**[ITIGC Meeting November 22, 2005]{.underline}**

**[Meeting Notes]{.underline}**

**Introduction/GSA Update: Lindsay Levine**

**Acquisition Issues: Robin Bourne**

1.  TAA- 3 Office supplies and General Products companies were fined
    significantly (\$10m fine)

2.  Scope- C.O.'s getting calls regarding scope of work

    a.  Buyer's responsibility to make determination on scope but
        encourage vendors to pull back if it's not appropriate to bid.

3.  E-tools- extensions will begin to be administered online

4.  e-authentication- 132-60

    a.  ACES, Smartcard transitioned over to Schedules

    b.  Products will be tested and approved prior to going on BPA.

5.  DOL and Wage Determination

    a.  Have been complaints from same person

    b.  Suggestion---There should be FAQs on the website for Service
        Contract Act---policy?

**Office of Acquisition Management Update: Patrick Conley**

1.  FSS- no policy role at all

    a.  Will fall under Chief Acquisition Officer (CAO)

    b.  Internal policy will be communicating policy issues to internal
        associates

2.  Electronic Subcontractor Reporting System- ESRS

    a.  No FAR regulation yet

    b.  Not regulatory mandatory

    c.  ORCA- reps and certs expected to maintain listing in accordance
        with FAR

3.  Products listed on 508

    a.  Bruce Leinster: Are agencies not to buy non-508 compliant
        products?

    b.  Should be a critical evaluation factor

    c.  508 product gets preference

    d.  Buyers will need to be 508 compliant

4.  Noncommercial modifications on commercial items for DOD

    a.  Over \$500,000 for modification and greater than 5% value of the
        contract will require cost and pricing data

    b.  No exception for software

    c.  15.403-1 rule

5.  ODCs

    a.  Time and material rules are part of the FAR case being discussed

    b.  Comment period extended to December 9^th^

    c.  A statement has been made that whatever the rule is it won't
        affect Multiple Award Schedules but the program will need to
        create new rules to fulfill the requirements of the rule.

6.  Post award audits

    a.  Being discussed downtown

    b.  Looking for responses to request for comment

    c.  Don't know when will be complete

    d.  Bruce Leinster: These are not allowed by Clinger-Cohen.

    e.  If government is under substantial risk.

    f.  Bruce Leinster: Having auditors in our offices is a nightmare.

7.  TAA- no current waivers

    a.  Bruce Leinster: How will you evaluate TAA?

    b.  Will work with customs and other government regulatory offices
        to determine compliance

8.  Scope issues

    a.  ""Don't go hunting with a fishing license."

    b.  "Don't shoot short furry things with a deer hunting license"

    c.  Is acquisition management the first step for concerns?

9.  G & A on travel

    a.  Kitty Klaus: Are you aware of an existing acquisition letter for
        G & A on travel unless it is in your Schedule?

    b.  Depends on what the individual contract says. However, the
        discussion is mixed with the proposed FAR rules on commercial T
        & M contracts.

    c.  Robin Bourne: In your contract, request a modification to put an
        asterisk to denote that for an order with travel, a G & A of x%
        is to be applied.

    d.  Education needs to be brought down to the IT Center about not
        ignoring mods- especially for G & A.

    e.  Send fee for service problems to Deborah Lague.

10. Mass mods

    a.  Deborah Lague: ACO mass mods- procedure- if any exceptions are
        taken to mass mods, decline the mod and send in a paper copy
        with the exceptions noted in a letter.

    b.  Send to PCO, not ACO.

**Industry Update: Paul Pitera and Bruce Leinster**

1.  Alliant

2.  AF Netcents contract

3.  1423 panel extended for another year

4.  RFID final rule 9/14 -- tags applied at case and palletized depots

5.  September 16- DOD proposed rule to update acquisition plans

6.  DOD multiyear contracting- DFARS amended- Section 8.14- provide
    notice to congress on buys exceeding \$100m

7.  FY '06 Defense Funding Bill

    a.  Transparency in Federal Contracting

    b.  Public website on contractors bad reports

8.  Safavian arrested

9.  GSA reorganization- Congressional approval not obtained yet.

    a.  Senate maintains that the proposed reorganization maintains too
        much central control.

10. Subcontracting issues

    a.  If you don't disclose up front who your subs are and have the
        C.O. agree that you will be reimbursed at the prime rate, you
        will not be paid at that rate.

    b.  This introduces a whole new administrative problem to a quick
        contracting vehicle.

    c.  If you want to add a new contractor to the team, you need C.O.
        approval.

    d.  T & M is the least preferred contract method.

    e.  Government is unable to define their requirements so they use T
        & M.

    f.  Public hearing will be held to discuss why companies don't need
        to disclose subs.

**IT Acquisition Center: Patricia Pierson**

1.  David Drabkin will be acting Principal Director for Acquisition
    Operations

    a.  This is where the IT Center will reside, for now.

**Services Acquisition Center IGC Briefing: Jeffrey Manthos**

> 1\. Joe Jeu has hired a contractor for implementation of the
> reorganization.

2.  G & A is more of an issue with FTS orders, not really with direct
    order/direct bill

    a.  Govworks

3.  Mark Hoyland noted that GSA needs to reach out to rank and file
    C.O.'s

4.  GSA Preferred is ongoing

5.  ITSS is still operational

6.  All acquisition centers are being told to submit all policy issues
    downtown.

7.  ESRS.gov

8.  Vendor Advisory Board

    a.  Beta Test- contractor orientation meeting

9.  Jeff Koses noted that he expects his organization to have more of a
    contractor supplier role.

    a.  It is suggested that we flesh out some of these ongoing policy
        issues before they get turned over to the CAO's office and get
        lost in the shuffle.

10. Pam Mines reported that the Office of Marketing is exploring how
    they can receive data from their vendors.

    a.  Their office will also lead the strategic sourcing initiative
        internally.

**Cooperative Purchasing Update: Patricia Reed, Peter Schwartz, Tom
DeWitt**

1.  Brochure details

2.  State of Illinois

3.  Ready to make a presentation at the Tom Davis level---waiting for
    guidance from GSA's future leadership

4.  Draft from Cathy Muse of Fairfax County is coming

5.  Possible ODP link on Systems?

6.  Headway has been made with the Department of Homeland Security's
    Office for Domestic Preparedness

    a.  GSA will work with DHS to insert information about Cooperative
        Purchasing into their policy guidance for '06 grants.

    b.  POC at DHS has agreed to participate in the council further.

    c.  GSA will be invited to speak at regional events about
        Cooperative Purchasing.

**Miscellaneous Items for Discussion**

1.  E-tools- RFIs need to be more easily denoted

    a.  Issue: note at bottom of RFI stateing that email must be sent
        directly to CO or program manager instead of responding through
        e-buy. Then vendor is excluded for "not following directions.

2.  GWACs

    a.  Constraints are built into Schedules that are not built into
        GWACs

    b.  Assigned to Kitty's Teaming/Subcontracting Committee

    c.  How to get stuff not on your Schedule that is not practical for
        company to sell---that the company doesn't want to get in the
        business of selling

3.  SmartBuy

    a.  Tony Matthews: Government is naïve to how a product flows
        through companies

    b.  Robin Bourne: The program is a good idea as a big picture idea
        but not on an incremental level

    c.  Robin Bourne: Committee could provide advice and input about
        strategic sourcing

    d.  Tony Matthews: There is very little incentive to get on this
        train---narrows margins for companies

    e.  Ron Segal: GSA does a very good job negotiating price for one
        product

    f.  Robin Bourne: Invite SmartBuy office and Floyd Groce

    g.  Peter Schwartz: Invite WSCA and U.S. Communities

        i.  A direct model

        ii. SmartBuy is not channel friendly

    h.  Tony Matthews: SmartBuy is not a channel model.

        i.  If the aggregator could procure, then...

        ii. DOD is about to issue a directive---has a budget to procure
            security systems

    i.  What about Eagle and FirstSource?

        i.  Tony Matthews: They are mini GSAs with lower prices.

4.  Treasury DWAC is now a GWAC.

5.  How do we target customer agencies to get them to join our council?

    a.  State, VA, Treasury, HHS- Shirley

    b.  Talk to Linda Hauenstein---strategic sourcing contacts---talk to
        Tricia Pierson

    c.  Homeland Security Executive Business Council

    d.  Why is State buying through FedBid---Tony Matthews to call State
        people

    e.  Invite registered GSA Expo customers to meeting

**Ideas for the Next Meeting**

1.  IG's office to talk about the disconnect between the field and
    reality

2.  A-76 competitions

3.  Strategic Sourcing

4.  Coalition- DOD IG reports---ask Tricia Pierson about what transpired
    at the Coalition Meeting

5.  Floyd Groce- SmartBuy

6.  GSA reorganization

7.  Systems- what are they going to do with the current systems? (GSA
    Preferred)

8.  CAO's Office- maybe Roger Waldron

9.  Rob Burton, Deputy Director, OFPP

10. Govworks, NBC

11. 1423 Panel- woman from panel

12. GSA Preferred?

13. Next meeting could be at Skyline\--SAIC

14. Pros and Cons from meeting

    a.  Pros

        i.  ODP initiative

        ii. More interaction

        iii. More dialogue

        iv. Kitty Klaus: Good GSA representation---recommend that GSa
            people always stay the whole day

    b.  Cons

**The Future of Acquisition Management in FAS: Jeffrey Koses**

1.  There will be no policy role in FAS

    a.  This change comes out of the CAO act

2.  Systems Management goes to CIO

3.  Long term business plan for Schedules

4.  How do we ensure consistency throughout the Schedules?

    a.  43 Solicitations were not consistent

5.  Will act as single supplier management gateway to vendors

6.  Sets measures and metrics

7.  Is relatively easy to combine Schedules but can't combine Schedules
    and GWACs so easily

8.  What are the driving policies for the CAo that need to be resolved
    over the next year?

    a.  Bring up these issues so they can be covered.

9.  Bruce Leinster: The CAO has neglected to act on issues we have
    brought up

    a.  TAA

    b.  T & M -- payment to subs