# Presentation: 148592

## Identifying and Evaluating Alternatives Available Under GSA Schedules

- General Services Administration
- Federal Supply Service
- Office of Acquisition
- Using GSA Schedules – Customers

**Notes:**
This module is looking at -
Identifying the procedures for obtaining & evaluating alternatives available under GSA schedules.

## Identifying and Evaluating Alternatives Available Under GSA Schedules

- Key topics covered in this lesson:
- Procedures for identifying and evaluating alternatives available under GSA Schedules
- Using a request for quotations
- Using a GSA *Advantage!* e-Buy request for quote

**Notes:**
Tell them this is what we will be covering in this lesson.

## Appropriate Evaluation Procedures

-      Select appropriate procedures for evaluating alternatives available under GSA Schedules based on the need for a Government Statement of Work (SOW) to describe the requirement.

**Notes:**
We are going to look at how to evaluate both when you don’t need a SOW and when you need a SOW.

## When No Statement of Work is Required

- Obtain information to evaluate alternatives.
- Complete evaluation following FAR 8.404 procedures.

**Notes:**
When acquiring a schedule product or service that doesn’t need a SOW, you need to obtain the information needed to evaluate alternatives – primarily price and follow FAR 8.404.
Number of sources to consider and depth of evaluation will vary based on the estimated dollar value of the acquisition.
If a micro-purchase – what is the procedure?  Place the order FAR 8.404(b)(1).  No extensive documentation required.
If over micro-purchase – Identify Max Order Threshhold.  If not exceeding, consider 3 catalogs or use GSA Advantage!  Select best value.  If over Max Order Threshold???  Consider more sources (1 will do it) and select best value.   Next slide.

## Maximum Order Threshold

- Included in each Schedule contract’s Order Limitations clause
- Not a limit on maximum order size, but the contractor is not required to accept any order with a total price that exceeds the MO and the Government must request a better price
- Is not the same for all contracts

**Notes:**
Before proceeding with the evaluation of available items, the Schedule user must identify the applicable MO. 
The best sources of information on the applicable MO are the “More Product Details” page in GSA Advantage! and the Schedule information provided by the contractor. 
The last bullet is important.  The MOT is not the same!!!!

## Steps to Selecting Best Value

- Identify relevant best value factors.
- Evaluate reasonably available information.
- Determine if there is reason to seek further price reduction.
- Seek further price reduction when there is reason to do so.
- Make selection decision.

**Notes:**
Point out that these are the elements that the Schedule user should consider in selecting a Schedule contractor and item.  We will discuss each of these.

## Relevant Best Value Factors

- Contractor past performance on previous orders (should be considered for all orders);
- Available warranties;
- Item ownership costs;
- Item maintenance availability;
- Useful product life;
- Item environmental and energy efficiency;

- Supplier technical qualifications;
- Training and customer support offered by the supplier;
- Trade-in considerations;
- Item transportation cost;
- Administrative cost associated with the acquisition; and
- Delivery/performance terms.

**Notes:**
Identify factors that are expected to significantly affect the value of the item being acquired.
Concentrate on factors that are expected to vary from contractor to contractor.  Warranties for instance.
The list on the slide show potential factors.

## Reasonably Available Information

-    Obtain information from one or more of the following sources:
- GSA *Advantage!*
- Catalogs or pricelists
- Schedule contractor responses to a request for quotations (RFQ)

**Notes:**
Use available information to the maximum.
Don’t ask for more than necessary.  
We get RFQs for most training we provide.  Some are unbelievably complex.  It costs the contractors bid and proposal costs to provide detailed information.

## Seek Further Price Reduction?

- Estimated order price exceeds the MO threshold
- Market research reveals product or service is available** **elsewhere at a lower price
- Schedule contractor has been or will be selected to provide recurring requirements (e.g., using a blanket purchase agreement) and size of recurring orders may merit further discounts; or
- Market research identifies other information indicating further price reduction is appropriate.

**Notes:**
First determine if you should seek further price reduction.  Definitely if your order will exceed the MO threshold.
If you decide to seek a reduction, you may request an additional price reduction in a variety of ways.  For example:
The Schedule user could use available information to identify the Schedule contractor that appears to offer the best value and then request an additional price reduction; or
If using an RFQ, the Schedule user could request in the RFQ that the contractor quote the best price available under the Schedule for the product or service required including any appropriate one-time price reduction.

## Make Selection Decision

- Do not exclude a Schedule contractor from consideration because it did not offer additional price discount
- Select the contractor and item that provide the best value
- Give preference to small business concerns when two or more items at the same delivered price will satisfy the requirement.

**Notes:**
The first bullet is important.  A Schedule contractor isn’t required to offer additional discounts.
Preference for small business in case of a tie.

## When a Statement of Work (SOW) Is Required

- Identify maximum order threshold
- Identify relevant best value factors
- Obtain quotes using a written Request for Quotations

**Notes:**
The first two bullets are the same whether you need a SOW or not.
However, you must use a written RFQ is you use SOW!!  You will generally use a SOW when acquiring services.  You may use a limited SOW when acquiring supplies.  For purposes of this part of the lesson we will focus on services.

## Identify Relevant Best Value Factors Services

- Price
- Past performance on previous orders (should be considered for all orders)
- Experience in performing similar services
- Any other factors that:
- Represent the key areas affecting the quote’s value to the Government.
- Support meaningful comparison and discrimination between and among competing quotes.

**Notes:**
Before beginning your RFQ, you should identify the relevant best value factors.
For instance, price may or may not be your determining factor.  It depends on the service you are acquiring.  Give some examples. 
Go through the slide.
After you’ve selected the relevant factors, get quotes through use of an RFQ.  The ordering instructions for services really require use of a performance based approach to which the contractor can propose a fixed price.  You should request enough information to make a determination that the labor mix and material proposed is reasonable for the task at hand.

## Review Question

-      Which of following is true of a maximum order (MO) threshold?
- The MO is a limit on the maximum order size.
- The MO is the same for all contracts.
- The Order Limitations clause of each Schedule contract includes an MO.
- The Schedule user does not need to determine the applicable MO prior to evaluation.

**Notes:**
Selection 3 is the answer.

## Review Question

-      The selection of factors to consider in identifying the best value offered by Schedule contractors should be based upon the information from the following source:
- Catalogs
- Pricelists
- GSA *Advantage!*
- Schedule contractor’s response to RFQs
- All of the above.

**Notes:**
Selection 5 – all of the above.
Give preference to SB.
The next learning objective will cover identifying the procedures for obtaining and evaluating alternatives available under GSA Schedules when using an RFQ.

## Determine the Method for Issuing the Request for Quotation (RFQ)

-      Issue an RFQ using any method acceptable to the user, the user’s organization and agency.  Common methods include the following:
- Written RFQs
- Oral RFQs

**Notes:**
These are the two most common approaches for RFQs.

## Best Practices for Using an RFQ

- For services that require an SOW, use a written RFQ to obtain the information needed to evaluate alternatives available under GSA Schedules.
- For products and services that do not require an SOW, don’t use a written RFQ unless it can be used to gather Schedule contract information more efficiently than using GSA *Advantage!*, contractor catalogs, or** **contractor pricelists.

**Notes:**
Alternatives for issuing a written RFQ 
include:
GSA Advantage! e-Buy;  E-mail;  Paper; or Fax request for quotations.  
The Schedule user can use an oral RFQ as long as all the necessary information is provided to all parties.  
You may use an RFQ form, a letter or other documentation as an RFQ.

## Prepare Request for Quotations

-      Divide into five sections for clarity:
- The RFQ form, letter, or other document requesting quotations
- Special requirements
- Information and instructions for quoters
- Evaluation criteria
- Applicable attachments (e.g., the SOW)

**Notes:**
The second bullet – mailing address, telephone number and e-mail address.
Third bullet – closing date and time.
Fourth bullet – include Options if included and how you will evaluate.

## RFQ Form, Letter, or Other Document

**   **Include proper information and follow appropriate guidelines.  For example:
- An e-Buy RFQ must follow e-Buy guidelines.
- An RFQ prepared using other forms or documents must follow FAR, agency, and organization guidelines.

**Notes:**
An RFQ should include:
RFQ identification number;
Issuing organizationand point of contact; 
RFQ closing date and time;
Description of each RFQ line item;
Quantity required; and
Item performance/delivery location and time requirements.

## Special Requirements

-   Consider the following requirements when appropriate:
- Pricing arrangement
- Blanket purchase agreement
- Performance incentives
- Defense Priorities and Allocations System

**Notes:**
The RFQ should designate one of the 
following pricing arrangements:
Firm-fixed-price;  Labor-hour; or  Time-and-materials
The Schedule user should consider the 
following:
Number of BPAs expected to result from the RFQ;
BPA term; and  BPA review.
Any performance incentive should be:
Designed to relate results achieved to specified targets; and
Based on contractor achievement

If the order will be rated under the Defense Priorities and Allocations System (DPAS), the RFQ should include the appropriate DPAS rating

## Information and Instructions for Quoters

- Consider the following when determining the need for information and instructions:
- Existing Schedule Information
- Contractor Teaming Arrangements
- Pricing
- Past Performance
- Technical qualifications and experience
- Performance planning
- Oral presentations

**Notes:**
Key elements of the suggested statement include:	
Anticipated need for resources from different Schedules;
Example of Schedules that may be used to meet RFQ requirement;
Suggestion that requirement can be met using a CTA;
Requirement to identify each item offered with the appropriate Schedule number; and 
Suggestion or requirement that a copy of the CTA be provided with the offer.
Prices: The RFQ should notify prospective quoters that quoted unit prices must be less than or equal to the unit prices under the Schedule contract used as a basis for the quote. 
For services requiring an SOW, the Schedule user should normally require each quoter to submit a breakdown of each proposed contract line item price.  
The purpose is to assure that:
The contractor’s quoted price was prepared using prices no higher than the Schedule prices for labor and any products delivered while performing the service;
The quoter has clearly identified any labor or products included in the quote, but not included in any Schedule contract; and
The quoted effort is reasonable and realistic for the SOW requirement. 

## Pricing Information

-    Require each quoter to provide information including:
- Estimated labor hours by labor category, the rationale used in preparing the quote, and the labor rate for each category of labor included
- Estimated travel expenses
- Any other item included in the price quote with rationale
- Estimated quantities for any product included in the price, the rationale used in preparing the estimate, and the price for each item included.

**Notes:**
Notify prospective quoters that their quoted prices must be equal to or less than the unit prices in their schedule.  
Some information you may need is as set forth in the slide.  While the GSA contracting officer has determined that the Schedule prices are fair and reasonable, you still must make sure the overall price is reasonable.
Allowable travel and per diem charges are government by Pub L. 99-234 and FAR Part 31.  Estimated travel costs can be used to price a FP order item or the order can include a ceiling price for them.

## Past Performance

- If adequate past performance information is not readily available, the Schedule user may request references from the contractors
- Ask the Schedule contractor for references who can evaluate relevant past performance from a customer’s perspective.

**Notes:**
Keep reference requirements to the smallest number necessary, but for comparable and current (w/in past 3 years) projects.  3 is a good number.
Limit a quoters ability to pick only the best references.
Give quoters an opportunity to provide information on problems encountered.
Inform potential quoters how past performance information on work for state and local governments, private sector clients, and subcontracts will be evaluated. 
Remind potential quoters that they may submit past performance information on subcontracts, under CTAs, and under previous company names.
Explain limits on the use of past performance information – the government will only use the information in quote evaluation for this acquisition. 

## Technical Qualifications and Experience

- Require offeror information on technical qualifications and experience (when necessary)
- Establish any minimum technical or experience requirements
- Experience performing contracts with the same or similar requirements
- Information on task manager
- Key personnel names and qualifications.

**Notes:**
You may not need this information for all of your buys.  On training requirements, it is likely you would want to see a resume of the proposed instructor.  For janitorial work, you don’t need resumes for all of the workers. 
Make sure your experience request is reasonable.  Maybe one year experience in performing similar work.

## Performance Planning

-    Whenever an SOW requires the contractor to meet functional, performance, or design requirements, the quoter should provide at least a brief explanation on how it intends to manage the work effort.

**Notes:**
This information on the slide would be great to provide in an oral presentation. 

When a management plan is appropriate, the Schedule user should identify key elements that must be included in the plan such as: 
Resource management;
Organization structure; - For a large or relatively complex requirement, consider requiring information on how workers, any subcontractors, and/or CTA partners will be organized for task performance.
Quality assurance – extent of QA oversight should be proportional to the complexity and criticality of the requirement.

## Evaluation Criteria

- Provide information on how quotes will be evaluated, including the:
- Method of evaluating quotes for multiple items
- Method for evaluating quotes for order options
- Significant factors that will be considered in quote evaluation
- Method for evaluating factors other than price

**Notes:**
The evaluation criteria must clearly relay to all contractors how you will evaluate quotes, including the role oral presentations will play in the award decision.
Will you award all or none?
Will you evaluate options at time of award decision?
What factors other than price will you evaluate and how do they relate to price?

## Method of Evaluating Quotes for Multiple Items 

-    State whether the government intends to:
- Issue a single order for all items
- Issue a single order or multiple orders by line item, whichever is most advantageous to the Government
- Some other scheme for issuing orders based on the Government’s evaluation of the quotes received

## Method for Evaluating Quotes that include Options

-    State how quotes with options will be evaluated.
- If there is a high probability that the option will be exercised, it should be included in the evaluation.
- If there is a low probability that the option will be exercised, inclusion of the option in the RFQ should be reconsidered

## Significant Factors to Be Considered in Quote Evaluation

-    Price and past performance must be considered.  Other factors include:
- Technical qualifications
- Performance planning
- Preference small business concerns when two or more items at the same delivered price will satisfy the requirement (FAR 8.404(b)(6))

**Notes:**
Looking at these factors, they should represent key areas of importance and emphasis to be considered in the selection decision.
What would be a discriminator between and among competitors?  For instance, in training again – the breadth and depth of experience an instructor has.
You will also have to state the importance of the factors –
Significantly more important than price;
Approximately equal to price; or
Significantly less important than price.

## Applicable Attachments

- Identify RFQ Attachments:
- For a service that requires an SOW, the primary attachment is the SOW.
- Depending on the acquisition situation, other attachments may be appropriate.

**Notes:**
Point out information on the slide.  Then add, in some cases you might be attaching a QASP.

## Distribute the RFQ

- Solicit quotes from the contractors that appear to offer the best value
- Consider including one or more small, small woman-owned small, and/or small disadvantaged Schedule contractors
- Consider the relationship between the estimated price and the Schedule MO in determining the number of sources selected
- Consider special DoD requirements

**Notes:**
Address the bullets.  Some factors that you might consider could be products or services offered; pricing; or even the contractor’s locations.
If the requirement is for services exceeding $100K using DoD funds, issue the RFQ to as many contractors as practicable to ensure at least three responses are received or issue the RFQ to all the contractors on the schedule.

## Evaluate Quotes

-    Quotes must be fairly evaluated based on the criteria established in the RFQ.
- If the Schedule user needs assistance in evaluating quotes, assure that anyone assisting is aware of the quote evaluation criteria
- Maintain a record of any oral presentations to document what the Government relied upon in its evaluation

**Notes:**
The information submitted is source selection information.  Assure evaluators are aware not to consider any criteria not identified in the RFQ or take any action that favors one Schedule contractor over another.
Select a method and level of detail of the record (e.g., video taping, audio tape recording, written record, government notes, copies of offeror’s presentation slides, or copies of presentations notes) appropriate to the requirement.  Retain a copy of the record in the order file.  If requested, the Schedule user may provide a copy to the quoter that made the presentation.

## Selection Decision

- Select the Schedule contractor whose quote represents best value to Government considering evaluation criteria set forth in RFQ.
- When the evaluation includes both supplies and services, select the solution that represents best value based on RFQ criteria
- Give preference to small business concerns when two or more items at the same delivered price will satisfy the requirement

**Notes:**
Second bullet – Reference FAR 8.404

Third bullet – Reference FAR 8.404 (b)(6)

## Review Question

-       When notifying the Schedule contractor of any special requirements that are intended to be included in the order or BPA, the Schedule user should consider all of the following **EXCEPT**:
- Pricing arrangement
- Quote evaluation requirements
- Performance incentives
- Defense Priorities and Allocations System applicability

**Notes:**
Choice 2 – You would include the pricing arrangement, performance incentives, DPAS information as well as any intention to issue a BPA.

We wouldn’t include the quote evaluation requirements in the BPA or order!

## Review Question

-    If adequate past performance information is not readily available, the Schedule user may request references from the contractors in the RFQ. References should be unlimited in number to give an accurate reflection of past performance and be limited to only current contracts.
- True
- False

**Notes:**
FALSE.
You should limit the number of references to as few as possible to give an accurate reflection of past performance.  A list of 3 references for current contracts or contracts completed no more than 3 years ago should adequately demonstrate a quoter’s past performance.

## Using a GSA Advantage! e-Buy Request for Quotations

*   *GSA *Advantage!* e-Buy - an integrated system that permits Schedule users to:
- Prepare an RFQ on-line
- Distribute it to selected Schedule contractors
- Evaluate their quotes
- Issue an order

**Notes:**
GSA Advantage! e-Buy offers a new and exciting method for issuing a RFQ.  The unique features merit special examination.
Ask the class how many have used e-Buy.  If a lot have, you may want to consider asking them to explain the process on-line.

## Access to GSA Advantage! e-buy

**Notes:**
The only way to gain access to e-Buy is to enter GSA Advantage! And log in.
Only authorized users may use e-Buy.  You are considered authorized if you have entered an acceptable SmartPay card, an Activity Address Code (AAC) or a valid Government email address in the User Profile.
The AAC is a 6-character alphnumeric code assigned by GSA to a specific customer address.  In DoD, your AAC is the DoDAAC.

## e-Buy Homepage

**Notes:**
Navigation aids on this webpage.
Left side, you will find links to:
*My Active RFQs – all active e-Buy RFQs.  If the RFQ has closed, you will be able to view quote information.
*My RFQ History- you will have access to information on the user’s closed or cancelled RFQs.
View RFQ –Enter your RFQ number in the space after “View RFQ” you will have access to the available RFQ information.  You can only look at your own – not others.
At bottom of page, other links including
*How does e-Buy work?
*Benefits of e-Buy
*e-Buy Guidance

## Preparing an e-Buy RFQ

- e-Buy RFQ is a 2-step process:
- Step 1.  Assign category and select vendors
- Step 2.  RFQ information

**Notes:**
In the middle of the page, there is a link “Prepare an On-line Request for Quote (RFQ).
This is the process that you follow.

## Assign Category and Select Vendors

**Notes:**
You can find the category by using the “Search” box or the “view Federal Supply Schedule Listing” link
Choose the selected category of products or services.
Select Schedule contractor using the guidelines already discussed.
Select the “Submit” icon at the bottom of the page to move to Step 2.

## E-Buy RFQ Information

- The Schedule user must:
- Enter an RFQ title
- Select number of days the RFQ will remain open
- Specify delivery requirements
- Enter item specifics
- Select “Add Additional Items”, if necessary
- Insert additional necessary description information and evaluation criteria

**Notes:**
You must enter the information identified on the slide when applicable.  You may also attach SOW, QASP, etc.
After you enter the information, you can review it and
“Save to Draft”
“Submit the RFQ”
“Cancel the RFQ” or
“Back” to make changes.

Selecting “Submit the RFQ” will move you to the “Summary” page.  When that page appears the RFQ has already been sent to identified contractors.  You may print that page and a list of the contractors sent the RFQ.

## Evaluating Quotes

- Each “Vendor Quote” page includes information
- such as:
- RFQ identification
- Quoting firm’s name
- Contact person information
- Total quote price
- Line item information
- Any documents attached to the quote
- A variety of other information

**Notes:**
You will receive an e-mail notification when the RFQ is closed and additional quotes will no longer be accepted.  At that time, you can begin to evaluate quotes.  FSA recommends that you evaluate quotes within 15 days after the RFQ is closed.  
Select “My Active RFQs” link or “My RFQs” in the tool bar at the top of any e-Buy page.  
Either will take you to the “My Active RFQs and Quotes’ page, which lists each active RFQ.
If an RFQ is closed, the page includes a list of all quotes received.  You can obtain access to each “Vendor Quote” page by selecting the appropriate quote number.
After evaluation you can select
“Award this Quote”, “Do Not Award this Quote” –
Move “Back to My RFQs”, “Previous Quote” or “Next Quote

## Review Question

-    The Schedule user must demonstrate authorization to use e-Buy. The Schedule user can indicate authorization by entering a Governmentwide commercial purchase card number, a GSA Activity Address Code, or a valid Government email address in the User Profile.
- True
- False

**Notes:**
TRUE!!

## Review Question

-       Which of the following correctly lists examples of key RFQ information that is presented on the e-Buy “RFQ Summary” page?
- Names of the Schedule contractors solicited, contents of documents attached to the RFQ, line item specifics, and a description of products and services
- Names of the Schedule contractors solicited, file names of documents attached to the RFQ, line item specifics, and a description of products and services
- Number of Schedule contractors solicited, file names of documents attached to the RFQ, line item specifics, and a description of products and services
- Number of Schedule contractors solicited, contents of documents attached to the RFQ, line item specifics, and a description of products and services

**Notes:**
Sorry about having to read this.  There’s just too much on this slide.
The answer is 3.
Examples of key RFQ information that are presented on the RFQ Summary page include the number of Schedule contractors, file names of documents attached to the RFQ, line item specifics, and a description of products and services.

## Issuing and Documenting a Schedule Order

- General Services Administration
- Federal Supply Service
- Office of Acquisition
- Using GSA Schedules – Customer

**Notes:**
After completing this lesson, you should be able to select the appropriate procedures for issuing and documenting a Schedule order.
Appx 45 Minutes

## Identifying and Evaluating Alternatives Available Under GSA Schedules

- Key topics covered in this lesson:
- Issuing a Schedule order
- Establishing a blanket purchase agreement (BPA) under a GSA Schedule
- Communicating with others concerning order decisions

**Notes:**
When you select the Schedule contractor and product that provide the best value to the Government, you must issue a delivery or task order.  We will look at a variety of methods that you may use to issue an order, as well as the file documentation and other activities that may be associated with issuing that order.

## Methods to Order from a Schedule Contract

- GSA *Advantage!* order using  Governmentwide commercial purchase card or GSA *Advantage!* purchase order;
- Oral order using Governmentwide commercial purchase card;
- Written order using OF 347 or another agency-prescribed form
- Order under a Blanket Purchase Agreement (BPA).

**Notes:**
We have addressed the various methods to some extent, but to reiterate – go over each bullet.

You will not pay any extra charge for ordering through GSA Advantage!  Your Purchase Card or AAC account will not be charged until the merchandise is shipped or service is performed.  That includes backorders.
There will not be any charge for backorders until the item is shipped.

## Your Current Shopping CartOrder Information

**Notes:**
Using GSA Advantage! Is like going to Amazon.com or any number of electronic sites.  You can always look at your shopping cart.
The page summary doesn’t include contractor’s names
It does include NSN or Mfg. Part Number  - Unit Price – Quantity – Total price, and -  Item details (availability of direct delivery)
You can shop some more by selecting “\New Search” and selecting “Go”
You can “Change Price/Delivery” – mores you to the “Edit Detailed Information for a Line Item” page.

## Edit Detailed Information for a Line Item

-    This page permits user to edit order, including:
- Changing unit price(If the contractor agreed to a one-time price reduction.);
- Adding:
- Shipping address
- Appropriation data
- Requisition reference number
- Marking instructions
- Special note(s)
- Removing an item from the order.

**Notes:**
These are the things that can be edited.
You should select the “Update Cart” button to assure that the changes are made correctly.
You also have the “Park Cart” option – saves the cart for a later time.  Anytime you must leave Advantage! For more than 30 minutes – Park your Cart or you will lose the data.
Complete the order by selecting “Checkout”.  You will then be prompted by “Select Method of Payment” page.
Still sounds familiar to me!!!  Shopping on line!

## Select Method of Payment

**Notes:**
2 choices – SmartPay or Activity Address Code (DoDAAC for you)
Selecting “Back to Cart” moves the user to the “Verify your Credit Card Purchase Information” page.

## Verify Purchase Cardand Other Information

-      Verify and, if necessary update:
- Cardholder information
- Shipping information
- Receiving information

**Notes:**
Verify and update if necessary:
First Name – Last Name – Telephone Number – FAX Number – Agency
Shipping Information Update:
Agency – Address – City – State – Country – Zip Code
Also has you enter the name and telephone number of the person receiving the shipment.

Selecting “Continue” will move you to the “Process Advantage! Order” page.

## Process Your Advantage! Order

**Notes:**
Includes information such as
P.O. Number; Vendor; Number of Items; Order total;
Multiple Ordering Address; A “Mark For” text box; F.O.B. Origin with “yes” or “no” and
Grand total price of the order.
You can also select “Cancel Order”
You can select “Back to Cart” “previous Step” or “Park Cart”
You can also select “Process Order” to confirm the order and move to the second “Process Your Advantage! Order” page.

## Process Advantage! Order Page

- Gives Schedule user opportunity to request a fax back of the order.
- Schedule user can insert a name and fax number for the fax.
- Selecting “Fax Back” or “No Fax Back” will issue the order and move the Schedule user to the order confirmation page.

**Notes:**
Additional info.

## Order Confirmation

-    The “Order Confirmation” page includes information such as:
- GSA *Advantage!* order number
- Ordering office
- Date and time of order
- Schedule user’s telephone number
- Shipping address
- Item information

**Notes:**
Your order confirmation includes the 
P.O. Number  -  Vendor  -  NSN or Mfg. P/N – 
Quantity – Unit of Issue – Delivery – Unit Price – Total Item Price & Reference to Shipping address information.
Print a Copy of the Order Confirmation Page.  You will get an e-mail confirmation as well.

## e-Buy

-    Once a Schedule user has used e-Buy to obtain quotes and evaluated those quotes, the user can issue an order by simply moving to the quote of the firm selected to receive the order and selecting the “Award this Quote” icon.

**Notes:**
With e-Buy, there aren’t as many steps.  After you select the “Award this Quote” icon, you should move to the quotes that you have not chosen and select the icon “Do Not Award This Quote” for each.

## Ordering Under GSA Schedules

-    Oral Order Using the Purchase
-       Card
-    Written Orders
-    Orders under existing BPAs

**Notes:**
Established procedures will permit card use to:
Makemicro-purchases;
Place a delivery/task order (if authorized in the basic contract, basic ordering agreement, or blanket purchase agreement); or
Make payments, when the contractor agrees to accept payment by the card.
Purchase cardholders may use their card to place oral orders if they follow:
Agency guidelines on card use;  Dollar limits on card use; and
GSA Schedule contract requirements
The Schedule user must provide necessary 
instructions, such as:
The correct delivery address;  Required delivery/performance date;  Any marking instructions required by the Schedule user’s agency or organization,  Any special handling requirements; and
Any other information required by the Schedule user’s agency.

## Written Order

- Shipping address;
- Billing address;
- Schedule contract number and date;
- Agency order number;
- F.o.b. delivery point;
- Discount terms;
- Delivery date or performance period;
- Special item number (SIN) or national stock number (NSN);
- Brief item description(s);

- Quantity and any acceptable variation in quantity.
- Number of units.
- Unit price.
- Total price of the order.
- Point(s) of inspection and acceptance.
- Other pertinent data.
- Marking requirements.
- Level of preservation, packaging, and packing.

- As a minimum, a written order must include:

**Notes:**
What form do you use?  OF 347?  Or?
You \may use the purchase card for payment.
5th bullet – For example, origin or destination
9th bullet – Color, finish, electrical characteristics
Other – delivery instructions or receiving hours.

## Placing an Order under a BPA

- BPA may specify ordering procedures
- BPAs generally permit Electronic Data Interchange (EDI), fax, paper, or oral orders
- If ordering procedures not specified, determine Schedule contract, agency, or organization limitations before placing an order.

**Notes:**
BPA is a “charge account” – consolidated billing
Generally, you should place Schedule orders electronically.  When not practicable, place orally.  Use a paper document when it’s necessary to document agreement on the elements of the transaction.

## BPA Order Information

- Schedulecontract number;
- BPA number and a delivery/task order number;
- The correct delivery address;
- Required delivery/performance date;
- Description for each item in the order;
- Quantity for each item in the order;
- Unit price for each item in the order; and
- Any special requirements (e.g. a delivery ticket).

**Notes:**
Provide the contractor with any information necessary for proper delivery/performance and government acceptance.  Should generally include the information on the slide.
Generally, BPA requires a delivery ticket with each delivery.  Review your BPA for specific requirements.

## BPA Order Delivery Ticket

- Delivery tickets should include:
- Contractor name;
- GSA Schedule contract number;
- BPA number and any delivery/task order number assigned under that BPA;
- Date of purchase;
- Date of shipment;
- Description of each item in the order, including (when applicable) model number or NSN;
- Quantity for each item in the order; and
- Item unit price and extended (quantity x unit price) price.

**Notes:**
Sometimes you won’t have the the quantity and unit price – we can waive that if the contractor’s electronic system won’t print it out.

## Review Question

-    Once Schedule users have used e-Buy to obtain and evaluate quotes, Schedule users can easily issue an order.
- True
- False

**Notes:**
TRUE  - Just click on “Award this Quote”

## Review Question

-    A blanket purchase agreement (BPA) is a “charge account” established with a contractor that permits the Schedule user to make numerous orders that are accepted and delivered by the contractor.
- True
- False

**Notes:**
TRUE!!!

## Select BPA Contractor(s)

-    When issuing BPAs under a Schedule Contract:
- Select contractor(s) based on available Schedule information or solicit quotes
- Cannot solicit change Schedule terms or conditions except price
- Accept most favorable terms available under the contract

**Notes:**
This depends on whether you are issuing multiple BPAs or you are going to award to one under a best value methodology.
Last bullet – the Schedule contract may provide for normal delivery in 30 days and expedited delivery in 15 days.  The BPA can require that all deliveries be made in 15 days.

## BPA Preparation

- Use Standard Form 1449, Solicitation/Contract/Order for Commercial items
- Complete the form following applicable FAR and agency requirements
- Use plain paper for the BPA terms and conditions.

**Notes:**
The BPA should include information on the following, when applicable:
Description of the agreement;  Description of covered products/services;  Delivery/performance locations;  Period of agreement;  Extent of obligation;  Purchase limitation;  Individuals authorized to order using the BPA;  Acceptable methods of ordering;  Delivery tickets; and
Invoices.

## Review Question

-    Schedule users should consider establishing a Schedule BPA whenever there are recurring requirements for products or services available under a GSA Schedule, but the exact items, quantities, and delivery requirements are not known in advance and may vary considerably.
- True
- False

**Notes:**
TRUE – Consider establishing BPAs whenever you have these conditions.  Very much like an IDIQ.

## Review Question

-    When selecting a contractor to receive a BPA, the Schedule user can solicit quotes.  However, the Schedule user cannot solicit a change in any Schedule term or condition except price.
- True
- False

**Notes:**
TRUE!!

## Communicating Selection Decisions

-    Whenever a Schedule user issues an order under a GSA Schedule contract, the Schedule user will benefit from the streamlined requirements for communicating with others concerning delivery/task order decisions.

**Notes:**
This learning objective will examine requirements and best practices related to order file documentation, debriefing Schedule contractors, and resolving Protests related to order decisions.

## Order File Documentation

- File documentation provides permanent record of all factors leading to the delivery/task order
- Should demonstrate that requirements of FAR, Schedule contract, and good business practice were followed
- Documentation requirements vary

**Notes:**
based on the items the Schedule user is acquiring because GSA, under FAR 8.402, has established special ordering procedures for services that require a statement of work
Appendix J – Table for Documenting Orders with no Statement of Work

Appendix K – Table for Documenting Orders for Services Requiring a SOW.

## Debriefing Unsuccessful Contractors

- No FAR guidance covering debriefings related to GSA Schedule orders.
- FAR does not preclude, recommend, or prescribe use of debriefings.
- If a contractor requests debriefing, you may use personal judgment when deciding whether or not to provide one.

**Notes:**
Never provide a debriefing unless a seller requests it after responding to an RFQ.  
The Schedule user should only provide a debriefing when it appears that there will be a significant benefit to the Government, such as:  
Improved seller understanding of the acquisition process; or
Improved Schedule user understanding of the problems that sellers encounter when pursuing a Government contract.  
Given the relatively small number of sellers likely to compete for a Schedule order, Schedule users should normally not provide any debriefings until after the order is issued. 

## Debriefing Information

- Significant weaknesses or deficiencies in seller’s quote
- Summary of rationale used to select task order contractor
- Reasonable responses to relevant questions about whether source selection procedures contained in the RFQ were followed

**Notes:**
Information that must be excluded from a debriefing includes: 
Point-by-point comparisons between the debriefed seller’s quote and those of other sellers;
Information on other sellers’:
Trade secrets;  Privileged or confidential processes and techniques;  Privileged or confidential commercial or financial information; and
The names of individuals providing reference information about a seller's past performance. 
If the Schedule user debriefs the seller, the Schedule user should include a short summary in the order file. 
If the Schedule user refuses a request for debriefing, the Schedule user should document the request and the response.
Generally wait until orders are issued on D.O.

## Protests

- A written objection to one of the following:
- Solicitationor other request by an agency for offers for a contract for the procurement of products or services
- Cancellation of solicitation or other request
- Award or proposed award of a contract
- Termination or cancellation of award of a contract based in whole or in part on improprieties concerning the award of the contract

**Notes:**
The procedures vary depending on where the protest is filed, but if a protest is received before the Schedule user issues an order, the Schedule user cannot issue the order until the protest is resolved or the need to issue the order is justified in writing and approved by the appropriate agency official.  
Generally, Schedule users should consider the following methods of resolution:
Avoid protests;
Respond to verbal concerns and complaints; or
Follow the FAR protest resolution procedures.

## Protest Procedures After Award

- Protest received within 10 days of
- award or 5 days after debriefing,
- whichever is later, performance cannot
- continue unless appropriate agency
- official justifies in writing that:
- Order performance is in the best interest of the United States; or
- Urgent and compelling reasons will not permit waiting for final protest resolution.

**Notes:**
An agency protest, any justification of compelling reasons for performance must be approved at a management level higher than the CO.  For GAO protest, the HCA must make the finding, and the GAO must be notified.

## Avoid Protests

- Always follow applicable law and regulation
- Establish evaluation criteria that will permit identification of the item providing best value
- Evaluate quotes and other information fairly following established evaluation criteria
- Never act arbitrarily or capriciously.

## Respond to Verbal Concerns and Complaints

- Ask questions to clarify concern or complaint;
- Attempt to resolve concern or complaint with open and frank discussions;
- Where necessary, collect additional relevant information;
- Advise the person expressing the concern or complaint about available courses of action; and
- Document the complaint or concern and the response given.

**Notes:**
Frank and open discussions – Provide accurate and relevant information;  Don’t disclose information that wouldn’t be avail under FOIA; don’t disclose information that would give the seller an unfair competitive edge in the current or future acquisitions.
3rd bullet – Collect additional relevant information to improve chances of resolving the complaint or concern
4th bullet – use alternative dispute resolution;

## Follow FAR Protest Resolution Procedures

- FAR 33.1 describes the processes for resolving agency and GAO protests.
- Request assistance from contracting personnel and/or legal counsel.

**Notes:**
Point out slide.  Review of FAR protest resolution procedures is beyond the scope of the course.  There is detailed guidance at FAR 33.1.

## Review Question

-    Whenever the Schedule user issues an order under a GSA Schedule contract, the Schedule user will benefit from the streamlined requirements for communicating with others concerning delivery/task order decisions.
- True
- False

**Notes:**
TRUE		

## Review Question

-    Given the relatively small number of sellers likely to compete for a Schedule order, the Schedule user should probably schedule debriefings before the order is issued.
- True
- False

**Notes:**
FALSE.

## Administering a Schedule Order

- General Services Administration
- Federal Supply Service
- Office of Acquisition
- Using GSA Schedules – Customers

**Notes:**
Move to first slide

## Administering a Schedule Order

-     Key topic covered in this lesson:
- GSA Schedules order administration activities

**Notes:**
The main topic covered in this lesson is the GSA Schedules orders administration activities.

## Administration Activities

- Order modification
- Inspection and acceptance
- Administering delivery or performance
- Termination for cause
- Termination for convenience
- Resolving disputes
- Applying order performance incentives

**Notes:**
The GSA Contracting Officer has responsibility for GSA Schedule contract admin.  You are responsible for administering any orders you issue.  Your administration activities may include the points on the slide.

## Order Modification

-    Four different categories:
- Schedule contract modifications
- Administrative changes
- Substantive modifications
- Terminations

**Notes:**
You may have to modify at some point.  Speak to bullets.

## Schedule Contract Modifications

- Only the Schedule Contracting Officer can modify the Schedule contract.
- Schedule users cannot modify the terms and conditions of the Schedule contract.
- If a Schedule user believes that a particular change to the Schedule terms and conditions would generally benefit the Government, the Schedule user should contact the Schedule Contracting Officer.

**Notes:**
Just go through the bullets and expand.

## Administrative Changes

-    The Schedule user can unilaterally make written administrative changes to the order as long as the modification does not change the substantive (i.e., meaningful or significant) rights of the contracting parties.

## Substantive Modifications

- Must be bilateral
- Cannot conflict with terms and conditions of the Schedule contract
- Cannot be outside the scope of the original order

**Notes:**
If a Schedule user has ordered a product, the Schedule user could modify the item as long as the Schedule user does not substantively change the item that is being ordered. 
Must be within scope.

## Inspection and Acceptance

- Points to consider include:
- Basic requirement
- Inspection location
- Finality of acceptance
- Post-acceptance rights
- Responsibility for rejected products
- Additional costs for inspection and testing

**Notes:**
The Schedule contract requires the contractor to only tender for acceptance those items that conform to the requirements of the contract.  
The Government reserves the right to inspect or test any products or services that have been tendered for acceptance.  
The Government may require repair or replacement of nonconforming products or re-performance of nonconforming services at no increase in contract price. 
Generally, the Schedule contract will state that products will be inspected at destination. 
In rare cases, a Schedule product contract may require source inspection by GSA or another agency.
Schedule contracts normally state that acceptance is final except for the following situations: 
Latent defect;  Fraud; or  Gross mistakes.

## Post-Acceptance Rights

-    Must exercise post-acceptance rights:
- Within a reasonable time after the defect was discovered or should have been discovered; and
- Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

**Notes:**
You can normally require repair or replacement of nonconforming products or re-performance of nonconforming products or re-performance of nonconforming services at no increase in contract price.

## Responsibility for Rejected Products

- Contractor is responsible for rejected products.
- What if the contractor doesn’t remove rejected products?
- Who will be responsible for costs incurred in providing for protection of rejected products?

**Notes:**
The contractor is responsible for rejected products.  
If the contractor does not remove or provide instructions for the removal of rejected products, the Schedule user should review the contract to determine what options are available under the contract.  
The contractor may be liable for all costs incurred by the Government in taking such measures as are expedient to avoid unnecessary loss to the contractor. 

## Additional Costs for Inspection and Testing

- When a prior rejection makes re-
- inspection or retesting necessary,
- review the contract:
- Determine whether it provides authorization to assess the contractor for costs related to the re-inspection or retesting; and
- For information on the procedures for calculating appropriate assessment amount.

## Administering Delivery or Performance

- For a supply, normally rely on the contractor to deliver on schedule unless the contractor has negotiated a change to delivery date.
- For a service with a quality assurance surveillance plan (QASP), the Schedule user should monitor performance using the plan.

**Notes:**
Additional information for the last bullet – Delays in performance may be outside any party’s control in certain situations.  These delays are considered to be excusable as part of administering a contractor’s performance. 

## Contractor Failure to Perform

-    If a contractor fails to perform on an order, the Schedule user may terminate the order for cause or give the contractor further opportunity to perform by modifying the order to establish a new delivery/performance schedule.

**Notes:**
If you decide to establish a later delivery date, attempt to get reasonable consideration from the contractor.  

## Excusable Delays

- The contractor should:
- Provide written notification as soon as reasonably possible after the commencement of excusable delay
- Remedy such occurrence with all reasonable efforts
- Provide written notification when the delay conditions cease

**Notes:**
Occurrences that may result in an excusable delay include:
Acts of God or the public enemy;
Acts of the Government in either its sovereign or contractual capacity;  Fires;  Floods;  Epidemics; Quarantine restrictions;  Strikes;  Unusually severe weather; or  Delays of common carriers. 

## Termination of Contract for Cause

-    The GSA Contracting Officer has the authority to terminate the Schedule contract, or any part thereof, for cause:
- Default by the contractor
- Failure to comply with any contract term or condition
- Failure to provide the Government (upon request) with adequate assurances of future performance

**Notes:**
In the commercial world – it’s Cause in lieu of Default

## Termination of Order for Cause

-    The Schedule contract provides that Schedule users, with respect to orders under the contract, may exercise the rights of:
- Termination
- Acceptance of inferior products or services
- Assessment of excess costs

**Notes:**
First determine if the delay is excusable.  If not, move forward.

## Termination Notice

-     As a minimum, must:
- Indicate the contract is terminated for cause;
- Specify the reasons for the termination;
- Indicate remedies the Government intends to seek or provide a date by which the Government will inform the contractor of the remedy; and
- State that the notice constitutes a final decision of the Contracting Officer and that the contractor has the right to appeal under the Schedule contract Disputes clause.

**Notes:**
This is what you must include in your termination notice.  Send a copy to the GSA CO as well.

## Government Rights Under Termination for Cause

- In the event of termination for cause:
- The Government is not liable for costs of products or services not accepted.
- The contractor is liable for any and all rights and remedies provided by law.

**Notes:**
What type of remedy is normally preferred by the government?
To acquire similar items from another contractor and charge the defaulted contractor with excess procurement costs (if any) and incidental or consequential damages incurred because of the termination.
Maybe increase in price, transportation or other costs.

## Converting Termination for Cause to Termination for Convenience

-    If the Schedule user determines that the Government improperly terminated a contract for cause, the user can change the termination for cause to a termination for convenience.

## Termination for Convenience

- Schedule users may terminate all or part of an individual order for the convenience of the Government when it is in the Government’s best interest.
- Terminating an order for convenience has no affect on the Schedule contract.

**Notes:**
When terminating an order for convenience, follow 
FAR procedures.
Agree to pay the contractor the percentage of the contract price reflecting the percentage of the work performed prior to the notice of the termination and any charges the contractor can demonstrate directly resulted from the termination. 
Attempt to reach a mutual agreement with the contractor on the essential termination proposal requirements of the termination proposal. 
Do not pay the contractor for any work performed or costs incurred which reasonably could have been avoided.

## No-Cost Cancellation Agreement

-    No-cost cancellation should be pursued when:
- Off-the-shelf product has not been shipped; or
- No significant work has been expended by the contractor in providing a service or special-order product.

**Notes:**
This is the best of all worlds if you can get the Contractor to agree to it.

## Disputes

- Attempt to resolve order-related disputes with the contractor.
- If the Schedule user cannot resolve a dispute, FAR 8.405-7 provides that the ordering activity Contracting Officer may issue final decisions on disputes arising from performance of the order or refer the dispute to the Schedule Contracting Officer.
- The ordering activity Contracting Officer must notify the Schedule Contracting Officer of any final decision.

## Applying Order Performance Incentives

- If the order includes any performance incentives, determine the incentive amount due the contractor.
- The amount of the final incentive must not exceed the maximum performance incentive price set forth in the order.

## BPA Administration

- Review each BPA at least annually to
- determine whether it still represents
- the best value to the Government.

## Review Question

-    The Government does not have the right to inspect or test any products or services that have been tendered for acceptance.
- True
- False

**Notes:**
FALSE  - The government reserves the right to inspect or test any products or services that have been tendered for acceptance.  The government may also require repair or replacement of nonconforming products or re-performance of nonconforming services at no increase in contract price.

## Review Question

-       Before terminating an order for convenience, try to enter into a no-cost cancellation agreement with the contractor.  Normally, the Schedule user should be able to negotiate a no-cost cancellation when:
- An off-the-shelf product has not been shipped.
- Significant work has been expended by the contractor in providing a service or special-order product.

**Notes:**
Select 1.  

## Using GSA Schedules Course Summary

- General Services Administration
- Federal Supply Service
- Office of Acquisition
- Using GSA Schedules – Customers

## Desired Course Outcome 

- Learners will be prepared to:
- Purchase commercial products and services efficiently and effectively using the GSA Schedules Program; and
- Recognize the different roles and responsibilities of GSA personnel and the buying agency in the acquisition process.

## Course Topics

- There have been eight lessons in this course:
- Using GSA Schedules Course Introduction;
- Overview of the GSA Schedules Program;
- Planning for a Schedule Order: Market Research;
- Planning for a Schedule Order: Product and Service Requirements;
- Planning for a Schedule Order: Acquisition Strategy
- Identifying and Evaluating Alternatives Available Under GSA Schedules;
- Issuing and Documenting a Schedule Order
- Administering a Schedule Order.

## Key Concepts and Learning Objectives

- Identify key facts about the GSA Schedules Program.
- Describe how GSA Schedules forge a link between the sellers of commercial products and services and Government buyers.
- Identify the types of information to look for during market research.
- Identify and use readily available sources of market research information.
- List key points to consider when identifying and resolving weaknesses in product requirements.

## Key Concepts and Learning Objectives, Continued

- List key points to consider when identifying and resolving weaknesses in service requirements – commercial services and statement of work.
- List key points to consider when identifying and resolving weaknesses in service quality assurance surveillance planning.
- Identify factors necessary to decide if GSA Schedules can be used given Government requirements and available Schedules.
- Identify factors that should be considered in determining an appropriate acquisition strategy using Schedules.

## Key Concepts and Learning Objectives, Continued

- Recognize the procedures for identifying and evaluating alternatives available under GSA Schedules.
- Identify the procedures for obtaining and evaluating alternatives available under GSA Schedules using a request for quotations (RFQ).
- Identify the procedures for obtaining and evaluating alternatives available under GSA Schedules using a GSA *Advantage!* e-Buy request for quotations.

## Key Concepts and Learning Objectives, Continued

- Describe the various methods available for awarding a Schedule delivery/task order.
- Describe the procedures for establishing a BPA for use under a GSA Schedule.
- Describe order file documentation and other activities that may be associated with issuing an order, such as debriefing unsuccessful Schedule contractors, and protest resolution.
- Identify activities that may be required as part of GSA Schedule order administration.