Welcome to Schedule 36 Industry Day April 7, 2017 10 am 12 pm - - PowerPoint PPT Presentation

GSA Integrated Workplace Acquisition Center

Welcome to Schedule 36 Industry Day

April 7, 2017 10 am – 12 pm

Agenda

10:00 am Opening Remarks 10:10 am IWAC Organizational Structure 10:30 am Contract Continuity 11:00 am Break 11:10 am QPC and Working Groups 11:30 am SIN 51 1000 - Ancillary Supplies and/or Services 12:00 pm Lunch 1:00 pm Breakout Sessions

(Records Management, 3D Printing, Small Business Partnering)

2:00 pm Breakout Sessions

(Leasing Group, Mail Management, Small Business Partnering)

GSA Integrated Workplace Acquisition Center (IWAC)

GSA Integrated Workplace Acquisition Center (IWAC)

Brian Knapp, Director Integrated Workplace Acquisition Center (IWAC)

GSA Integrated Workplace Acquisition Center (IWAC)

Kate Koch Program Management Analyst Integrated Workplace Acquisition Center (IWAC)

Center Director Brian Knapp

Schedule 71

Tracie Taylor Lisa McGehee (CO) Donna Hill (CO) Bridgette Brown Lee Goodwyn (CO) Stan Hutchinson (CO) Portland Jones (CO) Deborah Perkins Thais Midnight (CO)

Schedules 36 and 58 I Team Lead Mike McGraw (CO)

*Penelope Fuller (CO), Bob Gever (CO) Tom Slager Nancy Coello (CO) John Giannopoulos Walter Johnson Mike Burrell Shannon Harris

Schedules 71, 71IIK, 72 Team Lead Meg Sutliff (CO)

Anna Fitzgerald Marian Notarfrancesco (CO) Dana Anello (CO) Shaun Kelly (CO) Holly Caputo Matt Cohen Pat McKeever

MAS Branch 1 Branch Chief Joanne Viola Washington, DC Kate Koch Steve Gervasi MAS Branch 2 Branch Chief Jeff Calhoun Philadelphia Schedule 78 Team Lead Joe Richardson (CO)

Monica Gormley (CO) Mike Jennetta Anthony Docimo Melinda Jenkins Matthew Mastronardo Naomi Olenchyk * Schedule 36 Solicitation Manager

Center Director Brian Knapp

Administrative Contracting Officer (ACO) Team Lead Helen Shekter

San Francisco Arlena Banks Oliver Chang David Crow Thi Nguyen George Thomas John Woo

Industrial Operations Analysts (IOA) Team Lead Zach Smith

Chicago Larry Rothenberg Katy Welch Charles Dickinson Frank Townsend

Client Advisors

Rahul Asher, Steve Lozada

Assisted Acquisition Team Lead Melissa DiTomaso

Trish Russo Ashley Cameron Annette Lang

Team Lead Andrew Nieradka

Meghan Whipkey Laura Taddei Jim Boyle Melissa Bossard Henry Kelly

National Stock Number (NSN) Team Lead Trista Silver

Philadelphia Joanne Scanlon Seth King Kaiti Williams Washington, DC Vanessa Swann Crystal Cook Kelvin Thomas Sharon Wyatt

Contract Administration Branch Chief Linda Valdes Washington, DC Projects Branch Chief John Breen Philadelphia Business Development Director Ivana Henry Philadelphia Kristine Stein Robert Valente Technical Eleasa Brady Nicole Sabec Carlos Barrera Dawn Lyman Maria Edwards Stevie Crum Lela Vandecar

Quick Tips for Finding Your CS, ACO, & IOA

• To quickly identify your Contract Specialist, you can

search by either Contract Number or Name at: http://www.gsaelibrary.gsa.gov/ElibMain/home.do

Quality Partnership Council

Quick Tips for Finding Your CS, ACO, & IOA

• To quickly identify your Administrative

Contracting Officer, you can search at: https://vsc.gsa.gov/tools/aco_ioa.cfm

Quality Partnership Council

For more information

• n who to deal with from GSA:

https://vsc.gsa.gov/administration/contactGSA.cfm

Questions about the IWAC Organizational Structure?

GSA Integrated Workplace Acquisition Center (IWAC)

GSA Integrated Workplace Acquisition Center (IWAC)

Jeffery Calhoun Multiple Award Schedule (MAS) Branch Chief Integrated Workplace Acquisition Center

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• Contract Continuity
• Orders
• Blanket Purchase Agreements
• Streamlined Procedures for MAS Proposals
• Dual MAS Contract Functionality

Contract Continuity Agenda

NOTE: GSA recently added clause 52.216-22 (Oct 1995) which allows for performance of orders to extend up to 60 months beyond contract expiration

Contract Continuity - Orders

(1) The ordering activity contracting officer shall review the BPA and determine in writing, at least once a year (e.g., at option exercise), whether— (i) The schedule contract, upon which the BPA was established, is still in effect;

FAR 8.405:

Contract Continuity - BPAs

Eligibility:

• Follow-on Contractors in year 14+
• Proposing same SINs as currently awarded
• Has met minimum sales requirement
• Demonstrated satisfactory past performance

Streamlined MAS Procedures

Contracting Officer has ability to waive requirement for:

• Readiness Assessment
• “Pathways to Success”
• Financial Statements
• Open Ratings
• Technical Proposal – Corporate Experience
• Technical Proposal – Relevant Project Experience
• Other schedule-specific requirements that could be

carried over from the current contract

– Example: information regarding certification

• r testing of products

Streamlined MAS Procedures

Eligibility:

• Follow-on Contractors in year 14+
• Active BPAs or orders under their current

MAS contract

Overlapping (Dual) MAS Contracts

Process:

Overlapping (Dual) MAS Contracts

• Modification to existing contract to outline:

– Summary of existing BPAs/orders

• Period of performance on BPAs/orders

must justify dual contract

– Proposed cancellation date of current contract

• Existing MAS contract should be

scheduled to expire after orders/BPAs are complete

• NOTE: Contract cancellation is final

– Contractors agreement to direct all new orders/BPAs to their new contract

• Once this modification is complete, a new MAS

contract award can be made for a dual contract

Notes:

Overlapping (Dual) MAS Contracts

• The new MAS proposal must replicate the existing contract.
• Contractor must be capable of meeting contractual

requirements of both contracts

– Including updated mass mods, minimum sales, subcontracting plans, etc.

• Prices under new contract will be determined fair and

reasonable independent of the existing contract

(similar to exercising an option)

• Some contracting activities utilize “transition language” that

transitions existing BPAs and orders to the new MAS contract and eliminate the need for dual contracts

– This is not a universally accepted practice and is typically handled

• n a case by case basis

GSA Integrated Workplace Acquisition Center (IWAC)

Questions about Contract Continuity?

GSA Integrated Workplace Acquisition Center (IWAC)

GSA Integrated Workplace Acquisition Center (IWAC)

Ivana Henry Business Development Director Integrated Workplace Acquisition Center (IWAC)

What is QPC?

• Additional (optional) communication forum

between GSA IWAC and Industry

• Not a replacement for existing lines of

communication

• Opting out does not in any way impact

communication to and from GSA IWAC.

• Focus is on challenges and opportunities

that impact an entire Schedule or SIN

• Not a forum to address individual/contract

specific concerns - these are addressed by IWAC directly with impacted contract holders

“The QPC will foster a common understanding between customer, contractor, and GSA through communication, education, and collaborative efforts focused on continuous improvement of processes, policies and service to customers and each other.” Main Objectives of QPC :

• 1. provide an open forum for the exchange of ideas

and information

• 2. identify obstacles within processes and develop

alternative solutions

• 3. maintain effective communication between

customer, contractor and GSA

What’s the purpose of QPC?

• Open to any IWAC schedule contract holder
• Any representative of the company may join
• There is no cost to opt-in/join QPC

36 The Office, Imaging and Document Solution 58 I Professional Audio/Video Telemetry/Tracking, Recording/Reproducing and Signal Data Solutions 71 Furniture 71 II K Comprehensive Furniture Management Services (CFMS) 72 Furnishing and Floor Coverings 78 Sports, Promotional, Outdoor, Recreation, Trophies and Signs (SPORTS)

Who can join QPC?

• Help ensure best possible outcomes by sharing

your product/service expertise and insights about the Federal market with us

• Develop innovative solutions thru working groups
• Access to meeting minutes from working groups
• Receive notifications of future QPC meetings and

events, even if you’re not an authorized negotiator

– Get updates on current federal projects, issues concerning each Schedule, and changes – Voice your ideas for future events and meetings – Gain insights about the Federal market from

• ther QPC members (Industry, GSA and Customers)

Why join QPC?

• Attend QPC Meetings and Industry Days (1-2/Yr)
• Share your comments, ideas, and concerns

during online and in person discussions to help ensure successful outcomes for all

• Participate on working groups where you have

expertise that can help ensure the best outcome

• Identify and elevate issues and concerns to your

QPC board reps in real time so we can capture those with greatest impact and take action

QPC Member Responsibilities

Angelo Salandra Quality Litigation Services asalandra@qualityls.com Daniel Reed RW LoneStar Security, LLC daniel.reed@rwlonestar.com

QPC Communication

• Once issues are identified through QPC, we can

continue engagement with you through schedule specific working groups

• Suppliers, customers and subject matter experts

from GSA work together to tackle issues and develop solutions

Different Perspectives = More Innovative Solutions

• Issues may be specific to policies and/or verbiage

in solicitations and SINs

• Breakout sessions this afternoon may lead to

working groups for Schedule 36

MAS Working Groups

• Packaged Office Working Group

– Key revisions that include consolidation of SINs and clarification/improvement of SIN descriptions – Effective 4/1/2017

• Maximum Order Threshold (MOT) Working Group

– Instead of IWAC unilaterally deciding, a collaborative working group will determine what the MOT should be

• Structure/Scope Working Group

– Reviewing the structure and scope of all the SINs under Schedule 71 to improve ease of use for customers and suppliers

Schedule 71 Working Groups

Join and Connect thru QPC

• interact.gsa.gov

• Scroll alphabetically through groups
• r keyword search for “QPC”

Click “Join” Button

Join and Connect thru QPC

• You will be prompted to Log In or Create a

New Account if you do not have one yet.

Note: If you have an account but don’t remember your username or forget your password, click “Request new password”.

Join and Connect thru QPC

What will you find in the group…

• interact.gsa.gov/qpc

(Home Screen)

Make sure you receive updates, subscribe here.

• QPC Charter and List of QPC Board Members

– contact info for your schedule reps and all of the GSA members

• Notification of schedule specific industry events,

QPC meetings and relevant training opportunities

• Copies of presentations, educational materials

from meetings and events

• Meeting notes and updates from Working Groups
• Notification about pending and completed changes

to the schedule

• Discussions and Polls - please share your

comments, questions, ideas, and

What will you find in the group…

GSA Integrated Workplace Acquisition Center (IWAC)

Questions about QPC or Working Groups?

GSA Integrated Workplace Acquisition Center (IWAC)

Jeffery Calhoun MAS Branch Chief Integrated Workplace Acquisition Center

GSA Integrated Workplace Acquisition Center (IWAC) 51 1000 --- Ancillary Supplies and/or Services

• Not within the scope of any other SIN on this schedule
• Necessary to compliment a contractor's offerings to provide total solution
• Used for orders or BPAs associated with Schedule 36 supplies and/or services
• Excludes purchases that are exclusively for supplies and/or services already available under another

schedule.

GSA Integrated Workplace Acquisition Center (IWAC) Special Instructions:

• The work performed under this SIN shall be associated with existing SIN(s) that are part of this

schedule

• Ancillary supplies and/or services shall not be the primary purpose of the work ordered, but be an

integral part of the total solution offered

• Ancillary supplies and/or services may only be ordered in conjunction with or in support of

supplies or services purchased under another SIN(s) of the same schedule

• Offerors may be required to provide additional information to support a determination that their

proposed ancillary supplies and/or services are commercially offered in support of one or more SIN(s) under this schedule

GSA Integrated Workplace Acquisition Center (IWAC)

Questions about SIN 51 1000?

GSA Integrated Workplace Acquisition Center (IWAC)

Kelly Drive B (4th Floor) Walnut Conference Room (3rd Floor) JFK Conference Room (3rd Floor) 1:00 Records Management MAS Branch Chief, Jeff Calhoun, will be joined by representatives from the National Archives and Records Administration (NARA), to discuss collaborative efforts to further define physical and electronic records management under MAS Schedule 36. 3D Printing Solutions Members of GSA IWAC's 3D Print Team will be on hand to provide an update

• n efforts to grow business
• n this new SIN and

discuss current

• pportunities.

Partnering for Strategic Advantage Helena Koch from the Office of Small Business Utilization (OSBU) will share resources and ideas to help small businesses find Federal customers and

• pportunities. Attendees will also learn

how to use various partnering strategies to compete and win awards for larger and more complex requirements. 2:00 Leasing Copiers and Equipment Group MAS Branch Chief, Jeff Calhoun and MAS Team Lead, Mike McGraw will lead a discussion on Lease-to-Ownership Plans (LTOP), Schedule 36 Leasing Terms, and the challenges of government leasing. Mail Management Products and Services Join IWAC's Schedule 36 Solicitation Manager and Contracting Officers for an

• pen roundtable discussion

around how customers are using the mail management related SINs, barriers to use, and ideas for improving these offerings under Schedule 36. Partnering for Strategic Advantage Helena Koch from the Office of Small Business Utilization (OSBU) will share resources and ideas to help small businesses find Federal customers and

• 0pportunities. Attendees will also learn

how to use various partnering strategies to compete and win awards for larger and more complex requirements.

Schedule 36 Industry Day

Records Management Breakout Session

April 7, 2017 Don Rosen Courtney Anderson

Nov 2011 Presidential Memo Aug 2012 OMB/NARA Directive Aug 2013 Capstone Bulletin Jan 2014 Format Bulletin Sep 2014 OMB/NARA Memo & Email Bulletin Nov 2014 New FRA Law Sep 2015 Metadata Bulletin & Capstone GRS Mar 2016 Criteria for Managing Email Records July 2016 OMB Circular A‐130

Managing Government Records in the 21st Century

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Electronic Records Management Line

• f Business (ERM LoB)
• Initiative for NARA to address Federal ERM issues:

– ERM solutions require significant investment in people and technology – Procurement cycles are complex – Multiple stakeholders are involved and have different perspectives and priorities – Duplication of effort by agencies

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ERM LoB Initiatives and Goals

Goal: Provide requirements to improve the procurement of ERM solutions ‐ Building consolidated policy requirements matrix and electronic messages use case ‐ Creating a Requirements Working Group and inviting members

Requirements Project (NARA)

Goal: Improve the quality

• f GSA schedules for ERM

solutions. ‐ Working with GSA to update language in Schedule 36 ‐ Exploring the creation

• f a new Special Item

Number (SIN) for ERM Solutions

Category Management (GSA)

Goal: Supporting ERM requirements as part of shared service development ‐ Raising the awareness

• f ERM within the

broader community of shared services providers ‐ Exploring opportunities with USSM’s Managing Partner Council

Managing Partner (USSM)

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ERM Requirements Initiative

• Requirements Working Group
• Established a Working Group to evaluate and consolidate

ERM requirements

• NARA and external agency representatives
• Requirements Collection
• Consolidated ERM requirements from
• NARA Bulletins
• NARA Corporate Reporting Requirements
• Code of Federal Regulations
• ISO 15489
• Electronic Messages Use Case

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Electronic Messages ‐ Agencies Need Help

• Agencies are responsible for managing

electronic messages, regardless of format and where the message resides

–Includes SMS Text, encrypted communications, direct messages in social media, and email

• Agencies are looking to industry to provide

innovative ways to manage these records

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Schedule 36 Revisions

• NARA and GSA are working together to

update Schedule 36 to meet agencies needs to manage electronic records

–Separating SINs for Records Management based

• n Records Management Service area or function

–Adding universal requirements to the ERM SIN

• How can we make an electronic records

management SIN more usable for agencies and vendors?

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