Perform Effective Market Research with GSA Acquisition e-Tools

Charles LeeKathryn PamiroyanLiz Belenis Slater

GSA Training Conference and ExpoMay 10-12, 2011

U.S. General Services Administration

Agenda

GSA Schedules Overview

GSA e-Tools and Market Research Best Practices

Resources for the Procurement Community

GSA Schedule Basics

• Grouping of similar or comparable supplies and/or services

• GSA competitively awarded IDIQ Fixed Price Contracts

• More than 18,600 contracts in place

• 80% awarded to small business concerns – Agency gets socio-economic credit, except 8(a)

Section 13, page 68

Priorities for Use of the GSA Schedules Program

Supplies1. Agency inventories2. Excess from other agencies3. Federal Prison Industries4. AbilityOne agencies5. Wholesale stock programs

(GSA/DLA/VA)6. Mandatory Multiple Award

Schedules7. Optional-use Multiple Award

Schedules8. Commercial sources

Services1. AbilityOne agencies2. Mandatory Multiple Award

Schedules3. Optional-use Multiple Award

Schedules4. Federal Prison Industries or

Commercial sources

Section 1, pages 9-10

Key Features

• Evergreen Contracts• Price Reductions• New Technology • Blanket Purchase

Agreements• Contractor Team

Arrangements• Options on Orders• Open Market Items

BPA - Section 9 CTA - Section 10 OPT- Section 3 OMI – Section 8

Multiple Award Schedules A flexible fit when procuring:

Commercial Products

Commercial Services

Section 13, page 68

Ordering Procedures

SERVICES

PRODUCTS & SIMPLE SERVICES

• FAR 8.405-1Ordering Procedures for Supplies and Services Not Requiring a Statement of Work

• FAR 8.405-2Ordering Procedures for Services Requiring a Statement of Work

Section 3

Sole/Limited Source

Section 3

FAR 8.405-6Limited Sources Justification and Approval

FAR 6.302Other Than Full and Open Competition

RFQ Development and IssuanceWithout a SOW

Schedule contract supplies (products) and fixed-price services for a specific task.

Threshold Considerations (FAR/DFAR)

What Does the Government Think is Important for Award? (Evaluation Factors)

RFQ Development and IssuanceWith a SOW

Schedule contract services priced at hourly rates

SOW Library: http://www.gsa.gov/sowlibrary

Threshold Considerations (FAR/DFAR)

What Does the Government Think is Important for Award? (Evaluation Factors)

Evaluation of QuotesSelection and Award

Best Value Continuum: From price predominates (Low-Price Technically Acceptable) to technical/past performance predominates

Socioeconomic Considerations

http://www.aptac-us.org/new

http://www.gsa.gov/gettingonschedule

http://www.gsa.gov/sbu

How to Get Local Vendors Under Contract

GSA Advantage!®

GSA eLibrary

eBuySchedulesProgram

Perform effective market research by using these GSA e-Tools together!

GSA e-Tools and Market Research Best Practices

Market Research

• Identify salient characteristics and sustainability requirements

• Understand requirement completely• Ask form, fit and function questions

Market Researchmaking a Schedule the very best fit

• Customize a Schedule • Research the Contract T&C’s

• Add augmenting, non-conflicting clauses

Software License

Using GSA Schedules – Finding Contract Clauses and Terms/Conditions

Using GSA Schedules – Finding Contract Clauses and Terms/Conditions

Using GSA Schedules – Finding Contract Clauses and Terms/Conditions

Practical Market Research Example:Copier/Printer/Scanner

Contracting Office Questions

1. Standard or common terminology

2. Environmental preference?

3. Color?

4. Network?

5. Speed

6. Resolution

Customer Answers

1. Multifunction machine, All-in-one, Copier/Printer/Scanner

2. Energy Star

3. Yes

4. Yes

5. 25 ppm

6. 1200 DPI (dots per inch)

Multifunction machine

color

25 ppm 1200 dpi

Best Practices: What did we learn from this example?

1. Fully define your requirement before beginning market research.

2. Search using “salient characteristics”

3. Is “adequate competition” met by using GSA Advantage?

Streamline and save time by making the purchase, as no further action may be necessary!

Practical Market Research Example: 50 Office Chairs

Contracting Office Questions

1. Standard or common terminology

2. Environmental preference?

3. Sizes

4. Other Characteristics

Customer Answers

1. Chair, Office Chair, Task Chair

2. Yes, if possible

3. 10 mid back average 40 mid back wide body

4. Adjustable arms/height

Warranty and 24hr Maintenance

chair

Potential Categories711 18

RFI vs. RFQ: Best Practices and Conditions for Use

RFI

• Used for market research purposes and for the exchange of information with industry prior to the receipt of proposals

• One means of obtaining and collecting information about capabilities within the market to satisfy contract needs

• Helps determine if adequate competition exists

RFQ

• Known competition exists.

• Precise specifications exist.

• Selection criteria have been developed.

• In accordance with FAR, all responses received must be reviewed.

711 18

eBuy Results

Less than three responses?

We may have situations where competition is limited, but before we make that determination, we need to review our RFI/RFQ.

eBuy RFI/RFQ Review

• If the answer to any of the following questions is “yes,” competition may be unnecessarily limited.

1. Is the SOW narrowly defined with overly restrictive specifications or performance standards?

2. Is the order written in such a way as to create a continuous arrangement with the same contractor?

3. Is it a brand name or equivalent?(Refer to >For Customers – Ordering from Schedules> Use of Brand Name Specifications at http://www.gsa.gov/schedules)

eBuy RFI/RFQ Review

• If answers to all preceding questions were “no:”

• We have met our competition requirements.

• Determination & Finding (D&F)

Best Practices: What did we learn from this example?

1. Fully define your requirement before beginning market research.

2. Try various standard terminology searches.

3. Begin with the most search matches – “cast the widest net.”

4. Use GSAadvantage, eLibrary and eBuy together to maximize your market research.

Practical Market Research Example:environmental impact statement

Contracting Office Questions

1. What are the standard commercial terms for the requirement?

2. Location?

3. Previous experience w/ agency

Customer Answers

1. Environmental Impact Study “EIS”

2. California

3. Navy

EIS

California

Navy

899-1

Best Practices: What did we learn from this example?

1. Begin with a broad services “category” search (cast the widest net)

2. Searching by location and prior experience is possible via Advantage

3. Use Contractor Catalog’s in Advantage to continue market research

4. Use Advantage/eLibrary and eBuy together to strengthen and streamline your market research!

Best Practices: What did we learn from this example?

1. Again, use broad terminology when searching to cast the widest net, then refine.

2. Issue a Request for Information (RFI) using e-Buy to uncover the “most technically acceptable” contractors.

Additional GSA Acquisition Solutions

GSA Global Supply

http://www.gsaglobalsupply.gsa.gov

Network and Telecommunication Services Contracts

http://www.gsa.gov/networkservices

Governmentwide Acquisition Contracts (GWACs)

http://www.gsa.gov/gwacs

gsaglobalsupply.gsa.gov

Additional GSA Resourcesfor the Procurement Community

•GSA MAS Program •http://www.gsa.gov/schedules

•GSAadvantage.gov – includes links to eLibrary & eBuy•http://www.GSAadvantage.gov

•GSA eLibrary includes Contracts on Line•http://www.gsaelibrary.gsa.gov

•Services Ordering Solutions – Avoiding MAS confusion •(Blog designed to assist Federal Contracting Officers using GSA’s MAS program to order services)

• http://contacts.gsa.gov/blogs/servicesordering.nsf•Business Partner Network (BPN) - a single source for vendor data for the Federal Government. http://www.bpn.gov

GSA Customer Service Directorshttp://www.gsa.gov/csd

Perform Effective Market Research with GSA Acquisition e-Tools

Questions?