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					                                    U.S. General Services Administration




     Federal Supply Schedule (FSS) Service

         Department of Veterans Affairs
        Office of Acquisition, Logistics, &
                   Construction
        National Acquisition Center (NAC)
Mr. Paul Skalman
Assistant Director (Program Management & Resource Support)
GSA Expo May 2010
                           U.S. General Services Administration




                AGENDA
 What is the VA FSS Program
    Mission & Vision
 VA FSS Schedule Programs
 Current Transformation
    Old Structure vs. New
 Future Initiatives
 Questions

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                                        U.S. General Services Administration




VA FEDERAL SUPPLY SCHEDULE PROGRAM
AUTHORITY – Over 40 years ago, the
General Services Administration
(GSA) delegated authority to the
Department of Veterans Affairs, via
the National Acquisition Center
(NAC), to manage the Federal Supply
Schedule for medical equipment &
supplies, pharmaceuticals, and allied
and professional healthcare services
(Per Federal Acquisition Regulations
(FAR) 8.402 (a)).

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                                        U.S. General Services Administration




     WHAT IS THE VA FSS PROGRAM?
 Listing of contracts to multiple companies supplying
  comparable commercial supplies and services.
 Establishes long-term contracts between the Government and
  responsible commercial companies in order to provide eligible
  FSS users supplies/services at fixed prices, terms, and
  conditions.
 VA FSS contracts provide eligible buyers with a simplified
  process for obtaining more than 1 million commercial
  supplies/services.

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                                        U.S. General Services Administration




        VA FSS VISION & MISSION STATEMENTS
VA FSS VISION STATEMENT           VA FSS MISSION STATEMENT
                                  To provide world class healthcare
 To be the foremost source for     products and services through
quality healthcare products and    performance excellence that is
            services                demonstrated by contractual
                                      competence, timeliness,
                                   innovations, and results-driven
                                       solutions while assuring
                                     accountability to our federal
                                      customers and taxpayers

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                                  U.S. General Services Administration




     IMPORTANT DEFINITIONS
MULTIPLE   MAS contracts are the primary vehicle for Federal
 AWARD     agencies to acquire commercial items. MAS
           contracts use commercial terms and conditions
SCHEDULE
           and the leverage of the Government’s volume
  (MAS)    buying power to achieve the best possible prices
           and terms for both customers and taxpayers.
           A schedule is a listing of companies that supply
SCHEDULE   comparable commercial services and supplies
           through contracts awarded by GSA and VA.

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                                             U.S. General Services Administration




OVERVIEW OF THE VA FSS SCHEUDLES
65 IB - Drugs and Pharmaceutical-related Products
65 IIA - Medical Equipment and Supplies
65 IIC - Dental Equipment and Supplies
65 IIF - Patient Mobility Devices
65 VA - X-Ray Film, Equipment, and Supplies
65 VII - Diagnostic, Reagents, Test Kits and Sets
66 III - Cost-Per-Test for Clinical Laboratory Analyzers
621 I - Professional and Allied Healthcare Staffing Services
621 II – Medical Laboratory Testing and Analysis Services

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   65 IB – DRUGS & PHARMACEUTICAL
           RELATED PRODUCTS
 Veterans Health Care Act of 1992
    Federal Ceiling Price (FCP)
    Covered drugs
 Generic drugs, medicated
  disinfectants, IV delivery systems,
  dietary supplements, etc.
 $7 billion total sales FY 2009

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                                        U.S. General Services Administration




    65 IIA – MEDICAL EQUIPMENT &
               SUPPLIES
 96 special item numbers (SIN)
    Everything from simple gauze
     bandages to high-tech
     physiological monitors
 Equipment installation and training
 Leasing/rental options
 $1.2 billion total sales FY 2009
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    621 I – PROFESSIONAL & ALLIED
   HEALTHCARE STAFFING SERVICES
 In 2001 the VA issued the solicitation for Professional
  Medical Healthcare Services
 August of 2002 VA expands schedule to include Allied
  Healthcare Professionals (i.e. physicians and nurses).
     For performance at Federal Government Healthcare
      Treatment Facilities.
     For long-term and short-term assignment periods.
 $555 million total sales FY 2009
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                                   U.S. General Services Administration




            VA FSS SCHEDULES
 65 IIC – DENTAL EQUIPMENT & SUPPLIES
    Operating items, hand instruments, teeth, etc.
    $109 million total sales FY 2009
 65 IIF – PATIENT MOBILITY DEVICES
    Canes, walkers, crutches, wheelchairs (configured
     purchases) ramps
    $75 million total sales FY 2009
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              VA FSS SCHEDULES
 65 VA - X-RAY FILM, EQUIPMENT & SUPPLIES
    X-ray film, digital imaging equip and access
    $6.7 million total sales FY 2009
 65 VII - DIAGNOSTIC, REAGENTS, TEST KITS & SETS
    Blood glucose meters and strips, microbiology items, etc.
    Products work in tandem with GSA FSS 66 scientific
     equipment for labs
    $183 million total sales FY 2009

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            VA FSS SCHEDULES
 66 III - COST-PER-TEST FOR CLINICAL
  LABORATORY ANALYZERS
    Similar to cost per copy
    All equipment, consumables, maintenance, and
     training paid for on a per test basis
    More tests run, lower per test price
    $245 million total sales FY 2009

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                              U.S. General Services Administration




          VA FSS SCHEDULES
 621 II – MEDICAL LABORATORY TESTING &
  ANALYSIS SERVICES
    Patient test samples/results outsourced
    Primarily esoteric tests
    $43 million total sales FY 2009


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CONTRACTOR TEAMING ARRANGEMENTS (CTA)
 What is a GSA Schedule CTA?
    Example: GSA FSS Schedule 71 III vs. VA FSS
     Schedule 65 IIA
      • Special Item Number (SIN) 71-315: Hospital
        Patient Room Furniture
      • SIN A-69: Acute Care Beds



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CONTRACTOR TEAMING ARRANGEMENTS (CTA)
 What are the benefits of a GSA Schedule CTA?
    Single Solution
    Increases competition and market share
    Increases opportunities for small businesses
 When should a GSA Schedule CTA be established?
    In advance of any known requirement
    After requirements are defined and the RFQ is issued
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                                 U.S. General Services Administration




CONTRACTOR TEAMING ARRANGEMENTS (CTA)
  Where can I find information on other GSA Schedule
   contractors who may want to team?
     GSA E-Library
      http://www.gsaelibrary.gsa.gov/ElibMain/home.do
     GSA Contractor Teaming Arrangements Website
     http://www.gsa.gov/Portal/gsa/ep/contentView.do?
      contentType=GSA_OVERVIEW&contentId=8124

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                                          U.S. General Services Administration




                    VA FSS ANNUAL SALES
               10
                                                                  $9.4
                                   $8.9           $9.0
               9
                            $7.9
                     $7.9
               8
ANNUAL SALES
 (BILLIONS)
               7


               6


               5
                     2005   2006   2007            2008           2009

                                   YEAR


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   TRAITS OF THE VA FSS PROGRAM
 Open and Continuous                              Indefinite Delivery, Indefinite
  Solicitation Cycle                                Quantity (IDIQ)
 Multi-year: 5 year base with                     National & World-Wide
  option to extend* up to an                        Coverage
  additional 5 years**
  *Option to extend for 1, 2, or 5 years           Industrial Funding Fee reported
  **Currently, there is NO extension option for     quarterly
  PHARMACEUTICAL contracts

 Fixed-Price Contract with                        Lower prices may be
  Economic Price Adjustment                         negotiated by individual
                                                    users/ordering facilities

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 FSS PROGRAM CHARACTERISTICS
 Product Availability- Similar and Identical products are
  available from multiple sources (more than one contractor)
  providing a variety of products and services.
 Competition – FAR Part 8 requires review of 3 or more
 Other Terms and Conditions are incorporated into individual
  contracts, such as:
    Delivery terms
    Return goods policy
    Warranty and liability statements

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                                             U.S. General Services Administration




 FSS PROGRAM CHARACTERISTICS
 Worldwide Deliveries
    Domestic (48 Contiguous States, DC, Hawaii, Alaska and Puerto Rico)
    Overseas (Overseas destination other than AK, HI & PR)
 FOB Destination Pricing
 Use of Government Purchase Card (Smart Pay Program)
    Micro-purchase threshold
 Economic Price Adjustments (EPA)
 Order Limitations – Minimum and Maximum order requirements
 Disaster Recovery Program –
    Public Law 109-364, John Warner National Defense Authorization Act
    Use of FSS contracts by Certain Entities – Recovery Purchasing

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                                         U.S. General Services Administration




AUTHORIZED USERS OF THE FSS PROGRAM
  Authorized Users – All Federal Agencies and activities in the
   Executive, Legislative, and Judicial Branches
     VA, DOD (& Coast Guard), Bureau of Prisons, Indian
      Health Services, etc.
     Includes State Veteran Homes with Sharing Agreements
     FAR Part 51 Authorized Representatives
     State and Local Entities under Disaster Recovery
     GSA Website for Agency Eligibility


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                           U.S. General Services Administration




VA FSS TRANSFORMATION
 “Henry Ford is reported to have offered
 $25,000 to anyone who would show him
how to save a single nut and bolt on each
       automobile that he made.”




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                                        U.S. General Services Administration




         VA FSS TRANSFORMATION
 The VA FSS is currently undergoing a substantial
  transformation.
 Over the past 18 months, we have been diligently working to
  evaluate our current systems and methods, as well as to
  examine how other similar groups handle/complete their
  workload.
 As a result, we determined that a change was needed within
  our service in order to promote efficiency and effectiveness in
  our day to day actions, as well as our overall program.
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                                                                 U.S. General Services Administration




                            GROWTH OF VA FSS
                     2000
                                                                           1683        1690
                     1800                                       1622
                                           1528
                     1600           1445
                     1400   1298

# of FSS Contracts   1200
                     1000
                      800
                      600
                      400
                      200
                        0
                             2004   2005   2006                 2007       2008        2009

                                                  Fiscal Year




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                                   U.S. General Services Administration




         OLD VA FSS STRUCTURE
            **PROGRAM ORIENTATED**
                 Director of the FSS
                  (Carole O’Brien)


             Director’s
            Support Staff


Med/Surg Team     Pharm/Dental Team          Services Team
(Paul Skalman)   (Cheryl Ward-Roberts)       (Dore Fessler)
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                   U.S. General Services Administration




NEW VA FSS STRUCTURE
    **TASK ORIENTED**




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                                     U.S. General Services Administration




INTAKE, ANALYSIS, & PROGRAM SUPPORT
              BRANCH
MISSION: To provide centralized management that
streamlines processing and distribution of assignments that
optimally support and enhance the FSS Service Vision &
Mission Statements



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                                                 U.S. General Services Administration




INTAKE BRANCH RESPONSIBILITIES
CENTRALIZED       Centralized intake of new proposals, contract extensions,
  INTAKE          contract modifications, and subcontracting plans.


INITIAL REVIEW/   • Ensure offers/mods are current, accurate, and complete:
                      • Contract Data Forms
CLARIFICATION
                      •CSP
                      •Compliance Checks
                      •Past Performance
                  •Develop estimated values
                  •Submit eligible offers/modifications to the OIG for review
                  •Manage all small business subcontracting plans

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                                 U.S. General Services Administration




       CONTRACTING BRANCH

MISSION: To provide expert and timely evaluation,
negotiation, documentation, and administration of
contract actions that support and enhance the FSS
Service Vision.




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                                        U.S. General Services Administration




 NEGOTIATION & AWARD SECTION
       RESPONSIBILITIES
  PRICE       Comparison of prices paid by others for the same or
 ANALYSIS     similar things, under similar conditions; targeting those
              customers that receive the offeror’s best pricing.

              Establish the Government’s initial negotiation position
NEGOTIATION   and should be based on analysis of the offeror’s
OBJECTIVES    proposal, CSP information, audit reports (if
              applicable), fact-finding results, price histories, and
              other relevant information.
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                                U.S. General Services Administration




NEGOTIATION & AWARD SECTION
      RESPONSIBILITIES
  FINAL     Document requested by the Government and
PROPOSAL    provided by the offeror containing the final
 REVISION   terms and conditions used to award the FSS
   (FPR)    contract.
            Award documents include: SF-1449; Award
 AWARD      Letter; Summary of Award; Awarded Pricing;
            and FPR. Database entry (FedBizOpps, NAC
            CM, and ECMS)
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                                           U.S. General Services Administration




        ADMINISTRATIVE SECTION
           RESPONSIBILITIES
                Review and execute modification requests for
MODIFICATIONS   product additions; deletions; price changes;
                technical changes; subcontracting plans; contract
                cancellations; and legal changes. This also
                includes reviewing price lists affected by
                modification actions.
  CONTRACT      Review and execute modifications to extend the
 EXTENSIONS     initial period of performance for up to an additional
                5 years.
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                                      U.S. General Services Administration




      ADMINISTRATIVE SECTION
         RESPONSIBILITIES
 CONTRACT       Complete contract closeout procedures,
 CLOSEOUT       including issuing closeout letter; completing past
                performance memorandum; and preparing
                contract file for archiving.

 POST-AWARD
                Submit applicable contract/modification actions
AUDIT ACTIONS
                to OIG for post-award review; analyze results of
                audit and execute as necessary.

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                                 U.S. General Services Administration




PROGRAM MANAGEMENT & RESOURCE
       SUPPORT BRANCH
MISSION: To provide high quality FSS program
management through awareness, information, and
education of stakeholders and policy support functions
that enhance the FSS Service Vision.


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                                U.S. General Services Administration




PROGRAM MANAGEMENT & RESOURCE
    SUPPORT RESPONSIBILITIES
 TRAINING   Training for staff, schedule users, vendors,
            and current contractors via face-to-face and
            web conferences.

            Update/refresh all solicitations; Address and
 CONTRACT   incorporate policy updates; FOIA and
  RELATED
            Congressional responses; Sales report
            processing.

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                                        U.S. General Services Administration




PROGRAM MANAGEMENT & RESOURCE
    SUPPORT RESPONSIBILITIES
WEB PORTAL     Develop and maintain new web portal designed to
               provide targeted content to specific audiences
               (potential/current contractors & schedule users).
               Content includes: training, forms, FAQs, web links,
               legal corner, blog, etc.
               INTERNAL: Implement Service-wide use of Yammer
SOCIAL MEDIA   and other social networking tools
               EXTERNAL: Develop and maintain a presence on
               Facebook, Twitter, LinkedIn, GovLoop.
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 INTAKE BRANCH FUTURE INIATIVES
ACCELERATED   • Review and award proposals        • Low estimated value
  PROGRAM     that meet specified eligibility     • Terms equal to or better than MFC
              criteria within 45 business days    • Manageable offer
                                                  • Minimum commercial sales
              • Contractors must submit their     • Established business
              proposal as a Quick Program         • Complete the GSA Pathways to
              Offer                                 Success course


CENTRALIZED   Centralized Help Desk to field questions, provide status updates,
 HELP DESK    collect sales reports, etc.


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                                     U.S. General Services Administration




   CONTRACTING BRANCH FUTURE
           INIATIVES
 Standardize all forms in order to increase efficiency
  and effectiveness
 Create an electronic tool to serve as a centralized
  reference point for administrative actions
 Develop and maintain a mechanism for organizing
  files

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                                             U.S. General Services Administration




PROGRAM MANAGEMENT & RESOURCE
 SUPPORT BRANCH FUTURE INIATIVES
 Schedule consolidations and SIN revisions
 On-line Sales reporting and IFF payment
 Enhance current marketing plan and enhance training for FSS
  contractors, eligible ordering facilities, and employees.
 Create one portal entry for contractor’s product/pricing information
 Continual develop of the VA FSS monthly e-newsletter
    Mailing list
 Continue to work with GSA on policy program initiatives
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                                           U.S. General Services Administration




PROGRAM MANAGEMENT & RESOURCE
 SUPPORT BRANCH FUTURE INIATIVES
 Update website to become more user friendly
   Information Categorized By Content
     • VA FSS General Information
        o Prospective & Current Contractors (Separate Sections)
        o Customers
        o Sales Reporting & Industrial Funding Fee (e.g. Due Dates,
          Calculation, & Instructions)
        o Freedom of Information Act (How to submit)
        o VA FSS E-Newsletter
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                                U.S. General Services Administration




PROGRAM MANAGEMENT & RESOURCE
 SUPPORT BRANCH FUTURE INIATIVES
  • VA FSS Schedules       • Electronic Tools
    o Schedule Pages &        o NAC CCST
      Modification Forms      o GSA Advantage & E-
  • VA FSS Training             Library
    o FSS Overview         • About Us
    o GSA E-Buy Tutorial      o Organizational Chart
                              o FSS Contacts (e.g.
                                helpdesk information)
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                                        U.S. General Services Administration




  PROGRAM MANAGEMENT & RESOURCE
   SUPPORT BRANCH FUTURE INIATIVES
 Upcoming additions to the website
    Training landing page (Including presentations & video clips)
    Audience specific pages (i.e. prospective contractors, current
     contractors, & customers)
    FAQs
    FSS Purchasing Program Info (e.g. Disaster recovery & ARRA)
    FSS Blog

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                          U.S. General Services Administration




IMPORTANT CONTACT INFO
        VA FSS HELP DESK

   (P) (708) 786 – 7737
   (F) (708) 786 – 4975
   (E) helpdesk.ammhinfss@va.gov




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                                  U.S. General Services Administration




          IMPORTANT WEBSITES
 VA NAC FSS
  http://www1.va.gov/oamm/oa/nac/fsss/index.cfm
 Contract Catalog Search Tool
  http://www1.va.gov/nac/
 Schedules E-Library (schedule information)
   http://www.gsaelibrary.gsa.gov


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          U.S. General Services Administration




  QUESTIONS &
OPEN DISCUSSION

				
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