08.30.2017Presentation by: Ms. Kelly Robinson, GSA Moderator: Ms. Kathy Spainhower, DAU (Kathy.Spainhower@dau.mil)

The Acquisition Gateway

Welcome to the Acquisition Gateway Lunch and Learn

Ms. Kelly Robinson, GSAPresented by:

https://hallways.cap.gsa.gov

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Agenda

• The primer: quick recap of Category Management• The business challenge and market• The goal = improving government procurement

• The solution: Acquisition Gateway• How and where can I use this today?• A growing successful community• Accessing the Gateway

• Two case studies (based on real acquisitions)

• How to get involved

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A retailing and purchasing concept in which the range of products purchased by a business organization is broken down into discrete groups of similar or related products; these groups are known as product categories.

It is a systematic, disciplined approach to managing a product category as a strategic business unit.

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What is Category Management?

• Very complex, limited spend under management• Over 3,300 different possible contract vehicles to chose from• Complex regulations and process = F.A.R. (Federal Acquisition Regulations)• Over 270 billion in common goods spend is on the table!

The business challenge and market: a primer of facts and numbers for Federal acquisitions

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MichelleContracting Officer

MarieProgram Manager

EllenCOR in Program Office

Acquisition Professionals Buying Office

ChristianPurchasing Officer

• 41k Contract Officers/Specialists + 114k Program Managers/Analysts• Difficult to make smart buying decisions for maximum savings• Lack of data and tools for federal acquisitions professionals• Challenging to see beyond your agency...

The goal = improving government procurement

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Increase Spend Under Management (SUM) of government contracts -Spend on contracts that meet defined criteria for management maturity and data sharing.

Increase Savings - Demonstrated by either the government paying less for goods and services or receiving more goods and services for the same expenditure.

Contract Reduction – Reduction in the total number of unique contracts against the baseline of FY15, calculated by comparing year-to-date numbers against prior year using FPDS-NG entries.

Increase Small Business Utilization – Small businesses’ share of federal spend. It measures utilization, in terms of spend, of small businesses across the government.

Increase Usage of the Acquisition Gateway – The sum of visits to the CM online platform, Acquisition Gateway, in addition to purposeful visits. Purposeful visits are calculated based on actions of the user within the session.

The Government-Wide Categories

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Information Technology

55.4b

Security and Protection

4.9b

Industrial Products &

Services11.4b

Transportation & Logistics

Services23.1b

Human Capital4.2b

Professional Services

66.9b

Facilities & Construction

77.9b

Office Management

2.0b

Travel1.0b

Medical36.9b

George R. Prochaska

(GSA)

Lisa. A Roberts(DOD)

Indu Garg(OPM)

Jaclyn Smyth(DHS)

Mary Davie(GSA)

Mary Ruwwe(GSA)

Dena McLaughlin

(GSA)

Timothy Burke(GSA)

Poonam Alaigh, M.D. and David J. Smith, M.D.(DOD & VA)

Tiffany T. Hixson(GSA)

total FY 2016 spend $459.8B

Best-in-Class OverviewEach Government-wide Category is responsible for identifying and/or creating Best-In-Class (BIC) contracting solutions.

Why Choose BIC Solutions?Use them to:• Leverage detailed data via the Prices Paid Portal• Increase transparency of your agency’s spending• Ensure compliance with OMB guidance

Compared to starting from scratch:• Finding and using them is cheaper and faster• Conducting market research is easier

What is Best-in-Class? Sourcing solution that reflects:• Rigorous Requirements Definitions and Planning Processes • Appropriate pricing strategies• Data-driven demand management strategies• Category and performance management practices• Independently validated reviews

?

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Current Designated BIC Solutions (18 and growing)

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Facilities & Construction● BMO● USACE FRP

Industrial Products & Services● JanSan FSSI● MRO FSSI

Transportation & Logistics● Next Generation Delivery Service

Professional Services● SmartPay● Identity Protection Services● OASIS Small Business● OASIS Unrestricted

Travel● City Pair● FedRooms

Human Capital● HCaTS● USA Learning

Office Management● OS3

IT Category● ARMY CHESS ADMC2● NASA SEWP (GSS only)● NITAAC CIO-CS (GSS only)● Schedule 70 (GSS solutions and

software SINs only)

You can find Best-in-Class options by using the Solutions Finder in the Acquisition Gateway by selecting the BIC contract filter.

Scheduled for 2017 Evaluation

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Medical• VA Hearing Aids• VA/DoD Joint National Pharmaceutical

Contracts• VA/DoD Medical Supplies & Equipment

Security & Protection• DHS Ammunition MACs• DHS Body Armor III MAC• HHS Physical Security BPA

Facilities & Construction• GSA Schedule 03FAC

Industrial Products & Services• DLA FESE• DLA MRO• DLA Special Operations Equipment• GSA Schedule 51V• GSA Schedule 73

Transportation & Logistics• DLA Fuels• GSA Vehicle Fleet Lease Program• GSA Vehicle Fleet Purchase Program

Professional Services• GSA Identity Protection Services BPA within

the PS schedule

Travel• GSA Civilian Employee Relocation Services• GSA Rental Car

Human Capital• DOD Army HR Solutions

IT Category• GSA Alliant• GSA IT Schedule 70 (IT products, services,

and solutions contracts)• NIH NITAAC CIO-SP3 (IT services)• NASA SEWP (IT services and solutions)• GSA 8(a) STARS II

The Acquisition Gateway

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The Gateway enables good category management that supports the federal

acquisition community through every step of the acquisition lifecycle.

The Gateway envisions driving smarter acquisition by simplifying, accelerating, and

improving how the federal government selects and buys products and services.

The Acquisition Gateway provides acquisition professionals with the tools and digital services to make acquisition great.

https://hallways.cap.gsa.gov

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A walk through the data and tools...

Conduct Market Research:Solutions Finder, Prices Paid Portal, andCALC Tool (Contract Awarded Labor Category)

Manage your Acquisition Package:Project Center, Document Library, eBuy Open

Join the Community:Community Discussions, Community Finder

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A walk through the data and tools...

Discover Guidance by CategoryThe ten hallways

Additional Resources:Category Management Hub, Gov-Wide CM Dashboards, Green Procurement Compilation, TechFAR HUB, and Forecast of Small Business Contracting Opportunities

Find providers by goods or services:Furniture Finder, Guardfinder, Laptop Desktop Finder, F&C Training and Education App, Top Facilities Maintenance Requests

Solutions Finder Prices Paid Portal CALC Tool

Community DiscussionConnections Finder

Project Center Document Library eBuy Open

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Acquisition Gateway hallways.cap.gsa.gov

Articles, solutions, resources, and training / events organized by the 10 Categories...

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Acquisition Gateway hallways.cap.gsa.gov

Find Best-in-Class solutionsCategory Management resourcesCategory Management dashboards

Furniture FinderGuardfinder

Laptop Desktop Finder

Keyword Search My Profile

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Acquisition Gateway hallways.cap.gsa.gov

Forecast of ContractOpportunities

Green ProcurementCompilation

TechFAR Hub

Activity FeedTraining and Events Feed

Search by acquisition phase

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Conduct Market Research:Solutions Finder

What existing government-wide contract vehicles can I use for my agency in this category?

See what solutions are available

Filter by what is available to your agency, solution type, program type, and category

Do a keyword search across all solutions

Side-by-side comparison of up to 4 solutions

Links to solution websites and points of contact

Export results to *.CSV

Pin and save your results for future reference or save to a project in Project Center

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Conduct Market Research:Solutions Finder

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Conduct Market Research:Solutions Finder

How much should we be paying?

See the actual prices paid for goods and (some) services

Filter by department, award vehicle, vendor name, manufacturer and date range

Do a text search across over 143 million records

For each record view transactional data details such as: price per unit, manufacturer parts number, UPC, DUNS, and sub-tier agency

Export the data as *.CSV, *.XML, or *.JSON file

Records go back to 2010 and are constantly being updated

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Conduct Market Research:Prices Paid Portal

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Conduct Market Research:Prices Paid Portal

Where can I gauge how acceptable the potential labor rates offered by the RFPs are? Where can I go to develop an IGCE?

Search the actual hourly awarded ceiling labor rates by functional job names

See the 56k+ results for the average rate and view +/- 1 standard deviation

Filter by education level, experience, work site, business size, SIN/Scheudle, and contract year

Do a text search by exact match, contains words, or contains phrase

Export the data as *.CSV, and/or download the graph

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Conduct Market Research:CALC Tool (Contract Awarded Labor Category)

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Conduct Market Research:CALC Tool (Contract Awarded Labor Category)

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Conduct Market Research:CALC Tool (Contract Awarded Labor Category)

Where can I assemble all the components, documents, and project plan in one place to share with my team?

You can collect resources from across the Gateway apps and upload your own documents

Manage your acquisition research, documents, and timelines

Collect, upload, and link to Gateway research

Track milestones, tasks, and project information

Share your project with other team members to build your acquisition package collaboratively

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Manage your Acquisition Package:Project Center

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Manage your Acquisition Package:Project Center

Where can I find an expert curated document templates and examples for my phase of the acquisition lifecycle?

Text search to easily find curated examples across 500+ documents

Download as *.PDF and/or MS Word format

Examples include: requirements document, IGCE, source selection, QASP, limited sources justification, market research, source selection plan and more...

Filter by 52 document types, agency, acquisition phase, format, contract type

Easily contribute your examples

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Manage your Acquisition Package:Document Library

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Manage your Acquisition Package:Document Library

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Manage your Acquisition Package:Document Library

What (if any) other examples might be out there for this type of acquisition?

A searchable archive of over 279k electronic Requests for Quote (RFQ) /Proposal (RFP) submitted to eBuy Open

Text search by RFQID, RFQ description or title to easily find relevant examples

Includes the actual attached RFQs and RFPs for your review and download

Filter by Buyer Agency, Schedules, Schedule Names, SINS, SIN Names, Status, and Date range

Records go back to October 2013 and are constantly being updated

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Manage your Acquisition Package:eBuy Open

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Manage your Acquisition Package:eBuy Open

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Manage your Acquisition Package:eBuy Open

Where can I engage with the people, communities, and topics of interest to me?

A news feed to listen to the pulse of the people on the Acquisition Gateway

Amplify insight beyond your immediate network

Use your expertise to can create and assign posts to groups in the nearly 15k strong community

Topic areas for the 10 categories and also many relevant hot topics like: Data Centers, Building Maintenance, and more

Know that your posts are accessible to a Federal-only audience

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Join the Community:Community Discussions

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Join the Community:Community Discussions

Facilities & ConstructionHuman CapitalIndustrial Products & ServicesInformation TechnologyOffice ManagementMedicalProfessional ServicesSecurity & ProtectionTransportation & Logistics ServicesTravel

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Discover Guidance by CategoryThe Ten Hallways

Targeted information for content focused only on that category:

Expert articlesBest-in-class practicesTools, templates, data

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Discover Guidance by CategoryThe Ten Hallways

How can I find all the expert articles, tools, data, and resources for a single category?

Newly redesigned hallways (one per Category)

Filter your results by sub-hallways

All articles are pre-filtered in one place with comments and last viewed

Discussions tab brings in relevant community data

Links to custom data sources available only on the Acquisition Gateway

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Discover Guidance by CategoryThe Ten Hallways

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Discover Guidance by CategoryInformation Technology

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Find providers by goods or services:Searchable, structured, and specialized buying advice

Guardfinder

Laptop Desktop Finder

Furniture Finder

F&C Training and Education App

Top Facilities Maintenance Requests

Where can I find searchable advice before buying specific goods or services?

Presents formerly disparate data in a single structured and searchable way

Focused on a specific goods or services in high demand

Find choices and vendors you were previously unaware of

Export your results as a *.csv

If you have data you want presented and shared in this way please let us know...

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Find providers by goods or services:Searchable, structured, and specialized buying advice

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Find providers by goods or services:Searchable, structured, and specialized buying advice

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The Acquisition Gateway has a growing community

Over 15,426 registered professionals and growing…

Bulk Buying Laptops and Desktops Makes Federal Dollars Go Further

"The bulk buying event offered an average of 15.6 % savings from previous ceiling. According to U.S. Holocaust Memorial Museum Director of Procurement James T. Brady, the new pricing allowed the museum to buy an extra 25 laptops and 30 desktop computers — a savings against the old pricing of $74,345."

HHS CIO BPAs

The HHS Vendor Management Office contacted the Gateway team. It has nine (9) BPAs it wants to make the HHS workforce aware of and wanted to publicize them via Solutions Finder.

FHFA Saves Over 20% and Cuts Administrative Lead Time By Over 50% with BMO Contract

Using BMO, FHFA cut procurement administrative lead time (PALT) by over 50% by avoiding an open-market buy and separate justifications, and saved over 20% compared to their IGCE.

Send us your success stories:hallways_site_manager@gsa.gov

Access the Acquisition Gateway = 2 choices

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Federal Government employees with PIV/CAC cards

and a PIV card reader

Non-PIV card holders, contractors, and the General Public

Go to https://hallways.cap.gsa.gov

Access the Acquisition Gateway = 2 choices

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Click the Federal Employees Sign-in button

Enter your PIN when prompted

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You will need your PIV card and an OMB Max account

Federal Government employees with PIV/CAC cards

and a PIV card reader.Federal Government employees

with PIV/CAC cards and a PIC card reader.

Non-PIV card holders, contractors,

and the General Public

Go to https://hallways.cap.gsa.gov

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Click the Non-Federal Employees and Public Sign-in button

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No PIV card needed... open to everyone!

Key restrictions:1) No eBuy Open2) No Prices Paid Portal3) No Community4) Very limited access to all content

(solutions, articles, tools, templates)No restrictions:- Full access to all tools and data

Case Study #1: Professional Services541930 - Translation and Interpretation Services“American Sign Language Interpreter”

Case Study #2: Information Technology541513 - Computer Facilities Management Services“Information Technology Support Services”

- US Naval Forces Southern Command, US Fourth Fleet, Mayport Naval Station, Jacksonville, FL

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Two case studies (based on real acquisitions)

We took real acquisitions and used the Acquisition Gateway to help accomplish them.

Professional Services“American Sign Language Interpreter”

● He’s worked at Navy for 5 years

o Completed PhD 5 years agoo Just named as the PO on a new project

● What he wants: Sign Language Interpreting services

Requirements = The contractor will be provided a minimum of 24 hours advance notification if interpreting services are or are not required and will be notified through agreed upon notification process.

Meet Christian…He’s a Purchasing Officer

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What resources can help with this acquisition?= Document Library, Professional Services Hallway, Project Center

Document Library

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Document Library

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Professional Services Category Hallway

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Professional Services Category Hallway

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Project Center

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Meet Ellen…She’s a Contracting Officer Representative (COR)

Information Technology“Information Technology Support Services”

● She’s worked at Navy for 3 years

o Previously worked at VA for 5 years o Just named as the COR for this project

● What she needs to accomplish her mission:

o Management/Quality Control Plan (QCP): The Contractor shall ensure quality service is maintained to perform services throughout the life of the contract and methods for improving the overall quality are also employed.

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What resources can help with this acquisition? = Information Technology Hallway, Document Library, and Keyword Search

IT Category Hallway

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Document Library

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Keyword Search

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Connect

Contribute

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On demand help...

hallways_site_manager@gsa.govAnswered by the National Customer Service Center and escalated as required

● Video overview of the Acquisition Gateway● Help with login (video with instructions)● Self-serve tutorials for apps

How do I get more involved?

• Log in and explore at https://hallways.cap.gsa.gov.

• Share it with your acquisition coworkers.

• Volunteer for a usability test to provide feedback directly to the team

that impacts the Gateway's functionality and design at

hallways_contribute@gsa.gov

• Contribute to Document Library or Solutions Finder

• Join conversations in Community

• Use the "Give Feedback" button to submit ideas on how to improve the

Gateway.

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The Acquisition Gateway Ambassador Network

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The Acquisition Gateway Ambassador Network is a Change Agent Network developed to expedite the government’s transition to category management. Change agents will support transformation at their agencies. Please contact Craig.Chavez@gsa.gov

Value:Gateway Ambassadors build and sustain the momentum of change efforts by disseminating messaging, providing feedback on change activities, and reducing stakeholder fears and resistance to the change.

• Disseminating messages through local communication channels

• Sharing feedback with FAS to enhance and improve both category management change management efforts and Acquisition Gateway adoption efforts

• Addressing the concerns of their local workforce

• Respected and admired among peers• Relatable and regarded as confidants• Willing to donate time and resources to the

category management initiative• Typically middle-management and below, as

this fosters trust from the workforce• Representatives from across the organization

Gateway Ambassadors’ Primary Functions Ideal Gateway Ambassador Characteristics

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Acquisition Gateway UniversityFall Session

When? October 23rd - November 3rd (10 one-hour sessions, over 2 weeks)

What is it? Daily webinars, one hour in length, focused on a variety of acquisition topics. Each session offers 1 Continuous Learning Point.

What classes are being offered? How to Do Market Research in the Acquisition Gateway, What is an ICGE and how do you prepare it?, Real CORs of the Federal government, and more!

How do I register? - The registration link will be shared on the Acquisition Gateway homepage soon!

Contact Information

Kelly RobinsonGSA Federal Acquisition Service

Office of Enterprise Strategy ManagementStakeholder Management Division

kelly.robinson@gsa.gov

For questions and help with any CategoriesCategory.Management@gsa.gov

For general site and access questionshallways_site_manager@gsa.gov

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Thank you for joining the Lunch and Learn presentation on ‘The Acquisition Gateway’

DAU has added this tool into its DAU tools site at https://www.dau.mil/tools/t/Acquisition-Gateway

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If you enjoyed the “Acquisition Gateway” Lunch and Learn, let DAU know by completing the Metrics that Matter feedback

https://mtm.cebglobal.com/url/u.aspx?E9460B007109443437

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