“How to Manage Changes in Procurement – PowerPoint Presentation, PPT - DocSlides

“How to Manage Changes in Procurement – From a GSA Perspective”

PRESENTED BY Helena KochU.S. General Services AdministrationMid-Atlantic Regional Office of Small Business Utilization

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U.S. General Services Administration

GSA is the federal government’s procurement expert. We help other federal agencies acquire the space, products, services they need from federal and commercial sources. We provide and contract for billions of dollars’ worth of products and services for federal agencies.2

Reality ChecksShrinking Budgets - utilize agency tools ex. Agency Websites, GSA Forecast of Contracting OpportunitiesLarger requirements requiring multiple disciplines - a shrinking workforce necessitates one contract vehicle with many capabilitiesNew Personnel

- take every opportunity to introduce yourself, answer Sources Sought Notices, attend networking sessions, outreach events and walk throughsTechnical Changes - highlight environmentally friendly practices, - vendors must be prepared to meet current industry standards, - compliance with environmental laws and regulations, - construction firms must meet LEED Gold certification as a minimum in all new construction and substantial renovation projects.

Office of Small Business Utilization (OSBU) Mission Statement

The GSA Office of Small Business Utilization’s mission is to promote increased access to GSA’s Nationwide procurement opportunities.Within GSA the Office of Small Business Utilization serves as the advocate for: small businesses, service-disabled veteran-owned small businesses, small disadvantaged businesses, woman owned small businesses, and businesses located in Historically Underutilized Business Zones (HUBZone).4

GSA's FY 2015 agency-wide prime contract and subcontract goals  

PRIME CONTRACTS  GOALING CATEGORY GOALSmall Business 32.00%Small Disadvantaged Business (SDB) 5.00%

Women-owned Small Business

5.00

%

HUBZone

Small Business 3.00%

Service-Disabled Veteran-owned Small Business 3.00%

SUBCONTRACTS

GOALING CATEGORY

GOAL

Small Business

29.00

%

Small Disadvantaged Business (SDB) 5.00%

Women-owned Small Business

5.00

%

HUBZone

Small Business

3.00

%

Service-Disabled Veteran-owned Small Business

3.00

%

Women-Owned Small Business (WOSB)FAR 19.15

The Five Small Business Contracting Programs are:6

Small Business

FAR 19.5

Award may be set aside for WOSBs for specific NAICS codes where SBA has designated that WOSBs are substantially underrepresented.

WOSBs must register with SAM, and with SBA’s WOSB Program Repository to participate in the WOSB program. Click on www.sba.gov/wosb for details.

8(a)

FAR 19.8

Service-Disabled Veteran-Owned

Small Business

(SDVOSB)

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FAR 19.14

HUBZone

FAR 19.13

- 8(a)s

are by definition small disadvantaged businesses (SDB), the 8(a) Program can be used to meet the agency’s SDB goals

There is

parity among the 8(a),

HUBZone

, SDVOSB, and WOSB programs

(FAR 19.203 , effective as of March 16, 2011.). For these four programs, there is

no order of precedence.

7Small Business Administration – www.sba.gov

Small Businesses – Self CertifyService Disabled Veteran Owned Small Business - Self Certify -- Verification -- http://www.vetbiz.gov/Woman-Owned Small Business - Self

Certify

-- Women-Owned Small Business Federal Contract Program – Repository

www.sba.gov/content/contracting-

opportunities-women-owned-small business

8(a) SDB Development CERTIFICATION PROGRAM-

www.sba.gov/content/8a-business-development-0

HUBZone

Program CERTIFICATION PROGRAM–

www.sba.gov/content/understanding-hubzone-program

HOW DO I GET INVOLVED??(how can the government find you)Internet based systems

REGISTER- System for Award Management (SAM) www.sam.govThe System for Award Management (SAM) is a FREE web site *** Vendors must be registered in the SAM database in order to be awarded a government contract.

-A DSBS search can be limited to any socio-economic category.

The search can be further narrowed by criteria such as state, NAICS code and keywords.

Dynamic Small Business Search (DSBS)

http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm

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-(Cont’d): DSBS

Scroll to the bottom of the search results to locate email addresses of contractors

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Federal Business Opportunities www.fbo.gov

Advanced Search

Acquisition Centralwww.acquisition.govForecast of Contracting

Opportunities

Research is key The GSA Forecast of Contracting Opportunities informs vendors of anticipated contracts

offered by GSA for the current fiscal year (October through September). This forecast gives small businesses a glimpse into GSA’s upcoming acquisition goals and plans, as well as a list of contacts to reach out to.The elements of the Forecast include: The Status, Product or Service Description, Place of Performance, Primary NAICS Code (North American Industrial Classification Code), Socioeconomic Category, Contract Type, Acquisition Strategy, Estimated Contract Value (Minimum/Maximum), Fiscal Year Quarter GSA Forecast of Contracting Opportunities(www.gsa.gov/smbusforecast)

GSA 101Organization

GENERAL SERVICES ADMINISTRATION

FEDERAL ACQUISITION

SERVICE (FAS)

PUBLIC BUILDING

SERVICE (PBS)

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PUBLIC BUILDING SERVICE (PBS)15

Public Buildings Service (PBS)The landlord and real estate organization of the civilian Federal government Leases space to Federal customer agencies;

Repairs, alters, and renovates existing buildings; Designs courthouses, border stations, and Federal office buildings Responsible for buildings operations and maintenance16

PUBLIC BUILDING SERVICE (PBS)Congress appropriates money for workAgencies issue public notices of specific requirementsContracting offices award and administer contracts

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PBS Selection Considerations “Relevant” Good Past Performance - Similar projects in size and scope - Ability to work in occupied office space Financial stability

Past GSA or other Federal experience18

PAST PERFORMANCE Can be used as a factor for determining best value.

Past performance on earlier orders under the contract, including quality, timeliness, and cost control.

Greening the Vendor Selection Process

Sustainability as an Evaluation Factor: Agencies are encouraged to use sustainability as an evaluation factor in Requests for Quotes and Requests for Proposals. HIGHLIGHT YOUR SUSTAINABILE PRACTICESRecycling, energy and water efficiency programs?Workers/guests have easy access to mass transit?Lights and AC turned off when rooms not in use?Paperless check-in and check-out?Use bio-based or biodegradable products?Web based meetings

Recyclable training materials

Provide proper disposal of toxic products

Develop measurements of progress for your company

FEDERAL ACQUISITION SERVICE (FAS)21

Federal Acquisition Service (FAS)Home of the GSA Schedules Program Provider of over one million commercial off-the-shelf products and services that would allow for volume purchasing.Items not mission specific, such as ammunition, medical supplies, etc.

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GSA Schedules ProgramGovernmentwide contracts with multiple commercial firmsAllows firms to receive direct orders for products and/or services from Federal agenciesSaves time and moneyHelps agencies meet socioeconomic goals

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GSA Schedule SolicitationNot a contract for moneyLengthily proposal processMostly readingTemplate/Fill in the blanksSome Charts RequiredYour company information

Must be submitted and reviewedNegotiatedAward or Rejection24

SERVICES NOT INCLUDED IN MULTIPLE AWARD SHCEDULESConstruction and Architect-Engineering services as set forth in FAR Part 36 (including construction, alteration or repair of buildings, structures or other real property) are outside the scope of all GSA Schedules, including PES.25

What About Construction Management?Construction Management, a niche area related to design and construction, is considered to be neither design nor construction, but engineering project management or oversight on a construction project. Therefore, it may be contracted under the GSA Multiple Award Schedule for Professional Engineering Services (PES).26

27Participation Criteria

28Standard Process – www.gsa.gov/schedulesMinimum Qualifying Sales

must be in business 2 years and have$25,000 in sales per yearRegistrationSystems Awards Management www.sam.govCertificationsSmall Business Administration www.sba.gov ExperiencePast Performance Review ($190+tax)conducted by Open Ratings www.openratings.com

Rules for Applying for GSA ScheduleObtain a copy of the Schedule solicitation from InternetRead the SolicitationRead the Solicitation againRead the Solicitation againComplete Send completed package to appropriate Acquisition Center

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GSA, Region 10,

Auburn, WAManagement Services CenterGSA, Region 6, Kansas City, MOCenter for Facilities Maintenance and HardwareGSA, Region 3, Arlington, VA/Philadelphia, PANational Furniture Center

GSA, Region 2,

New York, NY Office Supplies and Administrative Services

GSA, Information Technology Acquisition Center

Arlington, VA

GSA, Central Office, Services Acquisition Center

Washington, DC

Computers, Networks, Cell Phones

GSA, Region 7

Ft. Worth, TX General Products Center

General Products

Guard Services

Marketing, Media, Financial Services, Professional Engineering Services

Business Improvement Services

Furniture, ADP Systems, and Telecommunications Equipment

Document Imaging

Office Products, Supplies and Services

Acquisition Centers

GSA, Central Office,

Washington, DC Office of Vehicle Acquisition and Leasing Services

Vehicles, Construction and Highway Maintenance Equipment, and Tires

Coatings, Tools, Hardware Store and Facilities Management

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31Downloading MaterialsNote: Due to a refresh in solicitations, please plan to contact the contracting office prior to downloading the materials to your computer. Submitting your paperwork within 30 days of the refresh date would allow your offer to be current. After 30 days, you will need to download, complete and submit the current paperwork.

The

solicitation is at three locationswww.gsa.gov/schedulesolicitations www.gsa.gov/elibrarywww.fbo.govAll sources lead to this page.Each of the numbered hyperlinks is a file to be downloaded.Collectively they form the application/solicitation you need to submit as an offer to GSA32

(enter keywords, Contract Number, Contractor/Manufacturer

name, Schedule # or SIN #)

GSA Federal Supply Schedules VA Federal Supply Schedules

Find out more about the GSA Schedules For more information about the

(Multiple Award Schedule Program VA Schedules Program

www.gsa.gov/elibrary

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GSA Advantage! On-line shopping network that Federalagencies access to buy products/services

from FSS Schedule Contract Holders You may wish to browse GSA Advantage! To review current contractors and their pricing.www.gsaadvantage.gov

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Parts of the Solicitation (some parts may vary depending on the product or service)Read me firstSolicitationVendor Response DocumentSF1449Regulations Incorporated by ReferencePast Performance

Small Business Sub Contracting PlanProposal Price List PreparationCommercial Sales Practice Format CSP-1Sample Labor Category MatrixLetter of Supply Template36

SERVICES NOT INCLUDED IN MULTIPLE AWARD SHCEDULESConstruction and Architect-Engineering services as set forth in FAR Part 36 (including construction, alteration or repair of buildings, structures or other real property) are outside the scope of all GSA Schedules, including PES.37

How Federal Agencies Order from SchedulesUnder $ 3000 (micro-purchase threshold)Order from any schedule contractorOver $3000 - Look at 3 price lists or “GSA Advantage” - Evaluate and make a “best value” selection

Orders over the maximum order threshold - Review additional price lists - Seek volume price reductions38

Cooperative PurchasingE-Gov Act of 2002- Enabled State & Local Governments to use IT Schedule

Schedule prices, terms and speed make use of FSS IT Schedule attractive39

The Local Preparedness Acquisition Act (expansion of Cooperative Purchasing Act) The Local Preparedness Acquisition Act, signed June 26, 2008, authorizes state and local governments to purchase through GSA Schedule 84 -- TOTAL SOLUTIONS FOR LAW ENFORCEMENT, SECURITY, FACILITIES MANAGEMENT, FIRE, RESCUE, CLOTHING, MARINE CRAFT AND EMERGENCY/DISASTER RESPONSE (www.gsa.gov/firesecurity)

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 services40

Disaster Recovery Purchasing Section 833 of the John Warner National Defense Authorization Act for fiscal year 2007 (Public Law 109-364) amended 40 U.S.C. 502 to authorize the Administrator of General Services to provide for the use of Federal Supply Schedules by state and local governments for the purchase of products and services to be used to facilitate recovery from major disasters, terrorism, or nuclear, biological, chemical, or radiological attacks. The Department of Homeland Security has determined that all of the products and services available under GSA Schedules could potentially be used for recovery from a disaster or a terrorist attack. State and local government entities may use GSA Schedule contracts to purchase products and services in advance of a major disaster declared by the president, as well as in the aftermath of an emergency event.

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42Business Decision

43ProsPreferred Source of Supply Great Earning PotentialWorld Wide Program

High VisibilityCredibilityPotential Financial SuccessI-FSS-106 GUARANTEED MINIMUM (JUL 2003) The minimum that the Government agrees to order during the period of this contract is $2,500. If the Contractor receives total orders for less than $2,500 during the term of the contract, the Government will pay the difference between the amount ordered and $2,500.72A Reports CurrentContract in Good StandingNot terminated for default5-20 Year Contract

44ConsSales Criteria $25,000 earning under the programIFF (.75%)Auditing and Set-Up Requirements

Varied DemandPaperworkAward process timeSuccess Not GuaranteedContract can be cancelled for lack of sales before contract end dateModification are not automaticSelf-Managed GSA Advantage

Subcontracting as a Contract OptionType Benefits

SubcontractingLarge business prime contractors receiving federal contracts valued over $650,000 ($1.5 million for construction)Small Business Benefits:New OpportunitiesPast Performance Not Always RequiredMentor Protégé How

to participate:

Open to all business sizes

Take turns being the prime

Bring the opportunities to the table

Highlight your partnerships as your government

experience

*A

Plan is Required:

Large Business and revenue is $650,000 or greater ($1.5M for construction) including all options

Contractor Teaming Arrangements“Contractor team arrangement, "means an arrangement in which— (1) Two or more companies form a partnership or joint venture to act as a potential prime contractor; or (2) A potential prime contractor agrees with one or more other companies to have them act as its subcontractors under a specified Government contract or acquisition program.

47GSA Mentor Protégé Programwww.gsa.gov/mentorprotege

Encourage and MotivateEnhance CapabilitiesIncrease Subcontracting OpportunitiesEstablish Long Term RelationshipsIf you have questions about this program, please send your request to: mentorprotege@gsa.gov

Access OSBUwww.gsa.gov/osbuwww.gsa.gov/smallbizguide(publications, video, fact sheets…)www.gsa.gov/smallbizevents(GSA events around the country just for small business)

Want all events? www.gsa.gov/eventsInteract.gsa.gov Small Business Solutions Group(blogs, discussion boards, and more)48

Access OSBUwww.gsa.gov/osbuwww.twitter.com/gsaosbu(information and feedback changing small business partnerships)

www.facebook.com GSA, Office of Small Business Utilization (Fan Page with lots of updates)49

50Website Shortcuts

Federal Information ResourcesSmall Business Administration (SBA) www.sba.gov

SBA’s SUB-Net (sub post) http://web.sba.gov/subnetProcurement Technical Assistance Centers (PTAC) www.aptac-us.org/new51

Marketing GSA’s Customer Agencies Monitor Federal Business Opportunities

website www.fbo.gov GSA’s Office of Small Business Utilization www.sbu.gov GSA’s Publications (Forecast, Subcontracting Directory) http://www.gsa.gov/portal/category/101799 Obtain information/guidance from Small Business Offices in the agencies you wish to market. Small Business Officers for Agencies in the Mid-Atlantic Region:

http

://www.osdbu.gov/members.html

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Mid-Atlantic Regional Office of Small Business Utilization 20 NORTH EIGHTH STREET Philadelphia , PA   19107-3191

Helena.Koch@gsa.gov 53