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Presented by Jim Sayers | Sales Manager, Federal Schedules, Inc.
Beginner’s Guide to GSA Schedule Contracts©
An Information Package Prepared by Federal Schedules, Inc.
Table of Contents
GSA Schedules Program ................................................................................................................................. 3
Introduction ..............................................................................................................................................................3
Sales Overview..........................................................................................................................................................4
GSA Sales By Schedule .............................................................................................................................................5
Opportunity Assessment .........................................................................................................................................6
Getting on the GSA Schedule ......................................................................................................................... 7
Steps to Obtain a GSA Schedule Contract...............................................................................................................7
Should You Seek Outside Assistance .................................................................................................................... 10
Federal Schedules, Inc. ................................................................................................................................ 12
GSA Schedule Contract Services ........................................................................................................................... 12
Contact Us.............................................................................................................................................................. 13
Acronyms..................................................................................................................................................... 14
Frequently Used In Government Contracting ..................................................................................................... 14
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
©
2
GSA Schedules Program
Introduction
The General Services Administration (GSA) Schedule Program was created to streamline the federal
procurement process. GSA reviews companies interested in obtaining a GSA Schedule Contract,
examining factors including commercial sales practices, capabilities, financials, and past performance. If
a company is qualified, GSA will negotiate and award a GSA Schedule Contract, which contains prenegotiated pricing, terms, and conditions. Federal buyers – and in some cases state and local
government – can then use that GSA Schedule Contract to purchase from the company. The buying
process is simplified because GSA has completed the bulk of the procurement process on behalf of
government buyers.
Why Obtain a GSA Schedule Contract?




It is the Most Widely Used Government Contract
Over $30 Billion in Annual Sales
It Provides a Competitive Advantage in the Federal Market
It Allows for a Shorter, Simplified Sales Process
Why Do Agencies Prefer Purchasing Through the GSA Schedule?





There Are No Order Limitations
A FedBizOpps Synopsis is Not Required
GSA Schedule Pricing is Pre-Determined by GSA to be “Fair and Reasonable”
GSA Schedule Contracts Meet All Applicable Regulations & Competition Requirements
GSA Schedule Orders Average 15 Days vs. an Average of 268 Days with Open-Market
Procurements
Who is Eligible to Purchase from GSA Schedule Contracts?





A GSA Schedule Contract can be used to solicit hundreds of Federal customers, including:
Federal Departments and Agencies
DOD and all Civilian Agencies
Government Owned Corporations
Various Institutions
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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3
GSA Schedules Program
Sales Overview
While GSA Schedule Sales have decreased slightly over the past few years, the GSA Schedule remains
the largest government contract vehicle with over $30 billion in annual sales since fiscal year 2004.
$45
$600
$40
$500
GSA Sales in Billions
$35
$30
$400
$25
$300
$20
$15
$200
$10
$100
$5
$0
Federal Contract Spending in Billions
As shown in the chart below, GSA Schedule sales have fluctuated in line with total federal contract
spending. In fact, GSA Schedule sales as a percentage of total federal contract spend has increased
slightly over the past five-year period. It is worth noting, even with the current budget environment, the
federal government spent over $440 billion through contracts in fiscal year 2014.
$0
FY-10
FY-11
FY-12
GSA Schedule Sales
FY-13
FY-14
Federal Contract Spend
Source: GSA Schedule Sales Query & USASpending.gov
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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4
GSA Schedules Program
GSA Sales by Schedule
The GSA Schedule program consists of approximately 40 GSA Schedules based upon category of
product/service offering. Each GSA Schedule is detailed below along with fiscal year 2014 sales.
Fiscal Year 2014 GSA Schedule Sales by Schedule
Schedule
70
874
871
520
84
71
CORP
36
66
51 V
75
48
874 V
03FAC
56
899
541
738 X
599
73
23 V
78
58 I
738 II
736
76
81 I B
72
67
71 II K
751
Schedule Description
Information Technology Equipment, Software & Services
Mission Oriented Business Integrated Services (MOBIS)
Professional Engineering Services
Financial & Business Solutions (FABS)
Total Solutions for Law Enforcement, Security
Furniture
Consolidated Schedule
Office, Imaging, & Document Management Solutions
Scientific Equipment & Services
Hardware SuperStore
Office Products & Supplies
Transportation, Delivery & Relocation Solutions
Logistics Worldwide (LOGWORLD)
Facilities Maintenance & Management
Buildings & Building Materials/industrial Services & Supplies
Environmental Services
Advertising & Integrated Marketing Solutions (AIMS)
Human Resources & EEO Services
Travel Services Solutions
Food Service, Hospitality, Cleaning, Equip & Supplies
Automotive Superstore (formerly VMAS)
Sports, Promotional, Outdoor, Trophies & Signs (SPORTS)
Audio/Video, Telecom, & Security Solutions
Language Services
Temporary Administrative & Professional Staffing (TAPS)
Publication Media
Shipping, Packaging & Packing Supplies
Furnishing & Floor Coverings
Photographic Equipment, Related Supplies, & Services
Comprehensive Furniture Management Services (CFMS)
Leasing of Automobiles & Light Trucks
Total Sales
FY 14
$14,148,750,018
$3,998,377,838
$2,586,602,131
$2,156,524,184
$1,538,574,418
$917,003,542
$778,790,895
$672,950,625
$629,402,484
$624,225,647
$597,592,801
$532,048,050
$500,660,468
$489,181,791
$348,219,802
$340,953,019
$311,358,498
$263,035,930
$224,830,810
$207,045,762
$165,027,930
$153,544,258
$142,548,010
$123,460,194
$102,156,196
$97,792,148
$97,343,199
$36,486,406
$31,380,139
$24,489,921
$2,302,051
$32,842,659,165
Source: GSA Schedule Sales Query
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
©
5
GSA Schedules Program
Opportunity Assessment
The GSA Schedule Contract can serve as an invaluable tool for businesses to sell to the federal
government. However, all businesses should be aware that while a GSA Schedule Contract will
streamline the government procurement process and open up additional opportunities, these
opportunities must be sought out and pursued. Before submitting for a GSA Schedule Contract, every
business should conduct market research and develop a plan to target government buyers.
There are a number of online resources companies can use to assess opportunity and placement within
the GSA Schedule program:




USASpending.gov http://www.usaspending.gov
Search government contract data by company or contract number
Federal Procurement Data System (FPDS) https://www.fpds.gov
Federal spending reports
Schedule Sales Query https://ssq.gsa.gov
Pull GSA sales reports
GSA eLibrary http://www.gsaelibrary.gsa.gov
Review information on products/services offered through the GSA Schedules and Contractors
who hold GSA Schedules
While obtaining a GSA Schedule Contract is not a simple process, it is a potential 20 year contract — an
initial five-year term with three five-year extension, or “evergreen”, options. Most contract holders
would agree that the opportunities opened through GSA Schedule Contract are well worth the time and
effort put into securing a Contract Award.
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
©
6
Getting on the GSA Schedule
Steps to Obtain a GSA Schedule Contract
There is no single application that a company can fill out to obtain a GSA Schedule or get on the GSA
“list”. Companies interested in getting on the GSA Schedule must submit a proposal in response to the
appropriate solicitation. Depending upon the solicitation, it may take up to a year to receive your GSA
Schedule Contract Award – and that year is starting from the time you submit your proposal to GSA.
The following details the steps involved in obtaining a GSA Schedule Contract.
1) Determine Eligibility
The first step to getting on the GSA Schedule is determining if your company/organization is eligible
to receive a GSA Schedule Contract Award. Before beginning the GSA Schedule proposal process
the following must be met:





Financial Stability
At Least 2 Years in Business
Past Performance
Products Commercially Available
Products Compliant with the Trade Agreements Act. End product must be manufactured or
substantially altered within the U.S. or a 'designated country' as defined by the Trade
Agreements Act. Click here for a list of designated countries.
2) Required Registrations
To submit your proposal to GSA you will need to obtain a digital certificate which allows you to sign
documents electronically. For more information on digital certificates including where to obtain
one, click here.
Whether or not you plan on obtaining a GSA Schedule Contract, the following items are required to
do business with the federal government:


Obtain a Dun & Bradstreet (D&B) D-U-N-S Number
Register on the System for Award Management (SAM)
3) Past Performance Evaluation
A Dun & Bradstreet Open Ratings Past Performance Evaluation report must be included with your
GSA Schedule Proposal. The process can take 35 days, so we recommend ordering the report —
which costs $185 — when you begin preparing your GSA Schedule proposal. Keep in mind though;
the report is only valid for 12 months. Meaning, if your GSA Schedule proposal gets put to the side
for too long, you will have to pay to have the report completed again. For more information and to
order the report, click here.
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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7
Getting on the GSA Schedule
Steps to Obtain a GSA Schedule Contract (continued)
4) Identify the Appropriate GSA Schedule
There are currently over 11 million products and services available through over 30 GSA Schedules.
It is important you pick the appropriate Schedule for your product/service offerings. Depending
upon your offerings, the appropriate Schedule may be immediately obvious, or may require an indepth analysis of your products/services in comparison with the scope of various Schedules. If the
correct Schedule is not identified before beginning the proposal process, you risk wasting months
preparing a proposal that will be rejected. A list of GSA Schedules can be found on the GSA
eLibrary website.
5) Download the Corresponding Solicitation (the GSA Schedule “Application”)
Once you have identified the appropriate GSA Schedule, download the corresponding solicitation.
Each GSA Schedule solicitation is posted on FedBizOpps (www.fbo.gov). Links to each GSA
Schedule solicitation can be accessed from the Schedule’s eLibrary page:



Click on the appropriate Schedule number under the ‘Source’ column the GSA eLibrary
page located here.
Click on the box that says, “Vendors Click here to view the current
solicitation on FedBizOpps”.
Read the synopsis and download all documents on the right side
under ‘Solicitation 1”.
6) Prepare a Proposal
In general, each solicitation will require data including, but not limited to: corporate and financial
information, past performance, commercial practices, and a proposed GSA price list. The exact
information and format required will vary from Schedule to Schedule.
If your
company/organization chooses to pursue a GSA Schedule Contract without outside assistance, this
may be the most time-consuming step of the process. The solicitations are not always clear and
contractors frequently end up submitting proposals that are incorrectly formatted, incomplete, and
swiftly rejected by GSA.
TIP: Be cognizant of a possible solicitation refresh. Many companies who decide to take the GSA
acquisition project in-house can take anywhere from months to over a year to complete the proposal. In
this time GSA can issue a solicitation refresh which is an amendment that can potentially change the
entire scope of the solicitation. Once a refresh is issued, contractors are typically given a set amount of
time to submit proposals under the old solicitation. After this time, proposals submitted under the
outdated guidelines will be rejected.
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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8
Getting on the GSA Schedule
Steps to Obtain a GSA Schedule Contract (continued)
7) Proposal Review
Your GSA Schedule Contract proposal must be submitted electronically through GSA's eOffer
system. Once submitted, it will be assigned to a Contracting Officer who will conduct an intense
and thorough review. During this review the Contracting Officer will request additional information
and/or clarifications.
8) GSA Contract Negotiation
The purpose of the GSA Schedule Program is to leverage the government's buying power to
negotiate discounted pricing. Once your Contracting Officer has completed a satisfactory review of
your proposal, a conference call will be scheduled to negotiate pricing. It is crucial that you plan a
negotiation strategy in advance to ensure the agreed upon discount is favorable to both potential
government buyers and your company/organization.
9) Final Proposal Revision
After negotiations are complete, you will prepare and submit a Final Proposal Revision (FPR) that
synopsizes your entire proposal and includes finalized pricing, as negotiated with GSA.
10) GSA Contract Award!
Contractors will receive a Contract Award and GSA Schedule Contract Number approximately a
week after submitting the Final Proposal Revision. Once awarded, you may begin selling from your
Schedule immediately.
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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9
Getting on the GSA Schedule
Should You Seek Outside Assistance
The decision has been made – your company needs to hold a GSA Schedule Contract in order to build
your federal business. Now the question is: how will you go about obtaining this contract? Consider
how quickly you need a GSA Contract, as well as the experience and availability of in-house resources. Is
your staff well-versed on federal procurement regulations and the intricacies of the GSA Schedule
solicitations? Do you have the ability to devote significant time to proposal preparation, negotiation,
and post-award maintenance?
In terms of lost time, pulled resources, and missed opportunities, it typically costs a company more in
the long run to handle the GSA Schedule proposal process in-house. Before making a decision, consider
these core reasons for outsourcing the process of obtaining a GSA Schedule Contract: time/cost,
rejection risk, and expertise.
Time & Cost
Time and cost go hand in hand; the longer your company is without a GSA Schedule Contract, the
higher the cost of missed opportunities. Obtaining a contract award is the most time-consuming
component of selling to the government. The preparation and negotiation process is incredibly
complex. In fact, many businesses will spend a year or more just to develop their proposal.
Pulling resources from other priorities, poor negotiations due to lack of experience and prolonged
process due to inefficiency are all significant costs associated with obtaining a government contract
– GSA Schedule Contracts included.
Rejection Risk
Beyond costing you time, inexperience can result in errors that cause your proposal to be rejected.
According to GSA, 60% of all offers are initially rejected. While you may resubmit your proposal at
any time, it is essentially placed “back in line” to undergo the entire review process again. With
GSA experiencing an overload in new offers, once your proposal is submitted, you may wait up to
twelve months before your offer is reviewed again. If your proposal is rejected, can your company
afford the potential loss of business during the time it takes to correct your proposal, resubmit, and
await review?
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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10
Getting on the GSA Schedule
Should You Seek Outside Assistance (continued)
Expertise
A GSA Schedule Contract unquestionably provides your company with a competitive advantage
over those without a Schedule, but what advantage do you hold over companies like yours that
also hold a Schedule? The development of
your proposal – and pricing strategies in
particular – will dictate your success and
“While I expected outsourcing to provide us
ability to compete with other GSA Schedule
with the benefits of having someone assist in
Contractors.
The pricing, terms, and
the general administration of the process, I was
conditions your company negotiates will serve
pleasantly surprised to discover the REAL value
as a foundation for your GSA Schedule sales
your firm brought to this project — strategy
program for a potential twenty years. Too
and negotiation expertise.”
often companies will spend over a year to
secure a Contract Award, only to discover
Allen Christy, VP
they cannot profitably maintain the pricing
Cherokee Nation Government Solutions
they have negotiated.
The Federal Schedules, Inc. Advantage
Preparing a solid proposal that meets GSA standards requires a comprehensive understanding of the
GSA Schedule solicitation, as well as an in-depth knowledge of relevant procurement regulations. With
over 29 years of experience, a nearly 100% success rate, and over 3,000 contracts awarded, Federal
Schedules has mastered the art of proposal development. With company specific information provided
by you, Federal Schedules can have your proposal ready for submission within a month.
Effective communication with GSA Contracting Officers also plays a key role in getting things done
quickly and efficiently. Federal Schedules has worked diligently over the years to develop and maintain
positive, working relationships at GSA. We have built a reputation at GSA for submitting strong
proposals and facilitating the review process.
Beyond saving companies time and money, the value Federal Schedules provides lies in our strategy
development and contract negotiation expertise. Our detailed knowledge of discount practices and
negotiation procedures is an invaluable asset when it comes to securing the highest profit margins on
behalf of our clients.
Federal Schedules understands the impact a GSA Schedule Contract will have on your government
business. Our seasoned contract professionals take the time to understand your business, listen to your
long-term goals, and develop a proposal strategy that will meet these objectives and maximize your
contract’s potential. In the end, our services provide the most efficient use of your money, time, and
resources.
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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11
Federal Schedules, Inc.
GSA Schedule Contract Services
Federal Schedules, Inc. (FEDSched) is the nation’s leading Veterans Affairs (VA) and GSA Schedule
Contract expert, delivering on the promise of timely contract awards for our clients. Since 1986, Federal
Schedules has assisted thousands of clients — of all sizes and industries — in meeting their GSA
Schedule Contract acquisition and management needs. We understand the challenges you face, and our
talented staff of contracting professionals have the experience and knowledge required to successfully
complete your contract initiatives, while providing valuable insight into positioning your contract for
maximum growth within the federal space.
Full-Service Assistance to Effectively Secure Your GSA Schedule Contract Award:
GSA Schedule Consultation and Strategy Development
Our strategic implementation phase is designed to develop a customized approach based upon
your company’s goals and objectives for getting a GSA Schedule Contract. Our strategy sessions
outline and determine pricing structures and profitability requirements. We determine which
products and/or services to offer to the government, as well as what discounts to offer GSA. We
help you prepare for the impact of holding a GSA Schedule Contract and review your warranties,
guarantees, and other terms and conditions for the products/services to be offered to the
government.
GSA Proposal Preparation and Submission
We have a broad and deep understanding of the industries we serve, and we provide expert
proposal preparation on behalf of our clients for all of their GSA Schedule Contract needs. We
effectively and efficiently manage the entire application process – from completion of forms for
signature to preparation of all representations, disclosures, and price lists. Our experienced team of
contracting professionals ensures your proposal is
perfect from each of the three critical perspectives:
your’s, your buyer’s, and GSA’s.
“I have completed my initial
evaluation of the proposal and I want
GSA Contract Negotiation and GSA Contract Award
to compliment you on one of the
finest MAS proposals I have received
The negotiation phase of your GSA Schedule Contract
in over 20 years of doing this.”
Award is time-consuming and includes preliminary
information clarification, negotiations, final proposal
Contract Specialist/Contracting
revisions, and contract award. Federal Schedules’
Officer
fluency with the award process and our knowledge of
GSA Region 3
policy ensures that all relevant information requests
are answered promptly, and irrelevant information
requests are respectfully declined. We make certain
not to divulge any information that is not required and that could impair our ability to negotiate
the best terms on your behalf. We serve as the primary point of contact with GSA through the
entire process and we negotiate pricing, terms, and conditions in alignment with your
organizational objectives and guidelines – keeping you posted every step of the way.
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
©
12
Federal Schedules, Inc.
Contact Us
Whether you have questions regarding the GSA Schedule Contract and if it is right for your business, or
would like to discuss our services further and request a quote, please contact us at 800-769-1133 or
[email protected]. Follow us on twitter to keep up with the latest news in the government contract
industry – http://www.twitter.com/FedSched.
Contact Us!
800-769-1133 or [email protected]
Federal Schedules, Inc. has specialized in the GSA Schedule Contract since 1986. We
provide full-service assistance to obtain and manage GSA Schedule Contracts. Contact
us to discuss if the GSA Schedule Contract is right for your business & how we can help!
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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13
Acronyms
Frequently Used in Government Contracting
A&E
BAFA
BOA
BPA
CAV
CCR
CICA
CO
CPARS
CPES
CSP
CTA
D&B
DAR
DAU
DBA
EEO
EISA
EIT
EO
EPA
EPLS
ESRS
FAC
FAI
FAR
FAS
FBO
FFATA
FOSE
FPDS
FPR
FSC
Architect and Engineering
Best and Final Offer
Basis of Award
Blanket Purchase Agreement
Contractor Assistance Visit
Central Contractor Registration
Competition in Contracting Act
Contracting Officer
Contractor Performance Assessment Review System
Comprehensive Professional Energy Services
Commercial Sales Practices
Contractor Teaming Arrangement
Dun & Bradstreet
Defense Acquisition Regulation
Defense Acquisition University
Davis Bacon Act
Equal Employment Opportunity
Energy Independence and Security Act
Electronic and Information Technology
Executive Order
Economic Price Adjustment
Excluded Parties List system
Electronic Subcontract Reporting System
Federal Acquisition Circular
Federal Acquisition Institute
Federal Acquisition Regulation
Federal Acquisition Service
Federal Business Opportunities (FedBizOpps)
Federal Funding Accountability and Transparency Act
Federal Office System Exposition (Annual IT Expo)
Federal Procurement Data System
Final Proposal Revision
Federal Supply Class
Federal Schedules, Inc. | An Employee-Owned Small Business
703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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Acronyms
Frequently Used in Government Contracting (continued)
FSRS
FSS
GAO
GSA
GSAM
GWAC
HSPD
HUBZONE
IDIQ
IFF
ILC
IOA
JWOD
LEED
MAS
MOBIS
NAICS
NASA
NCHC
NCR
OCSIT
ODC
OGP
OIG
OMB
ORCA
OSBDU
OSHA
PBS
PIV
PPIRS
PRC
PSC
PWS
FFATA Sub-award Reporting System
Federal Supply Schedule
Government Accountability Office
General Services Administration
General Services Administration Manual
Government Wide Acquisition Contract
Homeland Security Presidential Directive
Historically Underutilized Business Zone
Indefinite Delivery/Indefinite Quantity
Industrial Funding Fee
Irrevocable Letter of Credit
Industrial Operations Analyst
Javits-Wagner-O'Day Program
Leadership in Environmental & Engineering Design
Multiple Award Schedule
Mission Oriented Business Integrated Services
North American Industrial Classification Standard
National Aeronautics and Space Administration
National Crime History Check
National Capital Region
Office of Citizen Services and Innovative Technologies
Other Direct Costs
Office of Government-Wide Policy
Office of Inspector General
Office of Management and Budget
Online Representations and Certifications Application
Office of Small and Disadvantaged Business Utilization
Office of Safety and Health Administration
Public Buildings Services
(Federal) Personal Identification Verification
Past Performance Information Retrieval System
Price Reduction Clause
Product and Service Codes
Performance Work Statement
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703-709-8700 | http://gsa.federalschedules.com
Beginner’s Guide to GSA Schedule Contracts
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15
Acronyms
Frequently Used in Government Contracting (continued)
QAP
QASP
RFI
RFP
RFQ
SAM
SBA
SCA
SIC
SIN
SOW
SSQ
T&C
TAA
TEMS
USC
USDA
WAWF
WDOL
Quality Assurance Plan
Quality Assurance Surveillance Plan
Request for Information
Request for Proposal
Request for Quote
System for Award Management
Small Business Administration
Service Contract Act
Standard Industrial Classification
Special Item Number
Statement of Work
Schedule Sales Query
Terms and Conditions
Trade Agreements Act
Telecommunication Expert Management Services
United States Code
United States Department of Agriculture
Wide Area Workflow
Wages - Department of Labor
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16