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FMHAC Chatter

Leadership Update Corner

  Category Corner 

Schedule News

   Standardizing Part Numbers

   Contract Administration:

   Mass Modification:

Business Management Division Update

  New FMHAC Chatter Feature 

  How to Market to the Federal Government      

Around the Center

  Heartland Region makes the News

Financial

   FY14 Q1 compared to FY15 Q1

New Contract Awards

    Welcome new Industry Partners! 

 

Leadership Update Corner

Special Edition of the Directors Corner

Instead of our usual Director's Corner, we have a special edition with an update from our Region Commissioner

Category Corner:

Picture of May Ruwwe

Hello. My name is Mary Ruwwe, and I would like to take a moment to introduce myself and my role at GSA. I was appointed Regional Commissioner of the Federal Acquisition Service’s (FAS) Heartland Region on July 9, 2012. In this position, I oversee all of FAS in Region 6 to include GSA’s Facilities and Tools (F&T) business category. The F&T category includes facilities maintenance, repair and operations, tools and hardware, and energy saving solutions. Together, this portfolio is worth more than $1 Billion, annually. 

Prior to this position, I served as Regional Commissioner of GSA’s Public Buildings Service where I oversaw a real estate portfolio that generated $326 Million in annual revenue. In all, I have worked for more than 20 years with GSA in the facilities management arena. 

My educational background includes a master's degree in business administration from Webster University in Kansas City, Missouri, and two bachelor's degrees in science - business administration and secondary education from Peru State College in Peru, Nebraska. I also hold a Facilities Management Administrator's designation from the Building Owners and Managers Association (BOMA). 

One of my newest roles at GSA is the Category Executive for the F&T Category. I thought I would use this space, quarterly, as one way to keep you, our F&T industry partners, abreast of what is transpiring with Category Management in the Heartland.

So what is Category Management? According to Wikipedia (nongovernment website)

"Category Management is a retailing and purchasing concept in which the range of products purchased by a business organization or sold by a retailer is broken down into discrete groups of similar or related products; these groups are known as product. It is a systematic, disciplined approach to managing a product category as a strategic business unit."

In other words, one could think of GSA-FAS, in the Heartland Region, as being the category managers for F&T. As such, we are the subject matter experts for F&T solutions; we are responsible for F&T supply chain management, and we are responsible for efficiently bringing F&T solutions to the federal marketplace. 

While I am excited about the Category Management path we have chosen at GSA, I also know that it is a journey we could never successfully take by ourselves. As we move forward, we will need both our federal customers and industry moving together as one. I plan to use this newsletter, the quarterly calls, and several industry forums to ensure you not only fully understand, but are an integral part of the many new and innovative solutions being developed in the Heartland.

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Schedule News

Standardizing Part Numbers:

As your company is aware, the GSA is working to standardize all manufacturer part numbers, manufacturer names, and manufacturer part descriptions under the GSA Schedule contracts. In the past, your company submitted "Approved Supplier" as a manufacturer name for certain products. GSA Advantage! ® must list the actual manufacturer part number for each product on the contract; therefore, your company must add the actual manufacturer name for these items on your GSA Schedule to the contract and also upload to GSA Advantage! ®

We understand that there are times that your company may source a similar product from several different manufacturers. In this case, it may be necessary for your company to list the product several times from the different manufacturers. Please keep in mind that if a customer orders a product from a specific manufacturer, your company is required to provide the product from that manufacturer and not provide a substitute.

 

Contract Administration:

You have your MAS contract, but now what do you do? Contract administration is vital if you want to be successful It is up to you to keep it up-to-date and to work with your procurement contracting officer (PCO) to delete obsolete items and add new ones. You should continually fine-tune your contract price list to maximize its potential.  

Here are some tips to help you:  

Price List - Your price list is your initial “face” to the customer. Make sure that it’s user-friendly and entices the customer to do business with you. Your price list must include the terms and conditions that were identified, reviewed, and negotiated prior to your contract award. You may only include those items, terms, and conditions that are on contract. Maximize your Internet presence and ensure you have it on GSA Advantage!®  as well as your company’s website. If your company already has a website established, consider providing direct links to your home page through GSA Advantage!®. Some restrictions apply, but this is an excellent way to avoid duplication of effort and to “wow” your customers with all the products and services your company offers through your GSA contract.

Customer Ease - Make sure all of your items and services are under contract for customers’ easy access (or at least as many items and services as possible). When a modification is necessary, including modifications to update phone numbers, names, email addresses, titles, model names and numbers; start by contacting your PCO, who will guide you through the procedure for modifying and updating your contract.

Customer Files - You should maintain a contract file and keep it up-to-date. At a minimum, your contract file should contain the original contract, its terms and conditions, all modifications, price lists (including those previously approved), systems passwords, and all correspondence with GSA.

Authorized Negotiators - As an authorized negotiator, there are times when you are not available or must be away, but the contract continues on. When someone in the company needs assistance and contacts the PCO, if they are not an authorized negotiator, the PCO will not be able to assist them. In accordance with the requirements of your contract and as referenced in the Instructions to Offerors document of the solicitation, Level 3, Digital Authentication Certificates are now required in order to access the eOffer system. In order to facilitate the timely processing and administration of the contract, you must have at least two (2) persons with digital certificates listed as authorized negotiators in your contract and authorized to sign, at least one that is an employee of the offering company. A digital certificate is an electronic credential that verifies who you are, confirms you are an authorized negotiator for your MAS contract; and creates a digital signature, which allows you to electronically sign your company’s MAS contract and modification documents. Only the digital certificate providers expressly authorized by GSA can issue you a digital certificate. 

GSA currently authorizes the following industry partners to issue digital certificates:

  • IdenTrust (www.identrust.com/gsa/index.html); and,
  • Operational Research Consultants (ORC).

eMod - eMod is an online contract modification request tool that allows you, the GSA MAS contract holder, to make paperless modification requests directly to GSA. 

The advantages of using eMod are:

  • Electronic process reduces delivery costs and delays;
  • Digital certificates ensure the integrity of your proprietary data;
  • User-friendly screens lead you through the submittal process;
  • Internet-based technology facilitates your team’s collaboration on proposal preparation;
  • Electronic signature creates an electronic contract modification for fast retrieval;
  • You can make several types of general modification requests from eMod:
    • Add or delete Special Item Numbers (SINs):
    • Add or delete goods and services;
    • Issue price reductions;
    • Make economic price adjustments; and
    • Administrative changes.

For additional information, please select eOffer/eMod, or send questions via email to eoffer@gsa.gov.
 

Reminder: A well-maintained contract file is essential to administering your contract and will assist your company if there is a change in contract administration personnel. This contract file will also be very useful when an IOA comes out to visit your company, because you will have all of your contract documentation on hand and readily accessible for his or her review. It is also a report card requirement to have all your contract documentation. Keeping everything together in a contract file can save you a lot of time and headache!

You should constantly review your price list to ensure that your GSA contract still works for the government market and your company. By keeping your contract current with modifications you will be better prepared for potential opportunities.  

 

Mass Modifications – MAS Modifications?:

What are Mass modifications? Mass modifications are government-initiated modifications that occur when a uniform change occurs Schedule-wide. When the terms and condition are refreshed in the solicitation, a Mass modification is issued on every existing contract. When a Mass mod is issued, you’re notified via email. The email contains a unique PIN that allows you to access and accept the modification and a direct hyperlink to a portion of the Vendor Support Center website, where the Mass modification can be found. The website contains detailed information educating the reader on the background, purpose, and implications of each modification. At the conclusion, you will be asked to enter your PIN and other verification information to accept or decline the modification. Upon execution, a confirmation email containing a printable SF30 is sent to you. A copy is also sent to your PCO and ACO. Unlike modifications that you initiate, which are administered by your PCO, government initiated modifications are administered by your ACO.

How can you find the ACO assigned to your contract? Your assigned ACO can be found at the vendor support center website, under the contract administration tab. By typing in your contract number (Example: GS99F9999Q), you can locate the assigned ACO’s contact information. The direct link to the ACO locator is https://vsc.gsa.gov/vsc/aco_ioa.cfm.

Mass Mod A413 for Schedule 03FAC:

Does your contract reflect the latest terms and conditions? If you have not accepted the Mass modification, your contract does not include the latest terms and conditions. The latest Mass modification A413 was issued on January 23, 2105, to approximately 520 03FAC contracts. You may view the Mass mods by visiting https://mcm-admin.fas.gsa.gov/mcmadmin/admin?csnum=60&rschedno=03FAC+&rmodNo=A413 (Digital Certification required).

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Business Management Division Update

New FMHAC Chatter Feature

We have added a new part to the Chatter page, near the top on the right hand side, below the contacts section. This area will highlight recent GSA Blog posts about Multiple Award Schedules, Great Multiple Award Schedule Information from FAS Leadership.

How to Market to the Federal Government

The Facilities Maintenance and Hardware Acquisition Center (FMHAC), Business Management Division (BMD) offers a half day course to all 03FAC and 51V contract holders. This course covers a variety of information to assist our contract holders with the best way to market to the federal government. This course is done via webinar at no charge to you.

During the half-day session, you will learn about:

  • Who in the federal government buys the products or services you sell;
  • How to start developing a contact list utilizing the Fed Biz Ops archives;
  • The importance of developing relationships with end users and contracting officers;
  • Assistance available to small businesses;
  • Where to look for federal buying trends;
  • Procurement Technical Assistance Centers (PTAC);
  • Where to advertise and how to make your company stand out;
  • Advantages of having a GSA Schedule contract and the highlights of the MAS program;
  • Trade shows;
  • Learn about ordering procedures; and,
  • FMHAC's partnering corner.

Sign up for a marketing session by sending an email to Kristy Wilbur with your company information, GSA Schedule Contract number, and POC information. 

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Around the Center 

Heartland Region makes the News

GSA completes move of 1,000 employees to Downtown (a nongovernment website)
Mar 31, 2015, 3:07p.m., CDT

Rob Roberts
Kansas City Business Journal

The U.S. General Services Administration on Tuesday celebrated the relocation of approximately 1,000 employees from the Bannister Federal Complex in south Kansas City to new leased downtown space at Two Pershing Square, 2300 Main St. "We're here when we said we would be," GSA Regional Administrator Jason Klumb said during a gathering of employees and special guests. Klumb, who oversaw a search for new space to replace the GSA's former 2 million-square-foot portion of the more than 70-year-old Bannister complex, announced in December 2013, that the agency would lease 140,000 square feet at Two Pershing Square and would be all moved in by April 1, 2015. By dramatically reducing GSA's regional real estate footprint, the move will save the agency $64 Million over the 20-year life of the Two Pershing Square lease. An example of the agency's Total Workplace Initiative, the new space's open office layouts strive for less "me" space and more "we" space, meaning fewer private offices or assigned desks.

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Financial

FY14 Q1 compared to FY15 Q1

Predicting federal spend in times of still sequestered budgets is a real challenge. FMHAC Schedule sales in FY15 are up by almost 14 percent (13.96%) to start off the fiscal years first quarter.

51V Sales are up nearly 14 percent in the first quarter.

While we do believe that the 51V sales could experience positive growth over the course of FY15, we do not expect it to continue at this rate.

03FAC sales were basically flat in the first quarter. In this time of reducing federal facility management budgets this is a good news story.

FY14 Q1 compared to FY15 Q1 Only

Schedule FY14 Q1 FY15 Q1 Percent Change
51V 189,848 216,342 13.96%
03FAC 124,944 125,385 0.35%
Total 314,792 341,727 8.56%

              

FY14 Q1 compared to FY15 Q1 CUMULATIVE

Schedule FY14 Q1 FY15 Q1 Percent Change
51V 189,848 216,342 13.96%
03FAC 124,944 125,385 0.35%
Total 314,792 341,727 8.56%

 

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New Contract Awards

Contractor Name Contract Number Schedule
FORNEY INDUSTRIES GS-21F-002CA 51 V
LOFRIX ASSOCIATES GS-21F-008CA 51 V
EDM NETWORK GS-21F-010CA 51 V
QUANTUM CHEMICAL GS-21F-012CA 51 V
TUCKAHOE TRADING GS-21F-013CA 51 V
ECLIPSE ENTERPRISES GS-21F-018CA 51 V
HOUGEN MANUFACTURING GS-21F-035CA 51 V
RAYCO SUPPLY GS-21F-109BA 51 V
DUROFIX GS-21F-112BA 51 V
M. O. DION & SONS GS-21F-115BA 51 V
TONERQUEST GS-21F-117BA 51 V
GREEN WAVE SUPPLY & LOGISTICS GS-21F-124BA 51 V
THE TOOLS MAN GS-21F-126BA 51 V
READY WELDER CORPORATION GS-21F-129BA 51 V
ENCON GS-21F-110BA 03FAC
ADSYNC TECHNOLOGIES GS-21F-111BA 03FAC
SPECIAL PATHOGENS LABORATORY GS-21F-114BA 03FAC
SALLYPORT GLOBAL HOLDINGS GS-21F-116BA 03FAC
T.V.A.C. GS-21F-118BA 03FAC
ASSOCIATION OF ENERGY ENGINEERS GS-21F-119BA 03FAC
AMERICON GS-21F-120BA 03FAC
CQI ASSOCIATES GS-21F-121BA 03FAC
INDEPENDENT ELEVATOR GS-21F-122BA 03FAC
QUALITY ELECTRIC OF NORTHEAST PA GS-21F-123BA 03FAC
SYSTEM WORKS GS-21F-125BA 03FAC
RWD CONSULTING GS-21F-127BA 03FAC
H & S RESOURCES CORPORATION GS-21F-128BA 03FAC
CAPITOL PROS GS-21F-130BA 03FAC
MECHANICAL MAINTENANCE GS-21F-131BA 03FAC
SHEARER ASSOCIATES GS-21F-132BA 03FAC
BIHUN COMMERCIAL SERVICES GS-21F-133BA 03FAC
ECO INTEGRATION GS-21F-001CA 03FAC
HICAPS GS-21F-003CA 03FAC
CORE ELEVATOR COMPANY GS-21F-004CA 03FAC
MECHANICAL RESOURCE GROUP GS-21F-005CA 03FAC
POWERLAND EQUIPMENT GS-21F-006CA 03FAC
CONSOLIDATED EDISON SOLUTIONS GS-21F-007CA 03FAC
THE WILEY REAL ESTATE GROUP GS-21F-009CA 03FAC
E. K. FOX ASSOCIATES, LTD. GS-21F-011CA 03FAC
WALKER-MILLER ENERGY SERVICES GS-21F-014CA 03FAC
SATELLITE SERVICES GS-21F-015CA 03FAC
LOVORN ENGINEERING ASSOCIATES GS-21F-016CA 03FAC
REAMS ENTERPRISES GS-21F-017CA 03FAC
SCHNEIDER ELECTRIC USA GS-21F-020CA 03FAC
UBC GS-21F-021CA 03FAC
TEXAS ENERGY ENGINEERING SERVICE GS-21F-023CA 03FAC
ENVIROBUSINESS GS-21F-024CA 03FAC
PENNSYLVANIA STATE UNIVERSITY GS-21F-025CA 03FAC
SOLAR ENERGY SOLUTIONS GS-21F-027CA 03FAC
A-1 ELECTRIC SERVICE COMPANY GS-21F-028CA 03FAC
DECISIVE COMMUNICATIONS GS-21F-029CA 03FAC
AIM ELECTRIC GS-21F-030CA 03FAC
INTEGRATED CONTROL SYSTEMS GS-21F-031CA 03FAC
INTEGRATED DESIGN GROUP GS-21F-032CA 03FAC
SOUTHLAND INDUSTRIES GS-21F-033CA 03FAC
WYCLIFFE ENTERPRISES GS-21F-034CA 03FAC
UNIQUE CLEANING SERVICE GS-21F-036CA 03FAC
MANAGEMENT SERVICES NORTHWEST GS-21F-037CA 03FAC

 

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Redistribution of this newsletter or any part of it should be coordinated with GSA prior to use. 

 


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