How to Procure Relocation Services (Contracts & Tenders)

Transcription

1 How to Procure Relocation Services (Contracts & Tenders) Presenters: Kim Chancellor, Traffic Management Specialist, GSA ERRC Jason Holloway, Director, Transportation Acquisition Support Division-QMAC, Office of Travel, Motor Vehicles and Card Services

2 U.S. General Services Administration Federal Acquisition Service How to Procure Relocation Services (Contracts & Tenders) National Travel Forum, June 2010 Presenter Kim Chancellor, Traffic Management Specialist, GSA ERRC

3 You have a transferee that needs to relocate. Where do you start? Where can you go for guidance and help and get it fast? Federal Travel Regulations Internal policies and guidelines U.S. Code, Title 49 - Transportation Federal Acquisition Regulations Federal Management Regulations Code of Federal Regulations, Title 41 Transportation Management and Transportation Payment and Audit National Travel Forum, June

4 CONFUSED? National Travel Forum, June

5 How about considering a Tender? Title 49 U.S.C gives agencies the authority to purchase transportation services outside of the FAR contracting rules. The Federal Property and Administrative Services Act of 1949 designated GSA as the traffic manager for federal agencies. GSA is the only agency authorized by the Act of 1949 to negotiate for transportation services on behalf of other federal civilian agencies. National Travel Forum, June

6 Sound Interesting? No need for a contracting officer No need to issue a formal contract Shorter lead times Simpler Easy to modify/cancel Easier for all TSPs to participate National Travel Forum, June

7 GSA s Centralized Household Goods Traffic Management Program (CHAMP) Mature, Proven, Tender based program. Services provided and rates on file for: Household goods line-haul Household goods accessorials Storage-in-Transit Privately Owned Vehicles Unaccompanied Air Baggage Domestic and International coverage. Available to all Federal civilian agencies. Leverages the Government s buying power. Ensures transferees receive the same quality services regardless of the size of their agency or number of relocations. National Travel Forum, June

8 Household Goods Tender of Service (HTOS) Identifies the duties, rights and responsibilities of the TSP, the agency, the transferee and GSA. Sections include: TSP Participation Requirements Offers of Service Statement of Work Time of Performance Inspections Payment of Charges Reporting Requirements TSP Liability Transit Times National Travel Forum, June

9 Strict TSP Approval Requirements I n i t i a t e d R e l o c a t i o n s Separate Domestic and International Approval Packages. Business Statistics. T o t a l Corporate Account Information. HTOS Questionnaire. Process Control Questionnaire. Financial Information including a Dun and Bradstreet Report. Actual and Proposed Traffic Lanes. S h i p m e n t s National Travel Forum, June

10 GSA01 Tariff GSA adopted the HGB 415-G that was in effect on May 1, 2007 (with several exceptions) and renamed it the GSA01. Can only be used for CHAMP relocations. Fixed pricing structure by which TSPs offer discounts. GSA s Federal Civilian Agencies Household Goods Relocation Committee votes on all changes including rate increases. National Travel Forum, June

11 Request for Offers (RFOs) New RFO issued each Fall for rate effective dates of November 1. Supplemental filing opportunity each Spring for rate effective dates of May 1. Must be approved in CHAMP to submit rate offers. Incorporates the HTOS and provides additional information to submitting TSPs on the types of rate offers being requested and additional terms and conditions that effect those rate offers that TSP must consider when establishing their offers. National Travel Forum, June

12 Additional RFO Provisions TSPs can submit different rate types: General Rate Offers apply to any Federal civilian agency. Agency Specific Alternating Rate Offers apply to a specific agency/location and accepted rates can alternate with other accepted rates. Agency Specific Non-Alternating Rate Offers apply to a specific agency/location and cannot alternate with any other accepted rate offer. National Travel Forum, June

13 More RFO Provisions General Transportation Services: Provision of transportation related services only. You (the agency) manage the move. Move Management Services: Provision of transportation and other related services. You (the agency) turn the management of the relocation over to a Move Management Service provider. National Travel Forum, June

14 Move Management Services (MMS) Identified in Section 2-6 of the applicable RFO. In addition to normal transportation and storage-in-transit (SIT), provides for a full gamut of MMS, including, but not limited to: Transferee pre-move counseling TSP selection Shipment booking including preparation of bills of lading On-site quality control service. TSP performance Service performance audit 24-hour customer service Reporting Claims preparation, filing and settlement assistance Prepayment audit National Travel Forum, June

15 MMS continued Agency and MMS Provider must enter into an MOU detailing the terms and conditions of the MMS Provider requirements as identified in RFO Section 2-6. Agencies can tailor the requirements based on their needs. CHAMP Program Management Office, upon request, can assist and will review the MOU. National Travel Forum, June

16 Additional CHAMP Benefits - Valuation Unless otherwise specified in an Agency Specific rate offer, all shipments are released at a base valuation of $5.00 times the net weight of the shipment and applies to both shipments in transit and storage in transit (SIT). The charge for this valuation must be included in each TSP s rate offer and may not be billed as a separate line item. Transferee's have the ability to increase the value in excess of the base valuation; however, the employee is responsible for the additional cost (see RFO Sections and for specifics). National Travel Forum, June

17 TSP Performance Customer Satisfaction Indices (CSIs) Each year, CHAMP calculates CSIs based on received GSA Form 3080s. CSIs measure the satisfaction of transferees and agencies with regards to services received from CHAMP TSPs. CSIs are used to increase or decrease a TSP s approved scope of operation. National Travel Forum, June

18 TSP Best Value - Value Indices (VIs) For each cost comparison/query generated, a TSP s VI is calculated based on the origin and destination of a relocation. The VI is calculated using 70% of a TSP s current CSI and 30% of a TSP s price for that specific origin/destination pair. TSPs are ranked in GSA s automated system based on the VI so agencies can consider both quality and price when selecting TSPs. National Travel Forum, June

19 Need More Reasons to consider CHAMP? Your opinion counts! Join us at our Quarterly Federal Civilian Agencies Household Goods Relocation Committee Meetings: Share your ideas. Meet other relocation professionals. Share successes and learn from others. Stay current on what's happening in the industry. Use your vote to help decide the future of CHAMP. National Travel Forum, June

20 And More 2009 Customer Satisfaction Survey conducted by CFI Group: Overall Customer Satisfaction Score of 81.7% for the Center for Transportation Management compared to the Federal Government s average 2009 score of 68.9%., specifically, received a Customer Satisfaction Score of 82.4%. National Travel Forum, June

21 Show me the Savings! Independent study conducted by Runzheimer International CHAMP general transportation rates are: 15.71% cheaper than comparable commercial rates % cheaper than TDRS, SIN % cheaper than CHAMP MMS rates. National Travel Forum, June

22 So are you ready to check CHAMP out? Surely it s difficult to use Must be cumbersome Expensive Confusing Time consuming National Travel Forum, June

23 Not at All! You can request access today and typically be preparing for an upcoming relocation within a day or two. Start your savings today! It s as easy as National Travel Forum, June

24 National Travel Forum, June

36 Want more Information? National Travel Forum, June

37 U.S. General Services Administration Federal Acquisition Service How to Procure Relocation Services (Contracts & Tenders) National Travel Forum, June 2010 Presenter Jason Holloway, Director, Transportation Acquisition Support Division-QMAC Office of Travel, Motor Vehicles and Card Services

38 Agenda Overview of the Multiple Award Schedule (MAS) & Schedule 48 Pros of Ordering Against the Schedule Basic fundamentals of ordering from Schedule 48 Questions and Answers 38

39 What is Schedule 48? A Multiple Award Schedule (MAS) is a listing of vendors contracting with GSA to supply commercial products and/or services at varying prices to authorized users. Schedule 48 is exclusively for Travel, Transportation and Relocation Solutions. Websites:

40 Procuring Relocation Services There are only two ways to procure relocation services(excluding CHAMP): Contracting Independently Contracting off GSA Schedule 48 40

41 Fundamentals of Contracting off Schedule 48 Acquisition Planning RFQs Statement of Work (SOW) Evaluation Best Value Documentation Blanket Purchase Agreements (BPA) 41

42 Acquisition Planning (FAR part 7) Form an acquisition team of all those that will play a significant part in the acquisition process: Legal, fiscal, technical, contracting Review previous plans on similar relocation services acquisitions Coordinate with and secure the concurrence of the contracting officer in all acquisition planning 42

43 Request for Quotes RFQ identification number Issuing organization and point-of-contact RFQ closing date and time Notification that only Schedule contractors will be considered If applicable, the intention to award a Single or Multiple BPA Instructions to offerors as necessary (e.g., page limits) Other pertinent information: agency-specific provisions and clauses that do not conflict with Schedule contract clauses (Tailorable items) Other information may be included in the SOW part of the RFQ 43

44 Preparing a Statement of Work Be logical and readable. Identify and emphasize critical elements. State requirements contractor must meet (e.g., the deliverables, due dates, and basic requirements) to receive payment. Tailoring your Statement of Work. 44

45 Format for Statement of Work Background Scope Objectives Tasks Delivery Place of performance Period of performance 45

46 Best Value Determination Obtain best value using one or a combination of the following: Lowest-priced technically acceptable; or Trade off price and other factors. 46

47 Best Value Factors FAR (Requiring a SOW) Service characteristics Past performance Environmental and energy efficiency Technical qualifications Training and customer support Administrative costs Delivery/performance terms 47

48 Evaluation & Documentation Formal evaluation plan not required If using Best Value Methodology, must determine importance of each factor relative to other non-price factors and the possible trade-offs involved. DOCUMENTATION is KEY!! 48

49 Blanket Purchase Agreements(BPA) Schedule contractors can enter into BPAs with ordering agencies provided that: Period of time covered by such agreements must not exceed the period of the contract including option year period(s) Orders placed under such agreements must be issued in accordance with all applicable regulations and contract terms and conditions 49

50 Benefits to using a BPA Contractual terms and conditions are contained in GSA Schedule contracts and are not to be re-negotiated for GSA Schedule BPAs. Therefore, as a purchasing option, BPAs eliminate such contracting and open market costs as the search for sources, the need to prepare solicitations, and the requirement to synopsize the acquisition. BPAs also: Provide opportunities to negotiate improved discounts; Satisfy recurring requirements; Reduce administrative efforts by eliminating repetitive, individual orders and payments; Let customers obtain better value by leveraging buying power through volume purchasing; Enable ordering activities to use streamlined ordering procedures; Permit ordering activities to incorporate Contractor Team Arrangements (CTAs); Allow for quicker turnarounds on orders; and Permit ordering activities to incorporate terms and conditions not in conflict with the underlying contract. 50

51 Tailoring the BPA/Task Order (SOW 653-1) Tailorable (Agency Allowable Changes) Appraised value offer period (lowering) Mortgage pay-off period (lengthening the timeframe of payoff) Appraisal ordering time (reducing from SOW) Reducing employee list price to below 105% Changing the mandatory marketing period (raising) Increasing equity payment timeframe Reducing vacate date timeframe Equity Advance (eliminating) Direct cost expense cap of $5,000 (cancellations) Employees shall be given a period of 30 days to correct all repair conditions Criteria for referring homes for special handling Title shall be transferred directly to the Contractor unless otherwise agreed by BPA Criteria for referring homes for special handling Contractor shall charge agency AV/BVO pricing on all outside offers accepted by the Contractor, lower than the Appraised Value, even though the employee is accepting the Appraised Value Offer, unless otherwise agreed in BPA Non-Tailorable (Mandatory Requirements) The Definitions Appraised value offer period (raising) Mortgage pay-off period (reducing it under 31 days) Appraisal order time (lengthening from SOW) Employee listed price exceeding 105% of Appr Value Changing the mandatory marketing period (lowering) Any mandatory employee counseling Changing the EPA formula Quarterly reporting timeframes Eligible and In-eligible properties Deleting criteria from Special Handling Properties Inspection clauses Appraisal clauses Forecasting clauses Appraised, Amended and Buyer Value clauses Increasing Vacate Date Reducing equity payment 51

52 Blanket Purchase Agreements(BPA) An ordering activity that establishes a BPA shall conduct an annual review to determine whether: The underlying Schedule contract is still in effect; The BPA still represents the best value; and Estimated quantities or amounts have been exceeded and additional price reductions may be obtained. 52

53 When does an Agency use e-buy? 53

54 Questions Kim Chancellor Jason Holloway 54