U S General Services Administration Federal Acquisition Service

U. S. General Services Administration Federal Acquisition Service Lori Herrera Contracting Officer GSA Southwest Supply Operations Center May 27 -28, 2015 Schedule 56/73

Federal Acquisition Service Priorities for use of Government supplies (FAR 8. 002) (1) Supplies i. Agency inventories ii. Excess from other agencies iii. Federal Prison Industries, Inc. (UNICOR) iv. Supplies which are on the Procurement List maintained by the Committee for Purchase from People who are Blind or Severely Disabled 2

Federal Acquisition Service Priorities for use of Government supplies (FAR 8. 002) (continued) i. Wholesale supply sources, such as stock programs of the GSA (GSA Global Supply), DLA or VA ii. Mandatory use Federal Supply Schedules (nonexistent) iii. Optional use Federal Supply Schedules; and iv. Commercial Sources 3

Federal Acquisition Service How Customers Order from Multiple Award Schedule Contractors Ø GSA Advantage Ø GSA e-Buy Ø Through another Government agency, such as GSA’s Global Supply 4

Federal Acquisition Service GSA Advantage – Your Best Tool Ø Ø Ø Your first face to the customer Marketing tool Keep it updated Post pictures whenever possible Include salient characteristics of product Include OEM part number 5

Federal Acquisition Service GSA Advantage! Customer Concerns/Complaints AVAILABILITY & ORDERING ISSUES Ø Ø Difficult to Find Products Discontinued Models/Items No Longer Available Limited Product/Service Descriptions Price and/or Quantity Not Clear – Based on Product/Service Descriptions/Photos Ø No Photo/Picture Available 6

Federal Acquisition Service GSA Advantage! Customer Concerns/Complaints (continued) AVAILABILITY & ORDERING ISSUES Ø Ø Unable to Locate Part Number Minimum Order Amount Terms and Conditions Not Posted or Outdated Product Descriptions and Pictures Not Representative of Item Customer Ordered 7

Federal Acquisition Service GSA Advantage! Customer Concerns/Complaints (continued) COMMUNICATION ISSUES Ø No response to emails/phone calls Ø Lack of knowledge of representatives Ø E-Buy RFQ’s - No response due to contractor’s email being incorrect END RESULT - YOU COULD LOSE A POTENTIAL ORDER 8

Federal Acquisition Service What if GSA Advantage! Information is Not Kept updated? Potential Ordering Problems ØOld/Incorrect email addresses Will not receive PO Portal Notifications Will not receive e. Buy Notifications Customers unable to contact your Company ØOld/Incorrect product/service information Receive order for product/service no longer available Return or Cancellation of Order 9

Federal Acquisition Service What if GSA Advantage! Information is Not Kept updated? (continued) Potential Ordering Problems ØOld/Incorrect Pricing Receive order at the wrong Schedule Price Lose order to competitor with better pricing You Must Honor the Posted Advantage Price (unless new commercial or MFC price is lower) This is your Advertised Price 10

Federal Acquisition Service Benefits of Keeping GSA Advantage! Updated Ø Ø Ø Ø Increased Orders Increased Contract Sales Improved Customer Relations Repeat/Return Customers Overall Business Growth Reduced Administration Time Handling Orders No Returned or Cancelled Orders END RESULT – EVERYONE IS HAPPY GSA, THE CUSTOMER…AND YOU! 11

Federal Acquisition Service GSA e. Buy Ø Ø www. gsa. gov/ebuy Online Request for Quotation (RFQ) Tool Facilitates request for submission of quotations Interactive Application – Communication of requirements and quotes via web and e-mail Ø Streamlines acquisition process Ø Fast and easy to use 12

Federal Acquisition Service GSA e-Buy – Benefits to Contractors Ø Maximizes opportunities to offer quotes to the Federal market Ø Reduces cost of finding government business opportunities Ø Reduces lead time and cost to submit quotes Ø Increases business volume for supplies and services provided Ø Establishes new business relationships Ø Increases sales potential 13

Federal Acquisition Service GSA Global Supply Ø Conducts procurements on behalf of customers Ø Will post RFQ’s to e-Buy Ø Spending by Schedule for last year Schedule 56 $20. 2 million Schedule 73 $ 7. 8 million 14

Federal Acquisition Service Example of RFQ Ø INSERT HYPERLINK FOR EXAMPLE OF FIRST PAGE OF RFQ 15

Federal Acquisition Service GSA e. Buy – Closing Comments Ø Respond completely to RFQ and provide all requested information as attachments Ø Quotes must be at or below approved price list Ø Ask questions regarding RFQ before it closes Ø Submit quotes only if your item meets specs Ø Clearly identify any “open market” items Ø Respond by date indicated Ø Use “NO QUOTE” button if you do not wish to quote 16

Federal Acquisition Service You’ve Received the Award – Now What? Ø Ø Ø Ø Meet the delivery schedule Deliver IAW terms and conditions of order/agreement Inform CO immediately of any problems Furnish shipment tracking information, if requested Submit invoice in timely manner Follow up with customer Agree to changes only when you are dealing with the CO that placed the order – Only the CO has the authority to modify order 17

Federal Acquisition Service POINT OF CONTACT: Lori Herrera 817. 850. 8388 lori. herrera@gsa. gov 18