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U.S. General Services AdministrationFederal Acquisition Service

Benefits of Your ContractU.S. General Services AdministrationFederal Acquisition Service¾ Mirrors commercial buying practices¾ Complies with all of the rules and regulations to assistcustomers in procuring products and services the right way¾ Provides a fast, easy, and effective contracting vehicle to dobusiness with Federal Agencies and other eligible customers,allowing you to firmly establish your presence in the federalmarketplace

How to be a Successful ContractorU.S. General Services AdministrationFederal Acquisition Service¾¾¾¾¾¾¾¾Chapter 1 – IntroductionChapter 2 – Getting StartedChapter 3 – SalesChapter 4 – Marketing ResourcesChapter 5 – ModificationsChapter 6 – Contractor RelationshipsChapter 7 – Other ResponsibilitiesChapter 8 – Hot Topics

Chapter 1U.S. General Services AdministrationFederal Acquisition Service¾ Introductiony Definitions of Successy Federal Acquisition Service (FAS) Personnely Contractor Assistance Visits (CAVs)y Administrative Report Card

SuccessU.S. General Services AdministrationFederal Acquisition Service¾ Success through the customer’s eyesy On time, on budget¾ Success through the Contractor’s eyesy Making sales, developing business¾ Success through GSA’s eyesy Right product or service, delivered on time, at or belowcontract price, complying with Terms and Conditions

FAS PersonnelU.S. General Services AdministrationFederal Acquisition Service¾ Procurement Contracting Officer (PCO)y Awards your contracty Handles day-to-day contracting issues¾ Administrative Contracting Officer (ACO)y Tracks Industrial Funding Fee (IFF) paymentsy Oversees Quarterly Sales Reportingy Assists with other compliance issuesy ACO Locator: http://vsc.gsa.gov/vsc/pco aco.cfm

Contractor Assistance Visit (CAV)U.S. General Services AdministrationFederal Acquisition Service¾ Industrial Operations Analyst (IOA)y Conducts Contractor Assistance Visits (CAV)y Monitors overall contract compliance¾ Contractor Assistance Visit (CAV)y Performed by your IOA

CAVU.S. General Services AdministrationFederal Acquisition Service¾ Objectivesy Explain the Terms and Conditions of your contracty Assist with your questions or concernsy Identify and correct potential problemsy Gather contractor performance data¾ Frequencyy 2 or more times during each contract term

CAVU.S. General Services AdministrationFederal Acquisition Service¾ Participantsy Contract Administratory Other relevant personnelresponsible for contractrequirements, e.g. salesremittance¾ Being prepared will lead to anefficient and meaningful visit

Administrative Report CardU.S. General Services AdministrationFederal Acquisition Service¾ A rating of your performance—a “snapshot” in time¾ Objectivesy To ensure that you are in compliance with the terms andconditions of your contract¾ Frequencyy 2 or more during each contract period¾ Used to determine whether or not to exercise option periods

Administrative Report CardU.S. General Services AdministrationFederal Acquisition Service¾ Example at http://vsc.gsa.gov/casi/New Casi.pdf¾ Question Categoriesy Category 1 - Criticaly Category 2 - Mandatoryy Category 3 - Above and Beyond¾ Ratingsy Exceptionaly Very Goody Satisfactoryy Marginaly Serious Concerns Exist

Administrative Report CardU.S. General Services AdministrationFederal Acquisition Service¾ Category 1 - Critical (Questions 1-10)y Failure to meet any one (1) of these items will result ina rating of SERIOUS CONCERNS EXIST

Administrative Report CardU.S. General Services AdministrationFederal Acquisition Service¾ Category 2 – Mandatory (Questions 11-21)y If all Critical Elements are met: failure to meet one (1)item will result in a VERY GOOD rating If all Critical Elements are met: failure in any two (2) orthree (3) items from this section will result in aSATISFACTORY rating If all Critical Elements are met: failure to meet four (4) ormore items in Category 2 will result in a MARGINALrating.

Administrative Report CardU.S. General Services AdministrationFederal Acquisition Service¾ Category 3 – Above and Beyond (Questions 22-27)y EXCEPTIONAL rating: Must be Very Good and nomore than one (1) failure in this group

Chapter 2U.S. General Services AdministrationFederal Acquisition Service¾ Getting Startedy Pricelistsy Getting on GSA Advantage!

PricelistsU.S. General Services AdministrationFederal Acquisition Service¾ You are required to prepare, print, and distribute a paper pricelisty Using your commercial pricelist, showing negotiated discounts,and obliterating all items, terms, and conditions not accepted bythe Government; ory Using a pricelist specifically designed for your contract, includingthose items, Terms, and Conditions accepted by theGovernment¾ Always use your current approved pricelist

PricelistsU.S. General Services AdministrationFederal Acquisition Service¾ Update and distribute with each applicable modification¾ Update billing/invoicing system¾ Keep copies of all versions throughout your contract term for atleast 3 years after contract expiration

Pricelist FormatU.S. General Services AdministrationFederal Acquisition Service¾ Point-of-Contact information¾ Prompt payment terms¾ Contract items awarded andassociated pricing¾ Discounts from the list pricesor statement of net prices¾ Labor categories anddescriptions¾ Geographic coverage(delivery area)

Distributing Your PricelistU.S. General Services AdministrationFederal Acquisition Service¾ Provide two copies to your PCO 30 days after the date ofcontract award and;y 15 days following a modification, making sure to re-date yourprice list¾ Send one copy to the National Customer Service Center, Bldg.No. 4, 1500 E. Bannister Road, Kansas City, MO 64131¾ Send to any customer upon request (including your IOA)

Distributing Your PricelistU.S. General Services AdministrationFederal Acquisition Service¾ Make sure your price list conveysy Expertise/strengthsy Uniquenessy Convenient ways to contact you¾ Print and widely distributey No mailing list is provided by GSA¾ Familiarize yourself with peak buying times

Electronic Contract DataU.S. General Services AdministrationFederal Acquisition Service¾ You are required to upload your price list to GSA Advantage! nolater than 6 months after award¾ Keep your GSA Advantage! information up-to-date¾ Electronic files must be complete, correct, readable and virusfree¾ You’re responsible for keeping all electronic catalog data up todate remember, you want potential customers to find you!

Getting on Advantage!U.S. General Services AdministrationFederal Acquisition Service¾ Register!y At http://vsc.gsa.gov¾ Schedules Input Program (SIP)¾ Electronic Data Interchange (EDI)¾ http://vsc.gsa.gov – “Getting on Advantage!”

Getting on Advantage! - SIPU.S. General Services AdministrationFederal Acquisition Service¾ SIP is the GSA-provided software program that you can use toupload your price list file¾ Download SIP http://vsc.gsa.gov/sipuser/sip download.cfm¾ Don’t delete the SIP program or fail to transfer it to your newhard drive—you’ll have to start from scratch!

Getting on Advantage! - SIPU.S. General Services AdministrationFederal Acquisition Service¾ Look at the Vendor Startup Kit¾ Take advantage of SIP trainingy Online: http://vsc.gsa.gov/training/online training reg.cfm¾ Direct technical questions to the Vendor Support Center HelpDesk (877)-495-4849 or vendor.support@gsa.gov

Getting on Advantage! - EDIU.S. General Services AdministrationFederal Acquisition Service¾ EDI is the computer-to-computer exchange of businessinformation using a public standard¾ Methodsy Commercial off-the-shelf packagesy Value Added Networks (VANs)y 3rd party consultants¾ If you are interested in learning more about EDI, check out thetabs under “Getting on Advantage” or call the EDI Help Desk at703-605-9444

Chapter 3U.S. General Services AdministrationFederal Acquisition Service¾ Salesy Eligible Usersy Cooperative Purchasingy Definition of a “Schedule Sale”y Government Purchase Cardy Sales Tracking System and Reportingy Industrial Funding Fee

Eligible UsersU.S. General Services AdministrationFederal Acquisition Service¾ GSA Order ADM4800.2Ey Provides detailed information regarding those agencies,activities, and organizations that have been determined to beeligible to use GSA Schedule contracts¾ Eligible users include:y Executive & Other Federal Agenciesy Mixed-Ownership Government Corporationsy The District of Columbiay State and Local Governments for IT on Schedule 70 only(Cooperative Purchasing)

Eligible UsersU.S. General Services AdministrationFederal Acquisition Service¾ Other Considerationsy You are obligated to accept orders that are below the MaximumOrder threshold from all executive agenciesy Maximum Order threshold refers to the dollar value of an orderthat signals to ordering activities that additional discounts ormore favorable terms should be sought—it’s not a ceiling!y You are not obligated to sell to those outside the ExecutiveBranch– Return orders within 5 days– Return orders within 24 hours if made with a purchase card

Cooperative PurchasingU.S. General Services AdministrationFederal Acquisition Service¾ Authorizes sales of Schedule 70 products and services to stateand local governmentsy All 50 states, counties, cities, municipalities, towns,townships, tribal governments, and public authorities¾ Contractor participation is established at time of award orthrough a contract modification¾ Cooperative Purchasing sales to state and local governmentsmust be tracked separately for reporting purposes¾ For more info, visit www.gsa.gov/cooperativepurchasing

Disaster Recovery PurchasingU.S. General Services AdministrationFederal Acquisition Service¾ Authorizes sales of products and services to state and localgovernments for use in Disaster Recovery.y All 50 states, counties, cities, municipalities, towns,townships, tribal governments, and public authorities¾ Contractor participation is established at time of award orthrough a contract modification¾ Disaster Recovery sales to state and local governments must betracked separately for reporting purposes¾ For more info, visit www.gsa.gov/disasterrecoverypurchasing

What is a Schedule SaleU.S. General Services AdministrationFederal Acquisition Service¾ When an order issued by an eligible user fits within MASparameters, it is considered to be a Schedule sale unless theordering activity indicates otherwisey Contracts clearly awarded under FAR parts 12, 13, 14, or 15y Establish with your customer at time of order placementwhether a sale is being conducted under or outside theScheduley List your contract number on invoices

What is a Schedule SaleU.S. General Services AdministrationFederal Acquisition Service¾ The customer pays with the¾ The GSA contract number isgovernment purchase cardstated on the purchase or taskorderfor items on your contract¾ The ordering information andterms are the same as yourGSA contract¾ The pricing is at or below thecontract price¾ The customer made contactwith you through GSAAdvantage! or e-Buy¾ The order is over 3000 andthere is no indication of anyother procurement vehiclebeing used

Government Purchase CardU.S. General Services AdministrationFederal Acquisition Service¾ Used by customers as a payment method to procure goodsand services¾ Contractors are required to accept the card for all purchasesup to the micropurchase threshold (currently 3000).¾ Contractors are encouraged to accept the card for purchasesabove the micropurchase threshold.