Vendor Support Center Chat Transcript

March 19, 2008

Question: I noticed in the 02-20 chat session it mentions that a company website could use the "GSA Logo to attract attention". Can one use the GSA Logo on my business card?

Answer: Please refer to the following website for information concerning use of the GSA star mark and other logos. You can also download the logos from this page. http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=21257&noc=T

Question: Can we add products (or make any changes) to our contract at any time we would like, or are there designated times only?

Answer: You can request a modification at any time; however, an exception does apply to price increases. Prices usually stay fixed for the first 12 months of your contract in accordance with the EPA clause.

Question: Do company product part numbers need to be listed in the pricelist for the IT solicitation?

Answer: I would recommend it for evaluation purposes; however, the answer to this question may vary depending on Contracting Officer.

Question: I am confused about the labor on equipment attachments. When a special implement is requested by the buyer, can we charge labor as a separate line item at prevailing labor rates?

Answer: This sounds like a Service Contract Act question. In general, only those labor rates which are approved under your contract can be charged on orders placed against your MAS contract.

Question: I understand a contract has expiration. How long is a term?

Answer: Each contract term in 5 years, with a max contract term of 20 years.

Question: I did my initial Schedule paperwork and did not submit my company as a veteran owned small business by mistake. Can this be changed to reflect we are a VOSB, and if so what steps do I need to take?

Answer: Submit a modification request to your PCO.

Question: Where do I find the name/title/ effective date of a commercial price list for the products I need to delete from my contract?

Answer: I'm not sure that I understand your question. The products that you need to delete are ones that you are currently offering? If so, simply request a modification from your PCO.

Question: We have parts of products from overseas, China for example. Is there a formula used to determine if our products are okay now once we have done our part to fulfill the 51% for certificate of origins?

Answer: The Trade Agreements Act applies to all Schedule contracts. The TAA does not prescribe to a formula. All products/services offered on your contract must be TAA compliant.

Question: We have a GSA Schedule. There are potential resellers that would like to sell our product on their schedule. What are the ways to accomplish this?

Answer: If the reseller has a MAS contract, then they need to modify their contract to add your items.

Question: What is "MAS Program"?

Answer: Multiple Award Schedule Program

Question: Where is the easiest place to get assistance with adding new products and adjusting pricing?

Answer: This information is contained in your contract. Modification requests need to be submitted to your PCO.

Question: Once an opportunity is posted on www.fbo.gov, does this mean there can be no purchase off Schedule? What is the best way to get Contracting Officers to buy off Schedule versus through www.fbo.gov?

Answer: Not necessarily...you can always contact a potential customer and let them know that you have a Schedule contract and that this is generally a faster, easier method of procurement.

Question: If you offer volume discounts on the contract, does that apply toward the price reduction clause?

Answer: In general, no. However, you should contact your PCO to ensure that you don't violate the clause.

Question: I am interested in the non-responsible clauses. How does a company become labeled non-responsible, and what is the most punitive consequence of receiving that label?

Answer: "Not Responsible" is a FAR term (FAR Part 9) that encompasses a range of issues, including ethics violations, past performance issues, etc. If you are deemed "not responsible", you are not awarded a contract. If you are a small business, you can apply for a Certificate of Competency from the SBA.

Question: Not Responsible - Not awarded by any means from the Government or just not awarded a GSA contract

Answer: Responsibility applies to all contracts; however, when you are not permitted to do business with the government, that term is "suspended/debarred" - also contained in FAR 8.4. e.g. GSA finding you to be "not responsible" does not preclude another agency from awarding you a contract.

Question: If a customer comes to you through your website and does not mention GSA pricing, and they are able to purchase through the GSA, do you have to offer them the GSA price?

Answer: If they are not using your Schedule contract or FAR Part 8.4 ordering procedures, then you do not need to offer your Schedule pricing. It is a good idea to ask them outright to avoid any confusion.

Question: For a modification to add products, can I use a letter of supply dated 2007, or am I required to have an updated one?

Answer: Use your most up to date Letter of Supply. If a more recent one is needed, your PCO will request it.

Question: With the certificate of origin, how can some companies have products on their schedule when you know they are not from an approved country?

Answer: This should not occur. Bring it to your PCO's attention.

Question: My company submitted a GSA proposal several months ago. We have not heard anything since receipt of our proposal was verified. What should I be expecting to happen? Will someone be contacting us?

Answer: You should have been contacted by now. Contact the POC listed in the solicitation.

Question: Is it possible to add products to our Blanket Purchase Agreement? If so, how?

Answer: If the BPA is placed against your MAS contract, and the products that you want to add to your BPA are already on your contract, then you can add them on without any difficulty. I assume that a revised BPA would have to be set up with your customer.

Question: I am not listed in VISTA in all of the VISN's - because we have not done business as yet in all of them. How can I get my information listed in each VISN's VISTA

Answer: I am not familiar with the acronym, VISTA.

Question: My company uploaded our GSA offer through eoffer last Friday. When should I expect a turnaround from the Contracting Officer?

Answer: You should hear something back within the next week or so; however, this depends on the Contracting Officer's workload.

Question: After submission of the offer of solicitation (final contract offer to GSA) how long is the approval process? We've received a "looks good, all paperwork is filled out correctly for review" statement.

Answer: Again, this is specific to each Acquisition Center and Contracting Officer. Feel free to contact your assigned PCO to ask for a status.

Question: Our socio-economic information on the GSA elibrary is incorrect. How do we get the information changed?

Answer: I believe that that information pulls from CCR - is your information correct on that site? If so, were you awarded your contract as a "X" business?

Question: We have a GSA contract for our goods and services. When we do a job that requires per diem, can we line item that cost, and if so what are the guide lines?

Answer: Per diem is a travel related expense and is handled in accordance with FTR - the Federal Travel Regulations.

Question: Does ones business have to have prior experience to get on the MAS program?

Answer: Depending on the solicitation, it's not necessary; however, it's recommended (and sometimes required) that you have a sales and past performance history for the items/services that you are offering.

Question: We are a services provider and are currently working on our application paperwork. If something gets overlooked, will we be penalized, or will we have an opportunity to rectify the omission?

Answer: You will have the opportunity to rectify the omission. The exception is if you submit your offer under the MAS Express Program. In that case, omissions are grounds for rejection. But you can always resubmit your offer after corrections have been made.

Question: Please clarify shipping charges. So if our terms are 90 days and we get a request and they want it overnight, we can not charge an overnight fee?

Answer: You can negotiate expedited delivery terms with your customer, and that agreed upon fee can be included in your order.

Question: How strictly does GSA monitor contracts to ensure the meet FAR requirements associated with partnering with small companies as they reach their financial max under the small business identifier?

Answer: GSA Contracting Officers monitor subcontracting plans to ensure that prime contractors are making a good faith effort to achieve their goals.

Question: There is a minimum sales volume which has to be reached within the first two years of contract award. What happens if a company does not meet this requirement?

Answer: Companies that do not meet the minimum sales criteria in accordance with the contract clause can have their contract cancelled.

Question: When doing a price increase, is it necessary to add the IFF in the new price, or does my POC or GSA do that once the request is approved?

Answer: Include the IFF in all of your proposed pricing.

Question: If the country of origin is one of the fair trade agreement countries, i.e. Japan, would these products not be accepted if the purchasing agency is specifying the Buy American Act?

Answer: Customer agencies reserve the right to procure under whatever laws/regulations are applicable to their buys. This is a question that is best asked of your PCO and ordering agency PCO.

Question: We offer a system and a training class that is 6-days long. What steps are involved (including forms to complete) to add a shorter training session to GSA?

Answer: If you are adding a new class to your contract or changing an old offering, submit a modification request to your PCO.

Question: We are at the very beginning of this process, and have registered everywhere necessary, but after registration what is the next step to get on schedule?

Answer: Download, fill-out, and submit the Schedule solicitation from GSA's eLibrary (elibrary.gsa.gov).

Question: How are my discounting practices affected by merged SINs? For example on Schedule 56, SINs 206-8 and 206-9 merged into 206-4 but previously had different discounts.

Answer: This is definitely something that needs to be discussed with your PCO.

Question: Should I be part of this chat if I am not currently on the schedule? We are in the process of becoming a contractor.

Answer: Feel free to ask your questions.

Question: How often will our contract specialist be in contact with us?

Answer: You can always contact your contract specialist or administrative contracting officer; however, they usually won't contact you unless there's a problem.

Question: I am frustrated with the lack of response to questions and approval delays from my CO. Who do I direct the suggestion of "Add more COs, to lighten the burden of the existing ones" to?

Answer: GSA is aware that many of our CO's are handling a very large workload. We are always aiming to improve our service to our contractors. I will pass on your suggestion.

Question: In preparing a MOBIS proposal to get on schedule, can we propose a labor category and rate that does not exist yet, such as for an administrative assistant?

Answer: Yes - this type of category may be awarded as an ODC, but this is at the discretion of the PCO.

Question: Will you review the procedure to get new products added to my GSA listed items? I don't mean adding them to GSA Advantage. I mean to getting them on my schedule.

Answer: There is no set procedure for modifying your contract, although some solicitations contain more detailed instructions than others. Contact your PCO to see if they have any requirements. In general, modifying your contract is a lot like submitting your original product offerings - you must submit proposed pricing, discounts, commercial pricing practices, etc. Keep in mind... that you can also use eMod to expedite your modification request review.

Question: What is a BPA ?

Answer: Blanket Purchase Agreement - gsa.gov/bpa has FAQs and more information.

Question: What is the average timeframe for the award of a GSA Schedule from the time the application is submitted?

Answer: It depends on a number of factors. It can be as short as 30 days or as long as 6 months.

Question: I see products on GSA Advantage that are marked as space holders only, contact our company for contract pricing. Is this really allowable?

Answer: It's to a contractor's advantage to list all of their offerings on GSA Advantage; however, you can link to your own commercial site if that method is preferable.

Question: Certification of origins . . . is this just a letter from the original company stating that said products originate in the US, or does each item need to be listed on some document?

Answer: This can be two separate things - a Letter of Supply, which generally applies when you're a dealer or reseller, and certification that your products come from TAA designated countries. You certify TAA compliance in the Reps and Cert section of the solicitation, and some solicitations also require that you line item out each product and country of origin in a separate attachment.

Question: In the Contractor Orientation, the lady said (as close as I can remember it), "If the sale is of schedule items to an eligible entity, then it is considered a schedule sale." But above, you say if they don't ask for schedule pricing, we don't need to offer it. That confuses me.

Answer: If the sale looks and feels like a Schedule sale (same terms and conditions, pricing, etc.) and there is NO other evidence that another procurement method was used, then we consider it a Schedule sale. Just because an agency is eligible to use the Schedules does not mean that they have to; however, they have to follow other procurement rules, competition requirements, etc.

Question: What is an IDIQ Contract?

Answer: Your Multiple Award Schedule contract is an IDIQ contract - Indefinite Delivery, Indefinite Quantity.

Question: I have downloaded the (FABS) Schedule 520, and it is overwhelming to me. Where would be the best place to get assistance in accomplishing this schedule - SBA was of no help to me.

Answer: Feel free to contact the point of contact listed in the first few pages of the solicitation.

Question: I have attempted to partner with other larger companies to no avail. Is there a different approach that may be more effective?

Answer: Teaming is a great idea. For more ideas and information, look at gsa.gov/contractorteamarrangements.

Question: I am in the process updating my Mod request to change some of our products. How long after I submit my Mod changes should I expect the approval to take?

Answer: As with offers, timeframes are dependent on a number of factors. Always feel free to contact your PCO for a status update.

Question: Is there a program at state universities to ask for student assistance in completing the contract application forms?

Answer: I am not familiar with any specific programs at universities; however, there are workshops that are given periodically throughout the country. Check out the Vendor Support Center website... vsc.gsa.gov, under the "Marketing" tab.

Question: Are the pricing clauses on GSA website if so, where can I find them?

Answer: All of the pricing clauses are in your contract and can also be found in the Schedule's solicitation on eLibrary or at the FAR website.

Question: We are attempting to update Schedule Point of Contact info on GSA website. Our latest was a request letter to the CO in 1/08. How much longer?

Answer: What GSA website are you trying to update?

Question: I wanted to know when we get a report card? And also I want to know any information to make my company known with other GSA customers how can this be done?

Answer: Generally, you can expect to receive a Report Card two times during your contract base period. One at around 2 years and one close to the expiration date of the base period. Be persistent with your marketing efforts, just as you would when marketing your products/services commercially. Visit FPDS-NG, GSA Advantage, etc. to research buying trends, competitors. Check individual agency's procurement requirements on their respective websites.

Question: Rates in our market for a labor category have increased. How do I process a rate change for this labor category?

Answer: Submit a modification request to your PCO with price increase justification.

Question: When creating the discount price list for the submission, should the 0.75% IFF be added to the discounted price list, or does the discounted price have to be reduced by the 0.75%?

Answer: The IFF must be included in the final prices on your contract, so when you're negotiating with your PCO, ensure that all pricing contains the .75% fee.

Question: Having worked with the BOP for 10+ years who use our product, what would be the best approach to try & set up a BPA?

Answer: Educate BOP on the uses and benefits of setting up a BPA against your Schedule contract. GSA doesn't get involved in setting up individual BPAs on behalf of our contractors.

Question: How should we handle Other Direct Costs under service contracts for items that are not on our Price List, but the customer wants the items as part of the services to be performed?

Answer: Other Direct Costs can be added to orders if they are incidental and only in support of the overall product/service being provided using your Schedule. The ordering agency is responsible for adhering to all applicable procurement regulations. Make sure that ODCs are CLEARLY labeled on your invoices.

Question: Dept of Labor has set rates for our H-I visa employees that exceed our labor rates. Will GSA consider the rates Dept of Labor has used as basis for a rate change?

Answer: Contact your PCO. Assuming that the SCA applies to your Schedule contract, GSA PCO's are responsible for keeping Schedule prices in line with DOL.

Question: What is the best way to find like companies to share bids and work opportunities within a given class or group?

Answer: You can start by researching companies that are awarded your SINs on eLibrary, and also monitor companies' awards on fbo.gov.

Question: If I receive an RFQ for products through E-buy that are not listed my contract at this time, can I still respond to the quote? Isn't the burden on the buyer to make this purchase correctly?

Answer: Yes - the burden is on the ordering agency. However, it is a regulation of eBuy that no open market items (those not on contract) can be procured using eBuy, so I would advise against responding.

Question: What is the MAS Express Program?

Answer: http://vsc.gsa.gov/fss/MASExpProgram.cfm

Question: We have had our GSA contract for a number of years. How do we move forward in obtaining GSA clients?

Answer: It is your responsibility to have a marketing plan for how to obtain federal customers. GSA doesn't market on behalf of any of our contractors; however, there are many website and other resources that you can use, including fbo, fpds-ng, eBuy, GSA Advantage...go to the Vendor Support Center (vsc.gsa.gov), and check out "Business Opps".

Question: We heard there is a minimum revenue ($25k/yr) required for a firm to apply/get on the GSA schedule?

Answer: The minimum sales criterion applies to contractors - those who wish to maintain their contract, not submit an offer.

Question: This live web chat event is a great method for decreasing the number of questions that are directed to the CO's. Thank you for offering such a tool.

Answer: Thank you.

Question: Due to circumstances beyond our control, our government contract job was cancelled in our first two years, and our minimum sales were not met. If our GSA schedule contract is cancelled, can we reapply?

Answer: Yes. You can reapply for a GSA contract.

Question: Do we have to register for EXPO classes? Or just show up at the class?

Answer: You can just show up the day of the class. We recommend showing up early to make sure you get a seat. Schedules are available at http://www.expo.gsa.gov/

Question: Is the FTR lined out in the contract, and is there also a place online that will explain the specifics of the FTR?

Answer: www.gsa.gov/federaltravelregulation

Question: What, where, and how often are "Marketing your GSA Schedule classes offered", especially for new schedule holders?

Answer: These types of classes are hosted by GSA as well as other organizations – like your local PTAC http://www.aptac-us.org/new

Also, check out http://vsc.gsa.gov/market/events.cfm

Question: I am listed on GSA Advantage, but my client could not find me on a list of GSA approved vendors within his VISN. It seems that if I had not done business within that VISN, I was not on this list.

Answer: The public has full view of all GSA contractors on GSA Advantage.

Question: Some e-Buy RFQ's require registration to ITSS. Is it a completely different registration, and is it a part of GSA, or a different affiliation of some type?

Answer: The two are directly linked. Yes, ITSS is part of GSA. I’m not sure why a RFQ posted on eBuy would require registration in ITSS.

Question: I have been using eMods to request modifications to my GSA contract, but I've recently had trouble with eMod. What are alternate methods of modifying my GSA contract?

Answer: Yes – you can submit a modification via regular mail or sometimes email. Contact your PCO for the preferred method.

Question: So a business with no prior experience can utilize the eoffer system? Because the eoffer system lists past performance documents as required.

Answer: One really has nothing to do with the other. Past performance requirements are outlined in each Schedule solicitation. eOffer is simply how you submit your offer electronically.

Question: On Volume II - Technical Proposal under Factor Three: Quality Control, Section B (1) it asks for "Productivity Enhancement". Can you explain what is needed here?

Answer: I’m sorry – this is a very specific question that applies to one Schedule. It’s best to call the point of contact listed in the solicitation.

Question: Can we charge an Impact card shipping if they want overnight, or do we incorporate the cost into the item being purchased?

Answer: You don’t incorporate the cost into the product’s line item. Negotiate the shipping terms and how to bill with the ordering agency.

Question: If we were to offer "custom" software development, which SIN number would that come under?

Answer: There are a number of SINs on Schedule 70 that cover software.

http://www.gsaelibrary.gsa.gov/ElibMain/ScheduleSummary?scheduleNumber=70&x=12&y=10

Keep in mind that Multiple Award Schedules are for commercial products and services.

Question: Is there a way to find out which agencies purchased or solicited a

specific product through GSA?

Answer: There’s no way to get down to the product level, but check out the Schedule Sales Query. http://ssq.gsa.gov/

Question: What must a business do to stay on top of the GSA schedule?

Answer: In a nutshell – make sure that you are complying with all of the contract’s terms and conditions. Watch the New Contractor Orientation under “Training” on vsc.gsa.gov, read through your contract, and take a look at a sample contractor Report Card to see the areas that you should be prepared to discuss with your IOA during your Contractor Assistance Visit.

http://vsc.gsa.gov/casi/

Question: When one completes the eoffer process, does eoffer also help you locate prospective buyers?

Answer: No, eOffer is only an online method to submit your offer to GSA. However, eBuy can help you locate opportunities and points of contact in buying offices across the government.

Question: What is the difference between basis of award and most favored customer?

Answer: Your most favored customers or class of customer often becomes your basis of award. In essence, they are one in the same.

Question: Besides FedBizOps, E-buy and FPDS, where else can I find opportunities?

Answer: Again, there are many ways to find potential customers. One of the most useful sites is the Federal Jumpstation that links you to almost every agency’s procurement homepage.

http://prod.nais.nasa.gov/pub/fedproc/home.html

Question: Is there a difference with the discount price list and the commercial price list?

Answer: A commercial pricelist is the pricelist that you use in the course of your normal business operations. Oftentimes, especially for product contractors, your commercial pricelist morphs into your GSA pricelist, but they are not synonymous. Your GSA pricelist contains additional terms and conditions, discounts, prompt payment terms, etc. Refer to clause I-FSS-600 in your contract.

Question: Is the GSA Expo a good place for us to learn more on administration of a new contract or is this geared more to the end user?

Answer: GSA Expo is for contractors too, and there are a host of classes geared toward contractors, including a class on how to manage your Schedule contract and how to make the most of the Vendor Support Center website. Check out http://expo.gsa.gov/training.cfm

Question: Talking about eBuy once again, I was told once by someone at GSA that as long as I disclose that not all products on a particular RFQ are on my schedule and some must be bought open market then I can submit the bid.

Answer: In general, that’s true for most task/delivery orders; however, open market items cannot be quoted using eBuy.

Question: Where can I find a listing of upcoming GSA conferences for networking?

Answer: Here’s one site: http://vsc.gsa.gov/market/events.cfm and there are a host of others that can be found by searching www.gsa.gov