The GSA Multiple Award Schedule (MAS) program, also known as a GSA Schedule, is a federal contracting program that allows government agencies to streamline their purchasing of commercial products and services. The GSA MAS program provides a list of pre-qualified vendors with pre-negotiated pricing, making it easier for agencies to find and purchase the goods and services they need. Obtaining a GSA Schedule contract can be a complex process, but it offers significant benefits for vendors, including access to a vast federal procurement marketplace and simplified government sales. This Beginner’s Guide will provide an overview of the GSA Schedule program, including the types of products and services offered, the requirements for becoming a GSA Schedule vendor, and the steps to obtain a GSA Schedule contract.
Introduction to GSA Schedules
The General Services Administration (GSA) Schedules, also known as the Multiple Award Schedule (MAS) program, is a long-term government-wide contracting vehicle that provides federal agencies with access to a diverse array of commercial products and services at pre-negotiated prices. This innovative program, administered by the GSA, simplifies the federal procurement process for both vendors and government buyers, offering streamlined purchasing options and increased efficiency.
What is a GSA Schedule?
A GSA Schedule is a long-term, indefinite-delivery, indefinite-quantity (IDIQ) contract that the GSA establishes with commercial vendors. These contracts grant government agencies the ability to directly access a wide range of commercial products and services through a pre-vetted and pre-negotiated procurement channel. By leveraging the GSA Schedules, federal, state, and local government buyers can efficiently streamline their purchasing and gain access to pre-negotiated pricing and discounts.
Benefits of Holding a GSA Schedule Contract
Securing a GSA Schedule contract offers numerous advantages for vendors looking to expand their presence in the federal procurement marketplace. Key benefits include:
- Increased exposure and access to government agencies: GSA Schedules provide vendors with a platform to showcase their products and services to a vast network of federal, state, and local government buyers, leading to more sales opportunities.
- Streamlined purchasing process: The GSA Schedules program simplifies the procurement process for government agencies, reducing administrative burdens and facilitating faster access to commercial offerings.
- Pre-negotiated pricing: Vendors with a GSA Schedule contract can offer their products and services at pre-negotiated, fair, and reasonable prices, making it easier for agencies to acquire the resources they need.
- Increased competitiveness: Holding a GSA Schedule contract can enhance a vendor’s credibility and competitiveness in the federal procurement marketplace, as it demonstrates their ability to meet the rigorous requirements set forth by the GSA.
Products and Services on GSA Schedules
The GSA Multiple Award Schedule (MAS) program offers a diverse range of commercial products and services that government agencies can procure through the streamlined procurement process. These offerings span various categories, catering to the diverse needs of federal, state, and local government organizations.
Types of Products Offered
The GSA Schedules program provides access to a vast array of commercial products, including but not limited to office supplies, furniture, IT hardware and software, laboratory equipment, building materials, and industrial goods. Vendors on the MAS program are able to offer these products with pre-negotiated pricing, ensuring fair and reasonable rates for government buyers.
Types of Services Offered
In addition to commercial products, the GSA Schedules also offer a wide range of professional services that government agencies can leverage. These services span various domains, such as information technology, management consulting, engineering, environmental services, healthcare, and more. Agencies can access these services through streamlined procurement channels, reducing administrative burdens and facilitating timely service delivery.
The depth and breadth of the products and services available on the GSA Schedules make it a comprehensive platform for government agencies to fulfill their procurement needs, from routine office supplies to specialized mission-critical requirements. This diversity of offerings, coupled with the program’s streamlined processes and pre-negotiated pricing, positions the GSA Schedules as a valuable resource for federal, state, and local government procurement.
Top Agency Buyers on GSA Schedules
The GSA Multiple Award Schedule (MAS) program is utilized by a wide range of federal, state, and local government agencies to streamline their procurement of commercial products and services. Some of the top agency buyers on the GSA Schedules include the Department of Defense (DoD), Department of Veterans Affairs (VA), Department of Health and Human Services (HHS), Department of Homeland Security (DHS), and the General Services Administration (GSA) itself.
According to data from USASpending.gov, the federal government’s official open data source for spending information, the DoD is the largest buyer on the GSA Schedules, accounting for over $17 billion in annual sales. The VA and HHS are also major users of the program, collectively spending billions on a diverse range of commercial items and services offered through GSA Schedules.
In addition to federal agencies, state, local, and tribal governments also have access to the GSA Schedules through the Cooperative Purchasing and Disaster Purchasing programs. This allows these entities to leverage the pre-negotiated pricing and streamlined procurement process to meet their purchasing needs more efficiently.
| Top Government Agency Buyers on GSA Schedules | Annual Spending (in billions) |
|---|---|
| Department of Defense (DoD) | $17.0 |
| Department of Veterans Affairs (VA) | $5.2 |
| Department of Health and Human Services (HHS) | $4.6 |
| Department of Homeland Security (DHS) | $2.8 |
| General Services Administration (GSA) | $1.9 |
The wide range of federal, state, and local government agencies leveraging the GSA Schedules program highlights the program’s importance in facilitating efficient and cost-effective access to a diverse array of commercial products and services for the public sector.
Requirements for Obtaining a GSA Schedule
Becoming a GSA Schedule vendor requires meeting specific eligibility criteria and adhering to the pricing and discounting guidelines established by the General Services Administration (GSA). These requirements ensure a level playing field for all vendors seeking to sell their products and services to the federal government through the Multiple Award Schedule (MAS) program.
Vendor Eligibility Criteria
To qualify for a GSA Schedule contract, vendors must demonstrate their ability to meet the government’s requirements for commercial products and services. This includes providing proof of past performance, appropriate licensing and certifications, and a track record of successful federal procurement experience. Additionally, small businesses may be eligible for set-aside contracting opportunities through programs such as the 8(a) business development initiative, HUBZone, and Service-Disabled Veteran-Owned Small Business (SDVOSB) categories.
Pricing and Discounting Guidelines
The GSA has established strict pricing and discounting guidelines for vendors on the Schedules program. Vendors must offer the government their “most favored customer” pricing, ensuring that government agencies receive the best possible deal. The GSA also maintains a standard of no more than a 10% price increase per category item yearly, unless otherwise justified. Vendors must carefully manage their pricing and discounting strategies to maintain compliance with these guidelines and remain competitive in the federal procurement market.
| Requirement | Details |
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| Vendor Eligibility Criteria |
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| Pricing and Discounting Guidelines |
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What the heck is a GSA Schedule
A GSA Schedule, also known as a Multiple Award Schedule (MAS) contract, is a long-term, government-wide contract that provides federal, state, and local government agencies with access to a wide range of commercial products and services at pre-negotiated prices. The definition of GSA Schedule refers to this unique procurement vehicle that streamlines the government purchasing process, making it easier for agencies to find and acquire the goods and services they need.
Definition of a GSA Schedule
The GSA Schedule, or GSA Multiple Award Schedule, is a contract program administered by the U.S. General Services Administration (GSA) that connects pre-qualified vendors with government buyers. These contracts offer pre-negotiated pricing and terms, allowing government agencies to expedite their procurement of commercial products and services.
Purpose of GSA Schedules
The purpose of GSA Schedules is to simplify the government purchasing process and provide agencies with access to a diverse range of commercial offerings. By leveraging the pre-negotiated contracts, government buyers can streamline their federal procurement activities, reducing the time and resources required to source and acquire the goods and services they need to support their missions.
Steps to Get a GSA Schedule Contract
Obtaining a GSA Schedule contract involves a multi-step process that requires careful planning and execution. The key steps include conducting market research, preparing and submitting a proposal, and navigating negotiations with the General Services Administration (GSA).
Conducting Market Research
The first step in the process of securing a GSA Schedule contract is to conduct thorough market research. This involves analyzing the federal procurement landscape, identifying the specific products or services in demand, and ensuring your offerings align with the requirements of the GSA Schedules program. By understanding the competitive landscape and the needs of government agencies, you can tailor your proposal to maximize your chances of success.
Preparing and Submitting Proposal
Once you have completed your market research, the next step is to prepare and submit a comprehensive proposal to the GSA. This process involves gathering the necessary documentation, such as financial statements, past performance, and product/service catalogs, as well as crafting a compelling proposal that showcases your company’s capabilities and value proposition. Attention to detail and adherence to the GSA’s strict guidelines are crucial during this phase of the process.
Negotiations with GSA
After submitting your proposal, the GSA will conduct a thorough review and enter into negotiations with your company. This stage involves discussing contract terms, pricing, and any other requirements or modifications necessary to secure a GSA Schedule contract. Effective negotiation skills and a willingness to be flexible while protecting your business interests are essential during this phase.
By navigating these steps diligently, businesses can increase their chances of successfully obtaining a GSA Schedule contract, which can open up a vast federal procurement market and streamline their government sales efforts.
Marketing Your GSA Schedule Contract
Once a vendor has obtained a GSA Schedule contract, the next step is to effectively market their products and services to the government agencies that utilize the Schedules program. This involves leveraging various marketing strategies for federal procurement as well as taking advantage of the resources provided by the GSA.
Strategies for Federal Marketing
Successful marketing of a GSA Schedule contract requires a multi-faceted approach. Educating your sales, marketing, and accounting departments on the nuances of the GSA Schedules program is crucial for developing effective strategies for federal marketing. Networking with other government contractors and attending industry days can help you build valuable relationships and stay informed about upcoming government contracting opportunities.
Additionally, leveraging contractor team arrangements can allow you to fill competency gaps or collaborate on larger projects, enhancing your ability to serve government clients. Connecting with agency small business offices can also help you access procurements that are reserved for small businesses, further expanding your federal procurement opportunities.
Utilizing GSA Resources
The GSA provides a wealth of resources to help vendors effectively market their GSA Schedule contract. As an MAS contractor, your firm will be listed in the GSA eLibrary, which serves as a centralized directory for government agencies to discover and access your offerings. Current MAS contract holders are also permitted to use certain logos on their commercial materials, following specific rules regarding the use of the GSA logo.
To further support your federal marketing efforts, the GSA offers tools such as USASpending.gov and Schedule Sales Query Plus, which can be utilized for market research to analyze government spending habits and identify new government contracting opportunities. Additionally, the GSA maintains a standard of no more than a 10% price increase per category item yearly, unless otherwise justified, helping to ensure the competitiveness of your offerings.
Maintaining and Renewing Your GSA Schedule
Obtaining a GSA Schedule contract is just the first step in the government contracting journey. Vendors must be prepared to maintain their contract and go through the renewal process to continue benefiting from the government contracting and federal procurement opportunities offered by the GSA Schedules program.
Compliance Requirements
To maintain a GSA Schedule contract, vendors must adhere to strict compliance requirements. This includes adhering to the GSA’s pricing and discounting guidelines, which limit annual price increases to no more than 10% per category item unless otherwise justified. Additionally, vendors must ensure they remain in compliance with regulations such as the Trade Agreements Act (TAA) and small business size requirements.
Vendors must also be prepared to provide documentation and explanations for any audit deficiencies, past performance issues, or changes to their commercial practices or pricing. Maintaining strong records and staying up-to-date with compliance requirements is crucial for successfully maintaining and renewing GSA Schedule contracts.
Renewal Process
The renewal process for a GSA Schedule contract is not automatic. Vendors must actively engage in a formal renewal process, which typically begins with the GSA reaching out approximately 12-18 months prior to the contract’s expiration. Vendors are expected to respond to the renewal email within 30 days, and the overall renewal process can take 3-6 months to complete.
During the renewal process, vendors may be required to provide additional documentation, such as small business size recertification, TAA compliance updates, and explanations of any changes to their commercial practices or pricing. Successful renewal results in a GSA contract being extended for another 5-year period, with the potential for up to three additional 5-year extension options, totaling 20 years in duration.
By staying on top of compliance requirements and actively engaging in the renewal process, vendors can maximize the benefits of their GSA Schedule contract and maintain a strong presence in the lucrative government contracting and federal procurement markets.
Success Stories of GSA Schedule Holders
The GSA Schedules program has enabled numerous vendors to successfully grow their businesses and increase their sales to government agencies. Here are a few examples of successful GSA Schedule holders:
One company, with almost 20 years of experience, consistently achieved respectable sales numbers ($300K) through their GSA Schedule contract without directly building relationships with buyers. They attribute their success to being a recognized brand, having the lowest price in the GSA Advantage Catalog, and maintaining an expansive online presence – a testament to the power of the GSA Schedules program in federal procurement.
Over the past 34 years, clients using the proprietary players and layers methodology of Summit Insight have won over $200 million in federal business, showcasing the long-term success that can be achieved by leveraging the GSA Schedules program for government contracting.
However, the GSA Schedules program is not a one-size-fits-all solution, as highlighted by the fact that 6,500 out of the 14,000+ MAS holders failed to make even one sale in FY22. This emphasizes the significance of building relationships with buyers and having a strategic plan in place when operating under an MAS contract to drive success in the government contracting space.
GSA Schedules for Small Businesses
The GSA Schedules program offers unique benefits and support for small businesses looking to expand their presence in the federal procurement market. Small businesses can leverage the streamlined purchasing process and pre-negotiated pricing to access the vast government contracting landscape more efficiently.
Benefits for Small Businesses
Small businesses that hold a GSA Schedule contract enjoy several advantages, including:
- Access to a wide range of government agencies and departments as potential customers
- Simplified procurement process and pre-negotiated pricing, making it easier to compete for federal contracts
- Increased visibility and credibility as a vetted and approved GSA Schedule vendor
- Opportunities to collaborate with other small businesses through subcontracting and joint ventures
- Eligibility for set-aside contracts reserved for specific categories of small businesses, such as 8(a), HUBZone, WOSB, and SDVOSB
Tailored Support and Resources
To help small businesses navigate the GSA Schedules program, the General Services Administration (GSA) provides a range of tailored support and resources:
| Resource | Description |
|---|---|
| Free Training | GSA offers free training for companies of any size, including small businesses, to assist with obtaining a Schedules contract. |
| Office of Small Business Utilization | The Office of Small Business Utilization at GSA provides onsite and web-based courses to aid small businesses in succeeding with government sales. |
| SBU Regional Centers | The SBU centers offer training sessions on how to obtain a GSA Schedules contract held throughout the year in 11 regional offices across the US. |
| Web-based Courses | Web-based courses provided by SBU include GSA Schedules Contract Training, Marketing to the Federal Government, and Q&A webinars. |
| Self-study Resources | Online self-study training resources by GSA cover various aspects of GSA acquisition vehicles, Schedule solicitations, and marketing. |
| Vendor Support Center | The Vendor Support Center offers resources such as New Contractor Orientation and Pathway to Success webinar to assist industry partners with navigating the Schedules program. |
By leveraging these tailored support and resources, small businesses can navigate the GSA Schedules program more effectively, increase their chances of securing a contract, and ultimately grow their presence in the federal procurement market.
Alternatives to GSA Schedules
While the GSA Schedules program is a widely used and beneficial federal contracting vehicle, it may not be the best fit for every vendor. In such cases, there are several alternative options available for businesses seeking to sell their products and services to the government.
One alternative is the GSA Global Supply program, which allows federal agencies to purchase a wide range of commercial off-the-shelf (COTS) products through a streamlined process. Similarly, Governmentwide Acquisition Contracts (GWACs) provide access to specialized IT services and solutions, often with pre-negotiated pricing and terms.
Small businesses may also explore options such as the U.S. Small Business Administration’s Subcontracting Network (SUBNET) or the VetBiz website, which connect them with prime contractors and government opportunities. Additionally, the Subcontracting Directory can help vendors identify subcontracting opportunities with government agencies and prime contractors.
These alternatives to the GSA Schedules program offer various advantages, including faster procurement processes, targeted solution offerings, and specific support for small and veteran-owned businesses. Vendors should carefully evaluate their capabilities, target market, and the unique requirements of each option to determine the best fit for their federal contracting needs.
Source Links
- https://www.gsa.gov/about-us/events-and-training/our-training-programs/training-for-vendors/how-to-get-on-schedule
- https://www.gsa.gov/buy-through-us/getting-started-with-our-purchasing-programs/how-to-buy-through-us
- https://cpadept.com/wp-content/uploads/2020/07/Beginners-Guide-to-GSA-Schedule-Contracts-Federal-Schedules-Inc..pdf
- https://info.winvale.com/the-ultimate-guide-to-the-gsa-schedule
- https://www.trane.com/commercial/north-america/us/en/about-us/markets/federal-government/gsa-contract-holder.html
- https://www.gsa.gov/technology/it-contract-vehicles-and-purchasing-programs/multiple-award-schedule-it/highly-adaptive-cybersecurity-services
- https://www.gsa.gov/small-business/small-business-resources/training-resources/getting-on-the-gsa-schedule
- https://federalnewsnetwork.com/reporters-notebook-jason-miller/2018/09/how-gsas-customers-are-driving-schedule-modernization-efforts/
- https://gsa.federalschedules.com/get-a-gsa-schedule/
- https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule/help-with-mas-contracts-to-sell-to-government/requirements-after-getting-a-mas-contract/marketing-your-mas-contract
- https://cap50.com/blog/5-steps-for-a-gsa-contract-renewal/
- https://www.linkedin.com/pulse/truth-gsa-schedules-winning-government-contracts-rich-earnest
- https://www.dodcontract.com/blog/gsa-schedule-tactics-strategies-more-w-judy-bradt
- https://www.gsa.gov/small-business
- https://www.acquisition.gov/far/subpart-8.4
