Buying Products Involving Ancillary Services A Case Study: The Project That “Jack” Built

1. Buying Products Involving Ancillary Services A Case Study: The Project That “Jack” Built Presenter: Sandra Clerk-Brown, Business Development Specialist General Services Administration May 4, 2010 May 6, 2010

2. Value to Customer • Present an approach for evaluating the applicability of using MAS for total solutions; • Facilitate a better understanding on “in scope” and “out of scope” requirements within a total solution; • Make distinction between stand alone and ancillary services 2

3. Topics Covered • Assumptions • Customer Needs/Requirements • Identification of Schedules/Scope • Technical Challenges • Procurement Challenges • Risks, Benefits & Costs • Possible Solutions • Recommendation 3

4. Assumptions • Product-driven requirement with ancillary services; • Certain services may not be within the scope of a single schedule; • More than one potential solution; preference to follow FAR 8.4 to issue RFQ and Task Order • Performance Based Statement of Work (SOW) • Variety of ordering options: • FAR 51 Deviation • Contractor Teaming Arrangements • Ancillary R&A • Ancillary Services SINs • And…. • You want to meet our customer, Jack 4

5. Customer Needs/Requirements Customer Jack needs a total solution. He is tasked with relocating his agency’s old day care center to a new location. Here’s what we know about the initial requirements: • Outside: pre-engineered building, playground equipment, outdoor furniture, and landscaping; • Inside: furniture, alarm system, crafts, kitchen, access control; • Services: Need some design work; moving services, site preparation, installation; • A total of $3 million is allocated for the project. 5

6. Other Considerations • Socioeconomic • Include weighted factors in the technical analysis to allow preferences for targeted groups • Smart Building using green materials and green energy generation 6

7. Definitions • Ancillary Services • Used to support the requirement • Services such as installation are secondary to product requirement • Must be purchased in conjunction with the product • Stand Alone Services • Services that can be implemented independent of other aspects of the total requirement • Can be purchased without the product 7

8. Schedules Mix – Jack’s Requirement • Schedule 56 - Buildings and Building Materials/Industrial Services and Supplies • Schedule 71 - Furniture • Schedule 73 - Food Service, Hospitality, Cleaning Equipment and Supplies, Chemicals and Services • Schedule 84 - Total Solutions For Law Enforcement, Security, Facilities Management, Fire, Rescue, Clothing, Marine Craft and Emergency/Disaster Response • Schedule 78 - Sports, Promotional, Outdoor, Recreation, Trophies and Signs (Sports) • Schedule 03FAC – Facilities Management and Maintenance or Schedule 51V – Hardware Superstore 8

9. Customer Jack’s Project in Context • Customer Jack represents any customer with a product-driven requirement needing ancillary services; • Scope analysis of Jack’s project (In Color): • Green outline/color = within scope of MAS • Yellow outline/color = depends, explore further • Red outline/color = out of scope, find another option • Blue represents potential stand alone services 9

10. Schedule 56: Buildings and Building Materials/Industrial Services and Supplies 10

11. Categories (SINS) for Schedule 56 11

12. Schedule 56 Project That Customer Jack Built 12

13. Schedule 71: Furniture 13

14. Categories (SINS) for Schedule 71 14

15. Schedule 56 Schedule 71 Project That Customer Jack Built 15

16. Schedule 73: Food Service, Hospitality, Cleaning Equipment and Supplies, Chemicals and Services 16

17. Categories (SINS) for Schedule 73 17

18. Schedule 56 Schedule 71 Schedule 73 Project That Customer Jack Built 18

19. Schedule 84: Total Solutions For Law Enforcement, Security, Facilities Management, Fire, Rescue, Clothing, Marine Craft and Emergency/Disaster Response 19

20. Categories (SINS) for Schedule 84 20

21. Schedule 56 Schedule 71 Schedule 73 Schedule 84 Access Control Project That Customer Jack Built 21

22. Schedule 78: Sports, Promotional, Outdoor, Recreation, Trophies and Signs (Sports) 22

23. Categories (SINS) for Schedule 78 23

24. Schedule 56 Schedule 71 Schedule 73 Schedule 84 Schedule 78 Access Control Project That Customer Jack Built 24

25. Schedule 03FAC: Facilities Maintenance and Management 25

26. Categories (SINS) for Schedules 03FAC/51V 26

27. Schedule 56 Schedule 71 Schedule 73 Schedule 84 Schedule 78 Access Control Schedule 03FAC Project That Jack Customer Built 27

28. Procurement Considerations 28

29. Procurement Considerations 29

30. Risks Relying on CTA Acceptance of FAR 51 Deviation is not mandatory Having services provided outside of scope Need for additional project management team Lead times (furniture manufacturing) Benefits Price reasonableness is pre-determined Fair opportunity for achieving socioeconomic goals Streamline process saves contract lead time FAR 51Deviation CTA allows for total solutions Responsibility determination completed by GSA Subcontracting Plans in place on Large Business Contractors Risks & Benefits 30

31. Alternative Solutions • Formal procurement • Customer creates own contract/Non GSA • Contractor Teaming Arrangement • Segment requirements into functional areas • Use of all schedules i.e. 03FAC, 56, 71, 73, 78, & 84 • Work with Integrator (GC as Prime) using FAR 51 • Ancillary Supplies and/or Services Categories (SIN) 31

32. Recommendation • Use CTA to implement requirements associated with pre-engineered building (Schedule 56), inside furniture (Schedule 71), renovating kitchen (Schedule 73), securing the building (Schedule 84), & providing play areas & crafts (Schedule 78) • Include Schedule 03FAC as part of CTA or use Schedule 51V to purchase equipment for lawn maintenance 32

33. Schedule 78 Jaime F. Kern Business Development Specialist jaime.kern@gsa.gov Points of Contact Schedule 56 Ruth Powell Contracting Officer ruth.powell@gsa.gov Schedule 84 Cary Grigsby Contracting Officer cary.grigsby@gsa.gov Schedule 71 Andrea Azarcon Contracting Officer andrea.azarcon@gsa.gov Schedules 03FAC/51V Mary Snodderly Supply Management Rep mary.snodderly@gsa.gov Schedules 73 Donna Peck, Branch Chief donna.peck@gsa.gov 33

34. Conclusion • Project can be approached from different ways • MAS product-driven schedules offer ancillary services for total solutions • MAS offers our customers a variety of ways to meet requirements • Contractors can and will work together to meet our customers needs. The Project That Customer Jack Built 34

35. Questions? 35