Understanding GSA Contracts Workbook

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Understanding GSA Contracts WorkbookWho is the GSA?For most, what purpose the General Services Administration serves for thecommunity is confusing. To provide a brief history GSA is a government agencythat was established in 1949 to help support the acquisition and management ofgovernment resources. In combining the National Archives Establishment, theFederal Works Agency, Public Buildings Administration, and the Bureau of FederalSupply War Assets GSA was created. Today the agency is largely known for theMultiple Award Schedules Program (MAS), Federal Supply Schedules Program(FSS), and more recently the Veterans Affairs Schedules Program (VA). GSAprovides innovative solutions to procure, manage, and support a wide range ofsupplies, services, and policies that are provided to local and state governmentsas well as the U.S. Military.What Is A GSA ScheduleA GSA Schedule provides pre negotiated priced products and services togovernment agencies. This process saves well needed time for the contractor tomanage the contract in addition to saving cost to the agency. A GSA Schedule isconsidered a Indefinite Delivery Indefinite Quantity (IDIQ) federal contract. Thecontract is sometimes referred to as a Federal Supply Schedule (FSS), schedulecontract, multiple award schedule.Market ResearchIn making a decision to submit a proposal it is best that you decide whichschedule suits your needs before submitting an application. A list of schedulesthat are currently being offered and the applicable solicitation numbers areavailable in this workbook.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640Page 1

Understanding GSA Contracts WorkbookTo view what type of sales your competitors have been making under their GSAcontract can be found at the GSA sales query. You will also be able to look at thecompetition's GSA Schedule pricelist as well as determine if the GSA programworks for you.A GSA contract can be lucrative to your business if used properly, but one of thefirst steps in the schedule process is finding out if the program is the right fit foryou. First you need to visit GSA E Library athttp://www.gsaelibrary.gsa.gov/ElibMain/home.do then follow the steps below: Enter a keyword in the search engine that best describes your commodity.This will bring up a list of schedules and its Special Item Numbers (SIN's)relating to that category. Read the description of the schedule so that you will be able to make adefinite decision on which one suits your business best. Once you have made your decision on which schedule you would like tosubmit an offer for you will be able to locate other contractors whocurrently have GSA contracts under that schedule. Click on the SIN number (number in red to the left of the page that lookssomething like this xx-xxx) listed under the category and a list of all thecontractors under that schedule will appear. You are now able to see yourcompetitors. Be sure to take note of their GSA Schedule number, contactinformation, discounts offered, and pricing.Jot that information down because you will need it when you create a sales queryreport.To view what type of sales your competitors have been making under their GSAcontract can be found at the GSA sales query. You can find the sales query site athttp://ssq.gsa.gov, follow the steps below to get started: Register your information don’t worry it’s free. Once you have registered you will be prompted to another screen that listat least 12 report formats, you may search by SIN, schedule, contractor andso on make a selection and proceed. Take the information that you jotted down from GSA E Library and enter it.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640Page 2

Understanding GSA Contracts Workbook You will be prompted to create a report.Why Do I Need A GSA Contract?There are many reasons to having a GSA contract. The first is because 23% ofawards are extended to small business. So if you’re a small business a GSAcontract is a good place to get started with growing your business in the federalmarket.Another reason would be there is a short lead time for your business in making asale and that sale can turn into repeat revenue. The way the program is puttogether is in quick and easy steps for you to make a sale. They want you to makea sale because if you don’t get paid they don’t get paid. It’s what they callstreamlined once you have negotiated and agreed upon the rates, terms, andconditions of your contract that’s it. You don’t have the stress of having torenegotiate price each time you submit a solicitation to an agency you havealready done that within your GSA contract.Question #1:Does your company have the time and resources to maintain a GSA contract?Answer:Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640Page 3

Understanding GSA Contracts WorkbookAdvantages of a GSA ScheduleFederal agencies worldwide purchase from GSA although they are not obligatedto do so many agencies use GSA’s process of obtaining their product or servicebecause it’s streamlined. Currently there is no other federal agency that hasthose capabilities. For example if you sell to the Department of Energy then DOEis the only place that you may use your awarded contract, that is not the casewith a GSA contract.The process works for all participants it supplies the end user with the product orservice, while paying the contractor for supplying the product or service, and GSAgets a small cut for bringing together the sale. Since GSA has made their programinto a one stop shop for all federal agencies the contractor doesn’t need to gothrough the process of changing terms, conditions, or pricing. It is already set instone once you have a GSA contract. The whole process is a quick way to close afederal sale and stay in compliance with federal rules and regulations. Someadvantages of having the GSA contract are: Short lead time that provides a streamlined process in getting products orservices sold. You have the flexibility to renew the contract up to twenty years. Thecontract is originally awarded in five year increments and can be renewedup to three times which amounts to twenty years. Save you a lot of extra time by setting rates and terms early in the gamethat extra time can be directed to other needs within your business. Repeat business to grow in the federal marketCopyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640Page 4

Understanding GSA Contracts WorkbookQuestion #2Do you want the help in getting a GSA contract?Answer:How Is A Schedule Categorized?Each contract is broken down by special item numbers or what the governmentcalls a SIN. A SIN is a group of numbers that fall under the main contract. Forexample schedule 58 has the numbers listed in chronological order under it suchas 58-1, 58-2, 58-3 and so on. Those numbers are what is known as the specialitem numbers. Each SIN has a description of duties that are performed under themain contract. This way you will be able locate easier which schedule relates toyour specific product or service.How To Apply For A GSA ScheduleTo apply for a GSA Schedule you can go to federal business opportunities atwww.fbo.gov and type in the schedule number or solicitation number. Thesolicitation itself is intimidating for someone who has never attempted thefederal market and a lot of information about the contract and the requiredregulations are within the solicitation. You can refer to the Federal AcquisitionRegulations for a better understanding of clauses listed in the solicitation or ofcourse you can contact me for assistance at 800-267-7640.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640Page 5

Understanding GSA Contracts WorkbookQuestion #3Do you have a basic understanding of the federal market?Answer:GSA Schedule ProcessThe schedule process is not a single application process. When applying you needto be brief and to the point by keeping your responses to a minimum of 1.5 totwo pages. Fancy fonts and designs are not needed, just keep your responsesshort, sweet, and simple.The full and complete process is from three to nine months this does not includeproposal preparation, composition and so forth. It takes a little while for theagency to complete the review process. There are three phases in the scheduleprocess the first phase involves market research, strategizing, and schedulepreparation. The second phase is going to involve you submitting the proposaland making any changes per the agency request, and any negotiations if needed.You may move on to the final stage after all modifications have been made. Thefinal stage involves you agreeing to the final proposal revision letter.RequirementsGSA has strict requirements in order to qualify for a contract. I have been asked ifthere are ways around the contractor requirements and my answer is “NO”. Thecontractor requirements are upheld for every vendor that submits a proposal.The first thing you need to get a GSA contract is get all of your required federalCopyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640Page 6

Understanding GSA Contracts Workbookregistrations and that includes a DUNS number. For some of you that don’t knowwhat a DUNS number is a DUNS Number is a nine digit number that refers to yourbusiness or entity.This number is also used to monitor your company’s credit in order to mitigatesupplier risk. A fee is not assessed to obtain a DUNS Number so it is free so don’tallow them to charge you.The next thing you need to do is get registered in system for award managementor SAM. The government maintains specific databases that validate, store, anddisseminate information in support of agency acquisitions. A contractor mustobtain and maintain their registration with SAM if you want to continue to dobusiness with the government, so keep your registrations updated. This service isalso free and you can register with SAM at https://www.sam.gov/.Hopefully you already have a tax ID number, if not you need to get one. To getone immediately you can call the IRS and register on the phone, or online. This isa free service.Once you have completed your registrations you can move to the next step ofrequirements, take a look at what they are:. Maintain revenue of 25k the previous 2 years. Two years of work in the labor category of interest must be performed. Products are required to be compliance with the Trade Agreements Act,and in some cases the Buy American Act. (See FAR 52.225) All products and services offered must be commercially available.Once you have made the decision to move forward in your process be sure toobtain the assistance of a qualified, knowledgeable consultant to further yourgoals and help you to effectively market your product or service.A GSA contract is a direct federal contract so no more subcontracts for you, bethe leader in your field.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640Page 7

Understanding GSA Contracts WorkbookOnce you become a GSA contract holder your information is submitted into theirdata base called GSA E-Library, GSA Advantage, and GSA E-Buy. The E library ismeant for research say for example if a federal agency is looking for widgets andthey want to see if a company has a GSA contract for widgets then they would goto E-Library and look up widgets and your company name may come up. Thatcontracting officer will be able to click on your particular contract and see whatpricing that you offer for widgets. GSA Advantage is created for quick one timedirect buy for the federal government.GSA EBuy is a different type of database. Ebuy is a way for federal agencies toinvite contractors to participate in their solicitations, let’s go back to widgets.Let’s say widgets fall under GSA Schedule Number 58, the contracting officer willgo to GSA Ebuy select schedule 58 for widgets. A list of companies underschedule 58 for widgets will come up.The contracting officer has the capability to select all companies to participate inthe solicitation. That way every company that has been selected will be invited tosubmit a proposal. GSA E buy is looked upon as a perk for the contractor becauseit limits the competition to only GSA Schedule holders. This can save money andvaluable time for both the agency and the contractor and gives your company anedge by building revenue and cutting down on competition.GSA contracts are not meant for every business so it is your responsibility as avendor to find out where you fit in in the federal market or at least consultsomeone who can provide guidance before pursuing the schedules program orany program in the federal market.Small businesses have the misconception that their business is too small to dobusiness with the federal government and this is not true so get out and geteducated. GSA works with all business sizes especially small business so long asyou qualify within the agency guidelines so don’t count yourself out. Get out andbuild relationships and get a better understanding of where you fit in.Even if you are able to obtain a government contract it does not guarantee thatyou will make lots of money, you have to be able to market your contract. A GSACopyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640Page 8

Understanding GSA Contracts Workbookcontract proves that you are a determined vendor that is willing to put forth theeffort in helping your business grow.It is important that you follow through with your market research to determine ifa GSA contract works for you. You should also build a marketing strategy afteryou have made the determination to move forward. This way you have afoundation to build on and you will be able to modify your strategy throughoutthe contract.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640Page 9

Understanding GSA Contracts WorkbookGSA Schedules OfferedSchedule No.Schedule NameSolicitationGSA 00CORPThe Consolidated ScheduleFCO-00-CORP-0000CGSA 03FACFacilities Maintenance & Management6FEC-E6-030292-BGSA 23 VAutomotive Superstore (formerly VMAS)FFAH-C2-990235-BGSA 36Office, Imaging, & Document Management Solutions3FNJ-C1-000001-BGSA 48Transportation, Delivery & Relocation SolutionsFBGT-GG-050001-BGSA 51 VHardware Superstore6FEC-E6-060173-BGSA 56Buildings & Building Materials/Industrial Services & Supplies7FCI-F8-030056-BGSA 58 IProfessional Audio/Video, Telecommunications, & Security3FNG-RG-020001-BSolutionsVA65 I BPharmaceuticals & DrugsM5-Q50A-03-R2VA65 II AMedical Equipment & Supplies797-FSS-99-0025-R6VA65 II CDental Equipment & Supplies797-652C-04-0001VA65 II FPatient Mobility Devices (Wheelchairs, Scooters, & Walkers)797-652F-05-0001-R1VA65 V AX-Ray Equipment and Supplies797-655A-03-0001VA65 VIIInvitro Diagnostics, Reagents, Test Kits & Test SetsM5-Q52A-04-R1GSA 66Scientific Equipment & Services7FCB-C4-070066-BVAClinical Analyzers, Laboratory, Cost-Per-Test797-FSS-03-0001-R1GSA 67Photographic Equipment2FYB-BJ-030001-BGSA 70Information Technology Equipment, Software & ServicesFCIS-JB-980001-BGSA 71Furniture3QSA-JB-100001-BGSA 71 II KComprehensive Furniture Management Services (CFMS)3FNC-B3-003001-BGSA 72Furnishing & Floor Coverings3QSA-LV-100002-BGSA 73Food Service, Hospitality, Cleaning, Equip & Supplies7FCM-C4-030073-BGSA 75Office Products & Supplies2FYB-BU-050001-BGSA 76Publication Media2FYA-JD-060001-BGSA 78Sports, Promotional, Outdoor, Recreation,3FNG-MG-060002-B66 IIITrophies & Signs (SPORTS)GSA 81 I BShipping, Packaging and Packing Supplies2FYB-DJ-050008-BGSA 84Total Solutions for Law Enforcement, Security, Facilities7FCI-L3-030084-BManagement, Fire, Rescue, Clothing, Marine Craft &Emergency/Disaster ResponseGSA 520Financial & Business Solutions (FABS)FCXB-F4-020002-BCopyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 10

Understanding GSA Contracts WorkbookGSA 541Advertising & Integrated Marketing Solutions (AIMS)7FCB-H2-070541-BGSA 599Travel Services SolutionsQMAD-CY-090001-BVA621 IProfessional & Allied Healthcare Staffing Services797-FSS-00-0115-R3VA621 IIMedical Laboratory Testing & Analysis Services797-FSS-04-0001GSA 736Temporary Administrative & Professional Staffing (TAPS)7FCM-N6-030736-BGSA 738 IILanguage ServicesTFTP-GC-017382-BGSA 738 XHuman Resources & EEO Services2FYA-AR-060004-BGSA 751Leasing of Automobiles & Light TrucksFFAP-P4-000768-BGSA 871Professional Engineering ServicesTFTP-MC-990871-BGSA 874Mission Oriented Business Integrated Services (MOBIS)TFTP-MC-000874-BGSA 874 VLogistics Worldwide (LOGWORLD)TFTP-MB-008745-BGSA 899Environmental ServicesTFTP-EW-990899-BCopyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 11

Understanding GSA Contracts WorkbookCopyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 12

Understanding GSA Contracts WorkbookImportant LinksFederal Acquisition Regulation http://www.acquisition.gov/far/GSAM http://www.acquisition.gov/gsam/gsam.htmlFederal Business Opportunities www.fbo.govCopyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 13

Understanding GSA Contracts WorkbookContractor ChecklistStep One: Market ResearchYesNoCommentsYesNoCommentsYesNo1. GSA Schedule in your commodity2. Applicable SIN #(s)Step Two: Registrations and Certifications1. SAM2. DUNS3. DUNS #4. Tax ID#Step Three: Preliminary Requirements1.2.3.4.N/AFinancial Capability - 25k yearly2 Yr. Company ExperienceTAA Compliant (applies to products)Commodity commercially availableWarning: If you answered “NO” to any of these questions you should STOP HEREyou cannot proceed. All requirements are mandatory in order to obtain a GSAcontract. Contact my office for alternative government contracting options. Ifyour answers are yes please see below.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 14

Understanding GSA Contracts WorkbookCongratulations! If you have checked yes for all of the previous questions you arewell on your way to submitting a proposal to GSA! These are just basic steps toguide and prequalify you for the GSA schedules program.I want to take you to the next level and get that contract awarded. Schedule anappointment with me now by calling 800-267-7640 x 101Talk to you soon!Ilene Giles, CEOGSA Proposal MavenProcurement Source Solutions Your Guide to GSA Proposal Services Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 15

Understanding GSA Contracts WorkbookFEDERAL GLOSSARY72a- GSA’s quarterly sales reports that should beprocessed by the contractor January 1, April1,July 1, October 1 of each year.8(a) - A status issued to a business that specifiesthem as socially or economicallydisadvantaged.ACO- Administrative Contracting Officer;government agency personnel that isassigned to administer the contract andensure the contractor adheres to the termsand conditions of the contract.ARO- After Receipt of Order; a term used in thecapacity of payment of services. Ex: “Net30 ARO”.Award- Act by which the federal agency approvesand signs the contractor’s proposalsubmission.BPA- Blanket Purchase Agreement; contractbetween the government and the contractorthat provides repetitive purchases.CAGE- Commercial and Government EntityCode; code assigned to contractors thatsupply goods and services to the federalgovernment. The code identifies thebusiness at its specific location.Commodity- A product or service that ismarketable and available toeveryone.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 16

Understanding GSA Contracts WorkbookCLIN- Contract Line Item Number; a number thatidentifies each supply or service within anawarded contract.CO- Contracting Officer; federal agencypersonnel that reviews, manages, and awardscontracts.COB- close of business; acronym.Commercial pricelist- a visible written list ofprices for a company’s product or services.Commodity- A product or service that is availablefor everyone to purchase.Contract- A written agreement that binds thebuyer and supplier for a set amount oftime.Contractor- A company that provides supplies orservices to the federal government.DUNS- Data Universal Numbering System;abbreviated as DUNS or D-U-N-S, is aproprietary system developed andregulated by Dun & Bradstreet thatassigns a unique numeric identifier,referred to as a "DUNS number" to asingle business entity.EFT- electronic fund transfer; an electronicsystem that is used to provide payment.EPLS- excluded parties list system; a list ofsuspended or debarred vendors that areunable to do business with the federalgovernment.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 17

Understanding GSA Contracts WorkbookFAR- federal acquisition regulation; a list of rulesthat apply and are used for all executiveagency acquisitions.FBO- federal business opportunities; a systemthat is used to solicit federal acquisitionsthat are twenty five thousand dollars ormore.FFP- Firm fixed price; a price that is set for acontract and cannot be changed.FOB- freight on board; term meaning that thebuyer pays for the transportation of goods.FPDS- federal procurement data system; a systemthat maintains government wideprocurement data.FSS- Federal Supply Schedule; see GSAschedule.GSA- general services administration; a federalagency that manages and supportspurchases government wide.GSA advantage- One stop shop portal forgovernment agencies.GSA E library- An online tool invented by GSAthat maintains information aboutGSA contract holders.GSA Schedule- GSA’s terminology for a federalcontract.GSAM- general services administrationCopyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 18

Understanding GSA Contracts Workbookacquisition manual; GSA’s internal rulesfor managing procurements.GWAC- government wide acquisition contract; acontract between a commercial ITvendor and the federal government.IDIQ- indefinite delivery indefinite quantity;acronym used to describe a federal contractthat does not specify a set quantity or timeperiod to deliver the commodity.IFF- industrial Funding Fee; fee that isincorporated into a contractor’s offeredpricing and is payable to the government.MAS- Multiple Award Schedule; a federalcontract that has more than one vendorsupplying products or services.NAICS- North American Industry Classification;a number assigned to a business thatclassifies their business establishment.Open market- term used to define when a productor service is not on contract.PO- purchase order; document that the federalgovernment issues specifying the purchase ofa supply or service.Proposal- A written document that a contractorsubmits to the federal agency inresponse to their advertised solicitation.PPIRS- Past performance information retrievalsystem; system that maintains contractorspast performance information.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 19

Understanding GSA Contracts WorkbookPTAC- Procurement Technical Assistance Center;center that provides contractors freegovernment contract assistance.PWS- performance work statement; a documentdetailing the needs that are to be performedfor a requirement.RFI- request for information; a federal documentthat is issued by the government to gatherinformation and locate qualified vendors fora requirement.RFP- request for proposal; technical documentthat federal agencies issue to interestedvendors to bring structure to the risk andbenefits of a requirement.RFQ- request for quotation; document that federalagencies issue to interested vendors torequest pricing for a requirement.SBA- small business administration; federalagency that provides support to smallbusinesses in the United States.Schedule- A terminology GSA uses to describe afederal contract.SDVOSB- service disabled veteran owned smallbusiness; a class of a small business setaside that is owned by a disabledveteran.Solicitation- A document that is issued by thefederal government to qualifiedCopyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 20

Understanding GSA Contracts Workbookcontractors in fulfilling arequirement.SOW- A document that becomes part of asolicitation that describes in great detail theservices that are required by the federalagency.Vendor- See ContractorVSC- Vendor Support Center; Resource centersupplied by GSA to assist current and potential contract holders with questions ofconcerns.suppliers with GSA contract. https://vsc.gsa.gov/WOSB- Woman Owned Small Business; A smallbusiness set aside that is 51% owned bya woman owner.Copyright 2012 GSA Proposal Maven, LLC All Rights Reservedwww.gsaproposalmaven.com1-800-267-7640P a g e 21

To view what type of sales your competitors have been making under their GSA contract can be found at the GSA sales query. You will also be able to look at the competition's GSA Schedule pricelist as well as determine if the GSA program works for you. A GSA contract can be lu

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