GSA Federal Supply Service 

Multiple Award Schedu

Commercial Acquisition Vehicle 

les Program 

Owner’s Manual 
Need more copies 

of this manual? 

Download a copy of the 

manual electronically at any 

time. Go to fss.gsa.gov/ OM 

Call CMLS at 

(817) 334-5215. Ask for 

Publication No. MASO-001 

Fax your request to 

us at (817) 334-5561 

Have Questions? 

Call the MAS Helpdesk, 

or for questions about MAS 

training at (703) 305-6566. 

We have online MAS training 

or onsite training 

Visit our web site to keep 

current with the MAS Program 

at fss.gsa.gov/schedules 

Email us at 

mashelpdesk@gsa.gov 
Federal Supply Schedules 

Multiple Award 

Schedules 

Program 

Owners Manual 

In your continuing role as business advisors, 

we recognize that procurement is not just 

following rules and regulations. Rather, it is a 

process of making sound business decisions. 

Today we have new rules and operate in a 

different kind of environment. Your task now is 

to implement these new tools and develop 

efficient acquisition strategies. We have 

created this manual to assist you in your new 

role. 
Tips at a Glance... 

As you read through this manual, look for these helpful tips. 

Following them will save you time and money. 

Power Buying Tip 

These tips are identified by the icon to the 

left. Read them carefully; they create an 

opportunity for savings. They are designed 

to save you money. 

Nuts and Bolts Tip 

These tips, identified by the icon 

shown here, are “how-to’s,” designed 

to help make your tasks easier. 

Contents�

Section Page

Welcome to Our Multiple Award Schedules Program ....................... 1

Our Commitment to You ................................................................ 1


GSA’s Federal Supply Service Mission........................................... 1


Things to Know About Using This Manual .................................. 1


List of Acronyms.............................................................................. 4


1. Before Starting: Understanding the Multiple Award Schedule........ 5

Multiple Award Schedules .............................................................. 5


Overview of the MAS Program ...................................................... 5


Authority to Use GSA Multiple Award Schedules ....................... 7


2.. Starting and Operating .......................................................................... 9

How the MAS Program Works ....................................................... 9


Steps GSA Takes When Awarding a Schedule Contract .............. 9


How GSA Creates New Schedules or New Product Lines ......... 12


How GSA Adds or Deletes Services and Products to Existing


Multiple Award Schedules ............................................................. 12


The Advantages of the MAS Program.......................................... 13


3. Basic Operations .................................................................................17

Ordering Procedures ...................................................................... 17


Debriefings ..................................................................................... 20


4. Special Features of the MAS Program.............................................. 21

Agencies Receive Small Business Credits .................................... 21


Blanket Purchase Agreements....................................................... 21


Contractor Team Arrangements ................................................... 27


Delinquent Performance, Termination of Orders, Disputes ....... 31


Environmental Identification ........................................................ 32


Governmentwide Commercial Purchase Card............................. 32


Modular Purchasing....................................................................... 34


Performance Incentives.................................................................. 34


Price Reductions ............................................................................ 34


Standing Solicitations/Variable Contract Periods ....................... 35


Worldwide Coverage, Expedited Delivery ................................... 36


Contents � i 
Section Page

5. Terms and Conditions ......................................................................... 37

Economic Price Adjustments ........................................................ 37


Incidental Items ............................................................................. 38


Leasing ............................................................................................ 38


Maximum Order ............................................................................ 40


Modification Clause ...................................................................... 40


Trade-Ins ........................................................................................ 41


6. Maintenance: Your Responsibility .................................................... 43

Optimizing Your Buying Performance ......................................... 43


7. Special Instructions ............................................................................ 45

Understanding a Statement of Work ............................................ 45


Using Oral Proposals ..................................................................... 49


8. Troubleshooting .................................................................................. 53

U-MAS (University–Multiple Award Schedule Virtual Campus) .. 53


FSS Contractor Guide ................................................................... 53


FedBizOpps .................................................................................... 54


9. GSA Advantage! .................................................................................... 55

GSA’s Answer to e-Business ......................................................... 55


Signing on to GSA Advantage!.................................................... 56


Security ........................................................................................... 57


Technical Problems ........................................................................ 57


Order Status Questions ................................................................. 57


10. Customer Assistance Worldwide ...................................................... 59

Federal Supply Service Information Center ................................ 60


Emergency Desk-side Assistance ................................................. 61


11. Index ..................................................................................................... 73

Appendix A: Ordering Procedures for Services/

(Services that Require a Statement of Work) ............ 75

Appendix B: Ordering Procedures for Services and Products/

(No Statement of Work Required) ............................... 79

ii � Contents 
Welcome... 

to Our Multiple Award Schedules Program 

Our Commitment to You 

At the General Services Administration (GSA), our commitment to 

excellence is continuous. We provide policy leadership and expertly managed 

space, services, products, and solutions at “Best Value” to enable Federal 

employees to accomplish their missions. 

GSA’s Federal Supply Service (FSS) Mission 

Our mission is to be the preferred source of Best Value commercial services 

and products to the Federal Government. We develop commercial solutions 

and programs to enhance our customers’ ability to perform both their 

present and future missions. 

Things to Know About Using This Manual 

Thank you for selecting the U.S. General Services Administration, Federal 

Supply Service, Multiple Award Schedule (MAS) Program as your commercial 

acquisition vehicle. The Owner’s Manual has information about all the 

features, terms, and conditions of the MAS Program. 

The MAS Program is a widely accepted commercial acquisition vehicle 

offering you many benefits and millions of commercial services and 

products. The MAS Program incorporates the benefits of procurement 

reform. As a buying member of our worldwide family, we’re proud to 

support your agency’s mission and confident you share this pride. 

MAS contracts bridge commercial buying practices, offering flexibility and a 

direct buying relationship with industry. 

Welcome � 1 
Read this manual before you take action 

Please read this manual carefully to become familiar with 

its many features. 

While this manual explains the MAS program and gives 

you helpful tips and guidance, it does not replace existing 

procurement regulations. Following the FAR (Federal 

Acquisition Regulations) and using the manual will help 

you make sound business decisions. 

The MAS Program provides many benefits covered in this manual, such as: 

� state-of-the-art technology 

� commercial services and commercial off-the-shelf products 

� volume discount pricing 

� direct customer/industry relationships 

� continuous competition 

� real-time market pricing 

� shorter lead-times and lower administrative costs. 

After you have gone through the manual once, return to it for information 

about a specific question or when you need additional information. For ease of 

finding information quickly, you can use: 

�	 the Contents list — At the beginning of the manual, the Contents list 

identifies the main subjects covered in each section and tells you where to 

find the information. Each subject is divided into a separate section for 

easy understanding. 

�	 the Index — To use the Index, turn to the back of the manual and search 

for the word (or related words) that best describes the information you 

want. The Index contains a listing of subjects covered in this manual. 

2 � Welcome 
Are You a Buying Member? 

You are a buying member if: 

you are an employee of: or you are: 

� an Executive agency � a cost-reimbursable contractor 

authorized in writing by a 

� a Federal agency Federal agency to use MAS 

contracts 

(See FAR 51.1 or go to 

fss.gsa.gov/schedules/ 

ordering, click on Contractor 

Use of Federal Supply 

Schedules.) 

� a mixed-ownership � an activity or organization 

Government corporation authorized by statute 

or regulation to use MAS 

� the District of Columbia contracts as a source of supply 

Welcome � 3

List of Acronyms 

Below you’ll find acronyms that appear in this manual. Where it is 

appropriate, we’ve also given you the website location of the organization. 

ADR Alternative Dispute Resolution 

BPA Blanket Purchase Agreement 

CAG	 Customer Assistance Guide — publication — 

fss.gsa.gov/schedules/multimedia 

EPA Economic Price Adjustment 

FAR Federal Acquisition Regulation — www.arnet.gov/far 

FSS	 Federal Supply Service (as in GSA FSS contract) — 

fss.gsa.gov/schedules 

GSA General Services Administration — www.gsa.gov 

ID/IQ Indefinite Delivery/Indefinite Quantity 

MAS Multiple Award Schedule 

OMB Office of Management and Budget — www.whitehouse.gov/OMB 

RFQ Request for Quotations 

SBA Small Business Administration — www.sbaonline.sba.gov 

SIN Special Item Number 

SOW Statement of Work 

U-MAS U-Multiple Award Schedules Campus — fss.gsa.gov/UMAS 

4 � Welcome 
Before Starting: 

Understanding the Multiple Award Schedule 

1 Multiple Award 

Schedules 

Program Owners Manual 

In your continuing role as business advisors, 

we recognize that procurement is not just 

following rules and regulations. Rather, it is a 

process of making sound business decisions. 

Today we have new rules and operate in a 

different kind of environment. Your task now is 

to implement these new tools and develop 

efficient acquisition strategies. We have 

created this manual to assist you in your new 

role. 

Federal Supply Schedules 

Multiple Award Schedules 

A Multiple Award Schedule (MAS), also known as a Federal Supply 

Schedule (fss.gsa.gov/schedules), is a listing of contracts awarded by GSA, 

Federal Supply Service. GSA awards contracts to multiple companies 

supplying comparable services and products. 

Schedule contracts are awarded to responsible companies that offer 

commercial services or products, at varying prices, provided that prices are 

determined fair and reasonable. GSA’s negotiation objective is commonly 

known as “most favored customer” pricing. Once GSA awards the contracts, 

buying members order directly from the Schedule contractor. 

Overview of the MAS Program 

Creating and maintaining a competitive environment is the key to success in 

the acquisition strategy process. The Federal Acquisition Regulation (FAR) 

establishes priorities for using Government supply sources to satisfy your 

agency requirements. (See FAR 8.001 www.arnet.gov/far.) 

Services 

In descending order of priority for services, these are: 

�	 Services available from the Committee for Purchase from People Who Are 

Blind or Severely Disabled (See FAR 8.7 www.arnet.gov/far) 

� Mandatory Federal Supply Schedules (See FAR 8.4) 

� Optional Use Federal Supply Schedules (See FAR 8.4) 

� Federal Prison Industries, Inc. (See FAR 8.6) 

� Commercial sources. 

1: Understanding MAS � 5 
Supplies 

In descending order of priority for supplies, these are: 

� Agency inventories 

� Excess agency inventories (See FAR 8.1 www.arnet.gov/far) 

� Federal Prison Industries, Inc. (See FAR 8.6) 

�	 Products available from the Committee for Purchase from People Who 

Are Blind or Severely Disabled (See FAR 8.7) 

�	 Wholesale supply sources such as stock programs of the General Services 

Administration (GSA) (See 41 CFR 101-26.3), the Defense Logistics 

Agency (See 41 CFR 101-26.6), the Department of Veterans Affairs (See 

41 CFR 101-26.704 and military inventory control points) 

� Mandatory Federal Supply Schedules (See FAR 8.4) 

� Optional use Federal Supply Schedules (See FAR 8.4) 

� Commercial sources 

The MAS Program provides the competitive environment for you. The 

FAR states that orders placed under the MAS Program are considered to 

be issued pursuant to full and open competition (FAR 6.102(d)(3) 

www.arnet.gov/far) when following MAS ordering procedures of FAR 

8.4 (See section 3, Basic Operations, page 19 of this manual). 

These procedures are established by the Administrator of GSA and are 

consistent with the requirement of 41 U.S.C. 259(b)(3)(A). Therefore, when 

placing orders, agencies need not: 

� seek further competition 

� synopsize the requirement in the Commerce Business Daily 

�	 make a separate determination of fair and reasonable pricing (See also 

FAR 16.505(b)). 

6 � 1: Understanding MAS 
Power Buying Tip 

Buying members are not required to follow FAR 15 

www.arnet.gov/far when using the MAS Program. 

Buying members have the opportunity to make a Best Value determination 

(considering price, features and administrative expenses) necessary to meet the 

Government’s needs. 

Nuts and Bolts Tip 

The Economy Act does not apply to the MAS 

Program (See FAR 17.500 www.arnet.gov/far) 

Authority to Use FSS Multiple Award Schedules 

GSA awards and administers the MAS Program pursuant to Section 201 of the 

Federal Property and Administrative Services Act of 1949. Under this program, 

GSA enters into Government-wide contracts with commercial firms to provide 

commercial services and products at stated prices for given periods of time. 

Federal agencies place orders directly with Schedule Contractors, and 

deliveries are made directly to the customer. These contracts can be used by 

all Federal agencies worldwide. (See GSA Order ADM 4800.2D, dated 

January 3, 2000, fss.gsa.gov/schedules/ordering). 

1: Understanding MAS � 7 
Nuts and Bolts Tip 

All buying members are identified in GSA Order 

ADM 4800.2D. Other entities include: 

� Executive agencies, other Federal agencies, 

mixed-ownership Government corporations, 

and the District of Columbia; 

� Government contractors authorized in writing 

by a Federal agency pursuant to 48 CFR 51.1; 

and 

� Other activities and organizations authorized by statute or regulation to use GSA 

as a source of supply. 

8 � 1: Understanding MAS 
Starting and Operating 

2

How the MAS Program Works 

The MAS Program is a powerful provider of commercial solutions. GSA 

awards competitive, indefinite delivery, indefinite quantity (IDIQ) contracts to 

those companies who give the Government the same or better discounts than 

their best customers, and these discounts are passed on to you. 

The steps GSA takes in the acquisition process to establish Schedule contracts 

are similar to those of any Federal acquisition. A step-by-step approach is given 

below to help you understand this process. 

Steps GSA Takes When Awarding a Schedule Contract 

Step 1. Acquisition Planning 

GSA/FSS conducts market research and electronically posts pre-solicitation 

notices and synopses. Pre-solicitation conferences are also held with industry 

and buying members like you. 

Small business set-aside determinations are made for each MAS solicitation. 

Solicitations are then electronically posted on FedBizOpps 

www.fedbizopps.gov, which serves as the one-stop gateway to federal 

procurement opportunities. 

Step 2. Solicitations/Offers 

Offers are solicited from prospective businesses. Offers can be submitted at 

any time. Standing solicitations are refreshed and updated as contract terms 

and conditions change. 

2: Starting and Operating � 9 
Step 3. Evaluation 

After offers are received, each individual offer is evaluated on its own merit. 

Offerors are provided additional opportunities to submit supplementary 

information when deficiencies exist. Discussions are held with offerors whose 

offers are deficient in order to bring them in line for award consideration. 

During the evaluation process, the contracting office also works closely with the 

small business representative and reviews and evaluates supplier data. Historical 

data is reviewed, including current information on other existing contracts and 

information gained through market research. 

Prior to award, a responsibility determination is made and may include the 

following: 

� Past Performance 

� Financial capability assessment 

� Audit. 

Discount practices are examined and evaluated. Contracting Officers identify 

the offerors “most favored customer” and prepare negotiations. A price analysis 

is performed where prices are determined fair and reasonable based on 

historical data, sales information provided, and other market research 

techniques. 

Small Business/Subcontracting/Public Law 95-507 

Contracts awarded under the MAS Program are in compliance with Public 

Law. (P.L.). 95-507 (www.sbaer.uca.edu/docs/publications/pub00116.txt). 

MAS offerors whose anticipated contract value is $500,000 or more must 

include percentage goals for subcontracts with small business firms and a 

description of how the goals will be achieved. 

GSA negotiates with large businesses who are required to submit a 

subcontracting plan. These plans outline in detail the contractor’s specific goals 

10 � 2: Starting and Operating 
and activities which will enable Federal Government business to “flow down” 

to these small concerns. 

Step 4. Negotiations 

Negotiations are conducted and proposal revisions are submitted by the 

prospective Schedule contractor. Upon the conclusion of negotiations, the 

Contracting Officer will: 

� Reject unacceptable offers 

� Determine if prices are fair and reasonable 

� Negotiate most favored customer pricing. 

In those instances where the offer is from a small business concern and a nonresponsibility determination has been made, a request for a Certificate of 

Competency (COC) is prepared. 

Step 5. Contract Award 

Award is made to acceptable offers considering price and other factors. 

Step 6. Award Notification 

Schedule contractor notification includes discounts, terms, and conditions of 

award. 

Step 7. Distribution of Award Information 

GSA posts contractor information on the Schedules E-Library. You can access 

Schedules E-Library by going to fss.gsa.gov/elibrary. Contractors distribute a 

Schedule pricelist/catalog. 

Award information is available online on GSA Advantage! 

www.gsaAdvantage.gov. (See section 9, GSA Advantage! on page 55.) 

2: Starting and Operating � 11 
How GSA Creates New Schedules or New Product Lines 

Establishing new Schedules or new service and product lines within existing 

Schedules is often created in response to a request from Federal customers. 

Likewise, Schedules are created by examining commercial and Government 

trends. 

A Federal Supply Schedule is not created unless the anticipated sales for a 

1-year period is at least $1,00,000. Once the Schedule is established, 

individual contractors must generate a minimum of $25,000 sales annually to 

retain their contracts. 

How GSA Adds or Deletes Services and Products to 

Existing Multiple Award Schedule Contracts 

Schedule contractors can request a modification to their contract to add services 

or products at any time during the life of their contract. 

The services or products requested to be added must fall within the generic 

requirements of the Schedule solicitation, and the prices negotiated are fair and 

reasonable. This ensures the Government’s access to the latest state-of-the-art 

technology. 

Schedule contractors can also delete services or products at any time. Generally, 

contractors follow their commercial practices of adding and deleting services or 

products to their Schedule contract. 

12 � 2: Starting and Operating 
The Advantages of the MAS Program 

When placing an order using Schedule contracts, you will realize numerous 

benefits. 

Some of the benefits of using Schedules include the following: 

Administrative savings 

Using the MAS Program significantly reduces acquisition time. A study 

conducted regarding the MAS Program found that it takes a customer an 

average of: 

�	 49 days to establish a Blanket Purchase Arrangement (BPA) under a GSA 

Schedule 

� 15 days to issue an order under a Schedule contract 

�	 13 days to issue an order under a Schedule contract where a BPA has 

already been established. 

This compares to an average of 268 days to put a contract in place by the 

Federal Government. 

The average time for the private sector to put a contract in place is 77 days. 

If you are interested in the details of the study, it is posted at 

fss.gsa.gov/schedules/bestpractice. Click on Impact of Far 8.4. 

“Best Value” 

Best Value is a process used to select services or products to meet your needs. 

Best Value determinations ensure good business decisions by the use of factors 

other than price, such as: 

� Probable life of the item selected 

� Environmental and energy efficiency considerations 

� Technical qualifications 

� Training 

2: Starting and Operating � 13 
� Past performance 

� Trade-in considerations 

� Warranty 

� Maintenance availability 

� Administrative costs. 

Latest technology

Schedule contractors are able to offer the latest technology because requests for 

modifications can be submitted to GSA any time. Since there are multiple 

sources under the MAS Program, you have the flexibility to change contractors 

in order to access the latest in technology at all times. 

Knowledge 

GSA is partnering with industry experts — from small innovative companies to 

Fortune 500 firms who understand the services and products sold to the 

Government. 

GSA works with you to understand your needs. It is this link that brings the 

private sector and you, the buying member, together in the knowledge supply 

chain. 

Pricing 

GSA negotiates competitive contracts with commercial partners who give us 

the same or better discounts than their best commercial customers. The pricing 

environment is constantly changing. 

GSA allows Schedule contractors to lower their contract prices at any time. 

Buying members may also seek price reductions at any time. The potential for 

achieving price reductions increases when you have a large requirement which 

is clearly defined. 

14 � 2: Starting and Operating 
Other benefits 

Other benefits include:


� Reduction of the acquisition cost/process


� Volume purchase prices


� Easy payment options


� Schedule orders count toward small business goals


� Wide selection of commercial services and products


� No order limitation.


Nuts and Bolts Tip 

You can use the Governmentwide commercial 

purchase card when ordering from Schedules. 

Schedule contractors are required to accept 

the Governmentwide commercial purchase 

card under the micro-purchase threshold and 

are encouraged to accept it for all orders. (See 

Special Features, Governmentwide Commercial Purchase Card on page 32.) 

2: Starting and Operating � 15 
16 � 2: Starting and Operating 
3

Basic Operations


Ordering Procedures 

The MAS Program facilitates relationships between the private sector and you, 

the buying member. Now, only the actual purchase remains for you to do. 

GSA awards the contract. You simply order in accordance with FAR 8.4 

www.arnet.gov/far. 

Nuts and Bolts Tip 

When you place an order against a Schedule 

contract – that’s exactly what it is, an order; it is NOT 

a contract. 

GSA has determined prices to be fair and reasonable by comparing the price or 

discounts that a company offers the Government with the price or discounts 

that the company offers to its own commercial customers. This allows you to 

fulfill your requirement by making a Best Value selection of the service or 

product that meets your needs. 

Nuts and Bolts Tip 

When agency requirements are to be satisfied 

through using Federal Supply Schedules as set forth 

in FAR 8.4, the simplified acquisition procedures of 

FAR 13 and the small business provisions of FAR 19 

do not apply, except for the provision of FAR 13.303-

2(c)(3) www.arnet.gov/far. 

3: Basic Operations � 17 
The ordering procedures described on pages 19-20 (See also Appendices A and 

B) have been established by GSA. 

Power Buying Tip 

Services and products may be combined on a single order. 

18 � 3: Basic Operations 
Note: A full description of the following procedures can be found in 

Appendices A and B in the back of the manual. 

Services that require a Statement 

of Work 

Under the $2,500 micro-purchase threshold 

Place the order directly with contractor for 

the item that best meets your needs 

Over the $2,500 micro-purchase threshold 

� Prepare a Statement of Work (SOW) 

� Send your Request for Quote (RFQ) and 

SOW to 3 Schedule contractors 

� Evaluate and make a Best Value 

selection 

Over the maximum order threshold 

� Prepare an SOW 

� Send your Request for Quote (RFQ) and 

SOW to more than 3 Schedule 

contractors AND seek price reductions 

� Evaluate and make a Best Value 

selection 

Services and products, no Statement 

of Work required 

Under the $2,500 micro-purchase threshold 

Place the order directly with contractor for 

the item that best meets your needs 

Over the $2,500 micro-purchase threshold, 

as required by FAR 8.404 

� Review the GSA Advantage! online 

electronic ordering system, then make 

a Best Value determination, or review 3 

Schedule contractors’ pricelists 

� Select the Best Value (considering price, 

plus administrative costs) 

Over the maximum order threshold 

� Follow the procedures for orders over 

$2,500 

� Review additional price lists or use GSA 

Advantage! online shopping service 

� Seek price reductions from Schedule 

contractors that represent Best Value 

� Place your order with the Schedule 

contractor offering the Best Value 

Ordering procedures 

3: Basic Operations � 19

Services that require a Statement 

of Work 

Services and products, no Statement 

of Work required 

Ordering procedures 

Documentation 

� At a minimum, document orders by 

identifying the services purchased, 

the Schedule contractor from which 

the services were purchased, and the 

amount paid 

� If other than a firm-fixed priced order 

is placed, include the basis for the 

determination to use a labor-hour or 

time-and-materials order 

� For agency requirements over the 

micro-purchase threshold, document 

the evaluation of Schedule 

contractors’ quotes that formed the 

basis for selecting the contractor that 

received the order and the rationale 

for any trade-offs made in making the 

selection 

Documentation 

� Minimum documentation is 

generally all that is required (e.g., 

contractor’s name, item purchased, 

price paid). 

Additional documentation is 

necessary when your requirement is 

defined to a particular brand name 

and only for orders over the micropurchase threshold. 

Debriefings 

Nothing in the FAR prohibits debriefings. The information and format is 

at the discretion of the buying member’s activity. 

Nuts and Bolts Tip 

When you follow the procedures of FAR 8.4, 

limit your review to Schedule contractors. 

20 � 3: Basic Operations 
4 Special Features 

of the MAS Program 

Multiple Award 

Schedules 

Program Owners Manual 

In your continuing role as business advisors, 

we recognize that procurement is not just 

following rules and regulations. Rather, it is a 

process of making sound business decisions. 

Today we have new rules and operate in a 

different kind of environment. Your task now is 

to implement these new tools and develop 

efficient acquisition strategies. We have 

created this manual to assist you in your new 

role. 

Federal Supply Schedules 

Agencies Receive Small Business Credits 

The Small Business Administration (SBA) requires agencies to include in their 

procurement base and goals the dollar value of orders expected to be placed 

against the GSA Schedules. 

Agencies now include orders placed against Schedule contracts in their annual 

small business goals and accomplishments. SBA and GSA strongly support the 

participation of small business concerns in the MAS Program. 

Blanket Purchase Agreements 

An MAS Blanket Purchase Agreement (BPA) is a simplified method of filling 

anticipated repetitive needs for services and supplies. They are “accounts” 

established with Schedule contractors by customers. 

A Blanket Purchase Agreement (BPA) with Schedule contractors is another 

way to leverage your buying power. Buying members may establish BPAs with 

Schedule contractors as long as they do not contain terms inconsistent with the 

Schedule contract (See FAR 13.202(c)(3) www.arnet.gov/far). 

Buying members and Schedule contractors can agree to administrative 

protocols within the scope of the contract to expedite ordering, payment, and 

delivery. Based on the potential volume of business, the Schedule contractors 

may offer increased discounts than those available under their contract 

(regardless of the size of the individual orders). 

4: Special Features � 21 
Power Buying Tip 

BPAs are your ultimate buying vehicle. They reduce 

administrative costs and eliminate the need for repetitive, 

individual purchases from the Schedule contract. 

Your agency can enter into a BPA after making a Best Value determination as 

required by FAR 8.4. 

The Value of a BPA 

BPAs offer you several advantages. They help you:


� Leverage agency requirements


� Obtain a wide variety of items


� Obtain commercial services and products for one or more offices


� Establish long-term supplier relationships.


Power Buying Tip 

Contractors may offer additional discounts based on 

the potential volume of business that may be generated by a BPA. Guaranteed requirements increase 

your ability to obtain better pricing. 

22 � 4: Special Features 
What a BPA Can Do for You 

BPAs offer you several benefits. They: 

� Have contractual terms and conditions contained in the Schedule contract 

�	 Eliminate contracting and open market costs (the need for solicitations and 

synopsis requirements) 

� Have shorter lead-times 

� Reduce inventories 

� Satisfy recurring requirements 

� Reduce acquisition costs through quantity discounts 

� Help you obtain a better value by leveraging through volume purchasing 

�	 Reduce the number of transactions (number of individual invoices, 

monthly billing work in accounts payable). 

Setting Up a BPA 

BPAs are established directly with Schedule contractors. Negotiations with


Schedule contractors allow you to negotiate price reductions based on the total


estimated volume of the BPA, regardless of the size of individual orders.


It’s easy to establish a BPA. As the buying member, you need to:


� Define your agency’s requirement


� Estimate your quantities and delivery requirements


� Follow FAR 8.4 ordering procedures (See section 3, Basic Operations).


Generally, a single BPA should be established when you can easily define


requirements (services and products) ordered under the BPA and a firm-fixed


price or ceiling price can be established.


4: Special Features � 23 
Single BPAs 

If you have determined that a single BPA will meet your needs, your work is 

done. In other words, once you’ve established one BPA, you do not need to 

make a Best Value selection for every order – you already did that when you set 

up the BPA. 

Multiple BPAs 

Multiple BPAs (BPAs with more than one contractor) are appropriate when 

you determine that more than one BPA is needed to meet your needs. When 

you set up multiple BPAs, first determine which contractors are technically 

qualified, then establish BPAs with them. Pricing can be established at this 

time at or when the orders are placed. 

If you’ve established multiple BPAs, you will need to send specific orders to the 

multiple BPA holders and a Best Value selection will need to be done as each 

order is placed. For example: 

If... 

You can clearly identify the 

tasks you are purchasing, 

such as mail management 

(accepting incoming mail and 

mail distribution) 

You can’t clearly define your 

task, such as program 

management support for 

multiple offices 

Then... 

Follow the 

procedures in 

Appendix A 

Follow the 

procedures in 

Appendix A 

And... 

Make a Best Value selection and 

establish a single BPA. 

(Note: You can place all orders 

with the BPA holder without 

further Best Value selections.) 

Determine technically qualified 

contractors and establish multiple 

BPAs. 

(Note: Specific task orders will be 

competed among this group of 

BPA holders and a Best Value 

selection will be made each time a 

task order is placed.) 

Establishing BPAs 

24 � 4: Special Features 
Elements Needed in Your BPA


� Name of Schedule contractor


� Schedule contractor number


� BPA number assigned by you


� Description of requirements


� Prices and/or discounts


� Extent of obligation


� List of individuals authorized to purchase under the BPA


� Delivery information, including locations and times


� Frequency of ordering and invoicing.


Nuts and Bolts Tip 

The RFQ should tell the Schedule contractors if 

you intend to establish a single or multiple BPA. 

It should also tell them the selection criteria you 

will use for award. 

Setting Up a Cooperative MAS BPA 

If multiple Federal agencies decide to consolidate their requirements and obtain 

greater discounts, this needs to be done before the BPA is established. To 

ensure you obtain Best Value, the BPA must reflect the requirements of all users 

with an estimate of the quantity. 

Identify all users as signatories when a cooperative BPA is established. If there 

is more than one agency, then each must sign the BPA. 

4: Special Features � 25 
Power Buying Tip 

Agencies that team together to develop cooperative 

BPAs stretch their purchasing dollar. 

Obligation of Funds: An MAS BPA does not require the obligation of 

funds. Funds are obligated when orders are placed against the BPA. 

Length of a BPA 

BPAs cannot exceed the Schedule contract period. If GSA exercises an option 

to extend the term of the Schedule contract, the BPA can be extended as well. 

However, it is important to always perform annual reviews to determine 

whether the BPA is still considered a Best Value to you and meets your needs. 

Nuts and Bolts Tip 

MAS contracts have a base contract period of 5 

years with three 5-year option periods. 

A Sample BPA 

A sample BPA format is available to help you capture the necessary 

information. To download a copy of a sample BPA, go to fss.gsa.gov/bpa. 

Click on Blanket Purchase Agreements Format, and scroll down to the bottom 

of the page. 

For additional guidance on BPAs, visit the U-MAS Virtual Campus at 

fss.gsa.gov/UMAS or FSS Contractor Guide at fss.gsa.gov/contractorguide. 

26 � 4: Special Features 
Information is also available at fss.gsa.gov/bpa. Click on MAS/BPA 

Practice Tips. 

Nuts and Bolts Tip 

Additional clauses that change the scope of 

the MAS contract cannot be added to MAS 

BPAs. However, special provisions may be 

added provided they do not conflict with the 

terms and conditions of the Schedule contract, 

such as: organizational conflict of interest 

clauses or key personnel to any individual 

MAS BPA. 

If your BPA requirement increases or changes 

so significantly that it changes the scope of 

your existing BPA, you may want to consider 

establishing a new BPA. 

Contractor Team Arrangements 

The concept of Contractor Team Arrangements was introduced to offer you a 

creative solution to your buying needs. Using Contractor Team Arrangements 

is a way to achieve flexibility and is a powerful acquisition strategy. 

Teaming allows Schedule contractors to deliver an end-to-end solution from 

multiple industries. Schedule contractors may propose a team solution or you 

may solicit for a team solution. Such arrangements also enhance the ability of 

small business concerns to participate. 

As with any order, when you use a team arrangement under the MAS Program, 

it is considered to be a competitive procedure (FAR 6.102(d)(3) 

www.arnet.gov/far). In fact, using team arrangements may increase competition 

among Schedule contractors and offer additional opportunities to contractors 

who would otherwise not be able to handle some of these requirements on their 

4: Special Features � 27 
own. This is particularly true for small business concerns who are then able 

to compete for large requirements. 

An example of a Contractor Team Arrangement 

Subcontractor Subcontractor 

Schedule Contractor Team Leader 

▼ 

▼

Schedule Contractor 

Team Member 

Schedule Contractor 

Team Member 

Contractor Team Arrangements are created when two or more Schedule 

contractors join together to provide a solution to meet your needs. Such 

arrangements provide another excellent source of quality service. 

Some key features of these arrangements include: 

�	 Participation in a Contractor Team Arrangement is limited to Schedule 

contractors offering to provide a total solution when responding to your 

agency’s requirements. 

�	 Contractors can form these arrangements at their discretion without prior 

approval from the buying member’s office. 

28 � 4: Special Features 
�	 Ordering activities should follow FAR 9.6 (www.arnet.gov/far) when 

using Contractor Team Arrangements. 

�	 Ordering activities must still follow the ordering procedures explained in 

section 3, Basic Operations, and make a Best Value selection. 

Nuts and Bolts Tip 

� Team members may use subcontractors 

under their Schedule contract to fulfill 

requirements. 

� However, each ust have a 

Schedule contract. 

� These subcontractors do not necessarily 

have to have a Schedule contract. 

team member m

Orders placed under a Contractor Team Arrangement are subject to the terms 

and conditions of the Schedule contract holders. They independently abide by 

the terms of their individual contracts, but one contractor can be designated by 

the team as Contractor Team Leader. 

The order should include: 

� the appropriate contract numbers 

� a list of services or products to be provided 

� the agreed-upon pricing. 

Contractor Team Arrangements can also be included under a BPA. The BPA 

should address the details, arrangements, or administration of the Contractor 

Team Arrangement. 

4: Special Features � 29 
Nuts and Bolts Tip 

� A copy of the Contractor Team Agreement 

should be available for your review. Their 

agreement should spell out who is responsible for doing which tasks, identify prices, 

etc. 

� One member of the Contractor Team can 

act as the single point of contact for the 

buying member. 

GSA is not required to approve such actions; and all terms and conditions of 

the existing Schedule contracts still apply (warranty, price changes, reporting 

72A sales). 

Depending on the buying member, you may want to arrange to have contact 

with just one contractor or with all contractors – it’s up to you as the buying 

member. 

The order for services and/or products (task/delivery orders) can be addressed 

to the Team Leader who is then responsible for coordinating the various tasks/ 

products among the team members. 

For additional guidance on Contractor Team Arrangements, go to 

fss.gsa.gov/cta. 

See also Federal Supply Schedules and Contractor Team Arrangements FAQs at 

fss.gsa.gov/FAQ/schedules. 

30 � 4: Special Features 
Delinquent Performance, Termination of Orders, Disputes 

Termination for Cause, refer to FAR 8.4 

As the buying member, you may terminate any one or more orders for cause in 

accordance with FAR 49, Termination of Contracts. Should the contractor claim 

that the failure was excusable, you shall promptly refer the matter to the 

Schedule contracting office. See Disputes on page 32. Any repurchase shall be 

made at as reasonable a price as possible, considering the quality required by the 

Government, delivery requirement, and administrative expenses. See FAR 8.4 

www.arnet.gov/far. 

Nuts and Bolts Tip 

If a contractor fails to perform on an order, as the 

buying member, you may terminate the order for 

cause or give the contractor further opportunity to 

perform by modifying the order to establish a new 

delivery date (obtaining consideration as necessary). 

Refer to FAR 8.4 www.arnet.gov/far. 

Termination for Convenience, refer to FAR 8.4 

Ordering offices may terminate individual orders for the convenience of the 

Government. Only the GSA Schedule contracting officer may terminate any 

or all items covered by the Schedule contract for the convenience of the 

Government. 

Before terminating orders for convenience, the ordering office must attempt to 

enter into a “no-cost” cancellation agreement with the contractor. All actions 

taken regarding terminations for convenience must comply with the applicable 

requirements in FAR 12.403 www.arnet.gov/far. 

4: Special Features � 31 
Disputes, refer to FAR 8.4 

Using Alternative Disputes Resolution (ADR), as provided at FAR 33.214 

www.arnet.gov/far, is encouraged. The ordering office must refer all unresolved 

disputes under orders to the GSA Schedule contracting office for action under 

the Disputes clause of the contract. 

Environmental Identification 

To assist our customers’ efforts in complying with the requirements of 

environmental laws and Executive Orders, (considering price, availability and 

performance requirements), our Schedule contractors have been requested 

(where possible and/or feasible) to identify items that: 

�	 Have recycled content (e.g., EPA-designated items with specific content 

requirements) 

� Are energy- and/or water-saving (e.g., Energy Star) 

�	 Have reduced pollutants (e.g., low volatile organic compounds [VOC’s] 

and chromate-free). 

Note: Customers should review contractor literature and contact the contractor 

directly to obtain complete information about environmental claims. 

Applicable guidance can be found in FAR 23, DFAR 223 and on our 

environmental website at fss.gsa.gov/enviro. 

Governmentwide Commercial Purchase Card 

Executive Order 12931 dated October 13, 1994, urged agencies to expand the 

use of their Governmentwide commercial purchase card program and to 

delegate micro-purchase authority to program officials rather than keeping it 

within procurement offices. The GSA SmartPay Program has many benefits, 

including: 

� Flexibility 

32 � 4: Special Features 
� Choice 

� Performance-base refunds 

� Streamlined electronic payment process 

� Simplified accounting. 

Based on the above, GSA now requires Schedule contractors to accept the 

Governmentwide commercial purchase card for orders at or below the micropurchase threshold of $2,500. Schedule contractors are, of course, encouraged 

to accept the Governmentwide commercial purchase card for all orders. In 

addition, GAO has found that more and more MAS customers recognize the 

administrative and cost-saving features of the Governmentwide commercial 

purchase card. 

Nuts and Bolts Tip 

The GSA SmartPay contracts provide Federal 

agencies with a new way to pay for commercial goods 

and services, as well as travel- and fleet-related 

expenses. With GSA SmartPay, you have a choice of 

leading-edge card services to help you do your job 

more efficiently. 

When you use GSA SmartPay, you are eligible to 

receive a refund on your net charge volume. 

Visit fss.gsa.gov/services/gsa-smartpay 

for more information. 

4: Special Features � 33 
Modular Purchasing 

Buying members can use modular purchasing to ensure that what they purchase 

meets their long-term needs. For example, instead of establishing a BPA for a 

Document Management Center in all your offices across the nation at one 

time, you could implement the BPA for Document Management Centers in 

modules. Module 1 could be for the Northeast region. If everything goes 

smoothly, then you could purchase Module 2 for the Southeast region. 

This type of purchasing options allows you to make sure that what you get 

works; it also addresses time constraints that some buying members are faced 

with. 

Performance Incentives 

Performance incentives may be agreed upon between the contractor and the 

buying member on individual orders or BPAs under the MAS program. The 

buying member must establish a maximum performance incentive price for the 

services and/or total solutions on individual orders or BPAs. 

Incentives should be designed to relate results achieved by the contractor to 

specified targets. To the maximum extent practicable, buying members shall 

consider establishing incentives where performance is critical to the agency’s 

mission and incentives are likely to motivate the contractor. Incentives shall be 

based on objectively measurable tasks. 

Price Reductions 

Schedule contractors are able to offer one-time, spot discounts from established 

Schedule contract prices (FAR 8.4 www.arnet.gov/far). Such commercial 

buying practices were introduced to empower you to negotiate higher discounts 

without doing a new procurement. 

Schedule contractors can give one buying member a discount without passing 

the discount on to the entire Federal Government (FAR 8.4). In essence, this 

34 � 4: Special Features 
provision allows the contractor to offer — and the Government to avail itself 

of — spot pricing in the commercial market. 

At the same time, Schedule contractors can be more competitive by offering 

higher discounts to a single buying member without offering the same higher 

discounts to all authorized users. This method also allows Schedule contractors 

to react more immediately to the commercial market place, move inventory, 

respond to technological advancements, etc. 

However, if promotional discounts are being given across the board 

commercially, these likewise shall be also given to all authorized users. 

Power Buying Tip 

Spot pricing allows the Schedule contractor to reduce the 

Schedule price to an individual buying member any time. 

This allows both you and the Schedule contractor to take 

advantage of promotions, inventory excess, items that are 

being phased out, etc. 

Standing Solicitations/Variable Contract Periods

Industry has the opportunity to submit offers under “MAS standing 

solicitations.” This feature provides our commercial partners with the ability to 

offer state-of-the art services and products to you. 

Contracts may be awarded for a full 5-year period, regardless of when offers are 

submitted (hence the term “variable” contract period). Identical items may be 

awarded to more than one contractor. 

The terms and conditions of solicitations are “refreshed” or periodically updated 

to incorporate the latest changes resulting from new laws and/or regulations, as 

well as changes introduced within the Federal Supply Service to enhance the 

MAS Program. Schedule contractors may add new items any time. 

4: Special Features ▼ 35 
Both of these features provide you — our buying members — with fast and 

convenient access to the latest services and products. 

Worldwide Coverage, Expedited Delivery

Schedule contracts offer delivery from nationwide to worldwide since FSS 

expanded the scope of its Schedule contracts. This expansion now provides our 

Schedule contractors with opportunities to increase their services to you. When 

responding to solicitations, suppliers now have the choice of offering: 

▼ Worldwide, which covers both domestic and overseas delivery 

▼. Domestic, which covers delivery to the 48 contiguous states; Washington, 

D.C.; Alaska; Hawaii; and Puerto Rico 

▼. Overseas Only, which covers delivery to overseas destinations other than 

Alaska, Hawaii, and Puerto Rico. 

Many contractors can now deliver overnight or within days. 

36 ▼ 4: Special Features 
5

Terms and Conditions FUEL GAUGE 

UNLEADED 

FUEL ONLY 

Economic Price Adjustments

Schedule contracts allow contractors to increase or decrease prices according to 

their commercial practice. 

▼. Requests for price decreases may be submitted to the GSA Contracting 

Officer any time during the contract period. 

▼. Schedule contractors can only request price increases to be effective on or 

after the first 12 months of the contract period where the increase results 

from reissuing or modifying the contractor’s commercial catalog or 

pricelist used as the basis for the contract award. 

Nuts and Bolts Tip 

For administrative convenience, incidental (nonschedule) items may be added to an FSS BPA or an 

individual order if: 

▼ the items are clearly labeled as such on the 

order 

▼ all open market acquisition regulations have 

been followed 

▼ price reasonableness has been determined by 

the ordering activity for the open market items. 

5: Terms and Conditions ▼ 37 
Incidental items

It is important to recognize GSA has not negotiated or evaluated prices for 

those services and products that are not listed in Schedule contracts. Therefore, 

you must comply with the requirements for full and open competition 

by following all applicable acquisition regulations and determining 

price reasonableness. 

For example, (depending on the threshold) some of the acquisition regulations 

you must follow are: 

▼ Follow synopsis requirements in FAR 5.101 www.arnet.gov/far 

▼. See FAR 13 www.arnet.gov/far for requirements over $2,500 and under 

$100,000 

▼ Reserve the requirements, as applicable, under FAR 19 

▼ Determine pricing is fair and reasonable 

▼. The terms and conditions of the open market instrument would apply to 

incidental items. 

Leasing

Leasing is an option under the MAS Program, offered on a variety of 

Schedules. A search of Schedules E-Library will quickly identify those 

schedules where leasing is available. (See section 10, Customer Assistance 

Worldwide, page 61.) 

The presence of leasing on the MAS Program does NOT imply a 

recommendation by GSA for leasing. The decision to lease is at the discretion 

of the buying member. 

Only equipment offered on a Federal Supply Schedule may be leased. Some 

guidelines for leasing are as follows: 

▼. Once you have selected the equipment, you then need to determine 

whether it is more advantageous to lease or purchase it. 

38 ▼ 5: Terms and Conditions 
▼. The Contracting Officer should compare the leasing terms offered from 

the third-party leasing companies in the Schedule, as well as those offered 

by the Schedule equipment sellers. 

▼. Once the best leasing terms have been selected, the Contracting Officer 

can compare the advantages of leasing with those of direct purchase. 

OMB Circular A-94, par. 13, at www.whitehouse.gov/OMB, describes 

the economic analysis that is to be used in determining the economic 

impact of leasing vs. purchasing. 

▼. Leasing requires a commitment on the agency’s part for all the terms and 

conditions of the lease for the full term of the lease. 

▼. If an agency has annual appropriations that require issuing supplemental 

funding documents, the agency’s procurement and accounting systems 

must be capable of timely generation of the requirement documents. 

Renewals

Customers must also be mindful of submitting “renewal delivery orders” in a 

timely manner to ensure that their lease does not expire. 

You may cancel a lease when: 

▼ the organization is no longer funded 

▼ the requirement no longer exists. 

You may NOT cancel a lease because of a desire for something different, newer, 

or better. 

5: Terms and Conditions ▼ 39 
Maximum Order

The Maximum Order threshold (MO) is designed for buying members to get 

lower prices for orders above the threshold. It is the level, or trigger point, for 

you to seek additional price reductions. 

The MO is listed on every MAS contractor pricelist. The MO allows Schedule 

contractors to accept “any size” order, reducing the need for buying members to 

conduct duplicative and repetitive procurements for items already under 

contract. 

Power Buying Tip 

Buying members ask for a price reduction for orders above 

the MO. The contractor may: 

▼ Offer a lower price 

▼ Offer the current contract price 

▼ Decline the order. 

Modification Clause

The MAS Program permits contractors to offer new technology any time. This 

feature promotes the ability for the Government to have immediate access to 

the latest commercial services and products. See How GSA Adds or Deletes 

Services and Products to Existing Multiple Award Schedule Contracts in section 2. 

40 ▼ 5: Terms and Conditions 
Trade-ins

Trade-ins will be considered against the purchase of new equipment and will be 

used in determining the Best Value purchase at the lowest overall cost; i.e., the 

price of the item plus administrative costs (See FAR 8.4 www.arnet.gov/far). 

If equipment was traded in as part of the purchase arrangement, the file 

should show the type, brand and value of the equipment exchanged. Tradeins should comply with provisions of the Federal Property Management 

Regulations (FPMR) 101-46 at www.access.gpo.gov/nara/, then click on 

Code of Federal Regulations. 

Power Buying Tip 

Trade-ins are an allowable payment method and can be 

applied directly to the MAS purchase. 

5: Terms and Conditions ▼ 41 
42 ▼ 5: Terms and Conditions 
Maintenance: 

Your Responsibility 

6

Optimizing Your Buying Performance 

GSA — The Service Agency 

As the service agency, GSA works in conjunction with both ordering agencies 

and contractors. Each member has roles and responsibilities. As a service 

agency, GSA provides ordering instructions and guidance. Instructions are 

available both electronically and in hardcopy. 

Buying Members — Self-Regulation 

As buying members and business advisors, you, too, have a responsibility to care 

about meeting your agency’s missions. You also need to know your Schedule 

options, understand them, and manage them wisely. 

A variety of options are available to satisfy your requirements, such as: 

▼ Governmentwide commercial purchase card 

▼ BPAs 

▼ Contractor Team Arrangements 

▼ Modular Purchasing 

Depending on the options you select: 

▼ First consider what the value of each tool is to your overall buying 

strategy. 

▼ Second, self-regulate. Follow the ordering procedures correctly. 

▼ Last, be results oriented. Know what you are buying, particularly in the 

area of services. Ask for solutions, not just labor hours. State what you 

6: Maintenance: Your Responsibility ▼ 43 
expect to accomplish. You may get a more innovative or entrepreneurial 

approach than you originally anticipated. 

Asking three different contractors for a solution may mean that you get three 

entirely different solutions, and possibly a more cost-effective approach. 

Responsibility 

State your requirement or objective clearly in order to obtain the best solution. 

The “best” acquisition approach for a particular requirement, project, or 

program can be determined only after examining each requirement. 

As buying members, structure your purchases to obtain the ultimate leverage of 

your requirement. 

Nuts and Bolts Tip 

Create your acquisition strategy: 

▼ Start with a competitive requirement (i.e., a 

performance-based SOW) 

▼ Use oral discussions 

▼ What gets measured, gets accomplished 

▼ Manage the process. 

44 ▼ 6: Maintenance: Your Responsibility 
7

Special Instructions 


Multiple Award 

Schedules 

Program Owners Manual 

In your continuing role as business advisors, 

we recognize that procurement is not just 

following rules and regulations. Rather, it is a 

process of making sound business decisions. 

To day we have new rules and operate in a 

different kind of environment. Your task now is 

to implement these new tools and develop 

efficient acquisition strategies. We have 

created this manual to assist you in your new 

role. 

Federal Supply Schedules 

Understanding a Statement of Work 

The Purpose of an SOW 

A Statement of Work (SOW) is essential when purchasing commercial 

services. SOWs are read and interpreted by Government and industry 

personnel with diverse backgrounds, such as engineering, science, accounting, 

law, contracting, and other business fields. 

Power Buying Tip 

There are three primary objectives of the SOW: 

� Be logical and readable. 

� Identify and emphasize the critical elements. 

� State exactly what is required — that is, the 

deliverables, due dates, and basic requirements — 

that constitute what the Contractor must do in order 

to receive payment. 

7: Special Instructions � 45 
Nuts and Bolts Tip 

A performance-based SOW is written to ensure that 

contractors are free to determine how to meet the 

Government’s performance objectives. Using a 

performance-based SOW: 

� should lead to more cost-effective acquisitions 

and better value 

� holds the contractor accountable for the end 

results 

� maximizes contractor control of the work 

processes and allows for innovation in approaching various work requirements. 

Your SOW should contain the following elements: 


� Background 


� Objectives 


� Scope 


� Tasks or requirements 


� Selection criteria 


� Deliverables or delivery schedule 


� Government-furnished equipment and Government-furnished information 


� Security 


� Place of performance 


� Period of performance. 


These elements are explained on the following pages. 


46 � 7: Special Instructions 
Background 

� Describes the project in very general terms 

� 	 Discusses the purpose of the project — in other words, why the project is 

being pursued and how it relates to other projects 

� 	 Includes, as necessary, a summary of statutory authority or applicable 

regulations 

� 	 Provides copies of pertinent background materials, including them in a 

Reference or Attachment. 

Objectives 

� 	 Provides a concise overview of the project and how the results or end 

products will be used 

� Includes your goals and objectives. 

Scope 

� Covers the general scope of the work the contractor will be performing. 

Tasks or Requirements 

� Describes detailed work and management requirements 

� 	 Spells out more precisely what is expected of the contractor in the 

performance of the work. 

Selection Criteria 

� Gives selection criteria 

� 	 Identifies objective standards of acceptable performance to be provided by 

the contractor. 

7: Special Instructions � 47 
Deliverables or Delivery Schedule 

� Describes what the contractor shall provide 

� Identifies the contractor’s responsibilities 

� 	 Identifies any specialized expertise and services, training, and 

documentation, as applicable 

� 	 Clearly states the deliverables required, the schedule for delivery, the 

quantities, and to whom they should be delivered 

� Describes the delivery schedule in calendar days from the date of award 

� 	 Identifies the type of documentation (printed and electronic) to be 

provided, as well as those quality indicators desired by the Government. 

Government-Furnished Equipment and Government-Furnished 

Information 

� 	 Identifies any Government-furnished equipment (GFE) and 

Government-furnished information (GFI) 

� Identifies any limitations to be provided to the contractor. 

Security 

� 	 States the appropriate security requirements, as necessary, for the work to 

be done 

Place of Performance 

� 	 Specifies whether the work is to be performed at a Government site or the 

contractor’s site 

Period of performance 

� Specifies the performance period, i.e., hours, days, weeks, or months, etc. 

48 � 7: Special Instructions 
Using Oral Proposals 

Oral proposals allow you the opportunity to understand the contractor’s 

proposals. As buying members, using oral proposals is strongly encouraged. 

Communication is key to ensuring you get what you need. Refer to FAR 

16.505(b)(3) www.arnet.gov/far. 

The Advantages of Oral Presentations 

� Are more like the commercial sector 


� Promote efficient face-to-face communication 


� Increase satisfaction 


� Minimize massive technical proposals 


� Decrease proposal lead-times, resulting in shorter buying time 


� Reduce proposal costs significantly, including fewer protests. 


7: Special Instructions � 49 
Language Tips for Your Statement of Work 

� Prefer simple words, phrases, and sentences. 

� Be concise, precise, and consistent. Keep sentences short and to the 

point. 

� Use active verbs. 

� Avoid passive verbs. 

� Avoid “should” or “may” because they leave the decision for action up 

to the Contractor. 

� Use “shall” when describing a provision binding on the contractor. Use 

“will” to indicate actions by the Government. 

� Be consistent when using terminology. 

� Avoid redundancy. 

� Avoid vague or inexact words and generalizations. 

� Avoid catch-all and open-ended phrases, such as, “is common 

practice in the industry,” “as directed,” or “subject to approval.” 

� Define technical terms. 

� Avoid using “any,” “either,” “and/or,” “etc.” 

� Use abbreviations or acronyms only after spelling them out the first 

time they are referenced. 

� Make available any document referenced, including the date or 

version. 

� Indicate, if appropriate, desired design output, verification, and how 

design changes will be managed. 

For additional information, refer to U-MAS (U–Multiple Award Schedules) 

Virtual Campus at fss.gsa.gov/schedules/UMAS. 

50 � 7: Special Instructions 
Nuts and Bolts Tip 

The following forms of communications may be used: 

� electronic communications 

� oral discussions 

� written communications. 

Note: A Request for Proposal, as defined by FAR 15, 

may not be used. 

7: Special Instructions � 51 
52 � 7: Special Instructions 
8�

Troubleshooting 


Free parking – always available – free information, and free access describe the 

following electronic tools. They have been designed to provide additional 

guidance and instruction to assist you. 

U-MAS (University – Multiple Award Schedule Virtual 

Campus) 

The University – Multiple Award Schedule (U-MAS) Virtual Campus was 

developed to assist you in your changing role as a business advisor to your 

customers. U-MAS will help you structure commercial solutions under the 

MAS Program. 

The course curriculum consists of a series of classrooms designed to provide a 

comprehensive and practical approach. 

The U-MAS Virtual Campus: 

� Provides online training accessibility 

� Provides the latest information about changes in the MAS Program 

� Is available 24 hours a day, 7 days a week, FREE of charge 

� Provides information to best leverage your MAS buy. 

You can visit U-MAS fss.gsa.gov/schedules/UMAS. 

FSS Contractor Guide 

The Contractor Guide is an electronic document available to the general public 

24 hours a day, 7 days a week, free of charge. It contains information on 

policies, procedures, and regulations and is meant to promote awareness within 

industry. 

8: Troubleshooting � 53 
It also contains an overview of the MAS Program and information on the 

MAS process. Additional links are provided on a variety of websites, as well as 

information on additional resources. Visit the FSS Contractor Guide 

fss.gsa.gov/contractorguide. 

FedBizOpps 

FedBizOpps is a Government-wide Internet-based information system for 

announcing government acquisitions. It: 

� 	 Serves Government buyers by providing them with the capability to post 

solicitations on the Internet 

� 	 Serves industry suppliers by allowing them to search for Government 

acquisition opportunities 

� 	 Enhances public access to the Federal Government’s business 

opportunities by providing online access 24 hours per day, 7 days a week. 

FedBizOpps has been designed as a single entry point for suppliers to search 

government acquisition opportunities across departments and agencies. 

Visit FedBizOpps at www.fedbizopps.gov. 

54 � 8: Troubleshooting 
9

GSA Advantage! /

GSA’s Answer to e-Business 

GSA Advantage! is our electronic online shopping and ordering system. GSA 

Advantage! provides online access to over several thousand contractors and 

millions of services and products. 

Many of these items may be available for delivery in a few days. 

Governmentwide commercial purchase card is accepted. 

By using GSA Advantage! you can perform price reviews/comparisons as stated 

in FAR 8.4. It allows you to browse or park your “cart” to finish your order at a 

later time. 

With GSA Advantage! you can: 

� 	 Search for items using keywords, part numbers, National Stock Numbers, 

supplier names, contract numbers, etc. 

� Compare features, prices, and delivery options 

� Configure products and add accessories 

� Place orders directly online 

� Review delivery options 

� Select a convenient payment method 

� View order history to track status, reorder, or cancel. 

9: GSA Advantage! � 55 
How to Access www.gsaAdvantage.gov 

You must be able to connect to the Internet and you must have access 

to a web browser (i.e., Netscape, Internet Explorer). 

� Use your web browser to connect to the GSA FSS home page at 

fss.gsa.gov/schedules. 

� Select GSA Advantage! – Online Shopping Service. 

If you need more information or assistance, contact: 

� Internet e-mail address: GSA.Advantage@gsa.gov 

� GSA Advantage! voice-mail hotline: (703) 305-7359 

If you are unable to connect to the Internet, contact your GSA Customer 

Service Director for assistance (See Customer Service Directors, in 

section 10.). 

Signing on to GSA Advantage! www.gsaAdvantage.gov 

To shop GSA Advantage! you will need either: 

� a Governmentwide commercial purchase card (no password), or 

� a GSA Activity Address Code (AAC) and a password. 

An AAC can be obtained from GSA by clicking on Apply for an AAC at the 

sign-on screen. 

You may also browse GSA Advantage! using the Browse option at the sign-on 

screen. In order to browse, you will be asked to enter a zip code. You will not 

need a Governmentwide commercial purchase card or AAC to browse. 

56 � 9: GSA Advantage! 
For additional information, a handbook is available online and can be 

downloaded at www.gsaAdvantage.gov. 

Security 

GSA Advantage! utilizes the industry standard secure sockets layer (SSL) 

technology. SSL encrypts the transfer of information between your browser and 

our server. 

Technical Problems 

If you have technical questions, are experiencing technical problems, or have a 

suggestion about how we may better serve you, please call the GSA Advantage! 

hotline at (703) 305-7359 or e-mail us on the web at GSA.Advantage@gsa.gov. 

Order Status Questions 

For shipping, transportation, or billing discrepancies on NSN items, contact 

GSAs National Customer Service Center (NCSC) at 1-800-488-3111 or click 

on Report Order Problem at the Main Menu Screen for a pre-addressed form in 

GSA Advantage!(or on the web at RODSM.NCSC@GSA.GOV. 

For order status, follow-ups, etc., you should contact the supplier directly. The 

Schedule contractor’s name and phone number is printed on the order 

summary you received at checkout and also through order history/status. 

9: GSA Advantage! � 57 
58 � 9: GSA Advantage! 
10 Customer Assistance 

Worldwide 

The FSS Customer Program is carried out by a worldwide network of supply 

and service professionals. Customer Service Directors (CSDs) are happy to 

make periodic visits to your office and offer seminars on a variety of useful 

topics. 

� 	 Call the National Customer Service Center (NCSC) for questions or 

assistance. 

Toll free: 1-800-488-3111 

DSN 465-1416 

Hours of operation:.	 Monday – Friday 

7:00 a.m. – 7:30 p.m. CST 

1500 East Banister Road/


Building 4/


Kansas City, MO 64131/


Email: rodsm.ncsc@gsa.gov/


� 	 Locate the Customer Service Director assigned to your area at 

fss.gsa.gov/csd. 

� 	 Contact the appropriate Acquisition Center for specific service and 

product assistance. See section 10, Customer Assistance Worldwide, page 63. 

10: Customer Assistance Worldwide � 59 
� If you are an overseas customer, for your convenience, the following direct 

lines have been established to better serve you: 

Pacific Rim 

Commercial: (808) 541-1776 

DSN 438-4960 

Europe, Africa, and the Middle East 

Commercial: 011-49-69-699-7985 

DSN 330-6085 

Federal Supply Service Information Center 

The Center maintains a library of Federal Supply Schedules and authorized 

contractor catalog pricelists. It is also a receiving point for customer and 

contractor questions regarding FSS services and supplies. 

Center personnel provide telephone assistance. 

Call: (703) 305-6477 

DSN 327-1022 

1-888-377-0070 

(703) 308-4168 fax 

60 � 10: Customer Assistance Worldwide 
Emergency Desk-side Assistance 

Schedules E-Library (Contractor Award 

Information) 

The Schedules E-Library is the official and only online source for complete 

Schedules and contract award information. Information is updated daily to 

ensure access to the latest schedules and contracts. 

You can find out which suppliers have a contract, and what’s available by using 

various search options, e.g., Schedule contractor’s name, contract number, 

Special Item Number, Schedule Number, or keyword. 

This program utilizes the advances of electronic commerce while providing 

you access 24 hours a day, 7 days a week to Schedules E-Library at 

fss.gsa.gov/elibrary. 

Other features include: 

� 	 Access to information on � New “preview” pages allow you 

millions of services and to jump directly to the areas you 

products need without unnecessary paging 

� 	 The latest information on � Ability to download Schedule 

Schedule program changes information by Schedule or SIN 

� 	 Direct link to the GSA � More contractor websites and eAdvantage! Online Shopping mail addresses 

for e-Business 

� More enhancements are on the 

� New and improved look for way! easier browsing and 

navigation 

If you don’t have access to the Internet, you can get a list of the current 

contractors from the FSS Information Center. See section 10, Customer 

Assistance Worldwide, page 60. 

10: Customer Assistance Worldwide � 61 
Consult the contractor’s catalog/price list for more detailed ordering 

information, such as: 

� Contract items awarded � Expedited delivery 

� Maximum order provisions � Ordering addresses 

� 	 Geographic coverage (delivery � Payment addresses 

area) 

� Warranty provision 

� Contract price or discount 

� Export packing charges 

� Quantity discounts 

� Applicable terms and conditions 

� Prompt payment terms of rental, maintenance, 

installation and repair 

� Governmentwide commercial 

purchase card terms � Environmental and energy 

efficiency 

� Commercial delivery terms 

62 � 10: Customer Assistance Worldwide 
Customer Assistance Guide fss.gsa.gov/pub, click on CAG 

This Guide is published for the convenience of our customers and is available,/


free of charge, to authorized users of GSA sources of supplies and services. You/


may obtain copies from:/


U.S. General Services Administration/


Centralized Mailing List Service/


P.O. Box 6477/


Fort Worth, TX 76115/


(817) 334-5215 (817) 334-5561 fax email: CMLS.gsa@gsa.gov/


Mailing List Code: OSSC-0003 

FSS Acquisition Centers 

FSS takes advantage of the Government’s buying power and, through its 

professional expertise, can guarantee quality, convenience, and efficient service 

to our customers. The products and services we offer Federal agencies run the 

gamut: office equipment and supplies, laboratory equipment, paint, tools, ADP 

equipment and software, copiers, furniture, vehicles, and an array of service 

contracts for such things as charge cards and financial management services. 

To streamline operations, FSS has organized its supply support functions into 

Acquisition Centers. Products and services are assigned to specific GSA 

Acquisition Centers for procurement and related supply functions including, 

inventory management, engineering, and requisition processing functions. 

Please direct your inquiries to the appropriate Acquisition Center. You’ll find 

nine centers listed on the following pages. 

10: Customer Assistance Worldwide � 63 
Automotive Division fss.gsa.gov/vehicles 

Customer contact point: Monica Bumbray (703) 308-2277 

e-mail: monica.bumbray@gsa.gov 

� Vehicular equipment and � Enclosed concession, mobile 

accessories sound shell stage, dry cargo 

van, refrigerated cargo van � Tires, pneumatic and retread trailers 

services 

� Aerial lift vehicles 

� Construction and highway 

maintenance equipment � Vehicular bodies 

� 	 Firefighting and waste disposal � Steel storage shelves for 

vehicles automotive parts 

� 	 Attachments for construction, 

snow, and highway 

maintenance equipment 

64 � 10: Customer Assistance Worldwide Centers 
General Products Center fss.gsa.gov/genprod 

Customer contact point: Genni Brown (817) 978-4545 

e-mail: genni.brown@gsa.gov 

� 	 Temporary clerical and � Lodging supplies (toiletries, 

professional services linens, etc.) 

� Guard services � Forklifts, material handling and 

� 	 Security and facility management shop equipment 

solutions � Energy, power distribution, and 

� 	 Law enforcement and security lighting solutions 

equipment � Chemical products 

� 	 Indoor/Outdoor athletic, park, � Janitorial and cleaning 

and recreational equipment, equipment, chemicals, and 

supplies, uniforms supplies 

� 	 Boats, engines, floating barriers, � Prefabricated buildings (guard 

buoys buildings, warehouse storage 

� Food service equipment and units, office space) 

supplies � Construction and building 

materials 

10: Customer Assistance Worldwide Centers � 65 
GSA Hardware Superstore fss.gsa.gov/superstore 

Customer contact point: Stan Fjoser (816) 926-6760 

e-mail: Stan.Fjoser@gsa.gov 

� 	 Lawn and garden equipment 

and cattle guards 

� Household and office appliances 

� Hardware store 

� One-Stop Paint Shop 

� Sealants, adhesives and corrosion 

� Preventatives and preservatives 

� 	 Tools, tool sets and tool kits, 

industrial-quality handprecision measuring tools, 

electric tools, pneumatic tools, 

woodworking and metal 

working machinery and 

equipment and accessory items 

The Hardware and Appliances Center provides innovative procurement 

vehicles designed to meet the ever-changing needs of our customers. The 

following services will soon be available: 

� Grounds maintenance � Support training and 

consultation services � Tree planting, trimming, 

removal � Introduction to new services 

� Pest control � Application of chemical 

� Snow and ice removal compounds 

� Support products � Surface preparation 

You can make purchases a variety of ways through the Hardware Store 51V. 

We offer Walk-in/Walk-out service, so that you can actually use your 

Governmentwide commercial purchase card to make register purchases. 

A newest addition to the Hardware Store is the Sears Parts Direct contract 

award, effective January 3, 2000. The Hardware Store offers 4 million parts and 

accessories that encompass 400 manufacturers. 

66 � 10: Customer Assistance Worldwide Centers 
Information Technology Acquisition Center fss.gsa.gov/it 

This website also provides a detailed contract data base search. 

Customer contact point: Antoinette Scott (703) 305-3038 

Fax: (703) 308-1445 

e-mail: IT.Center@gsa.gov 

Computer equipment, services, and supplies 

� EC services � Maintenance 

� Information assurance � Telecommunications 

equipment � Desktop management 

� Radio equipment � Cellular phones, pagers, and 

related services � Software 

� Financial management services � Training 

software 

� Used equipment 

� 	 Equipment and software for the 

physically challenged � Cables 

� IT services � Millennium conversion 

products 

� Leasing equipment 

10: Customer Assistance Worldwide Centers � 67 
Management Ser vices Center fss.gsa.gov/mgmtservices

Customer contact point: Joan Rodgers (253) 931-7900 

e-mail: joan.rodgers@gsa.gov 

� Energy management services � 	 Management, Organizational & 

Business Improvement Services � Environmental advisory services (MOBIS) 

� 	 Logistics Worldwide � Translation and interpretation (LOGWORLD) services 

� Mail management services 

68 � 10: Customer Assistance Worldwide Centers 
National Furniture Center fss.gsa.gov/furniture 

Customer contact point: Lela Leakey (703) 305-7003 

e-mail: lela.leakey@gsa.gov 

� Office and systems furniture 

� Packaged furniture 

� Household furniture 

� Floor coverings 

� Special use furniture 

� 	 Household and commercial 

furnishings (draperies, lamps, 

wall art, artificial plants, etc.) 

� 	 Security equipment (security 

filing cabinets, safes, etc.) 

� 	 Communications equipment 

(TV monitors and cameras, 

mini-studios, audio recording 

equipment, etc.) 

� 	 Telecommunications equipment 

(telemetry, underwater sound, 

radar, visible and invisible light 

communication, signal data and 

night vision equipment) 

The National Furniture Center also offers complete turnkey service, 

including project management and installation. 

10: Customer Assistance Worldwide Centers � 69 
Office Supplies and Paper Products fss.gsa.gov/ofcsol 

Customer contact point: Beatrice Cotto (212) 264-8233 

e-mail: beatrice.cotto@gsa.gov 

� Training products and services � Office products and services 

� 	 Educational media � Packing and sanitary 

(publications, law books, products and services 

lending library, subscriptions) 

� Human resource services 

� 	 ADP and telecommunications 

supplies 

70 � 10: Customer Assistance Worldwide Centers 
Office and Scientific Equipment Center fss.gsa.gov/ofcequip or 

fss.gsa.gov/scientific 

Customer contact point: Stephen A. Mial (703) 305-3044 

e-mail: stephen.mial@gsa.gov 

� Copiers – digital and analog � Test and measurement equipment 

and services 

� Document management 

products and services � Avionics test equipment and 

unmanned aerial vehicles 

� Office equipment 

� General purpose laboratory � Photographic equipment equipment and services supplies and services 

� Chemistry, biochemistry, and clinical 

� Video services instruments and services 

� Laboratory services � Geophysical and environmental 

� Digital cameras analysis equipment and service 

10: Customer Assistance Worldwide Centers � 71 
Services Acquisition Center fss.gsa.gov/services 

Customer contact point: Vivieca Lee (703) 305-7073 

e-mail: vivieca.lee@gsa.gov 

� Financial asset services � 	 Marketing, media, and public 

information services 

� Audit and financial management 

services � Domestic express small 

package delivery services � Business information services 

� Professional engineering � GSA SmartPay services 

� 	 Government-wide employee 

relocation services 

72 � 10: Customer Assistance Worldwide Centers 
Index 


A 

Acquisition centers ...................... 63 


Acquisition planning ..................... 9 


Adding products .......................... 12 


Administrative savings................. 13 


Advantage! ..................................... 55 


B 

Background, MAS ......................... 5 


Benefits......................................... 13 


Best Value ..................................... 13 


Blanket Purchase Agreements ..... 21 


benefits and advantages............ 23 


cooperative MAS BPA ............ 25 


elements needed ....................... 25 


length........................................ 26 


multiple BPAs .......................... 24 


obligation of funds .................. 26 


setting up.................................. 23 


single BPAs .............................. 24 


value ......................................... 22 


Contractor award information .... 61 


Contractor team arrangements ... 27 


D 

Delinquent performance ............. 31 


Documentation............................ 78 


E 

Economic price adjustments ....... 37 


Environmental identification ...... 32 


Expedited delivery ....................... 36 


F 

Federal Supply Service Information 


Center....................................... 60 


FSS Contractor Guide ................. 53 


G 

Governmentwide commercial 


purchase card ............................ 32 


GSA Advantage! 


order problems ........................ 57 


security ..................................... 57 


signing on................................. 56 


technical problems .................. 57 


H 

Helpdesk ........................................ 1 


I 


Incidental items ........................... 38 


K 

Knowledge ................................... 14 


Index � 73 


C 
L 

Latest technology ......................... 14/ 

Leasing ......................................... 38/ 

M 

Maximum order threshold ......... 40/ 

Modification clause ..................... 40/ 

Modular purchasing .................... 34/ 

N 

Negotiations ................................. 11/ 

O 

Oral proposals .............................. 49/ 

Ordering procedures .................... 17/ 

P 

Performance incentives ............... 34/ 

Price reductions ........................... 34/ 

Pricing .......................................... 14/ 

Product lines ................................ 12/ 

R 

Request for Quotes ..................... 76 

S 

Schedules E-Library .................... 61/ 

Small business credits.................. 21/ 

Solicitations.................................... 9/ 

Standing solicitations................... 35/ 

Statement of Work ....................... 45/ 

background .............................. 47/ 

deliverables .............................. 48/ 

evaluation criteria .................... 47/ 

Government-furnished/ 

equipment............................. 48/ 

Government-furnished/ 

information........................... 48/ 

objectives .................................. 47/ 

period of performance .............. 49/ 

place of performance ................ 48/ 

purpose ..................................... 45/ 

requirements............................. 47/ 

scope ......................................... 47/ 

security...................................... 48/ 

T 

Termination for cause .................. 31/ 

Termination for convenience ....... 31/ 

Trade-ins ...................................... 41/ 

U 

U-MAS Virtual Campus ............. 53/ 

V 

Variable contract periods ............. 35/ 

W 

Worldwide coverage .................... 36 

74 � Index 
Appendix A: 

Ordering Procedures for Services (Services that 

Require a Statement of Work) 

GSA developed these special instructions for ordering services when a 

Statement of Work is required. FAR 8.402 contemplates that GSA may 

occasionally find it necessary to establish special ordering procedures for 

individual Schedules or for some Special Item Numbers (SINs) within a 

Schedule. These procedures take precedence over the procedures in FAR 

8.404(b)(2) through (b)(3) www.arnet.gov/far. 

GSA has determined that the rates for services contained in the contractor’s 

price list are fair and reasonable. However, if you are using these Schedule 

contracts, you are still responsible for: 

� 	 considering the level of effort and mix of labor proposed to perform a 

specific task being ordered 

� 	 making a determination that the total firm-fixed price or ceiling price is 

fair and reasonable. 

Based on quotes requested from three Schedule contractors that appear to offer 

the Best Value (considering scope of services offered, hourly rates, contractor’s 

locations, and other factors, as appropriate), you are instructed to select the one 

that best meets your needs. 

When ordering services, ordering offices shall— 

� Prepare a Request for Quotes (RFQ) 

� Transmit the RFQ to Schedule contractors 

� Evaluate quotes and select the Schedule contractor to receive the order. 

Appendix A � 75 
Prepare a Request for Quotes 

At a minimum, prepare a performance-based statement of work that outlines, 

� the work to be performed 

� location of work 

� period of performance 

� deliverables 

� applicable standards 

� 	 acceptance criteria, and any special requirements (i.e., security clearances, 

travel, special knowledge, etc.). 

Prepare an RFQ which includes the performance-based statement of work 

and requests the Schedule contractors to submit either a firm-fixed price or a 

ceiling price to provide the services outlined in the statement of work. 

A firm-fixed price order shall be requested, unless the buying member makes a 

determination that it is not possible at the time of placing the order to estimate 

accurately the extent or duration of the work or to anticipate cost with any 

reasonable degree of confidence. When such a determination is made, a labor 

hour or time-and-materials proposal may be requested. 

The firm-fixed price shall be based on the hourly rates in the Schedule contract 

and shall consider the mix of labor categories and level of effort required to 

perform the services described in the statement of work. 

The firm-fixed price of the order should also include any travel costs or other 

incidental costs related to performance of the services ordered, unless the order 

provides for reimbursement of travel costs at the rates provided in the Federal 

Travel or Joint Travel Regulations. 

A ceiling price must be established for labor-hour and time-and-materials 

orders. 

The RFQ may request the Schedule contractors, if necessary or appropriate, 

to submit a project plan for performing the task and information on the 

76 � Appendix A 
Schedule contractor’s experience and/or past performance performing similar 

tasks. 

The RFQ shall notify the Schedule contractors what basis will be used for 

selecting the Schedule contractor to receive the order. The notice shall include 

the basis for determining whether the Schedule contractors are technically 

qualified and provide an explanation regarding the intended use of any 

experience and/or past performance information in determining technical 

acceptability of responses. 

Transmit the RFQ to Schedule Contractors 

� 	 Based upon an initial evaluation of catalogs and price lists, the buying 

member’s office should identify the Schedule contractors that appear to 

offer the Best Value (considering the scope of services offered, hourly 

rates and other factors such as Schedule contractors’ locations, as 

appropriate). 

� 	 The RFQ should be provided to three Schedule contractors if the 

proposed order is estimated to exceed the micro-purchase threshold, but 

not exceed the maximum order threshold. 

For proposed orders exceeding the maximum order threshold, the 

request for quotes should be provided to additional Schedule 

contractors that offer services that will meet the agency’s needs. 

Buying members should strive to minimize the Schedule contractors’ 

costs associated with responding to RFQs for specific orders. 

Requests should be tailored to the minimum level necessary for 

adequate evaluation and selection for order placement. 

Oral presentations should be considered, when possible. 

Appendix A � 77 
Evaluate Quotes and Select the Schedule Contractor to 

Receive the Order 

After responses have been evaluated against the factors identified in the RFQ, 

the order should be placed with the Schedule contractor that represents the 

Best Value and results in the lowest overall cost alternative (considering price, 

special qualifications, administrative costs, etc.) to meet the Government’s 

needs. 

Documentation 

� 	 Buying members, at a minimum, should document orders by identifying 

the Schedule contractor from which the services were purchased, identify 

the services purchased, and the amount paid. 

If other than a firm-fixed priced order is placed, such documentation 

should include the basis for the determination to use a labor-hour or timeand-materials order. 

For agency requirements in excess of the micro-purchase threshold, the 

order file should document the evaluation of Schedule contractors’ quotes 

that formed the basis for the selection of the contractor that received the 

order and the rationale for any trade-offs made in making the selection. 

� 	 When the buying member’s office’s requirement involves both products 

as well as executive, administrative and/or professional services, the buying 

member’s office should total the prices for the products and the firm-fixed 

prices for the services and select the Schedule contractor that represents 

the greatest value in terms of meeting the agency’s total needs. 

78 � Appendix A 
Appendix B: 

Ordering Procedures for Services and Products 

(No Statement of Work Required) 

The following ordering procedures must be followed, as required by FAR 8.404 

www.arnet.gov/far when ordering products and/or services that do not require a 

Statement of Work when using the MAS Program. 

Orders under the $2,500 micro-purchase threshold 

You can place the order directly with contractor for the item that best meets 

your needs. 

Orders over the $2,500 micro-purchase threshold 

As required by FAR 8.404, you are required to: 

� 	 Review the GSA Advantage! or � Review 3 Schedule 

online shopping service contractors’ pricelists 

� Then make a Best Value � Select the Best Value 

determination (considering price, plus 

administrative costs) 

� 	 Place the order directly 

with the Schedule 

contractor of your choice. 

Appendix B � 79 
Orders over the maximum order threshold 

Each Schedule contract has an established maximum order threshold. 

� Follow the procedures for orders over $2,500 

� 	 Review additional price lists or use “GSA Advantage! online shopping 

service 

� Seek price reductions from Schedule contractors that represent Best Value 

� Place your order with the Schedule contractor offering the Best Value. 

You should follow the ordering procedures explained above. If further price 

reductions are not offered, an order may still be placed if you determine that it 

is appropriate. 

Documentation 

� 	 Minimum documentation is generally all that is required (e.g. contractor’s 

name, items purchased and prices paid). 

� 	 Additional documentation is necessary when your requirement is defined 

to a particular brand name and only for orders exceeding the micropurchase threshold. 

� 	 When you follow the procedures of FAR 8.4 www.arnet.gov/far, buying 

members should limit your review to the information provided by 

Schedule contractor 

80 � Appendix B 
Need more copies 

of this manual? 

To keep current with 

the MAS Program visit 

our web sites: 

• fss.gsa.gov/elibrary 

• www.gsaAdvantage.gov 

• Federal Supply Schedules 

fss.gsa.gov/schedules 

MAS contracts are now “EVERGREEN”. 

Contract periods are 5 years with 3 five year option periods. 

Visit our website under “What’s New”. 

Download a copy of the 

manual electronically at any 

time. Go to fss.gsa.gov/ OM 

Call CMLS at 

(817) 334-5215. Ask for 

Publication No. MASO-001 

Fax your request to 

us at (817) 334-5561 
01 

fss.gsa.gov/schedules 

Spring 2001 

Issued by U S General Services Administration 

Federal Supply Service 

U.S General Services Administration 

Crystal Mall #4, Room 710 

Arlington, VA 22202 

fss.gsa gov/OM