Common Mistakes To Avoid When Working With A GSA Schedule Holder Supplier
One of the most essential tools in streamlining government agencies’ procurement processes is the General Services Administration Schedule program. GSA Schedule holders are suppliers pre-vetted by the GSA to provide products and services to federal, state, and local governments.
While working with a GSA Schedule Holder Supplier can save time, money, and resources, these procedures are not always that hassle-free. Here are common mistakes to avoid when collaborating with these suppliers to ensure the smooth and efficient partnership.
1. Lack of understanding of the GSA Schedule scope
One frequent mistake is assuming that a GSA Schedule holder can provide products or services outside the scope of their contract award. GSA Schedule vendors are only authorized to market those products and services specifically identified in the scope of work of their GSA Schedule. Miscalculating scope almost always results in delays and procurement problems. Accordingly, before initiating an acquisition, the activity should always carefully review the proposed contractor’s GSA contract to ensure that the products or service needs are within the “scope of work.”.
2. Failure to verify compliance with regulations
Working with a GSA Schedule Holder Supplier means being bound to the tight federal regulations. Probably, the common mistake would be the supposition of taking on board all compliance burdens the supplier should have. Even when the GSA suppliers are screened ahead for their compliance with basic regulations, government agencies will bear their responsibilities in that line to make sure their procurements conform to the regulatory needs. Compliance concerns could be met or even mitigated by inviting experts in the fields of legal and procurement issues early on.
3. Ignoring Price Comparisons
One major plus the feds like when working with GSA Schedule holders is knowing their price has already been considered to be fair and reasonable. Of course, that doesn’t avoid the necessity for a price comparison-to wit, buyers poorly settle by default to the first quotation instead of seeking choices. These kinds of comparisons between the various GSA Schedule holders assist an agency in staying within their means but within the legal limits set forth in procurement rules.
4. Not prioritizing the importance of market research.
Market research is a very important step in the procurement process. Agencies commonly skip this step, thinking that the guarantee of best value is realized with the GSA Schedule order. While GSA pre-ensures quality and some degree of compliance, market research can ensure better customer service, faster delivery times, or specialized expertise from suppliers. Partnering with the right supplier can significantly enhance the overall value of the purchase.
5. Poor Communication of Contract Requirements
Communication is key with any supplier, including GSA Schedule holders. The most common problems arise from a lack of specification of the contract requirements. If a proper expectation is not set, the supplier may only provide partial products or services to the needs of the agency. To avoid this, develop a detailed Statement of Work (SOW) or purchase order with all specifications, timelines, and deliverables.
6. Failure to Monitor Performance
Another mistake is assuming that the supplier will independently ensure that the contract is performed. The truth is that effective contract management involves regular monitoring and evaluation. Without consistent oversight, issues such as missed deadlines or substandard deliverables may not be recognized until it is too late. Agencies need to assign a dedicated contract manager who will track performance, resolve issues, and maintain open communication with the supplier.
7. Not taking the importance of modifications seriously
GSA schedule contracts sometimes are required by their very nature to be modified during its life cycle. One important mistake that is made oftentimes is failing to initiate these modifications at times when the changes in the requirements of such projects happen along the way. One common example could entail adding new products or adjusting quantity, both requiring formal changes on the contract. If this, however, does not take effect, non-compliance or disagreement with the supplier may affect the business.
8. Assume All Suppliers Are of Equal Value
Not all GSA Schedule holders are created equal, and though they meet the minimum qualifications set by the GSA, suppliers can vary in experience, capacity, and customer service. Relying solely on the GSA designation, without due diligence, will most likely result in a less-than-optimal partnership. Screen potential suppliers based on past performance, client reviews, and their ability to meet specific project requirements.
9. Making it Complicated Around Procurement
There is a tendency among agencies, as identified under #1 above, to increase bureaucracy in a relationship by imposing unnecessary layers of red tape around the use of a GSA Schedule Holder Supplier relationship. The GSA Schedules enable more streamlined procurements; in too many cases, the government cancels this out with duplicative steps. Streamlining internal processes should be addressed to meet the GSA vehicle when compliance can be shown and guaranteed.
10. Failure to Properly Handle Small Business Set-Asides
These are opportunities for small businesses on the GSA Schedule, and often agencies have set-aside requirements. One of the most common mistakes in this area is mismanaging the set-asides because qualified small business GSA Schedule holders have not been identified. Properly aligning procurement goals with small business initiatives not only meets federal requirements but also fosters economic growth.
11. Failure to Utilize Additional Services
Most of the GSA Schedule holders provide value addition by the form of training, implementation, or post-purchase support, which usually goes unseen for a buyer who sees just a purchase of a product. In this regard, making use of these added-value services shall go a long way to achieving improved project outcomes, hence giving better value for the invested dollars.
12. Overlooking Sustainability Initiatives
Sustainability is a growing priority in government procurement. Too many agencies do not take advantage of the environmentally friendly options available through the GSA Schedule. Many GSA Schedule holders provide sustainable products and services, and including these options within procurement decisions aligns with federal sustainability goals.
13. Delays in Payment Processing
Good relations with the supplier require timely payments. Any delays in payments will badly affect the partnership and delay the project. The agencies should, therefore, establish quick payment processes that ensure good time-bound payment to the suppliers without any unnecessary disputes or disruption of services.
14. Overlooking Training Opportunities
Sometimes, suppliers will offer training or resources to help the agency get the most value out of its purchase. Failing to take advantage of such opportunities may result in a product or service that is not being used to its full potential. It is worth investigating any training or educational materials offered by the supplier to improve efficiency.
15. Failure to Develop Long-Term Relationships
Last but not least, an important opportunity that might be lost is that buying views each procurement as if it is a one-time purchase. By creating a long-term relationship with a GSA Schedule Holder Supplier, an agency allows time to develop trust and understanding of one another. Suppliers develop knowledge over time about the specific needs of the agency through these types of relationships. Such familiarity can lead to providing tailored solutions for the agency with much improved service delivery.
Conclusion
There are several added advantages in engaging the services of a GSA Schedule Holder Supplier, involving streamlined procurement, cost-effective processes, and adherence to regulations. However, considering common mistakes should be the first step towards availing those benefits. Scope of contract, due diligence, and clear communication will ensure that agencies develop good partnerships with vendors and realize their procurement goals. AMS Networks LLC, a trusted provider in the industry, emphasizes the importance of proactive collaboration to ensure successful outcomes. Avoiding these common pitfalls will help government agencies maximize their investment and drive better project results.
