How To Contract Using An Amtec GSA Schedule

• Single Order - This is an order which is issued to cover a single action. Each single order must be competed among three GSA contractor holders.
• Blanket Purchase Agreement (BPA) - This agreement is beneficial when repetitive actions are contemplated and permits easy placement of task orders.

FAST AND SIMPLE ORDERING PROCESS

The process for placing a single order against one of the GSA contracts is fast and simple.

No J&A is required.
No pre-solicitation synopsis is required.
No price or cost analysis is required since GSA has already determined prices are fair and reasonable.

WHAT IS REQUIRED?

The requirer, after identifying the requirement, submits the following to the contracting office:

• Performance based Statement of Work
• Selection Criteria
• Three recommended sources from the GSA Schedule
• Funding
• Recommendation of type order (fixed price/time and materials/labor hours)
• Performance based Statement of Work. A statement of work "performance based" is to be prepared by the requirer. "Performance based" means that the desired end result is described, but not how to achieve it. The statement of work should address items such as:
  • Work to be performed
  • Location - Contractor site or Government site
  • Period of Performance
  • Delivery Schedule
  • Special requirements, such as, travel, security clearances, etc.
     
• Selection Criteria. In order to determine if a contractor has the knowledge, experience, and other qualifications to perform the required effort, it is advisable to request the contractors to submit a project plan or their related experience. Award will be based on "best value" and will not necessarily be made to the lowest priced offered. The evaluation criteria must state the basis for award, i.e. specific experience, qualifications, location, etc.
   
• Three (3) recommended sources from the GSA Schedule. Since the Contracting Officer must submit the Request for Quote (RFQ) to three GSA contract holders, the requirer should recommend three sources to the contracting officer and provide their respective GSA contract numbers. These firms are listed on the GSA web site or GSA Advantage. If it is imperative that the company performing the effort be located in close proximity to the requirer, the package should contain support for this requirement and the GSA Schedule can be reviewed to determine which firms meet this requirement. (Use of the area code is an easy method for this determination). Included in the three recommended sources should be those that are known to possess the required qualifications and experience as well as others who might also be able to perform the effort. Once the time is past for receipt of proposals (oral or written), the contracts office is only required to document the file relative to the responses received. No requirement exists for further follow-up. Should the requirement exceed $750,000, at least one additional source must be solicited and the contractors should be requested to offer price concessions due to the higher value of the order.
   
• Funding. A funding document covering the estimated cost of the effort must accompany the requirement.
   
• Recommendation of type order. GSA has provided considerable flexibility regarding type of orders that can be placed. Depending on the nature of the effort, it is possible to place fixed price, time and materials or labor hours type orders under these GSA contracts. A firm fixed price order shall be requested, unless the ordering office 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. If other than a firm fixed price order is placed, the contract file must be documented with the basis for the determination to use a labor-hour or time-and-materials order and a ceiling price must be established in the order.

ACTIONS REQUIRED BY THE CONTRACTING OFFICE

1. Upon receipt of a complete package, the contracting office will submit a Request for Quote, statement of work and evaluation criteria to the three or more GSA contractors recommended by the requirer. Five days is a reasonable time for responses in most cases. Oral presentations should be considered, when possible.
2. Once the quotations are received, they are provided to the requiring element by the Contracting Officer for a recommendation of "best value" based on labor mix, special qualifications, and experience that was included in the requirement. Within a couple of days, the requirer provides the Contracting Officer with an evaluation of the offers received and a recommendation for award to the "best value" contractor.
3. Upon receipt of the evaluation from the requirer, the contracting office makes award to the best value contractor