About GSA
Schedules Basic Schedule Ordering Guidelines

Basic Schedule Ordering Guidelines provides useful information to start ordering from GSA Schedules.

  1. PUBLICIZING CONTRACT ACTIONS
  2. ORDERING INFORMATION
  3. GSA ADVANTAGE!
  4. CONTRACT AWARD
  5. SMALL BUSINESS PARTICIPATION
  6. JWOD (NIB/NISH) SERVICES AND PRODUCTS
  7. UNICOR PRODUCTS
  8. CONTRACTOR TEAM ARRANGEMENTS
  9. MAXIMUM ORDER
  10. PRICE REDUCTIONS
  11. BLANKET PURCHASE AGREEMENTS (BPAs)
  12. OPEN MARKET ITEMS
  13. ENVIRONMENTAL CONSIDERATIONS
  14. VARIABLE CONTRACT PERIODS
  15. EVERGREEN
  16. LEASING
  17. AUTHORIZED USERS
  18. GEOGRAPHIC COVERAGE
  19. GOVERNMENTWIDE COMMERCIAL PURCHASE CARD
  20. MARKING
  21. FOR FURTHER ASSISTANCE
  22. CUSTOMER SERVICE DIRECTORS
  23. TRADE INS

 

  1. PUBLICIZING CONTRACT ACTIONS

    The Federal Supply Schedules have been synopsized in FedBizOpps and satisfy the requirements of the Competition in Contracting Act (Pub. Law 98-369) and FAR Part 5, Publicizing Contract Action.
  2. ORDERING INFORMATION

  3. GSA Advantage!

    GSA Advantage! is an electronic online shopping and ordering system. GSA Advantage! provides online access to several thousand contractors and millions of services and products.

  4. CONTRACT AWARD

    For a listing of the very latest contract award information search Schedules e-Library by SIN, Contractor, Contract Number, Schedule Number or by a keyword. Once a Schedule is selected, a list of SINs and the Contractors listed below each SIN will appear. When the Contractor's Internet address is available, it will be shown. The e-mail address, if available, will enable direct email the Contractor for price lists of any other contract information.

    No access to the Internet, contact the National Customer Service Center (NCSC) at 1(800) 488-3111 for a list of current contractors. Consult the contractor's catalog/price list for more detailed ordering information, such as:

    • Contract items awarded;
    • Maximum order provisions;
    • Geographic coverage (delivery area);
    • Contract price or discount;
    • Quantity discounts;
    • Prompt payment terms;
    • Government purchase card terms;
    • Commercial delivery terms;
    • Expedited delivery;
    • Ordering address(es);
    • Payment address(es);
    • Warranty provision;
    • Export packing charges;
    • Applicable terms and conditions of rental, maintenance, installation, and repair; and
    • Environmental and energy efficiency.
  5. SMALL BUSINESS PARTICIPATION (updated 09/212004)

    The General Services Administration and the Small Business Administration (SBA), strongly support the participation of small business concerns in the Federal Supply Schedules Program. To enhance small business participation, SBA policy requires agencies to include in their procurement base and goals, the dollar value of orders expected to be placed against the Federal Supply Schedules, and to report accomplishments against these goals. Visit SBA's website for guidance on goal setting and goal submittal via the Internet. (Note: Insert user name: OSDBU and the password: sba3865, then scroll down and click on "Instructions.") In June 2000, GSA and SBA signed an agreement that allows agencies to count contracts with 8(a) firms under the Multiple Award Schedules Program toward their 8(a) goals.

    For orders exceeding the micro-purchase threshold, FAR 8.404 requires agencies to consider the catalogs/pricelists of at least three Schedule contractors or to consider reasonably available information by using the GSA Advantage! online shopping service. The catalogs/pricelists and GSA Advantage! contain information on a broad array of products and services offered by small business contractors. When conducting evaluations and before placing an order, consider including, if available, one or more small, women-owned small, and/or small disadvantaged business Schedule contractor(s). For orders exceeding the micro-purchase threshold, ordering offices should give preference to the items of small business concerns when two or more items at the same delivered price will satisfy the requirement.

    This information should be used as a tool to assist ordering activities in meeting or exceeding established small business goals. It should also be used as a tool to assist in including small, small disadvantaged, and women-owned small businesses among those considered when selecting price lists for a best value determination.

  6. JWOD (NIB/NISH) SERVICES AND PRODUCTS (Updated "12/7/99")

    The Javits-Wagner-O'Day (JWOD) Program (NIB/NISH) provides many services and products to federal customers under its mandatory source authority. Before making any open market purchase from a Schedule contractor, ordering agencies should determine if there is a comparable JWOD (NIB/NISH) service or product. Please call a JWOD representative  to check if there is an appropriate service performed or product manufactured by people who are blind or have other severe disabilities.

  7. UNICOR PRODUCTS

    UNICOR is a mandatory source of supply for certain items similar to those on the Schedule. FAR § 8.001. Visit UNICOR's website for a list of UNICOR products and services.  If UNICOR products meet the requirements of the ordering office, purchase them from UNICOR unless UNICOR grants a waiver (FAR 8.605) or one of the circumstances in FAR 8.606 applies. If UNICOR has granted a waiver or one of the circumstances in FAR 8.606 applies, the ordering office may obtain your products from another source.

  8. CONTRACTOR TEAM ARRANGEMENTS

    Federal Supply Schedule contractors may use "Contractor Team Arrangements" (see FAR 9.6) to provide solutions when responding to a customer's requirements. The policy and procedures outlined in this part will provide more flexibility and allow innovative acquisition methods when using the Federal Supply Schedules.

  9. MAXIMUM ORDER

    If a "best value" selection places an order over the Maximum Order identified in the contractor's catalog or price list, the ordering office has an opportunity to obtain a better Schedule contract price. Before placing your order, contact the contractor to ask for a better discount/price.

    The contractor may:
    i. offer a new lower price for this requirement;

    ii. offer the lowest price available under the contract; or

    iii. decline the order within 5 work days.

    An order that exceeds the maximum order may be placed with the contractor selected in accordance with FAR 8.404. The order may be placed under the Schedule contract.

  10. PRICE REDUCTIONS

    Price reductions on GSA Schedule contracts are provided in special circumstances on specific orders.

  11. BLANKET PURCHASE AGREEMENTS (BPAs)

    Frequently asked questions (FAQs) regarding BPAs.

  12. OPEN MARKET ITEMS

    The Federal Acquisition Regulation (FAR) has been amended to incorporate policies that address the handling of open market items.

    Note: Open market items are also known as incidental items, noncontract items, non-Schedule items, and items not on a Federal Supply Schedule contract.

    In accordance with FAR 8.401(d), for administrative convenience, an ordering office contracting officer may add items not on the Federal Supply Schedule (Multiple Award Schedule) contract-i.e., open market items-to a Federal Supply Schedule blanket purchase agreement (BPA) or an individual task or delivery order only if-

    1. All applicable acquisition regulations pertaining to the purchase of the items not on the Federal Supply Schedule contract have been followed (e.g., publicizing (Part 5), competition requirements (Part 6), acquisition of commercial items (Part 12), contracting methods (Parts 13, 14, and 15), and small business programs (Part 19));
    2. The ordering office contracting officer has determined the price for the items not on the Federal Supply Schedule contract is fair and reasonable;
    3. The items are clearly labeled on the order as items not on the Federal Supply Schedule contract; and
    4. All clauses applicable to items not on the Federal Supply Schedule contract are included in the order.

  13. ENVIRONMENTAL CONSIDERATIONS

    To assist customers' efforts in complying with the requirements of environmental laws and Executive Orders, (considering price, availability and performance requirements), Schedule contractors have been requested (where possible and/or feasible) to identify items that:

    • Have recycled content (e.g., EPA-designated items with specific content requirements)
    • Are energy and/or water saving (e.g., Energy Star)
    • Have reduced pollutants (e.g., low volatile organic compounds [VOCs] and chromate-free)


    Note: Customers should review contractor literature and contact the contractor directly to obtain complete information regarding environmental claims.

    Applicable guidance can be found in FAR 23, DFAR 223 and on the Environmental website.

  14. VARIABLE CONTRACT PERIODS

    Generally, Federal Supply Schedules will no longer have a prescribed beginning and ending date. The Schedule periods will be continuous, and will contain contracts with contract periods that commence on the Date of Award (DOA) and expire in five years (exclusive of any options) from the DOA.

  15. EVERGREEN

    Evergreen contracting expands the multiyear contracts for all MAS Federal Supply Schedules to one five-year basic contract period and three five-year Evergreen option periods.

  16. LEASING

    Only equipment offered on a Federal Supply Schedule may be leased. Some guidelines for leasing are as follows:

    Once the equipment has been selected, then a determination needs to be made as to whether it is more advantageous to lease or purchase the equipment. The contracting officer should compare the leasing terms offered from the third-party leasing companies in the Schedule as well as those offered by the Schedule equipment sellers. For example, most IT leases, other than Lease to Ownership (LTOP), require the ordering agency and the leasing contractor to determine as part of the initial lease agreement, the market value of the equipment at the end of the lease term; i.e., its residual value.

    Once the best leasing terms have been selected, the contracting officer can compare the advantages of leasing to those of direct purchase. OMB Circular A-94, par. "c", describes the economic analysis that is to be used in determining the economic impact of leasing vs. purchasing.

    Leasing requires a commitment on the agency's part for all the terms and conditions of the lease for the full term of the lease. If an agency has annual appropriations requiring issuance of supplemental funding documents, the agency's procurement and accounting systems must be capable of timely generation of the requirement documents. Customers must also be mindful of submitting "renewal delivery orders" in a timely manner to assure that their lease does not expire. Cancellation of a lease for lack of funds should only be done when the organization is no longer funded. Court decisions have held that termination for convenience should only be employed when the agency no longer has a requirement for the equipment. Example: An employee has retired and the position will not be filled so now there is a piece of equipment that is not needed. In other words, a desire for something different, newer, or better is not a justification for the premature cancellation of a lease.

    CUSTOMERS ARE REMINDED TO SUBMIT THEIR RENEWAL DELIVERY ORDERS IN A TIMELY MANNER TO ENSURE THAT THEIR LEASES DO NOT EXPIRE.

  17. AUTHORIZED USERS

    The agencies and activities named below may use contracts established under this Federal Supply Schedule:

    (i) All federal agencies and activities in the executive, legislative and judicial branches.

    (ii) Government contractors authorized in writing by a federal agency pursuant to 48 CFR 51.1.

    (iii) Mixed ownership government corporations (as defined in the Government Corporation Control Act).

    (iv) The government of the District of Columbia.

    (v) Other activities and organizations authorized by statute or regulation to use GSA as a source of supply. (Questions regarding activities authorized to use this Schedule should be directed to Customer/Vendor Relations contact point identified in this document.)

  18. GEOGRAPHIC COVERAGE

    All Federal Supply Schedules provide contractors the opportunity to offer worldwide coverage. Schedule contractors have three categories of geographic coverage to offer: (1) Domestic, which will cover delivery to the 48 contiguous states, Washington, D. C.; Alaska, Hawaii and Puerto Rico; and U.S. territories; (2) Worldwide, which will cover delivery domestically AND overseas, and (3) Overseas Only, which will cover delivery to overseas destinations.

  19. GOVERNMENTWIDE COMMERCIAL PURCHASE CARD (11/15/99)

    Agencies may make payments for oral or written orders by using the governmentwide commercial purchase card. Payments made using the government SmartPay purchase card ARE NOT eligible for any negotiated prompt payment discount.

    "Governmentwide commercial purchase card" means a uniquely numbered credit card issued to named individual government employees or entities, to pay for official government purchases.

    Schedule contractors are required to accept the government purchase card as payment for acquisitions up to the micro-purchase threshold. The card may be used for payment in excess of this threshold if the using agency and contractor agree.

    Relevant terms and instructions for use of the governmentwide commercial purchase card are contained in the GSA Fleet, Travel and Purchase Payment System Program Guide and within an agency's written internal operating procedures.

    Relevant terms and instructions for use of the governmentwide commercial purchase card are available at GSA SmartPay's website. Customer agencies will also have their own internal operating procedures.

    The contractor shall not process a transaction for payment through the credit card clearinghouse until the purchased supplies have been shipped or services performed. Unless the cardholder requests correction or replacement of a defective or faulty item in accordance with other contract requirements, the contractor shall immediately credit a cardholder's account for items returned as defective or faulty.



  20. Clause 552.211-73, Marking incorporates general requirements that addresses deliver to civilian and military activies.

    (a) General requirements. Interior packages, if any, and exterior shipping containers shall be marked as specified elsewhere in the contract. Additional marking requirements may be specified on delivery orders issued under the contract. If not otherwise specified, interior packages and exterior shipping containers shall be marked in accordance with the following standards.


    (1) Deliveries to civilian activities. Supplies shall be marked in accordance with Federal Standard 123, edition in effect on the date of issuance of the solicitation.

    (2) Deliveries to military activities. Supplies shall be marked in accordance with Military Standard 129, edition in effect on the date of issuance of the solicitation.


    (b) Improperly marked material. When Government inspection and acceptance are at destination, and delivered supplies are not marked in accordance with contract requirements, the Government has the right, without prior notice to the Contractor to perform the required marking, by contract or otherwise, and charge the Contractor, therefore at the rate specified elsewhere in this contract. This right is not exclusive, and is in addition to other rights or remedies provided for in this contract.

  21. FOR FURTHER ASSISTANCE

    General Services Administration
    Federal Supply Service
    Customer/Vendor Relations

    General Products Center (7FC)
    (817) 978-4545
    Fax (817) 978-2776
    marketing.gpc@gsa.gov

    IT Acquisition Center (FCI)
    (703) 305-3038
    it.center@gsa.gov

    National Furniture Center (3FN-CO)
    (703) 305-7003
    usmilnfc@gsa.gov

    Office of Vehicle Acquisition and Leasing Services (FF)
    Acquisition:
    (703) 308-CARS
    vehicle.buying@gsa.gov

    Office Supplies and Administrative Services (2FY)
    (212) 264-0868
    smartshop@gsa.gov

    Management Services Center (10FT)
    1 (800) 241-7246
    mgmt.services@gsa.gov

    Services Acquisition Center (FCX)
    (703) 305-6658
    fss.services@gsa.gov

    Hardware SuperStore (6FE)
    (816) 926-7315/7316
    r6-6feb@gsa.gov

    Office of Transportation and Property Management (FB)
    (703) 305-6000
    onthego@gsa.gov

    GSA Advantage/e-Buy
    (877) 472-3777
    GSA.Advantage@gsa.gov


  22. CUSTOMER SERVICE DIRECTORS

  23. TRADE INS

    Trade ins will be considered against the purchase of new equipment and will be used in determining the "best value" purchase at the lowest overall cost; i.e., the price of the item plus administrative costs (see FAR 8.404). If equipment was traded in as part of the purchase arrangement, the file should show the type, brand and value of the equipment exchanged. Trade ins should comply with provisions of the Federal Property Management Regulations (FPMR) 101-46.


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Last Modified 9/21/2004