4 Ways State and Local Governments Can Maximize GSA Schedules

The General Services Administration (GSA) Schedules, now officially called the GSA Multiple Award Schedule (MAS), were originally developed to streamline federal procurement. Over time, their reach has expanded, allowing state, local, tribal, and educational entities to utilize these pre-negotiated contracts. This expansion offers significant advantages, from saving time and taxpayer money to ensuring access to reliable, high-quality products and services.

• Cooperative Purchasing Program
• Disaster Recovery Purchasing Program
• Public Health Emergencies Program
• The DoD 1122 Program
• Additional Benefits of Using GSA Schedules for State and Local Governments
• How to Get Started with GSA Schedules as a State or Local Government Entity
• Conclusion

For state and local governments, GSA Schedules provide a powerful and convenient procurement tool. With standardized pricing, simplified processes, and thousands of vetted contractors, these schedules support cost-efficient and transparent spending. The benefits are especially critical for entities managing tight budgets while addressing the demands of their communities.

To help state and local governments navigate their options, the GSA offers four key programs: the Cooperative Purchasing Program, the Disaster Recovery Purchasing Program, the Public Health Emergencies Program, and the DoD 1122 Program. In this article, we’ll explore each program, detailing how they work and how governments can maximize their potential.

Cooperative Purchasing Program

The Cooperative Purchasing Program allows state, local, and tribal governments to procure a wide range of IT and security solutions using GSA Schedules. This program gives eligible entities access to contracts within major GSA categories, such as Information Technology (Large Category F) and Security and Protection (Large Category J). The scope includes IT products like software, hardware, and services, as well as security equipment such as alarm systems, surveillance solutions, and emergency communication tools.

This program was designed to simplify purchasing processes for government entities while leveraging the federal government’s buying power to secure competitive pricing and reliable products.

Eligibility

The program is open to various state and local entities, including but not limited to:

• City and state governments.
• Municipal agencies such as fire departments and law enforcement.
• Educational institutions, including public schools and universities.
• Tribal governments and regional councils.

This eligibility ensures that governments and organizations critical to community development and safety have seamless access to cutting-edge IT and security solutions.

Benefits

1. Unlimited Purchasing Flexibility: Eligible entities can make purchases at any time, for any reason, without restrictions tied to specific circumstances. This flexibility is ideal for organizations needing immediate access to essential IT or security solutions.
2. Reduced Procurement Time and Costs: By utilizing GSA pre-negotiated contracts, entities save time and money compared to conducting lengthy procurement processes or negotiating individual vendor contracts.
3. Blanket Purchase Agreements (BPA): The Cooperative Purchasing Program facilitates Blanket Purchase Agreements, which streamline procurement for recurring needs. This ensures that organizations can consistently access necessary products or services without additional administrative hurdles during the agreement period.

Notable Data

The Cooperative Purchasing Program has proven to be a significant resource for state and local governments. For example:

• In FY2023, Cooperative Purchasing accounted for $841 million in spending, reflecting its growing adoption and effectiveness in addressing government needs.
• Over the past five fiscal years, spending has steadily increased, with an annual average of $802 million, highlighting its importance for maintaining operational efficiency and public safety.

Disaster Recovery Purchasing Program

The Disaster Recovery Purchasing Program provides state, local, tribal, and educational entities with access to all GSA Multiple Award Schedule (MAS) categories to facilitate disaster preparation, immediate response, and recovery efforts. This program is critical for addressing emergencies, such as natural disasters, pandemics, or other serious crises, enabling government agencies to procure essential goods and services efficiently.

Purchases under this program are often triggered by Presidential disaster declarations, ensuring governments can respond swiftly to critical needs during emergencies.

Use Cases

Key Features

Statistical Insight

These figures reflect the increasing reliance on the Disaster Recovery Purchasing Program, especially in response to global and domestic crises, such as the COVID-19 pandemic and natural disasters.

Best Practices for Procurement Officers

The Disaster Recovery Purchasing Program remains a cornerstone of efficient emergency management, providing the tools and flexibility state and local governments need to protect and rebuild their communities.

Public Health Emergencies Program

The Public Health Emergencies (PHE) Program empowers state, local, tribal, and territorial governments to procure critical goods and services through GSA Schedules during declared public health emergencies. These emergencies can include pandemics, toxic hazards, biohazard events, or mass vaccination campaigns. The program’s scope is designed to support rapid and efficient responses by granting access to a vast array of resources.

Governments can use the PHE Program to acquire essential items such as:

• Biohazard mitigation tools: Decontamination systems, protective barriers, and containment units.
• Medical equipment: Ventilators, diagnostic tools, and portable health monitors.
• Vaccination logistics support: Refrigerated transport units, storage systems, and distribution equipment.
• IT solutions for healthcare: Telehealth platforms, communication networks, and patient data management systems.

Benefits

The PHE Program offers several critical advantages for government entities addressing public health crises:

• Comprehensive Access: The program allows purchases across all GSA Schedules, ensuring governments have the flexibility to procure everything from medical devices to IT systems.
• Federal Grant Support: Purchases are typically funded by federal grants, streamlining the acquisition process and reducing the financial burden on local budgets.
• Rapid Response Capability: By leveraging pre-negotiated contracts, government entities can act quickly to meet urgent needs without delays caused by traditional procurement processes.
• Reduced Administrative Effort: The streamlined nature of the program minimizes paperwork, allowing agencies to focus on crisis management rather than administrative tasks.

Case Study Example: Pandemic Response in 2020

During the COVID-19 pandemic, the PHE Program was instrumental in enabling governments to address unprecedented public health challenges. For example:

• Personal Protective Equipment (PPE): Millions of masks, gloves, and gowns were procured to protect healthcare workers and first responders.
• Remote Healthcare Solutions: Telemedicine platforms were rapidly deployed to provide essential healthcare services during lockdowns.
• Vaccine Distribution: Temperature-controlled storage and transportation systems ensured the safe delivery of vaccines to communities across the country.

These measures not only improved public health outcomes but also demonstrated the program’s ability to support swift and effective responses to large-scale emergencies.

Procedure for Leveraging Federal Grants Through GSA Schedules

State and local governments can follow these steps to utilize the PHE Program effectively:

1. Identify the Public Health Emergency: Confirm that a public health emergency has been declared by the Secretary of Health and Human Services (HHS).
2. Verify Grant Funding: Ensure the availability of federal grants to support purchases and confirm compliance with grant conditions.
3. Access GSA Tools: Use platforms such as GSA Advantage!, eLibrary, or eBuy to identify eligible contractors and suitable products or services.
4. Procure Needed Resources: Follow the streamlined procurement process to acquire the necessary items efficiently.
5. Document Expenditures: Maintain detailed records to fulfill reporting requirements and ensure transparency in spending.

The PHE Program plays a vital role in equipping governments with the tools they need to protect public health and ensure community resilience during crises.

The DoD 1122 Program

The DoD 1122 Program, managed by the Department of Defense (DoD), enables state and local governments to procure equipment and supplies in support of homeland security, counter-drug initiatives, and emergency response activities. This program leverages federal purchasing power to ensure cost-effective and timely access to critical resources, reinforcing public safety and preparedness.

Eligible Purchases

Approval Process

Significance of the Program

The consistent growth in spending underscores the program’s critical role in equipping state and local governments to address public safety, counter-drug, and emergency response needs effectively.

Best Practices for Contractors

The DoD 1122 Program continues to empower state and local governments by providing access to vital resources that enhance public safety, streamline operations, and bolster community resilience.

Additional Benefits of Using GSA Schedules for State and Local Governments

State and local governments increasingly rely on GSA Schedules to meet their procurement needs, and for good reason. One of the most significant advantages of using GSA Schedules is the cost savings they offer. Pre-negotiated pricing ensures that government entities can acquire goods and services at rates that are not only competitive but also fair and consistent. This eliminates the need for time-consuming and costly bidding processes, allowing agencies to allocate their budgets more effectively.

Another key benefit lies in the streamlined procurement processes enabled by GSA tools such as eBuy, eLibrary, and GSA Advantage!. These platforms simplify the search, selection, and ordering of products and services, reducing the administrative burden on government procurement officers. With user-friendly interfaces and powerful search capabilities, these tools make it easier to identify contractors, compare offerings, and manage purchases efficiently. This accessibility ensures that even complex procurement needs can be met with minimal delay, supporting timely responses to both routine and urgent requirements.

Additionally, the use of GSA Schedules enhances transparency and accountability. By adhering to federal acquisition regulations, state and local governments can ensure that their procurement processes are fair, ethical, and auditable. This compliance builds trust among stakeholders and taxpayers, demonstrating that public funds are being spent responsibly. Moreover, the GSA’s oversight and strict evaluation of contractors provide an added layer of assurance, guaranteeing that governments receive high-quality products and services from reliable vendors.

Together, these benefits highlight why GSA Schedules are an indispensable tool for state and local governments, offering a combination of cost-efficiency, operational ease, and accountability that is unmatched by other procurement methods.

How to Get Started with GSA Schedules as a State or Local Government Entity

State and local governments looking to leverage GSA Schedules can take specific steps to become eligible buyers and maximize the benefits of this streamlined procurement system. For contractors, understanding these steps is equally critical to align their offerings with the needs of government entities.

Steps for Becoming an Eligible Buyer

The first step for state and local government entities is to verify their eligibility under GSA Order 4800.2I. This order outlines the list of authorities, organizations, and instrumentalities that qualify to use GSA Schedules. Eligible entities include city and state governments, school districts, tribal governments, and other public organizations, such as regional councils and municipal agencies. Verifying eligibility ensures that purchasing aligns with the program’s requirements.

Once eligibility is confirmed, procurement officers should explore the suite of tools offered by the GSA. Platforms like eBuy, GSA Advantage!, and eLibrary provide easy access to pre-negotiated contracts and allow users to search for specific products or services, compare vendors, and manage orders. These tools simplify the process, making it possible to find reliable contractors and products quickly.

For entities utilizing federal grant funds, it’s essential to align purchases with the grant’s guidelines. Ensuring that expenditures meet the funding requirements helps avoid compliance issues and makes the process seamless. Leveraging these funds effectively can support a wide range of initiatives, from disaster recovery to public health emergency responses.

Tips for Contractors to Participate in These Programs

For contractors, participation in GSA Schedules requires adherence to the GSA Multiple Award Schedule (MAS) terms and conditions. This includes ensuring that pricing is competitive and that products and services meet the required standards. By maintaining compliance with these terms, contractors can position themselves as reliable partners for state and local government buyers.

Building relationships with state procurement officers is another vital strategy for contractors. Understanding the specific needs of local governments and demonstrating a willingness to meet those needs can set contractors apart in a competitive market. Regular communication, responsiveness, and a strong reputation for quality and reliability are key to securing repeat business.

By following these steps and strategies, state and local governments can unlock the full potential of GSA Schedules, while contractors can establish themselves as trusted providers, creating a mutually beneficial partnership that supports public sector goals effectively.

Conclusion

The GSA Schedules program offers state and local governments unparalleled opportunities to streamline procurement, save costs, and access reliable products and services. By utilizing the four primary programs: Cooperative Purchasing, Disaster Recovery Purchasing, Public Health Emergencies, and the DoD 1122 Program, state and local entities can address critical needs efficiently while ensuring compliance with federal standards. These programs not only support operational goals but also enable governments to respond swiftly to emergencies and long-term planning requirements.

For contractors, the GSA marketplace represents a thriving avenue for growth. By aligning with GSA Schedule requirements and leveraging the purchasing programs, businesses can secure a steady pipeline of government orders. To ensure success, working with experienced professionals is key. Price Reporter, founded in 2006, has helped over 1,000 contractors navigate the complexities of the GSA system. With a proven track record in GSA consulting, we assist contractors in securing and managing contracts, while fostering their growth and strengthening their position in the federal sector. Contact our team at 201.567.6646 or email salesteam@pricereporter.com to learn how we can help you maximize your GSA Schedule opportunities.

FAQ:: Key Insights into GSA Schedules for State and Local Governments

What are GSA Schedules, and how do they benefit state and local governments?

GSA Schedules are pre-negotiated contracts that allow state and local governments to purchase goods and services efficiently. They provide cost savings, simplified procurement processes, and access to high-quality vendors.

Which GSA Schedule programs are available to state and local governments?

There are four key programs:

1. Cooperative Purchasing Program: For IT and security solutions.
2. Disaster Recovery Purchasing Program: For disaster preparation and response.
3. Public Health Emergencies Program: For addressing health crises.
4. DoD 1122 Program: For homeland security, counter-drug, and emergency response activities.

Can state and local governments use federal grant funds for purchases through GSA Schedules?

Yes, federal grant funds can be utilized for purchases, particularly under programs like the Public Health Emergencies Program. This ensures compliance with funding guidelines while streamlining procurement.

Do contractors have to participate in all GSA programs?

No, participation in specific programs, such as Disaster Recovery and the DoD 1122 Program, is voluntary for contractors. However, engaging in these programs can open additional revenue streams.

How can Price Reporter help contractors succeed with GSA Schedules?

Price Reporter offers expert GSA consulting services, helping contractors secure, manage, and optimize their GSA contracts. Since 2006, we’ve supported over 1,000 contractors in navigating the GSA marketplace and growing their government business.

Where can I find official resources for GSA programs?

Visit the following resources for more information:

• GSA Cooperative Purchasing
• GSA Disaster Recovery Program
• DoD 1122 Program