PTAC Train-the-Trainer

Transcription

1 U.S. General Services Administration PTAC Train-the-Trainer October 2011

2 How to Get a GSA Schedule

3 What is a GSA Schedule Government-Wide IDIQ Millions of Services/Products Orders Placed Directly Commercial Items Federal Acquisition Regulation (FAR)

4 What a GSA Schedule Is NOT: A guarantee of any business or of profitability An automatic introduction of your company s capabilities to the customer A way to start your business A socio-economic program The only answer for your potential customer IN SHORT, IT S NOT THE HOLY GRAIL OF GOVERNMENT PROCUREMENT!!

5 Is GSA Schedules a Good Fit for You? 5

6 Where to Begin Solicitation Pathway to Success Duns Number CCR ORCA

7 How to Submit an Offer Read the Entire Solicitation Respond to All Requirements Review for Completion of Quality Offer Submit to eoffer

8 Shortcut to Downloading the Schedule Solicitations The official site: FedBizOpps (FBO): Shortcut: 8

9 Preparing to Apply for a GSA Schedule tion) Gather Important Company Documents. (Company Financials, Catalogs, Brochures, Org Charts, etc.) Thoroughly Read the Solicitation and all attachments. Seek Clarification on Solicitation if needed. Work Through solicitation and applicable attachments. Complete Solicitation with all applicable attachments. Submit Electronically. (OFFER) Obtain Required Numbers and Registrations. (ORCA, DUNS, CCR, Open Ratings, etc.) 9

10 Responding to the Solicitation Important Documents to Read and Understand: Read Me First Document Read the entire Solicitation A Complete Offer Includes: Completed SF1449 GSA Required Attachments (Various Documents) Offeror s Conditional Attachments (Various Documents) 10

11 Responding to the GSA Schedule Solicitation (Cont. ) - GSA Required Attachments Commercial Pricelist Production Point Descriptive Literature Offered Pricing Proposed EPA Mechanism (including supporting documentation) Organization Structure Discounting Policies Copy of Online Representations & Certifications Application (ORCA) Record Copy of Central Contractor Registry (CCR) Record Past Performance Evaluation Report (D&B) Commercial Sales Practices Format (CSP-1) 11

12 Responding to GSA Schedule Solicitation (Cont.) - Commercial Pricelist Offeror must provide a copy of their Commercial Pricelist Catalog Other Pricelist If excerpted from another document, reference source document If no Commercial Pricelist is available, (e.g. for Professional Services), provide data to substantiate rates, including: Labor Category Experience Qualifications Functional Responsibility Educational Requirements Contract Number Billing Rate 12

13 Responding to GSA Schedule Solicitation (Cont.) - Production Point List where your offered products are manufactured May be included in your Commercial Price List Included as well in Letters of Supply Not applicable for Services 13

14 Responding to GSA Schedule Solicitation (Cont.) - Descriptive Literature Samples of Marketing Materials Promotional Literature Brochures Product Descriptions Services Descriptions 14

15 Responding to a GSA Schedule Solicitation (Cont.) - Proposed Pricelist Offered Pricing package should include: Pricelist Cover Page and Table of Contents Information for Ordering Activities Terms and Conditions Applicable to Specific SINs Any descriptive information relating to the equipment and/or software offered Products and Services Pricelist - should include, at a minimum, the following: Brand Name, Model and/or Catalog Number (as applicable) Brief description of item Negotiated unit price (NET PRICE) for the product or service Blanket Purchase Agreements (BPAs) Contractor Team Arrangements List of Service and Distribution Points, as applicable List of Participating Dealers, as applicable 15

16 Responding to a GSA Schedule Solicitation (Cont.) - Proposed EPA Mechanism Pricing WITH an Established Commercial Pricelist Clause applies Adjustments to prices can be based on reissuance of commercial pricelist Limited to 3 increases per 12 month period Cannot exceed 10% per 12 month period Cannot be requested in the first 12 month period Documentation for EPA request is required 16

17 Responding to a GSA Schedule Solicitation (Cont.) - Proposed EPA Mechanism Pricing WITHOUT an Established Commercial Pricelist Clause I-FSS-969 applies Two Types of EPAs: EPAs based on escalation rates negotiated prior to contract award which results in fixed price for term of contract EPAs based on agreed-upon market indicator prior to award which results in contract modification Limited to 3 increases per 12 month period Cannot be requested in the first 12 month period Proposed EPA Mechanism is required 17

18 Responding to a GSA Schedule Solicitation (Cont.) - Organization Structure Describe management and the organizational structure of company The Offeror shall address the following: History and overview of the organization; Organizational Chart; and Financial Statement/Annual Report 18

19 Responding to a GSA Schedule Solicitation (Cont.) - ORCA Registration Proof of registration for Online Representations & Certifications Application (ORCA) Online paperless collection point for Representations & Certifications Annual completion/updates required 19

20 Responding to a GSA Schedule Solicitation (Cont.) - Central Contractor Registration Proof of registration for Central Contractor Registration (CCR) CCR collects, validates, stores, and disseminates data in support of agency acquisition missions 20

21 Responding to a GSA Schedule Solicitation (Cont.) - Past Performance Evaluation Report (D&B) Request a Past Performance Evaluation report from D&B Open Ratings, Inc. Report is sent directly to Requestor/Offeror Request copy to be sent to GSA To ensure GSA receives a report, send a copy with the offer 21

22 Responding to a GSA Schedule Solicitation (Cont.) - Commercial Sales Practices Format (CSP-1) The CSP-1 template Sales to the general public 12-month period Projected Sales under this contract Discounting Policies Matrix of Customers and Discounts Written Discounting Policies provided as narrative portion of the Commercial Sales Practices Format (CSP-1) 22

23 Responding to a GSA Schedule Solicitation (Cont.) - Offeror s Conditional Attachments Conditional Attachments may be REQUIRED depending on the size of your company and/or the SINs offered by your company. Attachment Subcontracting Plan Letters of Supply Dealer/Reseller Spreadsheet Professional Services Experience Labor Category Descriptions Authorized Dealer(s) Information Training Course Descriptions Compensation Plan for Professional Employees Solicitation Exceptions Pricing Support Who Must Submit? Large Businesses with expected sales >$650K Resellers Resellers Professional Service Providers Professional Service Providers Resellers Professional Service Providers Classroom Training Professional Service Providers with expected sales >$650K Any Offeror Taking Exception with any of the Applicable Terms and Conditions, FAR Clauses, or GSAR Clauses Any Offeror Wishing to Provide Additional Pricing Information in Support of the Pricing Proposal 23

24 Responding to a GSA Schedule Solicitation (Cont.) - Small Business Subcontracting Plan Large Business with projected sales >$650K Outlines your company s: Small Business Subcontracting Goals Reporting Requirements Recordkeeping Requirements 24

25 Responding to a GSA Schedule Solicitation - Dealer/Reseller Required by all Offerors who are dealers/ resellers offering other manufacturer s products Demonstrate accurate and complete pricing information on manufacturer, dealer/reseller and GSA proposal Demonstrate source of supply Submit letters of supply on company s letterhead Signed by corporate company official List of all Authorized Dealers for products offered You Must Keep this Up-to-Date 25

26 Responding to a GSA Schedule Solicitation - Labor Category Descriptions Labor Category Descriptions Title of labor category Functional responsibility performed Qualifications Education required 26

27 Responding to a GSA Schedule Solicitation - Compensation Plan for Professional Employees Required by all Offerors Providing Professional Services per FAR Reflects a sound management approach and understanding of the contract requirements Your plan will be considered in terms of: its impact upon recruiting and retention; its realism; and its consistency with a total plan for compensation May submit general compensation practices from Offeror s Employee Handbook 27

28 Responding to a GSA Schedule Solicitation - Past Performance Required by all Offerors Providing Professional Services Provide the following information: Project/Contract Name Project Description Dollar Amount of Contract Project Duration Point of Contact and Telephone Number Where applicable, sample Labor Category Matrix included in the Solicitation Package 28

29 Responding to a GSA Schedule Solicitation Exceptions/Waivers/Deviations May be submitted by any Offeror taking exception with one or more of the following portions of the Solicitation: FAR Clauses GSAR Clauses Any other Terms and Conditions Provide written documentation of the rationale behind your exception 29

30 Evaluation Factors for Contract Award Financial Responsibility Determination - Provide the most current, completed, audited (if available) 2 years of consolidated financial statements, specifically balance sheets and income statements, or information that demonstrates the company s financial capacity. Corporate Experience - Narrative description of corporate experience for all proposed SINs offered. For each SIN offered provide the type of products and/or services procured by either Government or Commercial entity for a minimum of 2 years. Past Performance Vendors are responsible for ordering and submitting a Past Performance Evaluation from Open Ratings, Inc. 30

31 Evaluation Factors for Contract Award (Cont.) Project Experience - Provide a description of the offeror s experience. Describe three completed or on-going project(s) similar in size and complexity to the effort contemplated and in sufficient detail, for the Government to perform an evaluation. Each completed example shall have been completed within the last two years. Price Proposal In accordance with GSAM , the goal of the Government is to obtain the offeror s best price given to the Most Favored Customer (MFC). Therefore, GSA is required to obtain pricing that is equal to or better than the MFC pricing with the same or similar terms & conditions. 31

32 Project Requirements Two Projects per SIN No More than Four (4) Pages per Project, Double Spaced, 12 Point Font SIN-relevant Dollar Value Should Be No Less than $100,000 for Each Project Projects Must Have Been Completed or Substantially Performed within 3 Years of the Date of Proposal Submission Government or Commercial Projects Are Acceptable 32

33 Each Project Must Contain the Following Information: Company/Agency name Address Phone Number Fax Number Point of Contact for the Project Address for POC Project Performance Period Dollar Value of the Entire Project Dollar Value of SIN-relevant work Name of Project/Contract number 33

34 The Project Narrative MUST Address: Summary of the Project Detailed Description of Work Performed and Results Achieved Methodology, Tools and/or Processes Utilized in Performing the Work Demonstration of Compliance with Any Applicable Laws, Regulations, Executive Orders, OMB Circulars 34

35 Project schedule, i.e.- Major Milestones, Tasks, Deliverables, Including Any Explanation of Delays Problems Encountered and Corrective Actions Taken Explanation of How the Work Performed Is Similar in Scope and Complexity Demonstration of Specific Experience and Qualifications as Required under Special Requirements 35

36 Substitution for Corporate Experience May Substitute Relevant Projects of Predecessor Companies, Key Personnel or Subcontractors Performing Major Aspects of the Work under a SIN If This Applies, It Must Be Clearly Stated in Project Description to Include Entity, Personnel or Subcontractor 36

37 Technical Proposal Past Performance 37

38 Past Performance Offerors Must Order a PPE from Dun & Bradstreet/Open Ratings Order Form Customer Reference Form Offerors Are Responsible for Payment to Open Ratings for PPE (applicable fee) Must Submit 1 Copy of Completed Order Form and Customer Reference Form with Proposal Submit a Minimum of 10 Customer References 38

39 Submission of Offer - Electronic (eoffer) eoffers Web-based application Electronically prepare and submit a GSA Schedule contract proposal virtually For Information: For Technical Assistance with the eoffer system call:

40 Steps to Award - Post Submission Post Submission (Offer) Offer has been submitted to GSA Contract Office. Auto Generated Receipt. CS/ CO is assigned and is the Primary POC CS/CO may contact company regarding Administrative Omissions and/or Clarifications. Negotiations are conducted. Be ready to Negotiate the company s best offer. Final Proposal Revision Offer is Awarded. (CONTRACT) 40

41 Post Award Overview Post Award and Contract Management (Contract) GSA Schedule Contract number is assigned. Award letter and a copy of the GSA Schedule contract are sent to Company summarizing the terms and responsibilities of contract.. Contractor may start to pursue government opportunities against contract. Contractor uploads their approved GSA Schedule Pricelist on GSA Advantage!. Market your contract. Contract Responsibilities Remitting the Industrial Funding Fee (IFF) Meeting Annual Sales Requirements Modifications Maintaining your GSA Schedule Pricelist Compliance with Federal regulations and ordering procedures (FAR 8.4) Option Periods Base contract is five-year plus 3 five-year options possible 41

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43 GSA Schedule Players Procurement Contracting Officer (PCO) Awards your contract Handles day-to-day contracting issues Administrative Contracting Officer (ACO) Tracks Industrial Funding Fee (IFF) payments Oversees Quarterly Sales Reporting Assists with other compliance issues ACO Locator: Industrial Operations Analyst (IOA) Conducts Contractor Assistance Visits (CAV) Monitors overall contract compliance Provides general business development resources

44 Contractor Assistance Visit (CAV) Basics Contractor Assistance Visit (CAV) Performed by your IOA Objectives Explain the Terms and Conditions of your contract Assist with your questions or concerns Identify potential problems Gather contractor performance data Verify sales tracking system and processes Frequency Generally two (2) times during each five (5) year contract term

45 Contractor Report Card Report card example Question Categories Category 1 - Critical Category 2 - Mandatory Category 3 - Above and Beyond Ratings Exceptional Very Good Satisfactory Marginal Serious Concerns Exist

46 Eligible Users GSA Order ADM4800.2F Provides detailed information regarding those agencies, activities, and organizations that have been determined to be eligible to use GSA Schedule contracts Eligible users include: Executive & Other Federal Agencies Mixed-Ownership Government Corporations The District of Columbia State and Local Governments using IT Schedule 70 and Law Enforcement Schedule 84 Cost Reimbursement contractors

47 Eligible Users Other Considerations Obligated to accept orders that are below the Maximum Order threshold from all executive agencies Maximum Order threshold refers to the dollar value of an order that signals to ordering activities that additional discounts or more favorable terms should be sought it is not a ceiling Not obligated to sell to those outside the Executive Branch, but be sure to - Return purchase orders within 5 days Return credit card orders within 24 hours

48 Cooperative & Disaster Recovery Purchasing Cooperative Purchasing authorizes sales of IT Schedule 70 and Security Solutions Schedule 84 products and services to be made available to state and local governments Disaster Recover Purchasing authorizes sales of all products and services to state and local governments for use in Disaster Recovery Includes all 50 states, counties, cities, municipalities, towns, townships, tribal governments, and public authorities Contractor participation is established at time of award or through a contract modification Sales to state and local governments must be tracked separately for reporting purposes For more info, visit or

49 Indicators of a Schedule Sale The GSA contract number is stated on the purchase or task order The ordering information and terms are the same as your GSA contract The customer made contact with you through GSA Advantage! or e-buy The customer pays with the government purchase card for items on your contract The pricing is at or below the contract price There is no indication of any other procurement vehicle being used

50 What is not a Schedule Sale Ask your customer whether or not they are using your GSA Schedule contract to place the order, and document the conversation and/or for your files A sale is not reportable when contracts are clearly awarded using the procedures outlined in FAR Parts: 12 - Other Agency Commercial Acquisitions 13 - Simplified Acquisitions or FAR Part 13 on the order 14 - Sealed Bid 15 - Negotiated Bid

51 Business/Marketing Development Resources

52 Identify the Customer Ask these questions? Who is buying what you sell? How much are they spending? Where did they buy it from? What is the current trend? Where is the Procurement Data? Who are the top spenders? 52

53 FPDS Data Example Top 10 Contractors Benefits of Data? Seeking Partnerships? 53

54 Advanced Search Pre-solicitation, Sources Sought, Solicitation/Synopsis Classification Code NAICS Code Recovery and Reinvestment Act Collect Contact Info Always - Forecast NAICS Code Title State Find New Customers 54

55 Cold Calling Authority to Purchase Contact Information Quarterly/Biannual Updates s as follow-up only Conference Attendance Set Goals Anticipate potential partners not just buyers Determine Needs Network, Network, Network Find New Customers 55

56 Analyze and Anticipate Current and future trends are the source of success Future What makes sense? How is the demand changing? Mandatory Home Office? Eliminate Toxic Sources Better Tools for a Mobile Environment 56

57 How to Analyze and Anticipate Listen Watch What is the need now? How has it changed? Where is it going? Successful companies are intuitive and move with the direction of the current. 57

58 How will your Customers Decide? Past Performance Price Options Warranty Availability Location Buyer Discretion 508 Compliance Green Options 58

59 Listen to Your Customer What are their needs and challenges? What is their pain/heartburn? How can you be the solution? Be the solution to the problem! 59

60 How to Find the Solutions Determining what matters? Customers Concerns Customers Budget Customers Support System Customers Resources Customers Vision Customers Last Contractor Experience What else matters? NOTHING!!! Take care of the customer! 60

61 Seeking Partnerships/Resources Contractor Teaming Arrangements (gsa.gov/cta) GSA Schedule Vendors ONLY Total Solution Paid Separate Team Plans Process Subcontracting (gsa.gov/subdirectory) Any size prime GSA Schedule Projects Piece of the Pie Mentor Protégé (gsa.gov/mentorprotégé) GSA Schedule Vendors Prime Directed Projects GSA Approved Subcontracting Agreement 61

62 Organizations/Councils/Groups Industry Government Council Coalition for Government Procurement Professional Service Council National Contract Management Association Your Industry s Professional Organizations 62

63 Business/Marketing Plans help! How? Blueprints of a Business How do we make a difference? Who does it better than we do? Who will buy our products/services? How will we get new opportunities? Short and Long term goals How much it will cost? What are we missing? 63

64 Click to edit Master title style Research and Planning Business and Marketing Plans Research Data Information Strategies Implementation Control Success

65 Contact Strategies What to Ask? Do you have the authority to purchase in your office? If yes Do you buy (paint, light bulbs, desk)? If No Who does the majority of your purchasing? May I have their contact information.

66 More Support 11 Regional GSA OSBU and SBTA s OSDBU for all agencies Procurement Technical Assistance Centers Customer Service Directors 66

67 Schedules elibrary Online source for the most up to date GSA Schedule contract SIN and Schedule information Market research tool Potential customers can find you You can research your competition and find potential team partners or subcontractors Keep your information current Address: Update CCR Phone Number: Update GSA Advantage! file Web address and address: Update GSA Advantage! file

68 GSA Advantage! Online shopping and ordering system Government can use GSA Advantage! to: Search for items/services/suppliers Perform market research Compare features, prices, and delivery Place orders Contractors can use GSA Advantage! to: Research competition Sell to the federal marketplace

69 GSA Advantage! Provide a link to your company s website Pique the customer s interest Utilize images (photos, logos, etc.) List applicable environmental indicators Write detailed product descriptions Use generic terms that customers can understand

70 Why Does My Competitor ALWAYS Come Ahead of Me in the GSA Advantage! Search Results? The words you are searching for are not present as often in your product (if present at all), but are in your competitors. Your competitor has products, while you only have a catalogue file. Your products are not in the category you are limiting your search to.

71 ebuy Online Request for Quotation (RFQ) tool Allows for maximum contractor participation and competition Easy and efficient Results in best value purchase decisions

72 ebuy Benefits Large customer base Access to RFQs/RFPs issued under your awarded SINs notifications Access to real customer points of contact

73 Click to edit Master title style Researching Past Purchases Schedule Sales Query Research your competitors Research the amount of sales per Schedule and SIN

74 Click to edit Master title style Researching Past Purchases USA Spending Research your competitors Identifies who bought what, from whom, for how much, when, and where Easy to navigate

75 Opportunities for Small Businesses Every agency has goals for awarding orders to small businesses and some programs have set-asides Large businesses have Subcontracting Plans Subcontractor work to prime contractors are not generally reportable sales under your GSA contract Additional small business assistance Regional Office of Small Business Utilization Centers Commercial Market Reps with the SBA

76 Finding Subcontracting Opportunities Additional Subcontracting Resources GSA elibrary GSA Advantage! Federal Procurement Data System (FPDS) Business Partner Network GSA iguide Small Business Subcontracting Subcontracting Directories SBA s SUBNet Directory and Search Engine GSA s Subcontracting Directory

77 Additional Procurement Opportunities DLA Internet Bid Board System (DIBBS) Allows detailed RFQ searches Procurement Technical Assistance Centers (PTAC) Local resource available at no or nominal cost Bid Matching Service helps you find opportunities Federal Acquisition Jumpstation Your link to a host of federal acquisition opportunities

78 How will you Communicate with your Customers? Customer Service Strategic Direction Marketing Analytics Messaging Public Relations Distribution Partners Sales Strategic Marketing Plan Advertising Web site Marketing Communications Seminars Conferences & Trade Shows Downloadable Materials Direct Marketing Packaging Event Sponsorships Merchandising Promotions

79 Helpful Websites Planning and Preparation: Center for IT Schedule Programs: Central Contractor Registry (CCR): D&B Open Ratings, Inc., Past Performance Evaluation report: Dun & Bradstreet (D&B): Electronic Subcontracting Reporting System (esrs): Getting on Schedule For Vendors information: GSA eoffer GSA Schedules Program: GSA State and Local Programs: Online Representations and Certification Application (ORCA): or

80 Helpful Websites Planning and Preparation (Continued): Other Training at GSA: Schedule Sales Query (SSQ): Veterans Employment & Training Service (VETS)-100: GSA Electronic Tools: GSA Advantage! : GSA ebuy: GSA elibrary:

81 Regulations and Guidance: Helpful Websites GSA Vendor Support Center 72A Quarterly Reporting System: Acquisition Central: Excluded Parties List System: Federal Acquisition Regulation (FAR): GSA Acquisition Manual (GSAM)/GSA Acquisition Regulation (GSAR): GSA SmartPay Program: North American Industry Classification System (NACIS) Industry Codes: U.S. Small Business Administration: Wage Determinations OnLine.gov:

82 REMEMBER Be ready to swing into action!!!!!!!!!!!!! Use the resources!! 82

83 Thank You