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U.S. General Services Administration
Integrated Technology Services
How to Place a Task Order Against
GSA IT Schedule 70 Contract
Integrated Technology Services
Agenda
Great Government Through Technology
ITS Portfolio Delivery Channels
Benefits
Methods of Ordering
The Task Order Process
Reminder
Avoid Trouble
GSA Online Resources/Tools
Schedule 70 Resources
Questions
2
Integrated Technology Services
ITS offers government access to the spectrum of IT
products and services, and to strategic solutions that
meet customer needs
Internet
Services
IT Offerings
Software &
Applications
Computer
Systems &
Hardware
Strategic
Solutions
Satellite
Services
Data Centers
& Storage
Cybersecurity
ITS
“Great Government
through Technology”
Sustainability
Socioeconomic
Communication
Networks &
Services
Professional
IT Services
Wireless &
Mobility
3
Integrated Technology Services
ITS delivers products and services through four main
channels
IT Schedule
70
Office of
Infrastructure
Optimization
Fair and reasonable
prices for IT products
and services
Good for Government
Programs
ITS helps government
execute its core
mission by making IT
acquisitions:
 Faster
ITS
Network
Services
Governmentwide
Acquisition
Contracts
Your one-stop shop for
telecommunications
solutions.
Comprehensive and flexible
contracts that provide
virtually any IT services
Assisted Acquisition Services
 Cheaper
 Easier
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Integrated Technology Services
Benefits of IT Schedule 70
 A streamlined, convenient,
money-saving, and time-saving
tool for obtaining the
commercial goods and services
needed to satisfy recurring
requirements.
 Reduce administrative burden.
 Leveraging buying power
through volume.
 The Schedules program strongly
supports small business, womenowned small business and small
disadvantaged business
participation.
 Volume discount pricing.
 Wide selection of contractors.
 Direct relationship with contractor.
 Can incorporate non-conflicting
terms and conditions.
 Schedule orders count
small business goals.
 Schedule order lead-time is 1/2
of traditional RFP acquisition
lead-time.
 All applicable laws and regulations
have been applied by GSA.
toward
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Integrated Technology Services
Methods of Ordering
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Integrated Technology Services
Methods of Ordering:
8.405-1 Ordering procedures for supplies, and services not requiring a statement of work
 A statement of work is not required for supplies and services that are listed
in the schedules contracts at a fixed price for the performance of a specific
task (e.g., installation, maintenance, and repair)
 For orders at, or below, the micro-purchase threshold, place orders with any
Federal Supply Schedule contractor that can meet the agency’s needs
 For orders exceeding the micro-purchase threshold but not exceeding the
maximum order threshold, survey at least three schedule contractors
through the GSA Advantage! on-line shopping service, or review the
catalogs/pricelists of at least three schedule contractors
 For orders exceeding the maximum order threshold, shall survey catalogs
or pricelists of three or more schedule contractors, seek price reductions
from the schedule contractors considered to offer the best value
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Integrated Technology Services
Methods of Ordering:
8.405-2 Ordering procedures for services requiring a statement of work
 For orders at, or below, the micro-purchase threshold, place orders with any
Federal Supply Schedule contractor that can meet the agency’s needs
 For orders exceeding the micro-purchase threshold, but not exceeding the
maximum order threshold, provide the RFQ (including the statement of work
and evaluation criteria) to at least three schedule contractors that offer
services that will meet the agency’s needs
 For orders exceeding the maximum order threshold, provide the RFQ
(including the statement of work and evaluation criteria) to three schedule or
more schedule contractors that offer services that will meet the needs of the
ordering activity; establish the BPA with the Schedule contractor that
represents the best value
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Integrated Technology Services
Methods of Ordering:
Non-schedule Items: FAR 8.402(f)
 An ordering activity contracting officer may add items not on the Federal Supply
Schedule to a Federal Supply Schedule blanket purchase agreement (BPA) or an
individual task or delivery order only if:
 All applicable acquisition regulations – FAR and Agency supplements have been
followed:
– (e.g., publicizing (Part 5), competition requirements (Part 6), acquisition of
commercial items (Part 12), contracting methods (Parts 13, 14, and 15), and
small business programs (Part 19)).
 The items must be clearly labeled “non-schedule” on the task order.
 Ordering Activity has determined price reasonableness for the open market
purchase.
 All clauses applicable to items not on Schedule are included in the order.
 The total dollar amount for open market (non-schedule) items is less than $3000
per task order.
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Integrated Technology Services
Methods of Ordering
Non-schedule Items: FAR 8.402(f) Con’t...
 Agencies must follow applicable regulations when purchasing NonSchedule items
 Pyxis Corp., B-282469, B-282469.2, July 15, 1999
 SMS Systems Maintenance Services, Inc., B-284550.2, August 4, 2000
 T-L-C Systems, B-285687.2, September 29, 2000
 FAR 51 Deviation (implementation is coming soon)
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Integrated Technology Services
Methods of Ordering:
Schedule Pricing
 Supplies offered on the schedule are listed at fixed prices.
 Services offered on the schedule are priced either at hourly rates, or at a fixed
price for performance of a specific task.
 GSA has already determined the prices of supplies and fixed-price services,
and rates for services offered at hourly rates, under schedule contracts to be
fair and reasonable.
 Although GSA has already negotiated fair and reasonable pricing, ordering
activities may seek additional discounts before placing an order (see 8.405-4).
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Integrated Technology Services
The Task Order Process
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Integrated Technology Services
Steps to Issuing an IT Schedule 70 Task Order
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
Acquisition Planning
Market Research
Request for Quotation (RFQ) Development
RFQ Considerations
Issuance of Request for Quotations
Evaluation of Quotes
Evaluation Considerations
Evaluation Best Practices
Award Decision
Post-Award Documentation
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Integrated Technology Services
A. Acquisition Planning FAR 8.404 (c)(1)
Acquisition planning--Orders placed under a Federal Supply Schedule
contract—
(1) Are not exempt from the development of acquisition plans (see
Subpart 7.1), and an information technology acquisition strategy
(see Part 39)
(2) Must comply with all FAR requirements for a bundled contract
when the order meets the definition of “bundled contract” (see
2.101(b)); and
(3) Must, whether placed by the requiring agency, or on behalf of
the requiring agency, be consistent with the requiring agency’s
statutory and regulatory requirements applicable to the
acquisition of the supply or service.
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Integrated Technology Services
B. Market Research
 Documented market research with suggested Schedule sources [FAR
10.001(a)]
 Purchase request, evidence of availability of funds and Government
estimate of order price [FAR 4.803]
 Commerciality of services [FAR 12, Schedule contract scope]
 GSA eLibrary SIN descriptions and GSA Advantage!® Schedule
pricelists consulted [Schedule contract scope]
 Socio-economic goals
 Complexity of requirement
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Integrated Technology Services
C. RFQ Development














Agency identifies a need for services with or without a statement of work
Performance-based Statement of Work (SOW)
Labor Hours
Time and Material
Evaluation Criteria
Period of Performance
Industry Idiosyncrasies
Services Required
Appropriate Performance Measurements and Criteria
Special Requirements (security clearance, special equipment, CADD/GIS, etc.)
Location of Performance of Work
Deliverables and Delivery Schedule
Applicable Standards and Specification References
Acceptance Criteria
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Integrated Technology Services
D. RFQ Considerations
 The RFQ may request contractors to submit a project plan for
performing the task and past performance information for performing
tasks of similar size and scope.
 The RFQ must identify evaluation factors to establish the basis of
award used for selection.
 Following initial evaluation of catalogs and price lists, CO’s should
forward the RFQ to a minimum of 3 schedule contractors, if the order
is estimated to exceed the micro-purchase threshold, but not exceed
the maximum order threshold.
 Preference for small business firms.
 Oral presentations may be utilized in lieu of written technical
proposals.
 Minimize contractors’ costs associated with responding to RFQ’s.
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Integrated Technology Services
D. RFQ Considerations Con’t…
 For orders estimated to exceed the maximum order threshold, RFQ
should:
 Supplies, and Services Not Requiring an SOW: Follow the same
procedures for orders exceeding the micro-purchase threshold, except
review additional Schedule contractors' pricelists (the GSA Advantage!®
online shopping service may be used to facilitate this review); evaluate;
seek price reductions; and make a best value selection.
 Services Requiring an SOW: Follow the same procedures for orders
exceeding the micro-purchase threshold, except transmit the RFQ
(including the statement of work and evaluation criteria) to additional
Schedule contractors that offer services that will meet the needs of the
ordering activity; evaluate responses (using the evaluation criteria
provided in the RFQ); seek price reductions; and make a best value
selection. When determining the appropriate number of additional
Schedule contractors, the ordering activity may consider the complexity,
scope, and estimated value of the requirement, and the market search
results
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Integrated Technology Services
E. ISSUANCE OF RFQ
 Agency issues a Task Order Request, a Request for Quote, or
Proposal using the SOW, or LOE and specifies type of contract:
– Firm Fixed Price (FFP), or
– Labor Hour or
– Time and Materials (T&M) with a Not To Exceed (NTE) Ceiling Price
(LOE & T&M vehicles require D&F)
 Task Order(s) may be performance based IAW FAR 37.6
 Agency can issues Task Order Request via eBuy; Email, etc…
However, FAR 5 is NOT applicable
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Integrated Technology Services
F. Vendor Quotes
 Contractors submit either a firm fixed price or a ceiling price (laborhour/Time & Material) quote. A ceiling price must be established for
labor-hour and Time & Material orders.
 Price quotes must be based upon the IT Schedule 70 contract and
consider mix of labor categories and level of effort.
 Orders may be written to include travel costs or other direct costs in
the firm fixed price or provide for reimbursement of travel costs at
FTR rates.
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Integrated Technology Services
G. Evaluation Considerations
 When evaluating contractor quotes for services and making a best
value determination, consider the following criteria:
− Quality of past performance / Quality of experience, size & scope
relating to requirements: To what extent did the contractor demonstrate
compliance with prior contract requirements for similar work and scope,
accuracy of reports, timely delivery and technical excellence.
− Price performance: To what extent did the contractor perform within or
below the total price, and performance in a current, accurate and timely
manner.
− Schedule performance: To what extent did the contractor meet
milestones, was responsive to technical direction, and completed services
on-time and in accordance with established schedules.
 Price: To what extent did the labor mix and level of effort proposed
demonstrate the contractor’s understanding of the requirement
MUST EVALUATE OFFER(s) AGAINST THE EVALUATION FACTORS STATED
IN THE RFQ
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Integrated Technology Services
H. Evaluation Best Practices
 Agencies can use "best value" criteria for the placement of orders. However,
if a formal FAR Part 15 negotiation process or something akin to it is utilized,
GAO may use FAR Part 15 as guidance in reviewing an agency's actions.
 ACS Government Solutions Group, Inc., B-282098.2, B-282098.3, June 2, 1999
 The Government Accountability Office (GAO) has stated that FAR Part 15
does not apply to FSS orders.
 Computer Products, Inc., B-284702, May 24, 2000
 The Multiple Award Schedules (FSS) Program is a streamlined process; do
not use complex Federal Acquisition Regulation (FAR) Part 15 procedures
for an FSS order. The United States Court of Claims has specifically held
that FAR Part 15 is not applicable to FSS orders.
 Ellsworth Associates, Inc. v. United States, 45 Fed. Cl. 388 (1999)
 Discussions with contractors are not required when using FSS ordering
procedures; can seek additional information regarding a request for
quotations without triggering discussion rules
 Intelligent Decisions, Inc., B-274626.2
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Integrated Technology Services
H. Evaluation Best Practices Con’t…

GAO sustained protests where the agency improperly failed to evaluate offers
consistent with the instructions to Schedule contractors in the request for quote.
 ACS Government Solutions Group, Inc., B-282098, B-282098.2, June 2, 1999

There is no requirement to identify detailed evaluation criteria but, at a minimum,
identify the basis on which the selection is to be made.
 Tell contractors what the plan is and adhere to it

Evaluate in accordance with stated selection methodology and/or criteria–
 COMARK Federal Systems, B-278343.2, January 20, 1998, 98-1 CPD 34;
Amdahl Corporation, B-281255, December 28, 1998

When an agency knows that its requirements can be met under either one of two
different Schedules, it is not reasonable to issue an order to the sole vendor capable
of performing under one Schedule without also reviewing the prices offered by
several vendors capable of performing under the other Schedule
 REEP Inc., B-290665, September 17, 2002
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Integrated Technology Services
I. Award Decision
 After responses have been evaluated against evaluation factors
identified in RFQ, award order to IT Schedule 70 contractor
representing best value.
 Best value considerations may include (see FAR 8.404):
 Special features required for effective program performance
 Trade-in considerations
 Probable life cycle of item selected compared with comparable item
 Warranty considerations
 Maintenance availability
 Past performance
 Environmental and energy efficiency considerations
(Make sure these considerations are traceable to your evaluation
criteria)
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Integrated Technology Services
J. Post Award Documentation
 File documentation should include, at minimum:





Purchase Request
RFQ/SOW
Contractors solicited
Task order award document/attachments
If other than a firm fixed price task order is awarded, state basis
for the determination to use a labor hour or T&M order.
 Selection decision including evaluation of contractor prices that
formed the basis for selection and rationale for trade-offs made in
the selection.
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Integrated Technology Services
Reminder
 Price reasonableness has been determined:
Although GSA has determined that the prices for services contained in the
contractor’s price lists are fair and reasonable, CO’s must consider level of
effort and mix of labor to perform the specific task and for making a
determination that the total firm fixed price or ceiling price is fair and
reasonable. In addition GSA encourages CO to negotiate for further discounts
when procuring off Federal Supply Schedule.
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Integrated Technology Services
Avoid Trouble
DOCUMENT… DOCUMENT… DOCUMENT
 In the case of a conflict between a delivery order and the underlying FSS
contract, the contract controls; avoid unnecessary contractual language in a
request for quotations that may confuse or frustrate a contractor Intelligent
Decisions, Inc., B-274626.2, December 23, 1996.
 Where an agency is making a purchase from the FSS program, it is not
required to engage in "equal discussions" with FSS contractors; rather, it may
solicit information from only one contractor without affording another FSS
contractor a similar opportunity to clarify the terms of that contractor's FSS
contract Intelligent Decisions, Inc., B-274626, B-274626.2, December 23, 1996.
 When using a performance-based SOW, allow the contractors to propose the
labor skill mix and associated hours; do not dictate the number of hours or labor
skill mix Computer Products, Inc., B-284702, May 24, 2000.
 Reasonable to reject unacceptable quotes where required information is not
provided for team member under planned contract teaming arrangement
Kearny & Company, B-298436.2, October 4, 2006.
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Integrated Technology Services
GSA Online Resources/Tools
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Integrated Technology Services
Schedules eLibrary
• www.gsaelibrary.gsa.gov
 A great resource for market
research
 Information on the Terms
and Conditions of the
Schedule 70 Contract
 Listing of Contractors and
Special Item Numbers
(SINs)
 Access to most eCatalogs
of IT Schedule 70
Contractors
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Integrated Technology Services
GSA Advantage!
• www.gsaadvantage.gov
 Federal Government’s premier online shopping superstore
 Facilitates access to more than 40 million commercial products and services
 Enables convenient search feature by keyword, part number, manufacturer,
contractor, and contract #
 Streamlines acquisition for Supply Chain and Schedule Purchases under IT 70
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Integrated Technology Services
eBuy
• www.ebuy.gsa.gov
Facilitates the request for
submission of quotes or
proposals for commercial
products, services, and
solutions offered through GSA
Federal Supply Schedules and
Governmentwide Acquisition
Contracts (GWACs)
Customer prepares RFQ or
RFI Online
Helps Customer to find viable
sources of supply
Prepares RFQs/Define
Parameters
Allows the buyer to procure
big-ticket items
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Integrated Technology Services
Schedule 70 Resources
IT Schedule 70 Helpline: (General Information)
877-446-IT70
(M-F 8:00 am - 5:00 pm EST)
email: [email protected]
IT Schedule 70
http://www.gsa.gov/schedule70
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Integrated Technology Services
Thank you for your interest and participation!
Please
remember:
• Use FAR 8.4 as guidance when issuing a
Task Order(s) against IT Schedule 70
Federal Supply Schedule (FSS) - FAR 15
is not appropriate for FSS Orders
• AVOID TROUBLE BY: Following criteria
set forth in RFQ and document…
document… document…
For more
information
contact:
[email protected]
ITS can help
make all of
your IT
acquisitions
faster,
cheaper and
easier
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Integrated Technology Services
Questions?
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