Webinar_Presentation_02-17-2016.pptx

U.S. General Services Administration. Federal Acquisition Service.

GSA Federal Acquisition Service Industry Webinar Schedule 48 & 599

U.S. General Services Administration Federal Acquisition Service

U.S. General Services Administration

Introduction Overview of GSA Schedules 48 & 599 Discuss Offer Submission Process & Requirements Discuss Offer Rejection Scenarios Question & Answer (if time permits)

Agenda

Introduction:

Crystal Zorich, Contract Specialist Schedule 48, solicitation: FBGT-GG-050001-B

Raymond Meraz, Contract Specialist Schedule 599, solicitation: QMAD-CY-090001-B

Federal Supply Schedule 48

TRANSPORTATION, DELIVERY & RELOCATION SOLUTIONS

Current Solicitation: FBGT-GG-050001-B Solicitation can viewed at: www.fbo.gov 14 Special Item Numbers listed under solicitation Most popular SINs:

653 8 Office Relocation (91) 411 1 Ground Transportation Services (45) 653 9 Long Term Lodging (26) Currently have 395 vendors with contracts on Schedule 48

Federal Supply Schedule 599 Background

TRAVEL SERVICES SOLUTIONS

Current Solicitation: QMAD-CY-090001-B Solicitation can viewed at: www.fbo.gov 7 Special Item Numbers listed under solicitation Most popular SINs:

599 1000 Contract Support Items (58) 599 4 Air Charter Services (25) Currently have 156 vendors with contracts on schedule 599

Offer Process Flow Chart

Day 1:

Offer received in system

Initial Review of Documents compared to Checklist

Past Performance Review & Other Internal Reviews

Open Negotiations if necessary, Request Final Proposal

Day 88:

Recommend for Award

Technical and Financial Analysis

New Offer Welcome Letter sent when CS views, may not be on day of submission. CS is your POC

CS reviews the documents submitted for minor errors, financial data, digital certificate, any omission of documents the offer is rejected

The Program Management Office conducts the technical review, this can take several weeks. The Financial Analysis is conducted by the CS or finance office in Kansas City

This is the review of all other documents submitted; Past Performance checks, reference checks, etc.

Not every offer requires negotiations however many vendors submit price proposals that are too high compared to current schedule contract holders

The day that the offer is recommended for award you will receive an email to login to the system to digitally sign the award, ensure your digital certificate is active.

How to submit a Successful Offer Read the ENTIRE solicitation and all associated documents Prepare and submit documents in accordance with solicitation requirements – if incorrect, offer will be rejected Utilize proper file naming convention Check document dates, ensure documents are current Respond promptly to inquiries from the Contract Specialist assigned to work the offer after submission Utilize the VENDOR SUPPORT CENTER at www.vsc.gov if you have questions about any systems

The Proposal Checklist

The Proposal Checklist is the best guideline to ensure that you prepare & submit the correct documents, use it to your advantage.

Schedule 48: document 16 Schedule 599: document 14 Details for each document are in the solicitation or special instructions A suggestion is to not check it off the list until you know for sure that it is 100% in compliance with the solicitation requirements.

Next we will go over the Checklist section by section

Section I: Proposal Checklist Summary of Offer Signed and dated 1449 (2 copies, 1 signed) Proof of Completion of Pathway to Success* Proof of Completion of Readiness Assessment* Proof of Digital Certificate for each Authorized Negotiator* Financial Information (Income Sheet and Balance Sheet audited if possible) from previous 2 years Proof of Registration in the System for Award Management (SAM)* Professional Compensation Plan (if offering professional services) Uncompensated Overtime Statement (if offering professional services) Service Contract Act – Wage Determinations (www.wdol.gov) Subcontracting Plan (if Applicable) Small Business Subcontracting Plan (Large Businesses Only) Letter(s) of Commitment from Subcontractors Economic Price Adjustment Clause Selection made on Summary of Offer

Section II: Technical Proposal Technical Evaluation based on following factors:

Corporate Experience Past Performance Quality Control Relevant Project Experience

*Ensure you follow the directions exactly as stated in the solicitation for each section (page count, reference count, dates on documents etc.).

The impact of not following the submission instructions is rejection of the offer.

Special requirement for SIN 451-99, New Services on Schedule 48

Section III: Price Proposal Price Proposal (includes Price Template and Narrative) – there are specific directions in the solicitation for formatting these documents

Pricing Support (invoices) – from current customers and your Most Favored Customer. Submit invoices from all regions in the US if your offer includes “domestic” services that are not specific to one geographic area

Commercial Sales Practice Format (CSPs) & Transactional Information, specific format located in solicitation

How is “Fair and Reasonable” pricing determined?

Determination of the Contracting Officer through a review and analysis of all pricing documents submitted by the vendor and review of current market prices for similar services or products including GSA Advantage!

What can vendors do to ensure the prices they submit are fair and reasonable?

Research current industry pricing Offer discounts and prompt payment discounts Ensure prices include IFF and are lower than or equal to the Most Favored Customer

Price Considerations:

GSA’s goal is to provide better pricing than the offeror’s Most Favored Customer (MFC) on schedules; note that agencies will ask for additional discounts/lower prices. This is part of our acquisition strategy listed in the Federal Acquisition Regulations.

Follow Price Proposal Template Instructions in Solicitation

Provide Supporting Documentation for each Service and Price if available (especially if higher than industry standards)

Detailed Price Narrative, containing sufficient information for CO to further determine proposed price is Fair & Reasonable

After award of a GSA contract, the prices on your price list are the ceiling value, you may bid lower on opportunities to be more competitive on the GSA Schedule

Common Offer Rejection Scenarios No proof of Digital Certificate, including any consulting company hired to submit and sign offer on vendor’s behalf.

All GSA documents are electronic and a digital certificate is paramount to the success for each vendor awarded a GSA contract.

Incorrect Naming Convention on documents during submission

Outdated or Incorrect Financial Documents submitted, solicitation states at a minimum Balance Sheet and Income Statement for the previous two years

Narrative for negative income not included with financial data

The impact of one of these scenarios is that the offer will be rejected

Common Offer Rejection Scenarios Ensure Price Proposal is accurate, easily understood and comparable to MFC pricing or commercial price list

Subcontracting Plan not submitted or submitted incorrectly, please visit http://www.gsa.gov/portal/content/202261

Pricing documentation lacking evidence to support vendor proposed prices (submit invoices from past customers)

Ensure references are valid and POC information is active on past performance documentation– we do reference checks

The impact of one of these scenarios is that the offer will be rejected

What to expect after Offer is accepted:

Receive GSA Contract Notification Receive Award Package from ACO Save this email, you will reference in future Register in all systems Familiarize yourself with eMod, system used for all contract modifications Follow all policies; submit reports on time, remit IFF on time, submit eSRS reports if required, update price list and digital certificate every two years, etc.

Useful Links:

GSA: http://www.gsa.gov/portal/category/100000 Vendor Support Center: www.vsc.gsa.gov GSA eLibrary: www.gsaelibrary.gov eOffer: http://eoffer.gsa.gov/ GSA Subcontracting Information: http://www.gsa.gov/portal/content/202261 FAR: https://www.acquisition.gov/far

Q&A

If you did not get to ask your question please submit it to: onthego@gsa.gov Subject Line: “Schedules 48 & 599 Webinar Question” image2.jpeg image3.png image4.jpeg image5.jpg image6.jpg image1.jpeg