How You Buy

Government Executive July 1, 1999

The rules for buying off the Federal Supply Service schedules differ depending on what and how much you're buying. Here's a primer.

Product Purchases

Total price is less than $2,500:

  • Order from any schedule vendor.

    Total price exceeds $2,500:

    • Compare three vendors' price lists or look online at GSA Advantage.
    • Select the best value.

    Order exceeds the maximum order threshold for a given schedule:

    • Follow procedures for over $2,500.
    • Review additional price lists.
    • Seek price reductions from contractors.
    • Place your order with the best-value contractor.

    Purchases of Services

    1. Prepare a request for quotes including:

    • Performance-based description of the work to be done.
    • Delivery schedule.
    • Acceptance criteria.

    2. Send the RFQ to three or more schedule contractors.

    3. Ask contractors to submit:

    • A firm, fixed price or ceiling price (for labor-hour and time-and-material orders).
    • Project management plan (optional).
    • Oral presentations (encouraged).

      4. Make a best-value task order.

      Best value?

      A best value selection covers more than lowest price, for example:

      • Performance on similar jobs.
      • Special product or service features.
      • Trade-in considerations.
      • Probable life of the item.
      • Warranty.
      • Environmental and energy efficiency concerns.
      • Technical qualifications.
      • Maintenance availability.

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    How You Buy
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