GSA certification allows businesses to sell products and services directly to the United States government through pre-negotiated contracts. The General Services Administration (GSA) oversees the certification program, known as the Multiple Award Schedules (MAS) program. GSA certification streamlines federal procurement by pre-qualifying vendors through a competitive bidding process. Once certified, vendors can bypass individual solicitations and sell directly to government agencies at pre-determined ceiling prices. Obtaining GSA certification can expand business opportunities for vendors, while simplifying purchasing for government agencies.
What is GSA Certification?
GSA Certification allows companies to sell products and services directly to the U.S. federal government through GSA Schedule contracts. The U.S. General Services Administration (GSA) pre-negotiates contracts with companies to provide products and services at set prices, terms and conditions.
By becoming GSA-certified, companies can more easily sell to federal government buyers. GSA Schedule contracts streamline the federal procurement process by eliminating the need for potential contractors to submit bids and proposals for individual projects.
Instead, companies with GSA Schedule contracts have already competed to offer the best value. Government buyers can purchase directly from GSA Schedule vendors to fulfill requirements and meet purchasing needs.
Benefits of GSA Certification
Gaining a GSA Schedule certification provides significant benefits for companies wishing to gain access to lucrative government contracts. Some key benefits include:
Direct access to government procurement – A GSA Schedule provides pre-vetted access to the federal marketplace, opening up opportunities across government agencies to bid on relevant contracts (1). This direct access helps firms compete for contracts more efficiently compared to other channels.
Streamlined procurement process – The GSA Schedule pre-qualifies vendors for government contracts, eliminating time-consuming steps in the traditional procurement process. Government buyers can purchase directly from GSA Schedule vendors through streamlined ordering procedures (2).
Expanded customer reach – GSA Schedule contracts allow access to state, local and tribal governments to procure goods and services. This expanded reach provides more opportunities beyond just federal contracts (3).
Flexibility in pricing – GSA Schedule vendors can offer volume discounts, multiple award schedules, and negotiated pricing flexibility. This allows customization of pricing for different agencies and quantities (4).
Long-term partnerships – GSA Schedule contracts are awarded for 5-year base periods with options to extend up to 20 years. This allows vendors to establish long-term partnerships with agencies.
Prestige and credibility – Being a GSA Schedule certified vendor signals that a company is responsible and reputable. The strict vetting process provides prestige and can give vendors a competitive edge.
Sources:
(1) https://www.gsa.gov/technology/it-contract-vehicles-and-purchasing-programs/mas-it/buy-from-mas-information-technology/features-benefits
(2) https://gsaschedule.com/what-is-a-gsa-schedule/benefits-advantages/
GSA Certification Requirements
To become GSA certified, contractors must meet certain legal, financial, and technical requirements. These requirements help ensure that GSA-approved vendors are reputable companies capable of fulfilling government contracts.
The core legal requirements include:
- Be registered in the federal System for Award Management (SAM) – https://www.gsascheduleservices.com/info/gsa-certification/
- Have a valid Data Universal Numbering System (DUNS) number – https://info.winvale.com/blog/gsa-contractor-requirements-whats-most-important-for-you-to-know-before-you-get-a-gsa-schedule-contract
- Be registered with the IRS and state/local tax authorities
- Have an adequate accounting system
The financial requirements revolve around having a sound financial track record for at least the past two years. Contractors must submit financial statements and have a satisfactory financial assessment score.
Finally, the technical requirements vary based on the products/services offered but generally include having the proper licenses, registrations, qualifications, and certifications relevant to the contractor’s field. There may also be facility security and other operational requirements.
GSA Certification Process Steps
There are four main steps involved in obtaining GSA certification:
Step 1: Registration
The first step is to obtain a DUNS number and register in the System for Award Management (SAM). This provides basic information about your company to the GSA. According to The GSA Certification Process – 4 Steps to Approval, this registration can take 2-4 weeks.
Step 2: Proposal Submission
Next, businesses prepare and submit an “offer” or proposal package to the GSA electronically through eOffer. This contains all the necessary documentation about your company’s qualifications, services/products offered, pricing, and more. The proposal undergoes review by a Contracting Officer to ensure it meets requirements.
Step 3: Negotiation & Award
If the proposal is accepted, the Contracting Officer will open negotiations with your company to finalize contract terms and pricing. According to the GSA website, it can take 3-9 months from submission to contract award.
Step 4: Contract Administration
Once the contract is awarded, you must comply with contractual requirements and can now promote and sell your services/products to government buyers through the GSA Advantage online platform.
Time Required for Each Step
The GSA certification process consists of several key steps that each take a certain amount of time to complete. According to the GSA’s own guidance, the overall timeline can range from a few months to over 2 years depending on the complexity of the process for your specific business.
Some of the key steps and average timelines include:
- Preparation of the proposal and offer – 1-3 months on average (GSA)
- GSA review of the offer – 3-9 months (Winvale)
- Negotiations – 1-2 months (GSA)
- Award of the contract – 1-2 months (GSA)
The preparation involves extensive paperwork, financial statements, capability statements, and details on pricing. The GSA review is in depth, looking at all technical, pricing, and legal compliance. Negotiations may be needed to align pricing. Finally, contract award can involve final logistics.
Most companies estimate 6-12 months for those experienced with the GSA process, and 12-24 months for those new to federal contracting. However, it varies case-by-case.
Total Timeline
From beginning the application process to final GSA certification, the total timeline can vary significantly. According to the GSA website, the average time to obtain a GSA Schedule contract is 3-6 months (https://www.gsa.gov/small-business/small-business-resources/training-resources/getting-on-the-gsa-schedule). However, some sources indicate it can take anywhere from 6-12 months for the full process if you are already familiar with GSA regulations (https://info.winvale.com/blog/how-long-is-the-gsa-schedule-application-process).
The total timeline depends on factors like the complexity of your offer, how quickly you can provide all required documentation, and how long it takes to negotiate pricing and terms. The GSA review process itself accounts for much of the total time. Some key steps like getting an audit completed or establishing fair and reasonable pricing can add months to the process.
While every company’s experience will differ, most sources suggest planning for 6-12 months from initial application through final GSA certification, depending on your familiarity with the process.
Speeding Up Certification
There are a few tips companies can follow to help expedite the GSA certification process:
Submit a complete proposal package following all instructions – This reduces back and forth with the GSA contracting officer and avoids delays from having to provide missing information. Be thorough and ensure all required documents are included (GSA Training Programs).
Request a pre-proposal review – The GSA will review a draft proposal and provide feedback to improve it before the final submission. This proactive step helps avoid rejections and delays (Pricereporter).
Ask for expedited review – After submitting the proposal, send a formal request to the GSA asking for priority review. Provide a strong business justification like pending contracts or critical customer needs (Winvale).
Follow up regularly – Check in with the contracting officer throughout the process to show ongoing commitment and answer any questions promptly. Push politely for updates on timelines or review status.
Consider hiring an expert consultant – Consultants have experience navigating the GSA process and working with contracting officers. They can help avoid rookie mistakes that cause delays.
Maintaining Certification
Once you have obtained your GSA Schedule contract, there are ongoing requirements to maintain an active certification. The most important aspects of this are contract renewals and updates.
GSA Schedule contracts are valid for 5 years initially, then need to be renewed for the next 5-10 year period. The renewal process begins 10-12 months before expiration. To renew, contractors must update any expired information in their contract and submit these updates to their GSA Contracting Officer for approval. Key items to update include pricing, terms and conditions, and product/service offerings. Properly maintaining contract renewals is critical for maintaining an active GSA certification over the long-term.
In addition to renewals, GSA Schedule contractors must also provide ongoing updates to their contract information. According to the GSA contract maintenance checklist, updates are required for changes in company ownership, address, bank/payment info, and authorized negotiators. Contractors should promptly notify their GSA CO of any changes or updates needed to ensure their certification remains active.
Conclusion
In summary, obtaining GSA certification requires going through several key steps – registering your business, completing the necessary paperwork, getting your application approved, and remaining compliant. The total timeline can range anywhere from 3-9 months on average. However, properly preparing your documentation and application upfront can help expedite the process.
While GSA certification takes time, the benefits of selling to the government and expanded business opportunities make it worthwhile for many companies. With careful planning and execution, you can get certified efficiently. Most importantly, maintaining compliance and ethics after certification ensures you continue to satisfy GSA requirements. By renewing and updating documents on schedule, you can enjoy the advantages of GSA certification for the long-term.