Critical tips for MAS buyers

Issue a RFQ, not an RFP

You can communicate the government’s requirement and request quotes from Multiple Award Schedule contractors using a request for quotations. Do not use requests for proposals. Use RFQs for establishing orders, or blanket purchase agreements, under FAR Subpart 8.4.

When you issue an RFQ, the request should include the statement of work, and it must ask MAS contractors to submit a price quote to provide the services as outlined in the SOW.

The price must be based on the prices in the MAS contracts. You can get MAS prices on GSA Advantage, buy.gsa.gov, or eLibrary. Refer to FAR 8.405-2 to know when a SOW and RFQ are required.

You do not have to post RFQs for 30 days. The minimum time for an RFQ in eBuy is 48 hours.

Time and materials orders

Before you use a time-and-materials and labor-hour contract (non-fixed price), you must establish that the firm fixed price contract type is not suitable to acquire the services.

Document your findings in a written determination and findings, also called D&F. Learn more about T&M D&F requirements at FAR 8.404(h)(3).

If you use a T&M/LH contract, use the alternate clause at FAR 52.212-4, Alternate I so you address payment, inspection, acceptance, and access to records.

Overall price reasonableness determination

FAR 8.405-2(d) requires the ordering agency to conduct an overall price reasonableness determination considering the level of effort and the mix of labor proposed to perform a specific task being ordered.

This is different from a fair-and-reasonable price determination. Our agency has determined the labor rate to be fair and reasonable at the contract level, but the ordering activity must consider if the right labor categories are being proposed at the right number of hours.

Remember to require in the RFQ that the quoted prices are equal to or lower than the MAS contract prices. You can get MAS prices on GSA Advantage, buy.gsa.gov, or eLibrary.

Do not forget to seek additional price reductions.

Additional steps to take when buying services

You must develop an SOW for each order with:
- A description of work to be performed
- Location of work
- Period of performance
- Deliverable MAS
- Applicable performance standards.
- Any special requirements, for example, security clearances, travel, special knowledge
To the maximum extent practicable, your requirements must be performance-based statements.
You must provide an RFQ, including an SOW and evaluation criteria, to MAS contractors that offer services that can meet your needs.
You must specify the order type (firm-fixed-price, labor hour, or time and material) for the services identified in the SOW.
Ensure all quotes are fairly considered and you award the contract in accordance with the evaluation criteria in the RFQ.
Consider the mix of labor and level of effort to make an overall price reasonableness determination.
If you are placing order through a MAS BPA, you must specify a price for the performance of the tasks you identified in the SOW.

Do not mix FAR Part 15

Unlike FAR Part 15, MAS orders do not require:

A formal source selection evaluation board
A source selection authority
A FAR 15.404 cost analysis, because you get commercial pricing at the MAS level
Extensive documentation, because this process is less formal
A debrief, but you may provide a brief explanation. See FAR 8.405-2(d) for details
A competitive range determination

You can set aside MAS orders for small business, but it’s not required

Our MAS program lets you easily identify small business concerns and make decisions about set-asides.

Rule of two

The “rule of two” does not apply, and you must seek competition from at least three contractors. If there are only two small business contractors, do not set aside the order.

For orders over the micro-purchase threshold, you should give preference to small business if you have at least two quotes at the same delivered price, but it is not required, according to FAR 8.405-5(d).

Get more information about buying from small business MAS contractors.