GSA Cooperative Purchasing for State & Local Governments
The GSA Cooperative Purchasing program offers state and local governments, educational institutions, and other public entities an efficient way to access a wide range of goods and services at competitive prices.
Through the GSA’s Multiple Award Schedules (MAS), eligible organizations can streamline their procurement process and benefit from cost savings. In this article, we will outline the key entities eligible for the program and how they can take advantage of this valuable opportunity.
What is GSA Cooperative Purchasing?
GSA Cooperative Purchasing is a program that allows state, local, and tribal governments to purchase information technology (IT) products, services, and solutions through pre-established GSA Multiple Award Schedule (MAS) contracts. This program extends the federal government’s purchasing power to other governmental entities, giving them access to the same competitive pricing and streamlined procurement processes that federal agencies enjoy.
The program specifically covers products and services under Schedule 70 (Information Technology) and Schedule 84 (Law Enforcement and Security Equipment). Through cooperative purchasing, state and local governments can access thousands of commercial products and services at volume discount pricing without having to conduct their own lengthy procurement processes.
How GSA Cooperative Purchasing Works
The cooperative purchasing process follows a straightforward path:
- Identify Needs: State or local government agencies determine their IT or security requirements.
- Find GSA Schedule Contractors: Agencies search for approved vendors through GSA’s eLibrary or GSA Advantage! online platforms.
- Review Terms: Agencies review the pre-negotiated terms, conditions, and pricing available through the GSA Schedule contracts.
- Place Orders: The agency places orders directly with the GSA Schedule contractor using their own procurement procedures.
- Receive Products/Services: The contractor delivers the ordered items or services according to the terms of the GSA Schedule contract.
State and local governments maintain their autonomy in the procurement process while benefiting from GSA’s pre-vetted vendors and negotiated pricing. They can add their own terms and conditions to orders as long as they don’t conflict with the Schedule contract’s terms.
Key Benefits of GSA Cooperative Purchasing
State and local governments gain numerous advantages by utilizing cooperative purchasing:
Time and Resource Savings
The time and resource savings are perhaps the most immediately noticeable benefit. Traditional government procurement often involves months of developing specifications, publishing solicitations, evaluating proposals, and negotiating contracts. Cooperative purchasing eliminates many of these steps.
- Eliminates the need to conduct full competitive solicitations
- Reduces procurement cycle time from months to weeks or even days
- Decreases administrative costs associated with procurement
Financial Advantages
The federal government’s massive purchasing power enables GSA to negotiate volume discount pricing that would be unattainable for most individual state or local entities. These pre-negotiated ceiling prices typically run 5-15% lower than standard commercial rates.
- Access to volume discount pricing negotiated by the federal government
- Pre-negotiated ceiling prices
- No fees to participate in the program
Quality Assurance
GSA thoroughly vets vendors before awarding Schedule contracts. This vetting process reduces the risk of contractor non-performance and ensures that products and services meet established government standards.
- Vendors are pre-vetted by GSA for capability and reliability
- Products and services meet established government standards
- Consistent quality across purchases
Entities Eligible for GSA Cooperative Purchasing
The following entities can participate in GSA cooperative purchasing:
- State Government Organizations: State agencies and departments, state universities and colleges, state courts and legislative bodies
- Local Government Organizations: Counties, cities, towns, and townships, public school districts, water and sewer districts, public libraries
- Tribal Government Organizations: Federally recognized tribal governments, tribal educational institutions, tribal health facilities
- Other Eligible Entities: Public authorities, planning districts, council of governments, local educational agencies
It’s important to note that private schools, nonprofit organizations, and contractors working on behalf of government entities are generally not eligible to use cooperative purchasing directly unless specifically authorized by state or local law.
Eligibility and Requirements for Participation
To participate in GSA cooperative purchasing, entities must meet specific criteria:
Basic Eligibility Requirements
- Must be a state, local, or tribal government entity as defined by applicable laws
- Must be authorized by state or local law to use cooperative purchasing agreements
- Must follow their own procurement laws and regulations when placing orders
Documentation Requirements
- Entities may need to provide proof of their governmental status
- Some states require registration or approval before agencies can use cooperative purchasing
- Entities must maintain records of purchases made through GSA schedules
Regulatory Considerations
- State and local procurement laws still apply and take precedence
- Some states have specific requirements for using cooperative contracts
- Entities must ensure compliance with their own competitive bidding thresholds
Only certain categories of products and services are available through cooperative purchasing. These primarily include IT equipment, software, and services under Schedule 70, and security and law enforcement equipment under Schedule 84.
Steps to Get Started with GSA Cooperative Purchasing
Getting started with GSA cooperative purchasing involves several key steps:
- Verify Authority: Check your state and local laws to confirm your authority to participate in cooperative purchasing programs.
- Register with GSA: While formal registration isn’t required, creating an account on GSA Advantage! will streamline the purchasing process.
- Research Available Products/Services: Browse the GSA eLibrary to identify contractors offering products or services that meet your needs.
- Review Contract Terms: Examine the terms, conditions, and pricing of relevant GSA Schedule contracts.
- Contact Vendors: Reach out to GSA Schedule contractors to discuss your specific requirements and potentially negotiate better pricing.
- Issue Purchase Orders: Create purchase orders according to your agency’s procurement procedures, referencing the GSA Schedule contract number.
- Document Compliance: Maintain records showing that your use of cooperative purchasing complies with applicable state and local procurement regulations.
Many state and local governments designate a specific procurement official to coordinate GSA cooperative purchasing activities, ensuring consistent application of procedures and maximizing the benefits of the program.
Road Map Consulting Services for Cooperative Purchasing
Road Map Consulting brings specialized expertise to both sides of the cooperative purchasing equation. For government entities navigating this procurement option, we offer comprehensive support tailored to your specific needs and challenges.
