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FAQs - Federal Agencies (LOGWORLD)

 

1. How do federal agencies use GSA MAS?

Answer:  Federal agencies distribute an RFQ to enough Schedule contractors to receive a minimum of (3) three quotes. For more information on Schedules, please see GSA Schedules.

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2. What about FAR Section 803?

Answer:  The Department of Defense (DoD) has implemented new rules for ordering services over $150K for multiple award contracts. The rules are derived from Section 803 of the National Defense Authorization Act for 2002. Section 803 requires the Contracting Officer (CO) to contact as many Schedule holders as practical, in order to ensure that at least three responses are received. If three responses are not received, the DoD CO must determine if no additional qualified contractors could be identified despite reasonable efforts to do so. 

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3. How do I place task orders through GSA?

Answer: The majority of ordering offices place task orders directly with the best value GSA MAS contractor (after quotes are received), and are responsible for administration of the task order. The contractor submits invoices directly to the ordering office. 

Agencies can also elect to utilize fee for service contracting support offered by GSA's Assisted Acquisition Services (AAS) if their order is above $50M. AAS can accept funding documents and competitively procure professional services from Schedule contractors. Services might include preparing a performance-based SOW, conducting market research, developing and distributing an RFQ, evaluating quotes received, and issuing and administering the Schedule task order. For more information see the MAS Desk Reference.

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4. Can I issue an RFQ electronically?

Answer: Federal agencies can use eBuy to prepare and distribute RFQs. The agency will be able to review quotes submitted by Schedule contractors. The actual award of a task order must be completed outside of eBuy, unless the total dollar value of the task order is less than $2.5K. 

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5. Can I issue task orders electronically?

Answer:  Yes, GSA eBuy is an online RFQ tool, which enables federal buyers and Schedule contractors to exchange RFQs and quotes electronically. 

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6. Am I authorized to include FAR clauses on Schedule task orders?

Answer:  Yes, but the additional clause(s) cannot negate any existing term and condition of the Schedule contract. Agencies routinely add specific clauses about security, payment processes, extension process, and option.

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7. Can I issue Schedule task orders with option periods?

Answer:  Yes, Clause 52.217-9 needs to be included in any RFQ when an agency wants to use options on their task orders and 52.217-8 Option to Extend Services (Nov 1990) should be added to extend a task process, and more.

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7. Can I issue Schedule task orders with option periods?

Answer:  Yes, Clause 52.217-9 needs to be included in any RFQ when an agency wants to use options on their task orders and 52.217-8 Option to Extend Services (Nov 1990) should be added to extend a task order.  Prior to activating an extension or an option, confirm that the contractor is still on a GSA Schedule.

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8. Can I terminate a Schedule task order?

Answer:  Yes, you can terminate for cause or convenience. Please refer to clause 52.212-4, Contract Terms and Conditions in the solicitation.

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9. What mechanism does GSA use to ensure that contractors are accurately reporting their task orders?

Answer:  GSA has a staff of Industrial Operation Analysts (IOAs) who audit sales reported by Schedule contractors.

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10. Can I include incentives at the task order level?

Answer:  The solicitation specifically authorizes the use of incentives at the task order level. The text of clause I-FSS-60 Performance Incentives (April 2000) details this out.

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11. How do I handle ODCs at the task order level?

Answer:  For administrative convenience, non-contract items can be added to the BPA or the individual task order if the items are clearly labeled as such, applicable acquisition regulations have been followed, and price reasonableness has been determined for the items. 

Contractors are reimbursed only for incurred costs at or below the published “not to exceed” levels. Costs for transportation, lodging, meals, and incidental expenses incurred by contractor personnel on official company business are allowable subject to limitations contained in FAR 31.205-46, Travel Costs. It is GSA Policy not to allow a charge of profit or fee on reimbursable items. 

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12. Can I use the Schedule to fill short-term and/or long-term agency staffing shortfalls?

Answer:  No. Short term requirements are filled utilizing Schedule 736, Temporary Administrative and Professional Services (limited to 240 days). Long term staffing shortfalls filled by contractor personnel are typically considered personal services and are held to FAR Part 37.104 requirements, like all other federal contracts.

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13. Can I order labor categories under the Schedule? 

Answer:  GSA encourages customers to describe their needs in a performance-based sow rather than to require labor categories that you think are needed to perform the work. 

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14. What does "limited duration" mean?

Answer:  The effort needs to be limited to a defined task with a specific start and end date to the task. No Special Item Number (SIN) should be used to provide an ongoing requirement for an indefinite time period. 

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15. Where can I get help on writing a performance-based SOW?

Answer:  For performance-based contracting regulations, samples, tutorials and guidance, see Acquisition Overview. Additional sources include SOWs and Services Ordering Solutions: Avoiding MAS Confusion.

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16. How can I refine my search to a manageable list of contractors?

Answer:  Go to GSA Advantage!® and follow these steps to refine your search results:

1) Type in keyword(s) in the box under "Refine” by keyword

2) Select "Refine"  

You can also prepare a Request for Information (RFI) notice to solicit responses from Schedule contractors. You can post such a notice on eBuy or email it directly to contractors you see listed under the specific Schedule and SIN. 

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17. How do I establish a multi-agency BPA?

Answer:  An agency can establish a BPA that covers multiple agencies. At the time the BPA is established, the CO must identify who can award task orders and delivery orders (TOs/DOs) against a BPA.  

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18. Are there any training opportunities on Schedules?

Answer: If your agency is looking for training on the Schedules program, there are two types you can get, and both are free. For general training on GSA eBuy and/or GSA Advantage!®, please contact the Customer Service Director (CSD) in your state. CSDs

For specific questions about GSA Schedules for professional services you may contact:

Maureen Duckworth, (253) 931-7514

Tammy Lindsley, (253) 931-7627

Tony Cecchi, (253) 931-7258

For more in-depth training on how to use GSA Schedules, please see the contacts below. The training is CLP-certified and can easily be tailored to your contracting office’s specific needs.

Bradley D. Powers, (253) 931-7171 

Daniel Briest, (253) 931-7553  

If you have any questions, please call the National Customer Service Center (NCSC) at (800) 488-3111 or direct your email inquiries to the MAS Helpdesk.

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CONTACTS

National Customer Service Center
(800) 488-3111


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