U.S. General Services Administration Small Business Works

U.S. General Services Administration Small Business Works 2023 Facilities Management Michelle Bohm PBS R3 Acquisition Branch Chief

Agenda Overview of GSA MAS Schedules PBS Procurement Approach to Facilities Management Overview of Getting a MAS Schedule 2

Introduction Public Buildings Service (PBS) Acquisition Branch Chief with the new Acquisition Center for Facilities Management Services Procure all recurring Building Service contracts across three (3) PBS Regions Region 3, Mid-Atlantic Region Region 4, Southeast Sunbelt Region Region 11, National Capital Region 2 3

Schedules Program Overview Slide title

GSA Schedule - Basics FAR 8.4 Federal Supply Schedules Contracts awarded by GSA or the VA for similar or comparable supplies and services, established with more than one supplier, at varying prices IDIQ Contracts with a 5 year Base and three 5 year Options Vast amount of commercial supplies and services Made up of Special Item Numbers (SIN’s) Categorization method that groups similar supplies and services together to aid in the acquisition process Worldwide coverage 2 5

GSA Schedule - Advantages Save Time Eliminates need for requiring activity to award own IDIQ Streamlined acquisition procedures i.e. Ordering CO determines RFQ timeframe & source selection methodology Save Money Time is Money! Prices for labor and supplies already negotiated and determined fair and reasonable at MAS Contract level Further discounts available at BPA or Order level Reduce Risk Large selection of pre-qualified Contractors Requirements are tailored at BPA or Order level 2 6

PBS Procurement Approach

Why MAS? To implement the Spend Under Management (SUM)/Best in Class (BIC) Strategy adopted in October 2018, to more effectively manage contract spending and reduce contract duplication This buying strategy includes measures encouraging PBS to use existing contract vehicles, such as GSA Schedules Use of the MAS schedule helps PBS meet this SUM measure 2

MAS & Facilities Management How does PBS use the MAS for Facilities Management Services? Facilities Maintenance, Management and Repair subcategory provides federal agencies a streamlined procurement device to acquire all of the services necessary to maintain and manage a facility. Complete Facilities Maintenance and Management - primary Special Item Number (SIN) 561210FAC - covers the breadth of services required to manage and maintain our federal buildings and courthouses 2

MAS & Facilities Management Use in GSA PBS The GSA Public Buildings Service (PBS) has increased their utilization of the MAS (SIN 561210FAC) for O&M and CFM requirements since 2018 FAS recruiting competitive pool of qualified contractors to provide O&M solutions on PBS properties Contractors that have provided services in the past Contractors that can illustrate the capability to provide O&M solutions in the future 2

MAS Outreach What is being done to promote this approach? Outreach events for all interested vendors Request for Information / Sources Sought - Current MAS contract holders Special Item Number (SIN) Modifications - Current MAS contract holders 2

PBS Procurement Process Overview of the Solicitation Procedures Procedures in FAR 8.405-3 will be followed Goal is to establish single-award Blanket Purchase Agreements (BPAs) between 5-10 years in length New procurements for building services will be conducted through a competitive process* Majority of O&M, CFM, elevator maintenance services Limited stand-alone custodial services opportunities Utilization of small business concerns, in particular socioeconomic categories, is a priority *With the exception of services that are on the Procurement List maintained by the Committee for Purchase From People Who Are Blind or Severely Disabled (See FAR Subpart 8.7) 2

PBS Procurement Process Overview of solicitation procedures Best-value tradeoff procedures will be utilized Technical Total Evaluated Price Technical Factors may include: Management Plan Prior Experience Relevant Past Performance Small Business Socioeconomic Designation 2

PBS Procurement Process Management Plan Factor for O&M/CFM Services Management Approach Staffing Plan Monthly Progress and Communications Plan Quality Control Plan Technical Approach Preventive/Predictive Maintenance Plan NCMMS Usage and Data Management Repair Plan Project Management and Alteration Project Assistance Plan Energy & Water Conservation Approach 2

PBS Procurement Process Prior Experience Factor Measures the breadth, depth and relevance of contractor’s prior experience in performing similar projects Measures the number of opportunities the contractor has had to learn by doing The experience of teaming partners and subcontractors who will have meaningful involvement in performing the work may be considered when evaluating the prime contractor 2

PBS Procurement Process Relevant Past Performance Factor Measures the quality of the contractor’s past performance in performing projects of similar size, scope and complexity to the one described in the solicitation Evaluation is based upon questionnaires completed and submitted by the contractor’s customers and/or building owners The Government reserves the right to conduct interviews in connection with additional projects it may be aware of 2

PBS Procurement Process Small Business Socioeconomic Factor Considers whether an offeror is a small business and if so, with any socioeconomic category designations Small disadvantaged business (SDB) Women-owned small business (WOSB) Service disabled veteran-owned small business (SDVOSB) HUBZone small business (HUBZone) Additional credit offered to vendors with additional socioeconomic category designations 2

PBS Procurement Process Contractor Team Arrangements Use of Contractor Team Arrangements (CTAs) is encouraged in order for vendors to provide a total solution More information on GSA Schedule CTAs: https://www.gsa.gov/buying-selling/purchasing-programs/gsa-sched ules/schedule-features/contractor-team-arrangements 2

PBS Procurement Process Special Item Numbers (SINs) Vendors will be required to have certain SINs awarded under their MAS contract in order to be considered eligible If necessary, existing vendors must modify their MAS contracts to satisfy these requirements Must demonstrate experience under a SIN and provide fair and reasonable pricing 2

PBS Procurement Process Special Item Numbers (SIN) - Minimum Requirements For O&M and CFM Requirements: 561210FAC Complete Facilities Maintenance & Management ANCILLARY Ancillary Supplies and/or Services ANCRA Ancillary Repair and Alterations OLM Order-Level Materials (OLMs) 2

PBS Procurement Process Special Item Numbers (SIN) - Minimum Requirements For Custodial Requirements: 561210FAC Complete Facilities Maintenance & Management ANCILLARY Ancillary Supplies and/or Services OLM Order-Level Materials (OLMs) 2

PBS Procurement Process Special Item Numbers (SIN) - Minimum Requirements For Elevator Maintenance Requirements: 561210FAC Complete Facilities Maintenance & Management OLM Order-Level Materials (OLMs) 2

PBS Procurement Process Continuous Contract Requirement Blanket Purchase Agreements (BPAs) and Orders awarded under MAS cannot extend beyond the expiration date of the underlying GSA Schedule contract unless there are option periods remaining under the GSA Schedule contract that, if exercised, would cover the BPA/order period of performance If a contractor’s ultimate 20-year contract expiration date is due to occur during the performance of the requirement in question, the contractor must put a new continuous contract in place Evidence of a continuous contract must be provided as part of the quotation submission 2

PBS Procurement Process Self-Certification Requirement Quotation response must contain a “Self-Certification” that all rates offered correspond to line items on the contractor’s GSA Schedule and that they do not exceed the contractor’s rates of the applicable SIN. 2

PBS Procurement Process Points of Emphasis for Quote Submissions Technical Quote: Read the submission instructions in the solicitation (RFQ) and follow them carefully All components of the Management Plan must be addressed Merely restating the language of the RFQ in the technical quote is of no value in the evaluation The Government is looking for viable solutions to meet the challenges of the requirement Be clear about the level of commitment of the staff being proposed for the project Be proactive in ensuring your references submit completed Past Performance questionnaires by the closing date 2

PBS Procurement Process Points of Emphasis for Quote Submissions Price Quote: Provide prices for all contract line item numbers (CLINs) listed on the electronic offer sheet Use the most current version of the electronic offer sheet Provide the most current MAS modification/catalog pricing Make sure the GSA eLibrary information is updated with the most current pricing information modification refresh acceptance contact information small business size status Acknowledge all RFQ amendments Make sure the quote is signed by an authorized company representative 2

Getting on GSA Multiple Award Schedule

Getting on Schedule Review Multiple Award Schedule Offerings GSA eLibrary is the source for the latest GSA contract award information Customer Facing view of the Multiple Award Schedule 2

Getting on Schedule Review Multiple Award Schedule Offerings GSA eLibrary will bring you to the solicitation found on sam.gov From the Multiple Award Schedule page, click the button to access the current solicitation 2

Getting on Schedule Review Multiple Award Schedule Offerings After you arrive at sam.gov, click the link in the blue box to find the latest solicitation refresh 2

Getting on Schedule Review Multiple Award Schedule Offerings Most recent solicitation posting will look similar to the below: 2

MAS Resources GSA Multiple Award Schedule Homepage https://www.gsa.gov/buy-through-us/purchasing-programs/gsa-multiple-award-schedule 2

MAS Resources GSA MAS Scope & Templates Link 2

Where to Start? GSA MAS Roadmap Link 2

Where to Start? GSA MAS Prospective Contractors Link 2

Preparing an Offer GSA eOffer/eMod 2

Preparing an Offer GSA eOffer/eMod 2

MAS Resources GSA MAS Gather Information Link 2

MAS Resources GSA MAS Scope & Templates Link 2

Modify Your Existing MAS Contract Adding Additional Labor Categories & Supplies Ability to adjust your MAS contract as needed Consider adding as many supplies and labor categories on your MAS contract that could possible be needed i.e. adding an entire price list (such as Grainger) is allowable Strategy to help guard against the OLM cap which cannot exceed 33.33% of your order value Adding labor categories and supplies to your MAS contract is allowed both before and after award of a BPA or order 2

Modify Your Existing MAS Contract Continuity of Contracts - Overlap your MAS Contracts! Why overlap your MAS Contracts? MAS Contract Period of Performance (PoP) vs. BPA/Order PoP When an existing Contractor has one or more active BPAs or Orders under its existing Contract (or has submitted quotes and is awaiting an award decision), the Contractor is eligible for the award of a new overlapping MAS Contract An existing MAS contractor may submit an offer for a new contract for the same MAS at any time during the existing MAS’s period of performance pursuant to updated Clause A-FSS-11 Consideration of Offers Holding overlapping MAS contracts allows existing contractor to complete work under existing BPAs and Orders under the existing MAS Contract, and to pursue future opportunities under the new MAS Contract 2

Questions? 42

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