LaVaughn Seepersad-Fayson Public Buildings Service (PBS) Mary Snodderly Federal Acquisition Service...

LaVaughn Seepersad-FaysonPublic Buildings Service (PBS)

Mary SnodderlyFederal Acquisition Service (FAS)

The Basics of Doing Business With GSA

March 17, 2010NFM& T

U. S. G E N E R A L S E R V I C E S A D M I N I S T R A T I O N

G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S)

• Who we are

• What we do

• What do we Buy?

• How do we Buy it?

• What do you need?

• Where to go for more information?

G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S)

Landlord for civilian Federal governmentFY 2009 Statistics

• Portfolio of 361.5 million square feet of space

• 49% of this square footage is GSA Owned Properties

• 9,624 owned and leased assets that include Office, Courthouses, Warehouses, Labs and Land Ports of Entry

• 44 LEED Certified Properties

• FY ’09 Revenue —$8.61 B

• FY ’09 Obligations- (not including ARRA)- $2.84 B, and of that amount, $1.09 B was awarded to Small Businesses.

*** ARRA = American Recovery and Reinvestment Act***

G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S)

GSA = Landlord?

Just like the Private Sector, GSA is a Landlord, but for Federal Agencies.

• Build• Lease• Modernize• Restore- Historic Properties• Demolish• ….Then start all over again….

AK

Northwest/ArcticRegion 10

Rocky MountainRegion 8

Great LakesRegion 5

Heartland Region 6

Greater SouthwestRegion 7

Southeast Region 4

Mid-AtlanticRegion 3

NewEnglandRegion 1

Pacific RimRegion 9

Northeast &CaribbeanRegion 2

HI

GU

VI

PR

DC

WA

OR

UT

MTND

WY

SD

CO

ID

CA

NV

AZ NMOK

TX LA

AR

NE IA

KS MO

MI

WI

ILIN

MI

OH

KY

TN

MS ALGA

FL

SC

NC

WVMD

VA

PA

NY

NJ

DE

VT NH

ME

MACT RI

National Capital Region 11

P B S R E G I O N S

11 Regions that Include the Virgin Islands and Puerto Rico

G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S)

Just like the Private Sector, PBS has to maintain and manage the portfolio, BUT

PBS Buys more Services than Goods.

G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S)

What Does PBS Buy

Services that help manage our large portfolio include:

Facility Maintenance and Management Services

(HVAC, Pest Control, Janitorial, Elevator Preventive Maint)

Construction Management Services

Project Management Services

IT Services

Architectural Services

Environmental Services

Child Care Services- over 110 child care centers

G S A ’ S P U B L I C B U I L D I N G S S E R V I C E (P B S)

Unlike the Private Sector, where Property Managers “buy” the goods and services in their

portfolio,

PBS Will Contract a “Service” and the Goods

would be part of it.…..in most cases…..

EXAMPLE- A 300,000 sf GSA Owned Building

• Operated by a Contract Complete Facilities Management Company. That contractor is responsible for the PM of all the GSA Owned Equipment in the building.

• Elevator Maintenance provided thru an Elevator Maintenance Company

• Janitorial Services provided thru a Janitorial Company

• At this property, the GSA Property Manager would NOT buy cleaning supplies, elevator parts, rags, buckets, screws, filters, water treatment chemicals, toilet seat covers, degreaser, etc- These would be purchased by the Contractors per the Contract Specifications.

How PBS Buys

Property Managers have GSA Purchase Cards and can only make purchases under $3,000 for goods and $2,500 for services

EXAMPLES:

1. Goods

1. ~Signs for the building from a local sign company.

~ New floor mats for an entryway

~Bumper Guards for a column in the garage

Services

~Electrical troubleshooting for equipment not covered in the CFM Contract

~Sump Pump Cleaning

~Marble Cleaning of a small area

Get your Numbers

Obtain your Tax Identification Number (TIN)- This can be an Employer Identification Number (EIN) if you are a sole proprietor

www.irs.gov

Obtain your Dun and Bradstreet Number (DUNS)- unique 9 digit number for each physical location of your business

http://fedgov.dnb.com/webform Register with Central Contractor Registration (CCR)- All

vendors that do business with the government must be registered in CCR.www.ccr.gov

Learn and Use Your FREE Tools

Federal Business Opportunities- FedBizOpps

www.fbo.gov – Database of Federal Contracting Opportunities and proposed Procurement actions. All opportunities over $25,000 are reported and can be searched by Area, Agency, Date, Keywords or even Set Aside Codes

GSA- www.gsa.gov

The GSA website has a lot of info on doing business with GSA, as well as links especially for Vendors to navigate all the information available.

Federal Procurement Data System- FPDS

https://www.fpds.gov/fpdsng_cms/- Shows you where all the money is- which awards were awarded by Agency and to whom. You can follow the money and contact those Contractors that you may be able to do business with.

KNOLL, INC.FURNITURE FOR U.S. NUCLEAR REGULATORY

COMMISSION @ ATLANTA, GA. $2,201,048

HAWORTH, INCORPORATED

FURNITURE FOR THE NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION (NOAA), PASCAGOULA, MS. $1,040,131

HERMAN MILLER INC.SUPPLY AND INSTALL OFFICE FURNITURE FOR DHS

CIS NEW OFFICE SPACE IN BUFFALO, NY. $791,152

HAWORTH, INCORPORATED OFFICE FURNITURE $520,703

ALLSTEEL INCFURNITURE FOR THE USMS SPACE AT THE NEW

COURTHOUSE LOCATED IN LAS CRUCES, NM $483,887

KLN SERVICE COMPANY, LTD FURNISH AND INSTALL OFFICE FURNITURE $482,434

KNOLL, INC. VBA FURNITURE $432,222

AFFORDABLE INTERIOR SYSTEMS, I PURCHASE FURNITURE FOR IRS, SMYRNA, GA. $416,912

ARBEE ASSOCIATES

FURNITURE ACQUISITION FOR THE DEPARTMENT OF HEALTH AND HUMAN SERVICES - OFFICE OF THE INSPECTOR GENERAL. $387,784

EXAMPLE OF DATA FROM FPDS.GOVThe furniture vendors, how much they were awarded,

and brief description…

Learn and Use Your FREE Tools

www.gsa.gov/smallbizguide

Doing Business With GSA Handbook- this is a great brochure to have as it offers guidance on Contracting with GSA.

Forecast of Contracting Opportunities

This is specific to GSA- you can find out what opportunities are coming out, the procurement method, qualifications (if there a small business set aside), location, and estimated dollar amounts. www.gsa.gov/sbu

Mentor-Protégé Program

This program is relatively new, but its success is clear. Large Businesses team up with small businesses with a mentor –protégé relationship that fosters a teaming arrangement where a small business can provide services to a large business that has an approved subcontracting plan in place.

www.gsa.gov/mentorprotege

How Suppliers Can Get Involved

Research - Understand How and What Agencies Buy!

• Each Government agency has a unique mission, and acquires goods and services in a way that fits their requirements and operating regulations

• Follow the money - use available (free) government websites to understand agency buying habits and to find current or interested service providers (FPDS.gov, FedBizOpps.gov)

• Utilize Industry/Vendor Outreach Divisions and agency websites

• Each agency has an Office of Small Business Utilization that helps both small and large businesses

• Federal Acquisition Regulation (FAR) 51

Vendor Information and Support

IndustryRelations@gsa.gov

www.gsa.gov/IndustryRelations

1 - 866 - PBS - VEND

: gsapbsIRD

: GSA PBS Industry Relations

(under LinkedIn Groups)

www.gsa.gov- All the info you need

• GSA, Federal Acquisition Service

• Located in Kansas City, MO

• The CFMH administers two schedules: – Schedule 03FAC Facilities Maintenance and

Management

– Schedule 51V Hardware SuperStore

Center for Facilities Maintenance & Hardware

Federal Real Property Profile

• 895,923 Federal buildings and structures– 407,062 buildings

– 488,861 structures

• 3.29 billion square feet

• Army – nearly 944 million square feet

www.gsa.gov/frppreports

• Complete Facilities Maintenance and Management

• Energy Management Solutions

• Maintenance Solutions– Elevator Inspection/Maintenance

– Fire Alarm/Suppression Systems Maint

– HVAC Maintenance

– Electrical/All Utility Maintenance

• Grounds and Lawn Care

• Industrial, Aerospace and Marine Painting

• Dry Docking and Dockside Maintenance Services

• Cemetery Maintenance

Facilities Maintenance and Management – 03FAC

Ancillary Repair and Alterations

• SIN 003-97, Ancillary Repair and Alterations

• Allows for routinely needed ancillary repair and alterations work encountered during orders

• No award will be made under SIN 003-97, unless offeror is awarded (or receives award concurrently) for another SIN under this Schedule

• Repair and alteration work must be ancillary to the primary services offered

Ancillary R&A Guidelines

• The ancillary R&A SIN exclude the following:– Major or new construction of buildings, roads, parking lot

and other facilities;

– Complex R&A of an entire facility or a significant portion of a facility

• Ancillary R&A services performed under a schedule contract shall not include A&E services.

• Davis Bacon clauses are included in the schedule

• Each Agency must comply with his or her agency’s internal policies when procuring R&A services

Schedules Basics

• Multiple Award Schedules are Contracts awarded by GSA or the VA for similar or comparable supplies, or services, established with more than one supplier, at varying prices.

• Solicitations are prepared in accordance with FAR Part 12

• Contract period effective 5 years from date of award plus three 5-year options

• Evergreen solicitation

• Mandatory acceptance of Government Smart Card (under $2500)

• Use of schedule is outlined in FAR 8.4

Schedule Award Method

• Offer submitted– Price– Experience/Past Performance– Responsibility– Subcontracting plans (large businesses only)

• Evaluation and negotiation– Financial capability determination– Technical evaluation– Market survey– Price negotiations

• Contract award

Steps To Obtain A MAS Contract and to be a Successful Contractor

1. Understand your commitment and obligations as a schedule contractor

2. Determine which schedule(s) cover the products and/or services your company offers

3. Obtain a copy of the solicitation – www.fedbizopps.gov

4. Complete the solicitation and pricing offer

5. Negotiate fair and reasonable pricing with GSA

6. Receive your contract award (5 years with three 5-year options)

7. Targeted marketing and relationship building to direct market your products & services

8. Performance under your contract

www.gsaelibrary.gsa.gov

Important Requirements

• Read and understand the entire solicitation

• Respond to all requirements

• Review for completion

• Sign by corporate official

• CCR registration

• Pathway to Success

Expedite Your Processing Time

• Ask questions up front

• Submit a complete and well-prepared proposal

• Respond to all requests in a timely manner

• Provide relevant, accurate, up-to-date information

• Check list

Pricing

• Standard commercial pricing

• Most favored customer/basis of award pricing

• Economic price adjustments

• Service Contract Act– www.wdol.gov

• Industrial Funding Fee (IFF)

Contractor Teaming Arrangements

• Schedule Contractors May Team with Each Other to Provide a Total Solution for a Customer

• Contractor Teams are issued one task order or BPA

• Can include Subcontractor effort, as long as mapped to Prime Schedule labor category

• Task orders can be issued to Team Lead or directly to Team Member

• Enables Contractors to Consolidate Unique Capabilities

• Offers the Government the Best Combination of Performance, Cost and Delivery

• Increases Small Business Participation• If Multi-Award BPA, Teams compete

for Task Orders

www.gsa.gov/cta

FAR 51 Deviation Parameters

• Placed on a time-and-materials (T&M)/labor-hour (LH) basis

• For ancillary supplies/services that are in support of the overall order

• Issued in accordance with the procedures in FAR 8.405-1, Ordering Procedures for supplies, and services not requiring a statement of work

• Placed by the Federal Government. The authorization is NOT available to state and local governments

• Letter of authorization from ordering Agency

eTools

• eOffer

• eMod – mandatory for 03FAC

• GSA eLibrary

• GSA Advantage

• GSA eBuy

www.gsa.gov/powerup

Vendor Support Center

• Contractor orientation webcast (under Vendor Training Tab)

• Steps to Success (Publications Tab)• Visit Schedules e-Library and GSA Advantage

websites (Business Opportunities Tab)• Schedule Sales Query (Business Opportunities

Tab)

vsc.gsa.gov

Helpful Web Addresses

• GSA Homepage - www.gsa.gov

• Information About The MAS Program - www.gsa.gov/schedules

• Federal Business Opportunities – www.fbo.gov

• Procurement Technical Assistance Centers (PTAC) – www.aptac-us.org

• GSA Schedules eLibrary – www.gsaelibrary.gsa.gov

Let’s Keep In Touch!

Center for FacilitiesMaintenance and Hardware:816.926.6760 Email: hssmarketing@gsa.gov

Evolving Service to the Next Level!

Questions?