Transcript Cooperative Purchasing Training 2011

U.S. General Services Administration
Federal Acquisition Service
Solutions for State and Local Govenments
through GSA’s Cooperative Purchasing
Program
www.gsa.gov/cooperativepurchasing
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Federal Acquisition Service
GSA State and Local Programs
Agenda
•
•
•
•
•
•
Cooperative Purchasing Basics
Customer Benefits
IT Schedule 70 Snapshot
Schedule 84 Snapshot
Recommended Ordering Procedures
GSA Online Acquisition Tools and
Assistance
• Other GSA State and Local Programs
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Federal Acquisition Service
GSA State and Local Programs
Cooperative Purchasing Basics
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Federal Acquisition Service
GSA State and Local Programs
Federal Statutory Authority:
---------------------------------------------------------------------------------------------Section 211 of the e-Gov Act of 2002 authorizes State & Local Governments
to purchase Schedule 70: Information Technology products, software and
services through the introduction of Cooperative Purchasing.
---------------------------------------------------------------------------------------------Public Law 110-248 of the Local Preparedness Acquisition Act, authorizes
State & Local Governments to purchase: 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 services as contained in Federal supply classification
code group 84 or any amended or subsequent version of that Federal supply
classification group under Cooperative Purchasing.
----------------------------------------------------------------------------------------------
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Federal Acquisition Service
GSA State and Local Programs
Eligibility and Scope
• Scope:
– GSA Schedule 70 and Consolidated Schedule with IT Special
Item Numbers (SINs): General Purpose Commercial Information
Technology Equipment, Software and Services
– GSA Schedule 84: Total solutions for law enforcement, security,
facilities management, fire, rescue, clothing, marine craft and
emergency/disaster response
•
Eligible Users:
– The 50 states, all counties, municipalities, cities, towns and
townships, Tribal Governments, Public Authorities (Public or
Indian Housing agencies under the U.S. Housing Act of 1937),
school districts, and colleges or any instrumentality there of.
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Federal Acquisition Service
GSA State and Local Programs
State and Local Participation
• Voluntary
– No obligation by state and/or local governments to
use the schedule.
– Contractors decide whether to accept orders from
state and local governments.
• Always Open for Use
– Meet GSA Eligible Users Criteria
– Have State or Local Authority
• Granted by State or Local Entity
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Federal Acquisition Service
GSA State and Local Programs
Cooperative Purchasing Exceptions
• The following is a list of clauses in the GSA
Schedules Program which do not apply to the
Cooperative Purchasing Program:
– Federal Prompt Payment Act – The Applicable State’s
Prompt Payment laws take precedence
– Disputes – GSA is not a party to resolving disputes
within the Cooperative Purchasing Program
– Patent Indemnity Clause – Applies to Federal
Ordering Activities only
– Commercial Item Contract Terms and Conditions
Unique to the Federal Government – Applies to
Federal Ordering Activities only
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Federal Acquisition Service
GSA State and Local Programs
Schedule Benefits
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Federal Acquisition Service
GSA State and Local Programs
Features and Benefits
Time
Savings
Selection
GSA
GSA
Schedule
Schedule
Programs
Programs
Cost
Savings
Built-in
Value
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Federal Acquisition Service
GSA State and Local Programs
Pre-negotiated ceiling prices that can be further
discounted through head-to-head competition and
negotiations
✔
✔
A nationwide network of responsive GSA
representatives available for training and assistance
The ability to establish term agreements, known as
Blanket Purchase Agreements, for reccurring needs
Built-In
Value
Selection
✔
Pre-vetted local and global contractors, including
small and disadvantaged businesses
A suite of e-Tools to streamline processes, such as
market research and competition
Time
Savings
The GSA Schedule Programs offer….
Cost
Savings
Features and Benefits
✔
✔
✔
✔
✔
✔
✔
✔
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Federal Acquisition Service
GSA State and Local Programs
Cost Savings
GSA offers….
Which save you money by……
Pre-negotiated ceiling prices
Allowing customers to request additional
discounts, enter into negotiations, or conduct a
competition to achieve further savings
e-Tools
Comparing ceiling prices for specific or
comparable products and services
Blanket Purchase Agreements
Leveraging volume buys through preestablished contracting vehicles for recurring
needs
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Federal Acquisition Service
GSA State and Local Programs
Time Savings
GSA Offers…
Which save time by…
Pre-negotiated contracts
Providing access to pre-vetted local and global
contractors with positive past performance and sound
business practices, and by negotiating foundational
terms and conditions
e-Tools
Enabling customers to quickly conduct market research
(by filtering for products and services needed, contractor
location, small or disadvantaged business standards,
and other fields) order online, and place electronic
request for quotes or proposal
Customer Service Directors (CSDs)
Providing customers with regional representatives who
can assist in using the GSA Schedule Programs. CSDs
also provide free, onsite training to help increase
familiarity and efficiency
Blanket Purchase Agreements
Creating “term” or “blanket” agreements that can be
quickly accessed for recurring needs
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Federal Acquisition Service
GSA State and Local Programs
Selection
GSA offers access to….
Which assists in……
Programs with a wide range of
commercially-available products
and services
Accessing state-of-the-art technology, law
enforcement and disaster recovery products
and services
Local and Global Contractors
Meeting local preference requirements while
also balancing access to large, global
contractors. GSA’s e-Tools can assist in
identifying local businesses
Small and Disadvantaged
Businesses
Meeting small and disadvantaged business
goals. 80% of GSA Schedule contractors are
small businesses. GSA’s e-Tools can assist
in identifying small or disadvantaged
businesses, such as veteran-owned
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Federal Acquisition Service
GSA State and Local Programs
Built-In Value
GSA offers complimentary
access to….
Which provides value by……
Pre-vetted local and global contractors
Ensuring Schedule contracts are only awarded to
companies with positive past performance and sound
business practices
A suite of sophisticated e-Tools
Streamlining market research processes, comparing
product or service pricing, identifying local or
small/disadvantaged businesses, and facilitating
competition
A nationwide network of responsive
GSA representatives
Assisting customers in using the GSA Schedule
Programs.
Free training, both online and on-site
Increasing familiarity and efficiency in using the GSA
Schedule Programs
GSA Expo
Sharing best practices across the federal, state and
local acquisition communities
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Federal Acquisition Service
GSA State and Local Programs
GSA’s IT Schedule 70 Snapshot
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Federal Acquisition Service
GSA State and Local Programs
Overview – IT Schedule 70
FY 10 Sales
• Total Sales:
Software
– $16.2 Billion
• Software:
– $2.4 Billion
• Hardware:
Hardware
Services
– $2.6 Billion
• Services:
– $11.1 Billion
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Federal Acquisition Service
GSA State and Local Programs
IT Schedule 70 Cooperative Purchasing Sales Trend
558
482
Software
441
Hardware
Services
298
240
Average
Annual Growth
in Total
Cooperative
Purchasing
Sales:
140
75
33
55%
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Federal Acquisition Service
GSA State and Local Programs
Special Item Numbers (SINs)
What is a SIN?
• Categorization method that groups similar
products, services, and solutions together to aid in
the acquisition process.
• Cover the most common general purpose
commercial IT hardware, software, services, and
solutions.
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Federal Acquisition Service
GSA State and Local Programs
IT Schedule 70 Special Item Numbers (SINs)
SIN
Description
SIN
132 3
Leasing of Product
132 34 Maintenance of Software
132 4
Daily/Short Term Rental
132 50 Training Courses
132 8
132 9
Purchase of Equipment
Purchase of
Used/Refurbished Equipment
132 12 Maintenance of Equip./Repair
132 32 Term Software Licenses
132 33 Perpetual Software Licenses
Description
132 51 IT Professional Services
132 52 E-Commerce Services
132 53 Wireless Services
132 54 Commercial Satellite
Communications (COMSATCOM)
Transponded Capacity
132 55 Commercial Satellite
Communications (COMSATCOM)
Subscription Services
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Federal Acquisition Service
GSA State and Local Programs
IT Schedule 70 Special Item Numbers (SINs)
SIN
Description
132 60A
Electronic Credentials, Not Identity Proofed
132 60B
Electronic Credentials, Identity Proofed
132 60C
Digital Certificates, including ACES
132 60D
E-authentication Hardware Tokens
132 60E
Remote Identity & Access Managed Service Offering
132 60F
132 61
Identity & Access Management Professional Services
Public Key Infrastructure (PKI) Shared Service
Provider (SSP) Program
132 62
HSPD-12 Product and Service Components
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Federal Acquisition Service
GSA State and Local Programs
IT Schedule 70 Small Business Participation
• 80% of Schedule contracts are held by
small businesses
• More than 40% of schedule sales are to
small businesses
• Agency orders count toward meeting Small
Business Goals / Economic Development
throughout municipalities in your state
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Federal Acquisition Service
GSA State and Local Programs
GSA’s Schedule 84 Snapshot
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Federal Acquisition Service
GSA State and Local Programs
Schedule 84 Total Sales Volume (in Billions)
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Federal Acquisition Service
GSA State and Local Programs
GSA’s Schedule 84 Features
Schedule 84 Cooperative Purchase
Sales Volume (in Millions)
51.6
16.5
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Federal Acquisition Service
GSA State and Local Programs
Schedule 84 – Attachment 1: Marine Craft
• Boats, Engines, Trailers, Spare Parts & Accessories
• Harbor/Waterfront Security Products & Services
• Marine Craft Repair and Modifications to all type Marine
Craft
• Professional Consulting and Training Services for Marine
Craft, Harbor, or Waterfront
• Floating Marine Barriers, and Booms
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Federal Acquisition Service
GSA State and Local Programs
Schedule 84 – Attachment 2: Firefighting
• All types of Urban and Wildland Firefighting Equipment and
Supplies
• Flood Control Products, Medical Rescue Kits and Patient
transport/immobilization devices
• Fire Extinguishing/Suppressing Products
• Breathing Air Equipment & Respiratory Protection Products
• Hoses, Valves, Fittings, Nozzles, Couplings and Related
Accessories
• Aerial Search and Rescue and Aerial Firefighting Products
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Federal Acquisition Service
GSA State and Local Programs
Schedule 84 – Attachment 3: Alarm & Signal Systems,
Facility Management and Protective Service Occupations
•
•
•
•
Security Systems Integration and Design Services
Security Management and Support Services
Security System Life Cycle Support
Alarm and Signal Systems, Access Control Systems,
Intrusion Detection Systems, Patient Wandering
Detection, and Fire Alarm Systems
• Facility Management Systems including building comfort
systems and integrated security system and
Professional Security/Facility Management Services
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Federal Acquisition Service
GSA State and Local Programs
Schedule 84 – Attachment 3: Alarm & Signal Systems, Facility
Management and Protective Service Occupations (Continued)
• Protective Service Occupations including Guard
Services, Alarm Monitors, Baggage Inspectors,
Corrections Officers, Court Security Officers, Detection
Dog Handlers, Detention Officers, Firefighters, Police
Officers and Categories to support operation of on-site
Security Functions, an other support and related
categories.
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Federal Acquisition Service
GSA State and Local Programs
Schedule 84 - Attachment 4: Special Purpose Clothing
• Gloves, Protective Clothing, Hazmat Clothing,
Rainwear, Footwear, Extreme Cold Weather Clothing,
Fire Fighting Clothing, Wildland Fire Fighting Clothing,
Flotation Devices, Security Clothing, High Visibility and
Reflective Products, Medical/Hospital Clothing,
Industrial Work Clothing, Concealment Clothing,
Miscellaneous Undergarments for use with Special
Purpose Clothing, and Cool/Hot Clothing Products.
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Federal Acquisition Service
GSA State and Local Programs
Schedule 84 - Attachment 5: Law Enforcement
Equipment and Services
• Body Armor, Miscellaneous Personal Law
Enforcement Equipment
• Restraining Equipment, Canine Training and
Handling Equipment, Search and Detection
• Night Vision Equipment
• Alcohol and Drug Detection Kits and Devices
• Bomb Disposal and Hazardous Material Equipment
• Radiation / Nuclear material Detection Equipment
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Federal Acquisition Service
GSA State and Local Programs
Recommended Ordering Procedures
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Federal Acquisition Service
GSA State and Local Programs
Recommended Ordering Procedures
• Additional State/Local requirements are
permitted but must NOT conflict with GSA
Schedule Terms and Conditions
• State and local governments are encouraged to
use GSA Schedule Ordering Procedures
– Incorporate by referencing GSA Schedule terms and
conditions
– See Federal Acquisition Regulation (FAR) 8.4
• Each task order is a new contract among
government, industry, and municipal government
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Federal Acquisition Service
GSA State and Local Programs
Recommended Ordering Procedures
• Source of Funding can be of any type allowed by
the ordering agency
– Contract Funding
– Grant Funding
• Schedule Vendors are required to accept Credit
Card for payments equal to or less than the
micro-purchase threshold ($3K)
• Maximum Ordering Provisions give guidance for
seeking further price reduction
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Federal Acquisition Service
GSA State and Local Programs
Example Cooperative Purchasing Process
Acquisition Research
With GSA’s online tools,
GSA Advantage! and e-Library
Defining the Scope
of Requirements
Sending a Request for Quote (RFQ)
to a Selected Contractor
Evaluating Proposals
and Making a Selection
Receiving Products or Services
from the Contractor
Using the GSA
Schedule Contract as a Model
Customers negotiate their respective
contracts with the selected Vendor
with mutually agreed-on modifications
Paying the Contractor
as per the contract agreement
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Federal Acquisition Service
GSA State and Local Programs
GSA Recommended Ordering Procedures (FAR 8.4)
• At or below Micro-Purchase Threshold ($3K)
– Transmit RFQ with SOW (for services)
– Oral or written quotes and delivery instructions
acceptable
– Select a vendor and purchase
– Vendors must accept government purchase
cards
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Federal Acquisition Service
GSA State and Local Programs
GSA Recommended Ordering Procedures (FAR 8.4)
• Above the Micro-Purchase Threshold ($3K & Up):
– Develop A Performance-Based Statement of Work
(SOW) for Services
– Include in the SOW evaluation criteria to determine
“Best Value” offer
– Must seek at least three vendors and Evaluate
Proposals in Accordance with Evaluation Criteria
– Select the vendor that offers the “Best Value”
– Government purchase card acceptance is not
mandatory but strongly recommended
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Federal Acquisition Service
GSA State and Local Programs
Best Value
• Determination based on many factors; not limited
to lowest price
–
–
–
–
–
–
–
Price Reasonableness
Technical Solution
Environmental Considerations
Past Performance
Delivery Date
Warranty
As Determined by Requiring Office
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Federal Acquisition Service
GSA State and Local Programs
GSA Online Acquisition Tools and Assistance
GSA.gov
GSA Cooperative
Purchasing
GSA State and
Local
GSA Schedules
e-Library
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Federal Acquisition Service
GSA State and Local Programs
www.gsa.gov
• Provides
information on
GSA’s various
offerings
• A great tool for
learning more
about Cooperative
Purchasing and
the Schedules
program.
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Federal Acquisition Service
GSA State and Local Programs
www.gsa.gov/stateandlocal
• Quick reference for all
GSA State and Local
Programs
• Program brochure
download links
• Special Program links
• Drill down for more
information
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Federal Acquisition Service
GSA State and Local Programs
www.gsa.gov/cooperativepurchasing
The GSA Cooperative
Purchasing site offers:
 General Information on
the Program
 FAQs on the Programs
and other related
topics
 Links to the sites for
Schedule 84 and the
Consolidated Schedule
 Link to the Center for
Acquisition Excellence
 And More!
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Federal Acquisition Service
GSA State and Local Programs
www.gsaelibrary.gsa.gov
The GSA Schedules e-Library
offers:
 A great resource for
market research
 A list of Vendors
participating in the
Cooperative Purchasing
Program
 Information on the Terms
and Conditions of the
Schedule 70 Contract
 Listing of Schedule 70
SINs
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Federal Acquisition Service
GSA State and Local Programs
www.gsaadvantage.gov
• The Federal
Government’s premier
online shopping
superstore
• Access to millions of
commercial products
and services
• Convenient search
feature by keyword, part
number, manufacturer,
contractor, or contract #
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Federal Acquisition Service
GSA State and Local Programs
www.eBuy.gsa.gov
• Facilitates the request for
submission of quotes or
proposals for commercial
products, services, and
solutions offered through GSA
Federal Supply Schedules and
Governmentwide Acquisition
Contracts (GWACs)
• Customer prepares RFQ or
RFI Online
• Helps Customer to find viable
sources of supply
• Prepares RFQs/Define
Parameters
• Allows the buyer to procure
big-ticket items
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Federal Acquisition Service
GSA State and Local Programs
Registration
• Current S&L registration for Advantage and Ebuy
must be done through Advantage
• For immediate registration, users must have a
.gov, .xx.us (where xx is state code) or .edu
• Users without approved domain names will have
to go through alternate process with the GSA
Advantage helpdesk.
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Federal Acquisition Service
GSA State and Local Programs
Alternate Registration Process
A request must be submitting in writing on official letterhead of your particular state or local
government organization. The name of the state or local organization must be on the
letterhead.
•
•
•
•
•
The letter must be dated and signed by an approving official who will serve as the point of
contact (POC) for any and all individuals who may request a GSA Advantage account in
the future using that second level domain.
Name, phone, email, and title of the POC.
Provide the second level domain requested.
A short paragraph explaining your organizational mission and authority.
You may submit the request with attached letterhead document via email to
[email protected] or mail to:
GSA Federal Acquisition Service
Contract Services Management Division (QI0A)
Attention: GSA Advantage
2200 Crystal Drive, Suite 8014
Arlington, VA 22202
Please note that GSA will review each request and determine if that domain will be approved
for ordering on GSA Advantage. You will be notified of the decision46
via email.
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Federal Acquisition Service
GSA State and Local Programs
GSA Assistance
• Center for Acquisition Excellence
– www.gsa.gov/Centerforacquisitionexcellence
• Online Cooperative Purchasing course
• Online Using GSA Schedules course
• Cooperative Purchasing Fact Sheet, Brochure
and Presentation
– www.gsa.gov/itcenterlibrary
• Local Customer Service Directors (CSD)
– www.gsa.gov/csd
– Customer Assistance Visits (CAV)
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Federal Acquisition Service
GSA State and Local Programs
State and Local Access to GSA Sources of
Supply
• Schedules Programs
– 1122
– Cooperative Purchasing
– Disaster Recovery Purchasing Program
– Federal Grantee Access to Schedules in Response to
Public Health Emergencies (PHEs)
• Non-Schedules Programs
– Wildland Programs
– Computers for Learning
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– Personal Property
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Federal Acquisition Service
GSA State and Local Programs
Helpful Links
Cooperative Purchasing (70 & 84)
www.gsa.gov/cooperativepurchasing
GSA State and Local Programs
www.gsa.gov/stateandlocal
Disaster Recovery Program
www.gsa.gov/disasterrecovery
1122 Program
www.gsa.gov/1122program
Center for IT Schedule Programs
www.gsa.gov/itcenter
Schedule 84 Overview
www.gsa.gov/firesecurity
GSA
www.gsa.gov
GSA Advantage!®
www.gsaadvantage.gov
GSA Schedules e-Library
www.gsaelibrary.gsa.gov
Center For Acquisition Excellence
www.gsa.gov/centerforacquisitionexcellence
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Federal Acquisition Service
GSA State and Local Programs
To contact a local GSA representative
near you for further training and
assistance, please visit:
http://www.gsa.gov/csd
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