Multiple Award Schedules (MAS) Consolidation


~Intro Music~
Vendor Engagement and Training Division
Office of Customer and Stakeholder Engagement (CASE)
>>Hello, everyone my name is Stephanie Shutt. I am the Multiple Award
Schedules Program Management Office
director. Basically what I do is I do the strategic direction for the Multiple Award Schedules or
MAS or commonly referred to as the Schedule
Program. Today we will talk about one of the exciting projects – – the consolidation of the
Schedule Program. During the presentation we
will go through two main topics, consolidation what that means and where we are going with
that and the timeline’s and the where to find
information, after we do where to find information we will do a Q&A of the top questions that have
come to my office through webinars, through
other emails, and other talking events. The mass consolidation, the purpose of this project
is to consolidate the multiple awards schedule
program. Currently, this includes the 24 multiple award schedule contract vehicles, not including
the nine VA vehicles in the federal supply
schedules program. We’re going to be consolidating down to one contract vehicle that
will be released on October 1, 2019. We will
also be working to get all contractors down to one contract vehicle per company. For this
product we put it into three different phases,
phase 1, two and three, I will go through in detail so you understand what will be happening and
what those timelines are for that. So phase 1,
phase 1 is where we are going to be developing the new schedule. The new solicitation, this is
our release released – – will be released in
October 1, 2019 and it will be the solicitation that replaces all the other 24 solicitations out
there. So on October 1 when we release this
one we will also be putting it on FedBizOpps putting up documents that basically will be the
new solicitation. So you cannot see from the
old solicitation on this. How do we do that? Basically we started about 2 years ago. We
started asking industry through in the street
yesterday and asking industry through the supplier relationship management survey. And
started asking customers through the customer
loyalty survey and through our customer and stakeholders engagement group and we also
started asking acquisition workforce. What was
great about the multiple schedule program and we also ask if you could fix anything what would
you fix? After multiple data points and reviewing
it and talking and discussing, and created an integrated project team that tops over 100
people within FAS. We found out we have two
underlining issues. Consistency with the first one. No matter what happened when you have
more than one contract vehicle whether you are
contract older, whether customer agency trying to purchase it or the acquisition professional
assigned to the contract vehicle. There was no
consistency between her acquisition workforce. Enter our acquisition center. The reason being
is everyone had you meet template and meet
document based on the terms and conditions that slightly differentiated between the contract
vehicles. We realize that something we needed
to address. The second underlining issue we had was duplication. Industry came forward with
a lot of issues with the duplication, why do I
need to get multiple contract vehicle to provide solution or why do I have to get multiple vehicles
to cover the market. Also business came
forward with that they did not have the money to the time or resources to get the multiple
contract needed to participate fully in the
program and felt they were not provided the same opportunity. We realize we needed to fix
the two core underlining issues. They went with
multiple options and we went back and forth with different solutions and what we found the best
option to that solve the majority of the power
problems was to consolidate the program into one contract vehicle. Look for opportunities to
split the vehicles into different types based on
category, and what we found was no matter what contract vehicle we picked, we can tie it
back to at least two other contract vehicles in
the schedules program and this is why we decided to go down to one. We decided one
single solicitation we needed to put some
parameters around the project. Otherwise the project will continue indefinitely because there
with always be new things to be fixed. One of
the things we put in was even though we were going to review every term and condition, we had
to set a role that we cannot create new terms
and conditions. Every term and condition with the new solicitation would have to be news a list
– – condition that was out with one of the
solicitation that was active. And at least one of the contracts that were active. We reviewed
ever active term and condition weather in the
solicitation or in the contract that was awarded to a company. We found the majority of them
were the same with the exception that there
were waivers or deviation or slight tweaks between the centers. We also found out there
were very unique terms and conditions with the
centers that were put in the SIN level and led to multiple times so we decided we needed to ring
that upper level so we look for different ones that
should be in the contract level rather than at the special item number member level. The next
thing we look at was did we have any – – that
were obsolete, we found a few that were about 50 that were in the contract we were able to put
on a delete list. We found some clauses that
we wanted to move up to the GSR or the SAR and we worked with the government policy who
had been working for multiple years to move
some of these as well. We were also able to find some clauses that had already been moved
and the solicitation were not up to date so it
provided an opportunity to reset all the different things. After that review, we provided the
documentation not only to our policy team but
also to our legal team and looking forward to it in the month of June to put it out to all of industry.
– – Through the FedBizOpps and eBuy tool and
we are hoping that everyone will participate and provide comments. The next step we had to do
was to look at the special item number specially
the duplication across the schedules program. The first thing we realize though is that we had
duplication within the schedules themselves.
We tasked each of the acquisition centers to look at all their special item numbers and look
to see if they could find opportunities to
consolidate as much as possible. We then ask them to look across the different schedules and
find opportunities in which they can also
consolidate further across that weather that’s office products, and other schedules that had
paper, – – and other office supplies to bring
together into the product special item number or whether that would be putting together medical
supplies and/or scientific equipment. Instead of
naming each lab item individually just to our lab equipment special item number. The other thing
we did is look at the NAICS code that went with
the special item number and what we are trying to do is to make sure that those codes
associated with them comes with the same
socioeconomic category that goes with them so we have a clean definition of what the social
economic is for each special item number and
we found that we needed to rename the special item number mainly because our systems will
not allow two vehicles to have the same item
number. Because we had to rename them we decided we might as well utilize as much as of
the code as possible and if there’s one to one
ratio of one NAICS code for SIN and no other SIN is using that NIACS code, that code will be
the same as the SIN number and you will see
parity there. And you will have some that is impossible to go to one code because of the
way they are red. So you will see a
combination of the number listed but you also ensure that we only have one standard with that.
The other thing we found out is one of the codes
in the product arena are extremely broad. Specially testing equipment. Testing equipment
could be for a lab testing, it can also be for
testing a foundation of a building. Obviously these need to be in different categories. Unit
will see codes that will have a letter designation
after them so you will be able to distinguish between the special item numbers and see the
NAICS code clearly on there for the items
specially for one NAICS code applies. The next thing we realize is the contract vehicle will make
for some structure. So we looked at the
category management structure for the common
– – category management structure. GSA has
worked hard to move ourselves through this
structure over the past couple years, we decided to adopt that as much as possible and create
create large categories that match the category
management large categories as well, professional services, I.T., human capital, so on
and so forth in that arena. We then used sub
subcategories underneath that to go any further and special item numbers that need that. What
we hope to do is also moved some of those
specific terms and conditions that relate to multiple special item numbers at either a
category or subcategory level so we don’t have
to repeat ourselves so much in the solicitation and that Mark therefore making it easier to read.
We also looked at the solicitation and its form
and look to see if they are opportunities to rewrite different things in different ways so it
would be more plain language and slow and
easier for industry partners goes to the actual solicitation they will understand the
responsibilities and understand how to respond
to it to get a contract vehicle. So we had been doing all these different things. Looking to put
out in the beginning of June the terms and
conditions, we will be putting out the solicitation format for everyone to comment on. The second
half of June putting out a special item number.
In the category for industry to comment on that as well. To make sure we had the definitions
right and are the definitions in a way that is plain
language that people will understand what they mean and whether or not the definition applies to
you. So these are some of the opportunities
you will have to comment on. We will then in July and August that advance notice for the new
solicitation with the solicitation release as I
stated in October 1 2019. I do get a lot of questions in this phase, what if I need to add a
SIN, what if I need to add another contract? So
right now all of this is open to you you are more than welcome to open into the mod anytime to
added as needed you are also more than
welcome to go to E offer and do the – – to get into the contract vehicle that you need to add
right now. Whether or not you do that now or
wait for the new solicitation that’s going to be a company decision and it’s only a decision that
your company can answer for yourself and
whether or not you need something now or you want it later. I definitely recommend that you
talk internally not just to the owners of your
company and the direction of your company but also your business development and marketing
people of what the needs are for the federal
government from your company to make sure you have the proper experience for everything.
So after we released a new solicitation in
January of 2020, we will be releasing and modification to all contract holders. The
modification will simply up at your terms and
condition to the consistent terms and condition of the new contract vehicle. So basically if you
were on a deviation it will update the number and
the date that language. We did not create any new language all the language that will be
happening is in a term and condition and at
least one of the schedules right now. So we will be making that consistent and it will not be
changing anything other than that. It may
remove some of the clauses in there. Maturity majority are clauses that you may or may not
know are in your contracts so less to read once
that happens. You will retain your contract number. So if your contract number is GS – – 30
5S – – 001 A, after you sign them MAS mod,
your contract number will still be GS – – 30 5F –
– 00 1A. It will not change. The reason is
because you have many orders and blanket
purchase agreements associated with that contract number and we need to keep that
contract number alive to ensure there’s no
disruption in business. The other thing that will happen is we will be mapping the current
structure for your special item number over to
the new structure. So you will not need to change anything, we will do that for you in the
MAS mod so everything will be updated.
Whether what they will also do is open up your contract to additional special item number as
well that will were previously in different
schedules you did not have access to. So after you sign the MAS mod you can potentially go to
the mod and select things that you have needed
in a couple years but could not get because you did not have that contract vehicle. So this will
provide you that ability to start looking into that
to figure out where you need to go or what needs to happen. So this will provide the
opportunity for you guys to decide the total
solution you need to provide. The way the government buys and the way you typically sell.
Rather than trying to work through a weird
contract vehicle rules that we have set up that don’t really mesh with what you are selling the
government design.
>>That’s what’s going to be happening with the Mass Mod. and also with the MAS mod just
so you know , every contract will get the MAS
mod. So if you have five schedule contract, you will get five MAS mod , you will have five
schedule contract after you sign the MAS mod.
The MAS mod will not magically consolidate all your contracts together. You will still have five
distinct contracts. We have to do it this way to
ensure that again there’s no disruption in orders. This will also keep the period of performance the
correct period of performance and it will also
keep any pricing that you have the same everything that you negotiated with your contract
will stay the same so your warranty negotiation
pricing, pricing negotiation if you have a basis of award in commercial practice, if you are in TDR
you will stay in TDR all of those things will say
stayed the same in your contract is one of the reasons we have to stay and do each contract
individually. Also if you have differing a social
economic status is on contract that’s another reason why we have to stay in the age of
individual contracts of again the five and the for
you still have five after. So that’s basically the math – – MAS mod phase, we will be working on
the MAS mod and working with all the industry
to make sure they sign the MAS mod through July 2020. Starting after July, August 2020 we
will start reaching out to companies that have
more than one contracts. These more than one contracts that are not due to a follow-on contract
so if you have one contract in year 18, and you
have gotten the second contract under the same vehicle with the same item basically, to do
coverage is one contract hitting to your to hear
20, , make sure you have another contract to have another runway on and it the BPA came on
in 5 years you will have a vehicle that you can
apply for it. Those contracts will we will leave alone and we will let that slowly dying at the 20
year., Just let it go out for the 20 years and you
will have a follow-on contract we will not be consolidating any of those. But we will be doing
companies who are have five, six, seven different
contract vehicles different schedules and we will be reaching out to each of you. To help liaison
between you and the multiple contracting
officers on a plan that will get you down to one. This will not get you down to one magically
overnight. This will take years to complete.
This is why phase 3 goes further than the fiscal year 20 line. It’s going to take years to do the
reason being is we have blanket purchase
agreement there are two different agencies other than GSA and we do not want to make burden
or make additional requirements that these
agencies need to do. So it’s just better for everyone to keep these contracts alive until the
BPA is finish and we will work with you and
patient each person’s unique situation, we will help guide you through what your options are
and then you and your company can make a
decision on what you will do that’s best for you and best for the government to get you down to
one and how long that will take to get us there.
So with that we will go through the next slide, where you find information related to everything.
Interact is the best place to go, you will be
posting the notice for – – for the MAS mod which is market research and service. That is what we
will do for our – – to get information about the
terms and condition solicitation for all format and the special item number so you will be able to
look through all that information and provide
comments through the MRAS tool, you use as a survey type thing so we can go through all the
different comments rather than in a Word
document. This will then we will use to provide also and interact what the findings were from the
comments you provided the other place you can
go look is the vendor support center. It’s something we provide updates to a the updates
match what is on interact. So make sure you
are signed up for the multiple word schedule group so you are getting those alerts and I know
it you are participating in the vendor support
center and we are trying to put as much information as we can as it is timely in our
quarterly newsletter that is emailed to your
admin point of contact on the contract. If you have additional questions or you have very
specific unique scenarios, you can email the
[email protected] With that we will go through some of the top questions we have gotten
throughout the year. First question. How will
the schedules affect existing contractors and organizations that are currently in the process of
pursuing a schedule.
>>If you are in currently in the process of pursuing a schedule a contract whether the first
one or you your 20th one, you will be able to
pursue it as normally happens. What you will want to do is make sure that you submit your
information prior to October 1. It doesn’t mean
that your contract will be awarded, it is just you submitted your side of the information to the
contracting officer in E offer for your new
contract as of right now, E offer will remain off open for contractor since to submit offers. After
October 1 as long as you submitted before that,
we will finish the negotiation and whichever schedule you started in. So if you are looking to
get a professional services schedule, and you
submit your documentation on September 15, you will negotiate that contract with the C.O.
and the professional services schedule and be
awarded a contract under the professional services schedule through that offer. After you
have been awarded the contract, we will then
issue you the MAS mod to in your special item numbers.
>>Question number two, what’s 24 schedule
are included in the consolidation?
>>What’s included is the 24 award schedules that
are currently managed by GSA and FAS, the
VA schedule that are nine will not be consolidated and are the pharmaceutical and
medical schedules, for the GSA we will
consolidate human capital management and administrative support services publication
media, cameras, photographic printers, and
related supplies and services. Office products, supplies and services, and new products and
technology, packaging and packaging supplies
and services, comprehensive furniture management services, sports promotional
outdoor recreation trophies and signs,
professional audio video telemetry tracking recording reproducing and signals data solution,
office imaging and document solutions, furniture,
furnishings and floor coverings, facilities maintenance and management, hardware
superstore, scientific equipment and services,
building and building materials and industry services and supplies, the total solution for law
enforcement securities is facilities management
fire rescue, clothing, marine craft and emergency disaster response, food service,
hospitality, cleaning, equipment and supplies,
chemicals and services. Temporary administrative and professional staffing services,
transportation, delivery and relocation solutions,
general-purpose commercial information technology equipment software and services,
professional services schedule, automotive
superstore, – – automobile in light trucks, travel services and solution.
>>Question number three, are the veterans
affairs or VA manage schedules included in the –
– consolidation,
>>Currently the VA Schedules are not going to
be consolidated at this time.
>>What is the strategy for consolidation?
>>The strategy will be the three phases I
outlined in the previous slide which is go to creating a new solicitation, MAS mod everyone
in the current condition and special item
number and working with each company individually that have multiple contracts to
consolidate them into one single contract.
>>Question number five will the GSA system is such as E Offer, E Mod, eLibrary, GSA
Advantage and eBuy be updated to align with
the schedules consolidation?
>>Yes. There will be slight tweaks here and there
during the phase, and there will be updates to
the library and a buy to make sure that they will be receiving the new schedule after July
sometime in quarter four 2020, we will be
working to only show this schedule for MAS so you will not see the other 24 schedule for that
time, eBuy has already started to be updated
and we will update it further to help agencies pick the right category and subcategories for
their purchasing rather than have them guess
what special item number they need to be picking as well.
>>How is governmentwide category
management going to be – – for the consolidation schedule?
>>We will be using the governmentwide
category management scheme as much as possible, where we will not be able to use it is
certain miscellaneous item but everywhere
where we can use it it does a line which will be 80 to 90% of the time we will be using those
terms.
>>Question seven, how will the industry partners be able to identify the appropriate
categories with where they have expertise?
>>We were be better aligned to the NAICS codes so
for industry and government agencies that have
been using the codes for a long time specially when you register in SAM, you will be looking at
the same codes when you look at the special
item numbers.
>>What is GSA doing to develop better categories
for special item numbers and descriptions.
>>The first thing we did was review all the current special item number descriptions and we
were to try and not be as specific as we have in
the past. Further, we have enlisted help from other individuals who have specialties in plain
language writing to help with the reviews of the
descriptions.
>>The last stuff will be you, industry. When we put
out the inverse information for the – – it will
provide you an opportunity to comment to help make sure the definitions are the best they can
be.
>>How will the category approach all the schedules and issues.
>>With accounts consolidation making sure
everyone is on one schedule that’s the first step because this way you don’t have to team with
yourself to provide a solution. When we go
through the category approach, we will see that there may be a little bit of duplication but we are
working to make sure that we remove that as
much as possible and find opportunities to merge those together. There won’t be a need for
everyone to have multiple contract and the
multiple award schedules program to come with a solution in the future for government agencies
which I’m hoping will remove the duplications
and make a slightly more consistent.
>>Question 10 how would GSA determine the
company size small large etc. for energy
partners under the consolidated schedule?
>>Right now we will continue utilizing the
preponderance NAICS for the contracts are
currently when you have when you sign them MAS mod we will not change your
preponderance NAICS because that’s what was
awarded when you got your contracts so with existing contrct holders it will stay the same and
preponderance NAICS for new contractors
coming in they will continue to select the preponderance and it will defy the social defined
the socioeconomic.
>>How is the consolidation affected by fiscal year 19 and in the NDAA changes specifically
section 876 which is increasing competition at
the task order level?
>>For right now that there’s no change or affect in
the schedule consolidation. This is more related
to services another initiative that GSA – – is looking into. – – Is looking at different
opportunities in which we can utilize these
changes but due to the scope of the project, we are focusing daily on consolidation but we are
hoping to introduce these types of time-saving
for industries and for our workforce but also to increase the competition at the task order in the
future.
>>
>>How much are you relying on the experience of
the professional consolidation?
>>They are relying a lot from that one. Whether it be the held consolidation contract or
how they did their review. We got a lot of the
people who participated on that in our integrated product team to bring forward that information so
we can definitely continue to rely on those
lessons learned so we can pick up anything we can from that to review it again.
>>Question 13 under terms and conditions
what are the major components of consolidating the schedule?
>>The major components basically was to
review all the terms and conditions and better organize them. Whether that would be making
sure everyone is on the same term and
condition rather than having various deviations that have the same language this different
number, whether that would be we have the wrong GSAR number, it should be a FAR
number making sure the number is correct and
the language is correct. Another thing we did was to ensure what kind of pattern we put
language in the contract versus referencing it so
the contract is not so overwhelming.
>>Comments terms and conditions, we make sure
we put them together and terms and condition in
the category level or special item number, we try to bring up as much as we could do
subcategories to large categories as well to
ensure we are taking advantage of everything we have in the contract.
>>Question 14, what process this GSA follow
to streamline the schedule terms and condition?
>>We pull the future report for term and condition
we have that was active and we started
classifying each the terms and conditions, for all of MAS for specific need and should be removed
and we went through different clauses and we
make sure we designated something to that and then we also put that out to the acquisition
workforce to make sure they have time to
comment and the policy and legal team. Our next step will be putting that opts out to industry
to allow you to comment as well.
>>What does consolidation mean for cooperative purchasing?
>>It’s going to go down in the special item
number level. Right now we don’t have legislative authority to expand it throughout the
entire schedule program. We will be identifying
which special item numbers still apply to the cooperative purchasing and we will make sure to
have it both in the description and as an icon as
well to ensure everyone knows where it’s going to be.
>>What happens with transactional data
reporting or TDR?
>>It will remain a pilot like cooperative purchasing
it will have pilot – – the difference between TDR
and cooperative is TDR is also contract level term and condition. One thing that
consolidating will provide with which is a unique
situation for TDR is if you do a modification to add a special item number that is in the TDR
pilot, even though you have not previously had
the opportunity, you will now have the opportunity to join the pilot if you so choose to.
Again the whole pilot of TDR will remain
optional. You as a contractor will get to decide whether or not you want to do the price
reduction clause with the basis of award pricing
relationship. Or if you would like to do TDR. As long as you
have at least one TDR pilot SIN
>>How is the consolidation effect order level materials, or OLM?
>>We will have one OLM SIN that everyone will
be able to get and everyone will be able to use.
>>For current schedule holders, what, how will the
consolidation and schedules impact my current
contract, will my contract number change?
>>The consolidation of schedules program will
affect you in different ways. If you only have one
contract once you sign the MAS mod and updates the terms and condition and migrates
you special items number, at that point are done
there’s no further action because you have nothing to consolidate we will work with you on
various different things if you have questions but
your contract number will stay the same so there will be no disruption in any orders. If you
have multiple contracts you will still have
multiple contracts, we will need to work with you on a one-on-one basis to ensure we create an
option that works for you and the ask acquisition
workforce and the government.
>>What happens to my option period once
consolidation is completed?
>>You will still have your option period, your performance for mass contract will not change,
what could change is if you have multiple
contracts when we reach out to you and work through what you want to do, you could have
contracts that end early, or you could have
contracts that end later then you had expected. For that so one can go from the full 20 years
rather than cutting it off at year 18 you could let
it go for the entire 20 years, or you could have one that you may want to cancel in your 10
because you don’t need them anymore because
you have another contract you can use. But if you have multiple option periods when you hit
the next module you still have the same one
your end date will not change unless you decide to cancel early.
>>How will this consolidation effect my – –
[Inaudible]
>>This is the reason why we must keep your
contract numbers alive but if you have any
blanket purchase agreement the way the FAR has worked is they have to be with an active
contract we must have to keep those contract
numbers alive as long as your BPA is so if you have a BPA that has 4 years left that contract
will last at least four more years.
>>Question 21 are there going to be or
modification guidelines?
>>No. All the guidelines will stay the same the only thing that will change is that we will have
more consistent templates for you to use.
>>Question 22, how will small business – – special
item number will be impact?
>>Special item numbers may be consolidated with the other set aside special item numbers.
One of the things we did this make sure we kept
that program alive. If there’s a small business set aside special item number, it will still be
exist in the new consolidated schedule.
>>Under the consolidated schedule how will pricing negotiation differ from what we have
currently?
>>In reality it will not differ a whole lot. Each pricing negotiation is slightly different based on
what contract opportunity you have, the only
thing that will change is as we get to one, you will have only one contracting officer so you can know exactly what is expected for those.
>>Last few questions are for new offers. Question 24, how will the consolidation of schedules affect companies that are currently in the process of pursuing the schedule.
>>Companies there are currently in the process I would say continue the process and make sure you submit that offer for certain negotiation phase prior to September 30.
>>Will GSA continue to award MAS contract after the consolidation?
>>Yes we will keep the schedule program open for new offers at all times.
>>Number 26, will consolidating schedules the speed of the E offer process and if so how much do you anticipate the process time will be reduced.
>>The consolidation on its own probably will not have a whole lot of impact on the timeliness to complete an offer. There are multiple other projects going on and initiatives that are going to be tackling that. Whether it would be utilizing emerging tech, or making sure that we explain exactly what we need or making consistent template, these are things we’re doing to help with the timeliness and getting on contract for the eOffer, and also for modification to make sure that speed up and the consolidation itself will have no bearing on that With that, I would like to thank everyone for watching or listening to this webinar. We hope that you got information that you needed. Again please make sure that you signed up for the multiple awards schedule interact group that you can continue to get updates on this. We will have live webinars with the same information on a monthly basis throughout the end of the fiscal year and most likely through the end of the calendar year.
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