SourceAmerica GSA Schedule Program. GSA Schedule Overview and Contracts Held

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1 SourceAmerica GSA Schedule Program GSA Schedule Overview and Contracts Held

2 About Us: The Gormley Group President and Managing Partner is Bill Gormley Primary focus is GSA Schedule consulting services All consultants have at least 10 years of experience in GSA Schedule consulting Consultants have worked in both industry and government Clients provided with a single dedicated consultant to work with Company and consultants maintain good working relationship with GSA officials at all levels 2

3 Services We Provide New contract offer and award assistance Contract maintenance and management services Contract compliance assistance Expert witness and opinion services Opportunity pipeline assistance 3

4 Overview of the Federal Market

5 Federal Government Market Snapshot Government current mantra Lower price Contractor addressable market FY2014 approximately: $525B $316B for services and $209B for products Spending to be flat next several years, government looking to keep spending under sequestration cuts. Courtesy of Ray Bjorklund at BirchGrove Consulting Fiscal year selling October 1 to September 30 US Government is the largest consumer of services and products in the world 5

6 GSA Schedules Sales Overview GSA Schedules Sales Revenue FY 2000: just under $14 Billion FY 2013: $34+ Billion VA Schedule Revenue Not Included VA Schedule Revenue $10.36B in FY2011 $11.01B in FY 2012 $10.99B in FY

7 Overview of the GSA Schedule Program

8 Characteristics of the GSA Schedules Managed by General Services Administration (GSA) Federal Acquisition Service (FAS) and the Veterans Administration (VA) National Acquisition Center (NAC) Through pre-negotiated contracts, contractors supply services and products to the Federal Government, the largest consumer in the world 30 different defined GSA Schedule contracts and eight VA Schedule contracts, categorized by type of services and/or products Schedules negotiated within seven different acquisition centers across the U.S. +18,000 contracts / 12,000 contractors GFY13 Multiple Award Schedule revenue approximately $44 Billion + (GSA and VA) 8

9 Characteristics of the GSA Schedules (2) Base Period is five years with three-five year option periods Commercial services and products A sale made to a prime or other commercial entity is considered by the government commercial unless the purchase was made using a GSA Supply Source Authorization letter on behalf of a government agency 9

10 Benefits of a Holding a GSA Schedule May be used by agencies/contractors/authorized users/state and local governments Includes Trade Agreements Act (TAA) compliance requirements, but not Buy America Act (BAA) No maximum contract or order value Price increases may occur after the first year Additions/deletions may occur at any time International in scope 10

11 Advantage for Federal Customers Fast, simple ordering process Products and services Fewer trained COs needed Limited competitive evaluations Less taxing on evaluating team Minimal protest exposure Less aggravation, delay Direct relationship with contractor GSA is not the middleman Blanket Purchase Agreements (BPAs) Allows for Contractor Teaming Arrangements to meet total customer solution 11

12 Agencies Accomplish More With Less Study of average acquisition times by GSA: Acquisition Lead Time Formal Solicitation Services Current Process Acquisition Lead Time MAS (Commercial Acquisition) Services Proposed Process Notice Time 15 Days RFQ & SOW No Notice Response Time 30 Days Response Time 14 Days (avg.) Bid Opening Evaluation/Neg. Source Selection Financial, D&B Award Package Average Days to Award: 90 Days or More 268 Days* Make Best Value Determination And Issue Task or Purchase Order 1 Day Average days to award: 15 Days Average 12

13 Advantage for Contractors Fast, simple buying process Wide-scope IDIQ contract Hundreds of authorized buying activities Implied government endorsement Direct customer relationship Ability to influence decision process Offers can be customized Limited competition Fast order/payment procedure positive cash flow Prompt payment Use government purchase card 13

14 Placing Orders Step 1. The Federal agency ("client") produces a Request for Quote (RFQ) describing a project they need completed Step 2. The client identifies the GSA schedule or other contract method appropriate for this project Step 3. The client following required ordering procedures chooses the vendors to which to send RFQs based on perceived ability to perform the project, services offered, labor categories available and price Step 4. The vendors both solicited and unsolicited respond to the RFQ within a specified time Step 5. The client evaluates all responses and awards the task order to the vendor that will provide best value or lowest cost Step 6. The vendor begins the project 14

15 GSA Schedules Trends and Changes 2014 Continued Emphasis of Strategic Sourcing Initiatives (FSSI) OS3, JANSAN, MRO and next up Furniture Commoditizing of Services in Future? Emphasis on existing contractors, less resources to assist with new contracts Using competitive range process to assist in determining fair and reasonable pricing emod/eoffer process required for all GSA Schedules; VA Schedules not online yet Contract Cancellations for lack of sales Enhanced Contractor Assisted Visits (CAV) Importance of Contract Report Cards 15

16 SourceAmerica GSA Schedule Contracts

17 Schedule 36 Contract #GS-25F-0031S GSA Schedule 36 Office Imaging and Document Solutions Special Item Number Areas: Records Management Services Document Production On-site and Off-site Services Document Conversion Services Destruction Services Mail Room Administrative Support Services Pre-sort Mail Miscellaneous Mail Services List Management Services Mail Screening and Inspection Services Contract Period: May 12, 2006 through May 11, 2016 Two additional five-year option periods 17

18 Schedule 874-V: LOGWORLD Contract #GS-10F-0057U GSA Schedule 874 V Logistics Worldwide Special Item Number Areas: Supply and Value Chain Management Operations and Maintenance Logistics Management and Support Services Including Disaster Recovery for both SINs Contract Period: November 30, 2007 through November 29, 2017 Two additional five-year option periods 18

19 Schedule 03FAC Contract #GS-21F-0049X GSA Schedule 03FAC Facilities Maintenance and Management Special Item Number Areas: Complete Facilities Maintenance Ancillary Repair and Alterations Contract Period: January 1, 2010 through December 31, 2015 Two additional five-year option periods 19

20 Basic Contract Terms for Contracts Geographic Contract Coverage: 48 Contiguous States, DC, Hawaii, Alaska and Puerto Rico Delivery Terms: Upon mutual agreement with customer Prompt Payment Discount: 0.5% if paid in less than 20 days (Schedule 36 Only) None for Schedules LOGWORLD or O3FAC Maximum Order Threshold (Not a limit): $1,000,000 Minimum Order: $100 Travel Terms: All travel in accordance with the Joint or Federal Travel Regulations as applicable Government Credit Cards Accepted for Orders of All Sizes DUNS # CAGE Code #

21 Contract Pricing SourceAmerica Pricing is based on the following: Per pound for Document Destruction Service Contract Act hourly rates based on DOL Wage Determinations, mandated H&W factor and a mark-up factor agreed to with GSA by contract; each contract varies Union Rates for Certain Categories Hourly Rates for Professional/Management Categories, specified in each contract GSA Pricelists Available through GSA elibrary website 21

22 Authorized Users of GSA Schedules

23 Authorized Contract Users Government use of GSA Schedules: GSA Order ADM H Eligibility to Use GSA Supplies and Services: H.action All Legislative, Judicial, and Executive branches of the Federal Government; All Executive agencies including departments, independent establishments and government corporations; including agencies, boards, commissions, and corporations; Contractors must accept orders from Executive Agencies Encouraged to accept orders from other authorized users Five day return The government of the District of Columbia 23

24 Authorized Contract Users (2) State and Local Governments 1122 Program: purchase of law enforcement equipment for use in the performance of counter-drug activities Cooperative Purchasing Agreement (IT Schedule and Schedule 84 Only) GSA does not track which states participate National Association of State Procurement Officials GSA Schedule Piggy Backing or Benchmarking Contractor use of GSA Schedules Cost Reimbursable contractors Authorized by the government Agency (NOT GSA) Certificate of authorization on order (FAR ) Counts as a GSA Order for Reports and IFF 24

25 Marketing and Business Development Strategies

26 Establish a Marketing Strategy Government Market is Enormous The largest buyer of products and services in the world Too large to try and sell to as a whole Be proactive Target Market By specific agencies By specific functions By geographic regions Only 20% of sales are made in the DC area You are in Competition Nothing is Guaranteed NPAs Need to be Involved in the Process 26

27 Establish a Marketing Strategy (2) Establish End User Relationship Establish Best Value Recognition with Customer Provide Purchasing/Ordering Assistance Educate End Users/Contracting Offices Monitor and sign up for FedBizOpps (www.fbo.gov) Monitor GSA e-buy (SourceAmerica National Office to distribute to interested NPAs) Get to Know the GSA Organization 27

28 Contractor Teaming Arrangements Schedule Contractors Only Provide Total Solution Contractor Partnership Joint Proposal Can increase market share Allows increased small business participation Contract Management Responsibility Designated Team Lead or Divided among Team members 28

29 Establish Blanket Purchase Agreements Blanket Purchase Agreements (BPAs) are accounts that ordering activities establish with Schedule contractors to fill recurring requirements After initial order and best value is established, subsequent orders do not require agencies to follow standard ordering procedures Agency simply requests additional products or services based on the BPA terms established BPA provisions are contained in all Federal Supply Schedule contracts; there is no need for ordering activities to add any other clauses to the BPA The contractor and agency can agree to administrative protocols within the scope of the contract to expedite ordering, payment and delivery 29

30 More on Blanket Purchase Agreements Ordering activities enter into BPAs by following the ordering instructions in FAR The contractor can gain long term access to customer, the agency saves administrative costs and may get additional discounts Types of BPAs: Single Award BPAs Issued to a single contractor Multiple Award BPAs Issued to multiple contractors for specific requirements May ask for upfront discounts from all contractors May compete each task order under the BPA to gain further price concessions Caution: Each task order can be competed again Caution: Agencies will look to get a better price and cannot promise on-going business 30

31 Be Alert to Opportunities Orders Come from: SourceAmerica Business Development Regional National NPA Generated GSA RFQs RFPs Outside of GSA Out of the Blue 31

32 The Decision Process Must Consider Existing Capacity to Perform Facilities Personnel Security Requirements Financial Limitations Proposals should Consider Can we Win? Do we Really WANT to Win? Do we have the Resources to Propose? Can you Prove your Case? 32

33 Marketing Tools Many GSA vendors have set up their own web sites with their prices, contact information and ordering information GSA Advantage! Create government-specific area in company website post pricing, best value justification, shows company dedication to government market Marketing Materials: Business Card with GSA logo or contract numbers GSA Pricelist (electronic or paper) Press releases are inexpensive ways to get exposure Post success stories on your web site Advertise in Federal trade publications 33

34 Marketing Tools (2) Trade shows and events Trade shows are a good way to reach customers directly Table Top Events Agency industry days Allows you access to bases and government facilities Sometimes face-to-face contact is the best way to maintain customer relationships. 34

35 Opportunity Identification Customers Talk to existing customers they may have knowledge of future opportunities Networking with counterparts at other companies may generate leads Potential teammates Teaming discussions on one effort may lead to inquiry about opportunities Teammates may know things about your competition that you don t know Know the appropriate data sources for early opportunity identification; get there before the competition 35

36 Opportunity Identification (2) Recompetes Track Expiring contracts FedBizOpps opportunities Often there is minimal lead time on FedBizOpps advertisements Frequently FedBizOps offers a window in which to contact the contracting officer and persuade them to move a requirement to GSA Schedule Use FedBizOps to learn which offices are buying what products and services Key agency officials often highlight key initiatives or opportunities in the speeches or interviews they give Agency strategic planning documents Strategic insight into direction, architectures, priorities Published annually or semi-annually Agency forecasts to industry Advanced Planning Briefings to Industry (APBI) Long-Range Acquisition Estimates (LRAE) SADBU Office Forecasts 36

37 Opportunity Identification (3) Agency web sites In general, agency web sites offer a wealth of supplementary information and can be a good source for opportunity identification Agency Budgets Published each Spring by the Office of Management and Budget Industry Groups or Organizations Coalition for Government Procurement 37

38 Use GSA etools GSA elibrary GSA and VA Schedule award information Basic ordering guidelines Complete Schedule listing Detailed descriptions of Schedules Every Special Item Number (SIN) under each Schedule All contractors under each Schedule All Schedule contractor information Detailed search engine 38

39 Use GSA etools (2) GSA Advantage! Online Resource for customers and contractors Functions: Browse/Search Contract Data (sources) Market Research Assemble Order (government customer) Transmit Order to GSA and passed onto vendor Mandatory requirement within 6 months of contract award load contract data and keep updated 15 business days after modifications Service providers only post GSA Pricelist 39

40 GSA ebuy Use GSA etools (3) Online system for ordering activities to post RFQs and obtain quotes under the GSA Schedule program Fulfills FAR special ordering requirements for services; as well as DoD Section 803 requirements for services procurement Can be used by both buyers and Schedule contractors to track RFQs and accept/submit quotes Tutorials available for contractor and government customers at GSA Power Up e-tools site 40

41 Questions Rob VanGorder Dawn Handy The Gormley Group ( ) ( ) 1990 M Street NW, Suite 480 Washington, DC

42 Thank You 42

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