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ATRW is for any government employee looking to gain skills to improve the government’s buying power and reduce contract duplication. You will also learn about our efforts to make it easier to find and buy products, services, and solutions that meet your agency’s mission needs.
Thank you for attending our Nov. 18-22 FallFest. Missed it? You can get the downloadable slides below.
Topic area | Question | Answer |
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Topic area | Question | Answer |
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Acquisition best practices | What are the top three takeaways that are most important for our audience? |
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Acquisition best practices | Who all do you need to include in the procurement team? | Include the:
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Acquisition best practices | Are there common mistakes contracting people should be aware of when deciding to implement some acquisition best practices? | Common mistakes include:
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Acquisition best practices | What is one of the most unusual issues you have faced as a contracting officer? | A contractor’s collective bargaining agreement expired, and labor relations broke down between the contractor and the union for operations and maintenance services at a high-security governmental facility located on an island. The contractor’s staff and government workers would catch a boat to and from work on a daily basis. Then there was a strike. You cannot picket on government property, and definitely not on an island. The union member employees caught a mid-day boat back to the mainland, went to their cars to get signs, and began picketing. At about the same time, the local news media arrived, so it was on the evening news, and I was getting a lot of phone calls and letters. The contractor was still expected to maintain no lapse in performance. An adventure for sure. |
Acquisition best practices | How does technology change the way you now do your job? | Technology is meant to be a facilitator for accomplishing the missions of our organizations and it is constantly changing how I do my job. Innovating using automated templates, systems that capture data once and use it multiple times is saving me time to focus on the complex issues. Could we, should we and to what extent, will we? Answering this complex question is a continuous cycle which requires a teaming approach to determine the extent to which we will approve its use and use it to innovate. What’s the point? Drive cost savings, efficiencies, and effectiveness. At the same time, my team must balance the opportunities of technology against the risks and impacts to networks or systems, customers, and the public. |
Cybersecurity | How do changes in technology impact today and the future? | The changes in technology greatly impact what our IT Security Division does. We constantly review executive guidance, follow emerging threats, and address the needs to combat these threats through the development and modernization of cybersecurity solutions. As new threats emerge, we work with our partners at the Cybersecurity and Infrastructure Security Agency, the National Institute of Standards and Technology, and the Office of Management and Budget to ensure government agencies have access to the tools and services that address the latest approach to combating these risks. We also continuously engage with industry partners in consortiums and working groups to share information on scientific advances and emerging technologies in the market. With this information, we analyze our offerings’ capabilities and make adjustments to stay current. We recently launched an Information Technology Category Quantum Information Science and Technology and Post Quantum Cryptography Mitigation Initiative. This effort works with a community of government and industry working groups to share information about quantum computing advances and worldwide efforts to migrate classical computing cryptographic processes to quantum safe practices. We are also performing ongoing market research to determine which vendors are advancing in the marketplace and working to ensure they can offer their services to federal agencies through our vehicles. |
Cybersecurity | What is your Zero Trust Architecture Buyer’s Guide, and what are a couple of key takeaways from the guide? | Zero Trust is not a single tool or network component that can be implemented. It is a comprehensive strategy that reduces implicit trust and employs techniques and practices that continuously validate identities, access, and transaction behavior within a network. Zero Trust makes sure the right people have access to the right data at the right times. Every agency differs in their Zero Trust journey. The ZTA Buyer’s Guide can help you strategize around the objectives of Zero Trust and map those objectives to technical solutions available on GSA contract vehicles. If your agency needs help getting started on its ZTA journey, the Highly Adaptive Cybersecurity Services special item number provides access to experts who can assess your network, re-engineer its architecture to align with your risk preferences, assist in vulnerability and threat hunting, and plan and build up your ZT capabilities to mature your security posture. |
Cybersecurity | Looking back to recent data breaches, are there lessons learned from them? How do you support agencies with the protection of their systems? | The GSA HACS SIN offers proactive cybersecurity services, covering actions you can take to prevent a cybersecurity incident and recover from one. This includes services from skilled vendors who study lessons learned from previous data breaches. Proactive measures include:
You cannot be 100% safe from a cyberattack, but with preventative measures you can reduce your risk notably and recover faster when a breach does happen. |
Cybersecurity | Do vendors have to go through a tougher evaluation process to join the Highly Adaptive Cybersecurity Services special item number? | The HACS SIN was created in collaboration with the Department of Homeland Security and the Office of Management and Budget to focus on services needed to protect federal organizations against cyberattacks. Our partnership continues, and we refresh the SIN as needed to ensure the services offered are the best available for responding to evolving threats. Vendors seeking a HACS contract must not only meet the typical requirements of a Multiple Award Schedule offeror, but must also pass an oral technical evaluation. This evaluation assesses their knowledge and approach to cyber practices, including adherence to the latest federal compliance standards and best practices. As a reminder, the MAS special item number for HACS is 54151H-A-C-S. It can help your agency:
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MAS Information Technology | How might we get better discounts at the order level? | Although we have already negotiated fair and reasonable pricing, ordering activities may seek additional discounts before placing an order, according to FAR 8.405-4. You should seek price reductions any time before you place orders. Here are some specific reasons to ask for a discount:
Contractors may be motivated to give discounts when they are experiencing competition, technological changes, labor conditions, sales goals, and inventory reductions. Note: FAR 8.405-4, in part, states …the ordering activity shall seek a price reduction when the order or BPA exceeds the simplified acquisition threshold. |
MAS Information Technology | Can you establish a blanket purchase agreement off a MAS BPA? | No, you cannot establish a BPA off of a MAS BPA. |
MAS Information Technology | Can ITC assist agencies or components or local ordering offices in awarding BPAs, or is that left to the local ordering office? | We can help with scope reviews, performance work statements, acquisition templates, and subject matter expert advice. We also provide Assisted Acquisition Services, a full-spectrum, cradle-to-grave acquisition, project, and financial management service. |
MAS Information Technology | Is there a percentage charge to our agency for establishing a BPA off of a MAS BPA? | All awarded contracts under the MAS program must include an Industrial Funding Fee, which is part of the negotiated rates provided by the contractor and is paid to us by the contractor. The IFF is built into the contractor’s awarded MAS prices, and is collected by the MAS contractor who then remits payment for the IFF to us. |
MAS Information Technology | Can a program office post a request for information? | Anyone with access or who is a point of contact with a profile can post an RFI on GSA eBuy. Traditionally, this is done by a contracting specialist or officer. Further instructions are provided in our buyer job aid, located at the bottom of the GSA eBuy homepage. |
MAS Information Technology | Is there a Contract Access Fee for agencies using or establishing a blanket purchase agreement? | A CAF is associated with using a non-schedule BPA, such as Alliant. The contractor is responsible for remitting this payment to us. The contractor should estimate the CAF when submitting proposals to the ordering agency for all orders, regardless of the contract type. |
MAS Information Technology | How can I find a small IT contractor in my area, with under 20 employees, focused on a certain type of application platform? | Use our Market Research As a Service and get quick, relevant results for free. You can also explore our eLibrary and filter by location to find IT vendors in your area. Keep in mind that the number of employees might be too specific for narrowing down or verifying information. |
MAS Information Technology | Where can we see an actual GSA contract if we are provided with a contract number? | You can review a contractor’s terms and conditions on our eLibrary or GSA Advantage websites. |
MAS Information Technology | Do you have any sample contracts that have been written as blanket purchase agreements for IT services, help desk support, cloud services, and cybersecurity? | Buy.gsa.gov features templates, samples, and tips. You also have access to support for your Highly Adaptive Cybersecurity Services procurement at GSA eBuy Open and through the HACS buying guide. Get help with cloud procurements at the Cloud Information Center. Our MAS ordering guide may also be helpful. |
MAS Information Technology | Can we establish a blanket purchase agreement under a GSA contract that will expire before the period of performance for the BPA ends? | According to FAR Clause 52.216-22(d), you may award a BPA or exercise options that extend beyond the current term of a Multiple Award Schedule contract. However, this is only permitted if there are option periods available on the contractor’s MAS contract that can cover the performance period of the BPA. The periods of performance for orders issued in this manner will be established accordingly. A BPA becomes invalid when:
Additionally, orders — whether placed against BPAs or otherwise — are subject to the indefinite quantity clause, which allows them to extend for up to 60 months beyond the expiration or termination of the MAS contract. |
MAS Information Technology | If dealing with a product, do these contractors cover the Voluntary Product Accessibility Template section? | Contractors use the VPAT template to explain how their product complies with Section 508 standards. While contractors are encouraged to fill out the form, the task order contracting officer can request it from vendors at the task order level. |
OASIS+ | What is OASIS+, and what makes it different from other vehicles? | One Acquisition Solution for Integrated Services Plus, or OASIS+, is a suite of governmentwide, multi-award contracts designed to support federal agencies’ procurement requirements for services-based solutions. This suite of services contracts is available for use by agencies throughout the federal government who hold a Delegation of Procurement Authority. OASIS+ is a collection of six multiple-award, Indefinite Delivery, Indefinite Quantity contracts:
Each IDIQ master contract has a base period of five years with one option period of five years that may extend the cumulative contract ordering period to 10 years. Task orders can be awarded under OASIS+ any time prior to the expiration of the ordering period of the master contracts. OASIS+ IDIQ master contracts can have different award dates; however, all contracts for each specific MAC have the same contract end dates. For example, all OASIS+ Total Small Business contracts will end on the same date. OASIS+ contracts may be used by all federal agencies, including the Department of Defense and Federally Funded Research and Development Centers, but are not open to state and local governments at this time. OASIS+ will:
The OASIS+ website provides more info on how OASIS+ differs from other contract programs. |
OASIS+ | Can offerors submit proposals on more than one OASIS+ IDIQ master contract? For example: Total SB plus HUBZone. | Yes, qualified offerors can submit proposals on more than one OASIS+ IDIQ master contract. We will re-open the OASIS+ solicitations later in FY 2025 (around June). The OASIS+ Submission Portal or Symphony will again be used by offerors to securely prepare and submit proposals to us. Our Sellers’ guide provides more info and will be updated regularly following the initial phase one contract awards. Our OASIS+ Interact community is another great source for the latest OASIS+ info. |
OASIS+ | Are there contract ceilings or caps on awards? | There is no contract ceiling or cap on OASIS+ task order awards. Our buyers’ guide provides more info on minimum and maximum task ordering limitations. |
OASIS+ | What is the future OASIS+ HC/Training Services Domain? | We plan to expand the scope of the OASIS+ IDIQ contracts in fiscal year 2025. Our initial efforts include developing the OASIS+ phase two draft solicitations and sharing them with customer agencies and industry partners for comment. We anticipate releasing them in late FY 2025, around August. Keep abreast of program updates by regularly checking our OASIS+ website and OASIS+ Interact community. |
OASIS+ | How long can OASIS+ task orders be extended for? | OASIS+ has a five-year base period of performance with one option period of five years that may extend the cumulative term of the contract to 10 years according to FAR 52.217-9, Option to Extend the Term of the Contract, if exercised by the OASIS+ contracting officer. The master contract also includes FAR 52.217-8, Option to Extend Services, which may extend this period up to an additional six months, if exercised by the OASIS+ contracting officer. Each OASIS+ master contract family has a unique ordering period of performance end date. The period of performance for each OASIS+ task order awarded under the master contract must be specified in the task order by the ordering agency. Task orders must be solicited and awarded prior to the master contract’s term expiring and may extend up to five years and six months (which includes the extension at FAR 52.217-8 clause, if applicable) after the term’s expiration. Task order option periods may be exercised after the contract term expires as long as the final task order option period does not extend the cumulative term of the task order beyond five years and six months after the OASIS+ contract ordering term ends. |
OASIS+ | What is the Contract Access Fee rate? | The CAF rate is a flat 0.15%, applied to the total amount billed on each invoice, including ancillary support, travel, and profit, for all task orders. Due to the low CAF rate, there are no Memorandums of Understanding with federal agencies that discount the established CAF rate, and there is no CAF ceiling. |
OASIS+ | If I have questions, where can I get help? |
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Real CORs of federal government | Can the program manager and the contracting officer’s representative be one and the same? | Yes, that is allowable and up to the organization’s policies and procedures. My preference would be for them to be different, but they do have to work together. |
Real CORs of federal government | Shouldn’t the contracting officer’s representative be in meetings unless the program manager has a letter of delegation? | The contracting officer will put in writing the only individuals with delegated authority on the contract. That individual is the trained and certified COR and knowledgeable on the contracts requirements, deliverables, and standards. The COR should attend all meetings that involve the contractor and contract. The reality is the COR cannot always attend every meeting, but they must be aware of the meeting, topics, agenda, and minutes, and decide if the meeting can be held without them. The purpose is to protect the contract, ensure the contractor is providing what is required of the contract, the contractor isn’t asked to perform tasks not in the contract that could result in a ratification, and to monitor deliverables, expenses, timelines, no over obligations, awareness of any delays, government interferences, and much more. If the meeting cannot be rescheduled to allow COR attendance, the COR must to notify the CO and contracting specialist. |
Real CORs of federal government | What is the main difference between a contracting officer’s representative and a government technical monitor? | The contracting officer may appoint a government technical monitor to assist the contracting officer’s representative in monitoring a contractor’s performance per 48 CFR 642.271. Typically, it’s because GTM’s location is closer to the contractor’s physical work location than the COR or the GTM has special skills or knowledge necessary for monitoring the contractor’s performance. My personal example of this was we had a contract for aircraft parts and maintenance; some of the parts had to be manufactured in a different state, it was more economically feasible for the government to appoint an onsite GTM to provide surveillance of the manufacturing and report findings, observations, and acceptance to the COR, and then the parts were shipped to contractor’s other site where the COR monitored the larger percentage of the contract which was maintenance. The COR performed all the contract administration. |
Real CORs of federal government | What recommendations would you provide to someone starting out in this field? | Ensure you know your role and responsibilities. Pursue as much training as possible. Read your contract(s). When presented with a situation or questions, always find the answer in the contract, and if you cannot find it, give it to the CO or CS. Use your resources: toolkits, templates, market research, calendar reminders and other CORs. Document and organize files. |
Real CORs of federal government | Could someone address that COR duties arise when the contract/order and letter of delegation is signed? People think COR is pre-award too, and then we neglect our legal responsibility for contract monitoring. | The COR is typically the individual that has the most knowledge on the requirements needed, so the COR needs to be involved from the moment those needs are discovered. The COR has to live with the contract as written, so it makes sense for the COR to be involved from start to finish. However, the actual authority over the contract does not start until the CO delegation letter of the COR. Some agencies require that a COR be named and nominated with each requirements package and works the requirements package (market research, statement of work, independent government cost estimate), pre-award, award, administration, and closeout — cradle to grave. Other agencies have separate teams that do the solicitation, pre-award and more, and the COR only does surveillance of performance. Ultimately, the answer is to adhere to your agency’s policies and procedures. |
Real CORs of federal government | Can you please share tips on documentation? How do you keep it, how do you save it? | Contract files can be audited whether COR or CO-level, for many reasons, including a legal situation such as a protest, ratification, or claims, so thorough documentation is important. Most agencies have a list of what must be in the files. Ask your agency and your CO. In some cases, the file requirements are attached to the COR designation letter. If your agency does not have one, a great place to start is the deliverable listing in the contract. That list requires the contractor to submit or perform a task at specific intervals, dates, and more, and as the COR, you’ll want to document whether the contractor complied or not. Document all discrepancies, financial situations, a copy of the contract, the COR appointment letters, and COR training certificate, to name a few. To save, make sure you build a file system and consistent file name convention. Government is taking leaps into paperless systems and saving files electronically almost exclusively. You may consider saving some hard copies of contracts and modifications in case of system outages. |
Real CORs of federal government | What are some resources for searches for their market research? | Market Research As a Service, the Pricing Intelligence Suite, the Solutions Finder and Procurement Co-Pilot on Acquisition Gateway, the Procurement Equity tool, and searching on your favorite search engine. |
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