Breakout Session 204 Dore Fessler, Assistant Director VA Federal Supply Schedule Service

2. VA Service Contact Initiatives Breakout Session 204 Dore Fessler, Assistant Director VA Federal Supply Schedule Service Date April 26, 2005 Time 11:00 am – 12:00 pm NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

3. DEPARTMENT OF VETERANS AFFAIRSFEDERAL SUPPLYSCHEDULE PROGRAM NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

4. A program consisting of Multiple Award, Indefinite Delivery, Indefinite Quantity contracts awarded to responsible firms supplying comparable products and services at fair and reasonable prices. What is FSS? NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

5. Government-Wide Multiple Award contracts awarded to commercial firms Provides off-the-shelf commercial services at established terms and prices What is FSS? NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

6. Federal Supply Schedule Program GSA (All other commodity groups) NAC (Medical related supplies & services) GSA delegated to Veterans Affairs National Acquisition Center the responsibility for the Federal Supply Schedule program for medical care related supplies, equipment, pharmaceuticals and services. NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

7. Just about everything the Government uses from paper clips to fire engines The VA FSS contracts contain most products necessary to support a Healthcare Delivery System What is on FSS? NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

8. 65 I B - Drugs and Pharmaceuticals 65 II A - Medical Equipment and Supplies 65 II C - Dental Equipment and Supplies 65 II F - Patient Mobility Devices 65 V A - X-Ray Film, Equipment and Supplies 65 VII - Diagnostic, Reagents, Test Kits and Sets 66 III - Cost-Per-Test for Clinical Analyzer, Laboratory 621 I - Professional and Allied Healthcare Staffing Services 621 II - Medical Laboratory Testing and Analysis Services (New!) 621 V – Teleradiology Services (Coming Soon!!) VA Manages the Following Schedules NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

9. Contract Type Indefinite Delivery, Indefinite Quantity (IDIQ) Fixed Price with Economic Price Adjustment Open & Continuous Solicitations Offers can be submitted at any time Commercial Services Multi-Year Contracts Option Periods Major Characteristics NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

10. Provides a wide selection of services State-of-the-Art Use of government purchase card Major Characteristics NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

11. Allows modifications to the contract including: addition & deletion of services temporary and permanent price reductions economic price adjustments (EPA) Major Characteristics NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

12. Awarded at Fixed Price Hourly Rates Major CharacteristicsFSS Services NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

13. Hourly rates prices include labor only multiple locations malpractice insurance Hourly rates do not include: Transportation Per Diem Costs Major CharacteristicsFSS Services NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

14. The FSS Program closely mirrors commercial buying practices Competitive Pricing Direct Vendor Relationship Convenience Easy Payment Options Commercial Terms and Conditions FSS Program Advantages NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

15. Reduction of the Acquisition Cost/Process Orders under FSS are not synopsized Prescreened / Prequalified Firms Prices have already been Determined Fair and Reasonable Schedule Orders Count Toward Small Business Goals EPA at Fair Market Value Additional Advantages NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

16. Adhere to the terms and conditions of the basic FSS contract Follow the appropriate ordering procedures Follow additional agency procedures Customer Responsibility NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

17. Market to Federal Community Maintain the integrity of the awarded ceiling prices Adhere to the basic contract terms and conditions Timely, quality performance Timely contract reports Contractor Responsibility NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

18. How Do You Get Started? NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

19. Phone: (708) 786-7722 E-Mail: helpdesk.fss621i@med.va.gov 621 I HELP DESK NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

20. Schedules E-Library www.gsaelibrary.gsa.gov Federal Business Opportunities Website www.FedBizOpps.gov Electronic Commerce Tools NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

21. New Vendor Process NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

22. Phase 1 Review Phase 2 Evaluation Phase 3 Negotiation Phase 4 Contract Award FSS Process(From offer submission to contract award) NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

23. Schedules E-Library www.gsaelibrary.gsa.gov GSA Advantage! / e-Buy www.gsaadvantage.gov Electronic Commerce Tools NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

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26. Ordering ProceduresSupplies / Fixed - Price Services Orders $2,500 or less • Place order with any Federal Supply Schedule Contractor. NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

27. Ordering ProceduresSupplies / Fixed - Price Services Orders Between the $2,500 and the Maximum Order: • Review GSA Advantage! • Review the Catalogs or Pricelists of at Least 3 Schedule Contractors. • Select FSS Contractor that Provides the “Best Value”. NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

28. Ordering ProceduresSupplies / Fixed - Price Services • Review Additional FSS Pricelists or use GSA Advantage! On-line Shopping Service. • Seek Price Reductions from the FSS Contractor(s) that Represents the Best Value. • Place Order with the Schedule Contractor Offering the “Best Value”. NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

29. Ordering ProceduresSupplies / Fixed - Price Services “BEST VALUE”Determining Factors Maintenance Availability Environmental and Energy Efficiency Considerations Past Performance Relevant Experience • Delivery • Options • Special Features • Trade-in Considerations • Quality of Product • Warranty NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

30. VA has determined that hourly rates for services are fair and reasonable VA has reviewed the labor rate/categories proposed The ordering office is responsible for the level of effort and mix of labor required for the task. Best value determination Ordering ProceduresHourly Rate Services NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

31. Orders Should be Requested as firm fixed price performance based statement of work Orders $2,500 or Below Place order with any Federal Supply Schedule Contractor Ordering ProceduresHourly Rate Services NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

32. Orders Over $2,500 Request for Quote (RFQ) Including SOW Selection Criteria Transmit RFQ Evaluate/select “Best Value” Ordering ProceduresHourly Rate Services NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

33. Performance Based SOW Outlining Work to be Performed Location of Work Period of Performance Delivery Schedule Applicable Standards Special Requirements Performance Measures Ordering ProceduresHourly Rate Services NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

34. If value of order is between $2,500 and maximum order threshold – provide the RFQ to At least three (3) vendors Ordering ProceduresHourly Rate Services NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

35. If value of order is over the Maximum Order Threshold– provide the RFQ to An appropriate number of additional contractors and seek price reductions Ordering ProceduresHourly Rate Services NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

36. Select the Schedule Contractor Offering the “Best Value” Evaluation / Selection NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

37. Can be included in orders Only if they don’t conflict with terms and conditions of underlying schedule contract Agency Specific Requirements NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

38. Non-Personal Services Personal Services Short Term Solution Long Term Solution Professional and Allied Healthcare Staffing Solutions NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

39. Can be Established Against Any Existing FSS Contract Guidance on BPAs and CTAs can be found on the GSA Website: www.gsa.gov/schedules Blanket Purchase Agreements Contractor Teaming Arrangements NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

40. After following the FSS Ordering Procedures Can be Multiple Award or Single Award Period of Performance is Identified Authorized Users Must be Identified Blanket Purchase Agreements NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

41. Duration of BPA Reviewed Annually Blanket Purchase Agreements NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

42. Can be added to an FSS order Only If- All applicable rules have been followed CICA, Synopsis, Acquisition Planning, Market Research Price has been determined Fair and Reasonable Items clearly labeled as non-FSS All provisions are identified Open Market / Incidental Items NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

43. Can be added to an FSS order if Clearly Stated in the Requirement Evaluated as a Part of the Greatest Value Determination Can be exercised, provided that Funds are available Continuing Government Need Do not extend past FSS contract period (including options) OPTION PERIODSON TASK ORDERS NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

44. Ordering agencies are responsible for administering their own schedule orders Administering Orders NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

45. The FSS Center for Acquisition Excellence Virtual Campus www.fsstraining.gsa.gov Electronic Educational Tool NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

46. Schedules E-Library www.gsaelibrary.gsa.gov GSA Advantage! / e-Buy www.gsaadvantage.gov NAC Contract Catalog Search Tool http://www1.va.gov/oamm/nac/secr.htm Electronic Commerce Tools NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

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48. RON COMTOIS Management Analyst (708) 786-5145 ronald.comtois@med.va.gov Electronic Commerce Tools VA FSS NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

49. http://www1.va.gov/oamm/nac/fsss/index.htm Carole O'Brien, Director (708) 786-4957 Paul Skalman, Assistant Director of Medical Equipment & Supplies (708) 786-5247 Cheryl Ward-Roberts, Assistant Director of Pharmaceuticals, Dental & Other Medical Products (708) 786-5259 Dore Fessler, FSS Assistant Director of Medical Professional Services (708) 786-5223 VA FEDERAL SUPPLY SCHEDULE SERVICE NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”

50. Presenter • Dore Fessler • Assistant Director • Medical Professional Services • VA Federal Supply Schedule Service • (708) 786-5223 • Dore.Fessler@med.va.gov NCMA World Congress 2005 “Prime Time: Contract Management at the Core of the Enterprise”