# Presentation: 668308

## How to Prepare a Quality Offer

**How to Prepare a Quality Offer**

**1**

**Federal Supply Service**
**National Furniture Center**

**Notes:**
Hi!  My name is Mark Dunkum.  I am the Director of Professional Communication Equipment at the National Furniture Center.  I am going to explain to you today the several ways that you can order through the National Furniture Center to take advantage of the cost savings that GSA Schedules offer our Federal Customers.  Please feel free to ask any questions along the way.

## Based in Crystal City, Virginia

Professional staff of logistical, project management, contracting, and engineering specialties

More than $2.75 billion in annual sales to Federal customers worldwide in FY 2004

**Professional staff of logistical, project management, contracting, and engineering specialties**
**More than $2.75 billion in annual sales to Federal customers worldwide in FY 2004**

**National Furniture Center**

**2**

**Notes:**
The National Furniture Center is located in Arlington, VA (a.k.a. Crystal City), and is comprised of experts in many specialties such as engineering, customer service, contracting and marketing.  Together, we share a common goal: to help every customer accomplish its mission and partner with industry to generate business opportunities in the Federal marketplace.  At the National Furniture Center, we attain our goal through expertise and through the many outstanding programs and services we provide!  We were recently recognized as the “Most Innovative” Acquisition Center for serving as the furniture and furnishings authority for the Federal Government.

## Leveraging over 1,600 contracts

All types of furniture, furnishings, office equipment, and related services
Turnkey /project management techniques
Discounts up to 75% off commercial retail pricing

**All types of furniture, furnishings, office equipment, and related services**
**Turnkey /project management techniques**
**Discounts up to 75% off commercial retail pricing**

**National Furniture Center**

**3**

**Notes:**
The NFC currently manages over 1,600 contracts that include furniture, furnishings, office equipment and related services.  We typically can save our customers 50-75% off the commercial retail pricing.  

## Schedules - What Are They?

**Grouping of contracts for commercial services and/or products**
**Multiple sources for similar products/services**
**Governed by FAR Parts 8 and 38**
**Firm-fixed price (EPA) or L/H  orders**
**Prices, terms and conditions are pre-determined to be fair and reasonable**

**4**

**Notes:**
First though... you may want to know what I am talking about when I mention “Schedules”.

With GSA Schedules you can buy commercial services and products that are readily available in today’s marketplace or for items that can be slightly tailored or services that can be customized within the commercial framework.  These can be purchased under the streamlined acquisition (FASA) procedures of FAR Parts 8 and 38 (authority for FSS). FASA (the Federal Acquisition Streamlining Act) states that agencies must use firm-fixed price (FFP) contracts or FFP contracts with EPA (economic price adjustments).

## NFC Schedules

**36           Office Equipment**
**71-I        Office Furniture**
**71-II       Household Furniture **
**71-II-H   Packaged Furniture**
**71-II-K   Comprehensive Furniture Mgmt. Services**
**71-III      Specialty Furniture**
**71-III-E  Security Furniture**
**72-I-A     Floor Coverings**
**72-II        Furnishings**
**58-I         Professional  **
**                ****Communications and Security Solutions**
**                     **
**	**

**5**

**Notes:**
These are the National Furniture Center Schedules that we have.  As you can see, the NFC offers every type of furniture that you can conceive in addition to products such as copiers, mail management systems, and other equipment to furnish one’s offices; surveillance equipment, and services to manage the daunting task of moving to a new location or reconfigurating space.

## Directly from contractors having Schedule contracts

Through the National Furniture Center for a fee.

**Through the National Furniture Center for a fee.**

**Ways to Order:**

**6**

**Notes:**
You can order through our Schedule Holders through two ways.  The first way is Directly From our Contractors using our Federal Supply Schedules.  We have issued a standard contract that Federal Customers can take advantage of to get competitive pricing.  

The second way is you can request that the National Furniture Center procure your products and or services for you in order to 1) save you time 2) potentially get additional discounts and 3) ensure compliance with the FAR.

I will go through both methods in more detail.

## Go to www.gsa.gov, Click on “GSA Schedules”, then click on “For Vendors, Getting on Schedule”

An overview of the Schedules Program, how to obtain a contract, and on-line training are offered there 

**An overview of the Schedules Program, how to obtain a contract, and on-line training are offered there **

**So How Do I Get a Schedule Contract?**

**7**

**Notes:**
When you are ordering services/products that do not require an SOW and your order is under $2,500 (micropurchase threshold) you can look at any Schedule contractor’s pricelist and place your order).  
Now if your order is over $2,500 you would review 3 schedule pricelists or use GSA Advantage  online shopping service.  After reviewing the information you would then make your selection based on best value.  

## Go to www.gsa.gov, Click on “GSA Schedules”, then “For Vendors...”, then “GSA Schedule Solicitations”
OR
Try www.gsaelibrary.gsa.gov, search by product/service, competition (company name), Special Item Number, etc.

**OR**
**Try www.gsaelibrary.gsa.gov, search by product/service, competition (company name), Special Item Number, etc.**

**Identify the Right Schedule**

**8**

**Notes:**
When your order is over the maximum order, you would send it to more that 3 Schedule contractors and seek a price reduction; then make a best value selection.

## Via previous www.gsa.gov website

Via www.gsaelibrary.gsa.gov

OR

At www.fedbizopps.gov, where the Federal Government advertises and posts its large acquisitions

**Via www.gsaelibrary.gsa.gov**
**OR**
**At www.fedbizopps.gov, where the Federal Government advertises and posts its large acquisitions**

**Download the Solicitation**

**9**

**Notes:**
FSS has developed special ordering procedures for services requiring an SOW because we recognize that unlike supplies where it is easy to make a meaningful comparison among Schedule contractors, you can’t simply look at 3 price lists or GSA Advantage for a service and make any meaningful comparison. 
For orders < $2500, define & communicate your RFQ w/an SOW, simply place your order with the Schedule KO that provides the best value.  
For orders > $2500, define and communicate your RFQ w/an SOW reflecting your specific requirement to at least 3 Schedule KO and ask them to respond.  For orders > the MO do the same but ask the information from more than 3 Schedule KO.

## This seems like a “no-brainer”, but the solicitation will become your contract with GSA, so you need to be familiar with it.
If you have questions after reading it, contact the POC(s) listed in the solicitation.
Identify the correct Special Item Numbers (SINs) to offer

**If you have questions after reading it, contact the POC(s) listed in the solicitation.**
**Identify the correct Special Item Numbers (SINs) to offer**

**Read the Solicitation!**

**10**

## Complete all fill-ins 

Must be signed by an official of the company who is authorized to bind the company into a contract.

Submit original and requested number of copies

CSP-1 Commercial Sales Practices – Tell us about your best customers and the pricing/terms/deals they receive

**Must be signed by an official of the company who is authorized to bind the company into a contract.**
**Submit original and requested number of copies**
**CSP-1 Commercial Sales Practices – Tell us about your best customers and the pricing/terms/deals they receive**

**Complete the Solicitation**

**11**

**Notes:**
GSA makes it easy for you to contact the Contract Holder Directly.  We have ALREADY negotiated great prices, which can save you time and money.  Instead of making a full and open procurement, GSA Schedules has already done most of the work for you.  All you have to do is compare three sources and make a selection based on Best Value.  

## What Goes with the Solicitation?

_**Catalogs/Pricelists**_
**Copies of your COMMERCIAL pricelist marked up to show what you’re offering – don’t make up a pricelist for GSA**
**If you don’t have a standard commercial pricelist, or some kind of existing pricelist, you’ll need to provide pricing information and invoices to show prices charged, along with a letter stating you have no standard pricelist.**

**12**

**Notes:**
I would like to briefly highlight two of our electronic commerce tools that will help you purchase off GSA Schedules.  GSA Advantage and Schedules E-Library.  
GSA Advantage is our electronic online shopping and ordering systems.  This system provides online access and pricing information to over several thousand contractors and millions of services and products.  
Schedules E-Library on the other hand provides online source information for complete Schedules and contract award information.  This information is updated daily.  
You can search by key word, contractor name, contract number, Schedule number and SIN.  

## What Goes with the Solicitation?

_**Pricing Proposal**_
**Offer us a discount from your pricelist, inclusive of the Industrial Funding Fee (currently 0.75%)**
**If offering hourly rates for services, the pricing must be fully burdened (include all costs).**
**Offer us your BEST (Most Favored Customer) pricing, or submit justification why we are not being offered your best pricing.**
**If you are a non-manufacturer offering products of a manufacturer, provide documentation of the value-added services you’ll be performing in order to earn the mark-up over the manufacturer’s price to you.**

**13**

**Notes:**
I would like to briefly highlight two of our electronic commerce tools that will help you purchase off GSA Schedules.  GSA Advantage and Schedules E-Library.  
GSA Advantage is our electronic online shopping and ordering systems.  This system provides online access and pricing information to over several thousand contractors and millions of services and products.  
Schedules E-Library on the other hand provides online source information for complete Schedules and contract award information.  This information is updated daily.  
You can search by key word, contractor name, contract number, Schedule number and SIN.  

## What Goes with the Solicitation?

_**Testing**_
**Some items under some Schedules require submission of testing reports or testing certifications – flammability, performance testing, etc. **
**Testing requirements will be detailed in the solicitation.  If you have testing questions, call the Engineering Division at 703-305-6338.**
**Don’t submit your offer until all testing is complete.**

**14**

**Notes:**
I would like to briefly highlight two of our electronic commerce tools that will help you purchase off GSA Schedules.  GSA Advantage and Schedules E-Library.  
GSA Advantage is our electronic online shopping and ordering systems.  This system provides online access and pricing information to over several thousand contractors and millions of services and products.  
Schedules E-Library on the other hand provides online source information for complete Schedules and contract award information.  This information is updated daily.  
You can search by key word, contractor name, contract number, Schedule number and SIN.  

## What Goes with the Solicitation?

_**Subcontracting Plan**_
**If you are a large U.S. business*, you’ll need to submit a subcontracting plan to show how you’ll offer opportunities to small businesses.**
**Ask the solicitation POC for a sample plan if you need one.  Some solicitations include samples.**
***Business size depends on the product/service you are offering, and is outlined in the solicitation by the NAICS code.  Business size differs for each NAICS code.  For furniture, it is generally 500 employees.  See www.census.gov and FAR Part 19 at www.arnet.gov/far.**

**15**

**Notes:**
I would like to briefly highlight two of our electronic commerce tools that will help you purchase off GSA Schedules.  GSA Advantage and Schedules E-Library.  
GSA Advantage is our electronic online shopping and ordering systems.  This system provides online access and pricing information to over several thousand contractors and millions of services and products.  
Schedules E-Library on the other hand provides online source information for complete Schedules and contract award information.  This information is updated daily.  
You can search by key word, contractor name, contract number, Schedule number and SIN.  

## What Goes with the Solicitation?

_**Technical Proposal**_
**Typically, offers for services require you to submit a technical proposal to ensure that you understand the requirements of the solicitation and are able to perform those services.**
**Topics to be included in your technical proposal are outlined in the solicitation.  Examples include:  Technical Understanding, Quality Control, Experience, Past Performance, Professional Staff**
**Ask the solicitation POC if you need more details.**

**16**

**Notes:**
I would like to briefly highlight two of our electronic commerce tools that will help you purchase off GSA Schedules.  GSA Advantage and Schedules E-Library.  
GSA Advantage is our electronic online shopping and ordering systems.  This system provides online access and pricing information to over several thousand contractors and millions of services and products.  
Schedules E-Library on the other hand provides online source information for complete Schedules and contract award information.  This information is updated daily.  
You can search by key word, contractor name, contract number, Schedule number and SIN.  

## What Goes with the Solicitation?

_**Past Performance Evaluation - Open Ratings**_
**All offerors must show acceptable Past Performance in order to receive an award.  Most of our solicitations include a form which must be submitted to Open Ratings by the offeror.**
**Enter customers you’ve dealt with on the form who can be contacted by Open Ratings to evaluate your past performance.  Open Ratings will provide you and GSA with a copy of its report.  Do this PRIOR to submitting your offer.**
**Offers must pay Open Ratings for this service ($125 currently.)**

**17**

**Notes:**
I would like to briefly highlight two of our electronic commerce tools that will help you purchase off GSA Schedules.  GSA Advantage and Schedules E-Library.  
GSA Advantage is our electronic online shopping and ordering systems.  This system provides online access and pricing information to over several thousand contractors and millions of services and products.  
Schedules E-Library on the other hand provides online source information for complete Schedules and contract award information.  This information is updated daily.  
You can search by key word, contractor name, contract number, Schedule number and SIN.  

## Trade Agreements/Set-Asides

**All products/services offered must be from the U.S. or one of the countries participating in the Trade Agreements (see FAR Part 25). Under Trade Agreements, the test to determine country of origin for an end product is "substantial transformation" (i.e., transforming an article into a new and different article of commerce, with a name, character, or use distinct from the original article).  Therefore, parts from another country are OK, as long as the end product is “substantially transformed” in a designated country.**
**If the item is set-aside for small business, both the contractor  and manufacturer must be small U.S. businesses. Trade Agreements don’t apply to set-asides. **

**18**

**Notes:**
I would like to briefly highlight two of our electronic commerce tools that will help you purchase off GSA Schedules.  GSA Advantage and Schedules E-Library.  
GSA Advantage is our electronic online shopping and ordering systems.  This system provides online access and pricing information to over several thousand contractors and millions of services and products.  
Schedules E-Library on the other hand provides online source information for complete Schedules and contract award information.  This information is updated daily.  
You can search by key word, contractor name, contract number, Schedule number and SIN.  

## What Happens After I submit the offer?

**You’ll be contacted to let you know who is evaluating your offer, and be asked for any missing information or clarifications.**
**You may be contacted to provide financial information to show whether you are financially responsible to perform under the contract.  You must be determined responsible in order to receive a contract.**
**You’ll be contacted to initiate negotiations to ensure that GSA is getting the best deal possible.**

**19**

**Notes:**
I would like to briefly highlight two of our electronic commerce tools that will help you purchase off GSA Schedules.  GSA Advantage and Schedules E-Library.  
GSA Advantage is our electronic online shopping and ordering systems.  This system provides online access and pricing information to over several thousand contractors and millions of services and products.  
Schedules E-Library on the other hand provides online source information for complete Schedules and contract award information.  This information is updated daily.  
You can search by key word, contractor name, contract number, Schedule number and SIN.  

## What Happens After I submit the offer?

**You’ll be asked to submit a Final Proposal Revision outlining the final terms of your offer.**
**If all terms and conditions you’ve offered are acceptable, and all other requirements are met, you’ll receive a contract award package and further instructions.**
**How long does this process take?  It depends on the quality/completeness of your offer, testing, pricing, technical proposal, etc., as well as the swiftness of your responses.  We try to make awards within 90 days, but it may vary.  Services offers typically take longer.**

**20**

**Notes:**
I would like to briefly highlight two of our electronic commerce tools that will help you purchase off GSA Schedules.  GSA Advantage and Schedules E-Library.  
GSA Advantage is our electronic online shopping and ordering systems.  This system provides online access and pricing information to over several thousand contractors and millions of services and products.  
Schedules E-Library on the other hand provides online source information for complete Schedules and contract award information.  This information is updated daily.  
You can search by key word, contractor name, contract number, Schedule number and SIN.  

## You’ll be required to enter contract information/pricing, etc. onto GSA Advantage!
Access:  www.gsaadvantage.gov
Online shopping site for customers to browse and/or place orders

**Access:  www.gsaadvantage.gov**
**Online shopping site for customers to browse and/or place orders**

- GSA ***Advantage!******®***

**21**

**Notes:**
It is very easy to access GSAAdvantage.  Just type www.gsaadvantage.gov and you are in.  You will need to have a password and know your activity address code, DoDaac, Suran, UIC.  

After input of your user name, password and AAC or credit card number, just click on “Fedstrip ordering” and your order form will be displayed.  Enter pertinent data, hit “Add to/change cart”.  Then input the next serial number, NSN, and quantity.  After input of all orders, click on “Check Out” and a complete listing of your orders will be displayed.  Print this screen and file for future reference.  
Once you’ve input your requisition, you may access GSA Advantage in a day or two and obtain current status on the orders you just entered.  

## GSA e-Buy

**Electronic Request for Quote (RFQ) system **
- Customers post RFQ’s here and you can submit quotes
- You must be on GSA Advantage! to participate.

**www.ebuy.gsa.gov**

**22**

**Notes:**
GSA's latest e-Business innovation, e-Buy, has simplified the acquisition process! e-Buy, which is a component of GSA Advantage!, is an electronic Request for Quote (RFQ) system designed to allow Federal buyers to prepare RFQs, directly on-line, for a wide-range of services and products offered through GSA's Multiple Award Schedule (MAS) program. e-Buy allows RFQs and quotes to be exchanged electronically between Federal buyers and Schedule contractors. e-Buy delivers the power of the Internet by allowing Federal buyers to interact with the commercial marketplace to obtain best value solutions for their operations! 

## http://www.gsa.gov
MAS Owner’s Manual
FSS Contractor’s Guide
Schedules e-Library – www.gsaelibrary.gsa.gov
FSS Center for Acquisition Excellence
	http://www.fsstraining.gsa.gov
Federal Acquisition Regulation (FAR)
	www.arnet.gov/far

**MAS Owner’s Manual**
**FSS Contractor’s Guide**
**Schedules e-Library – **_[www.gsaelibrary.gsa.gov](http://www.gsaelibrary.gsa.gov/)_
**FSS Center for Acquisition Excellence**
**	****http://www.fsstraining.gsa.gov**
**Federal Acquisition Regulation (FAR)**
**	****www.arnet.gov/far**

**Where You Can Find Help**

**23**

**Notes:**
See slide.  U-MAS has individual classrooms on BPA's, CTAs, ordering procedures, etc.  The web address is shown on the screen.  We will be coming out with an updated copy of the OM in May.  You can contact our office if you would like a printed copy.  We also have available for KO’s the FSS Contractor Guide.  This document is available online.  And finally, we are accessible by email and phone.