GSA Schedule Ordering Procedures by Government Agencies
One of the many benefits of having a GSA Schedule Contract and being GSA Certified is the simplified procurement process. GSA has streamlined ordering procedures, allowing an ordering activity to direct its focus on the requirements rather than on a lengthy acquisition process.
Ordering procedures are differentiated by whether a statement of work is required for the procurement. The chart below discusses how orders are placed by GSA when a statement of work is required and when it is not.
| Services and products; where no statement of work is required | Services that require a statement of work (when ordering services priced at hourly rates) |
| Orders at or below the micro-purchase Threshold (currently $3,500):
Orders are placed directly with any GSA Schedule contractor that can meet the ordering activity’s needs |
Orders at or below the micro-purchase threshold:
Orders are placed directly with any GSA Schedule contractor that can meet the ordering activity’s needs. |
| Orders that exceed the micro-purchase threshold, but not the maximum order
threshold (varies by GSA Schedule): The ordering agency will consider reasonably available information about the supply or service offered on the GSA Advantage! online shopping service, or survey at least three GSA Schedule contractors’ pricelist. They will evaluate the information and then make a “Best Value” determination. |
Orders that exceed the micro-purchase threshold but not the maximum order threshold:The ordering agency will prepare a statement of work and send a request for quote (RFQ) to at least three GSA Schedule contractors. They will evaluate the information and then make a “Best Value” determination. |
Order Placement:
Ordering agencies may place orders orally (except for services requiring a statement of work) or use an established electronic communications format to order services or supplies from GSA Schedule contracts.
Prior to the placement of an order, the ordering activity must ensure that the regulatory and statutory requirements of the requiring agency have been applied. Orders must include the following information in addition to any information required by the Schedule contract:
- Complete shipping and billing addresses
- Contract number, agency order number and date
- O.B. delivery points: e.g., origin or destination
- Discount terms
- Delivery time or period of performance
- Special Item Number (SIN) or national stock number (NSN)
- Statement of work (SOW), when required, or brief, complete description of each item
Ordering by model number, features and options such as color, finish and electrical characteristics, if available, must be specified.
- Quantity
- Number of units
- Unit price
- Total price of order
- Points of inspection and acceptance
- Other pertinent data: e.g., delivery instructions or receiving hours and size-of-truck limitation
- Marking requirements
- Level of preservation, packaging and packing
Many Ways to Buy
Federal agencies place orders against these contracts in many ways – through GSA customer representatives or catalogs, by phone or fax, charge cards, electronic requisitioning, in-person auctions, over the Internet, or by contacting suppliers directly. GSA offers customers many ways to purchase what they need. GSA simplifies federal procurement by negotiating large multi-user contracts and by leveraging the volume of the federal market to drive down prices.
Let us help you get GSA Certified and get your GSA Schedule Contract. Contact us today