CUSTOMER? HOW DO YOU MANAGE AND KEEP FROM OFFERING LOWER THAN GSA RATES TO YOUR BASIS OF AWARD CUSTOMERS? DOES YOUR COMPUTER SYSTEM HAVE A WARNING IF THEY TRY TO CHANGE PRICING TO LOWER THAN GSA? DO YOU HAVE A MANAGEMENT APPROVAL LEVEL FOR DISCOUNTING? CAN YOU PROVE OR DEMONSTRATE THIS MECHANISM? NOTES THOUGHTS QUESTIONS CONCERNS: