Looking to simplify government procurement? GSA Cooperative Purchasing lets state, local, and tribal governments access pre-negotiated contracts for IT and security solutions. Skip lengthy bidding processes and enjoy federal-level pricing – typically 5–15% lower than commercial rates.
Here’s how it works:
- Access Pre-Negotiated Contracts: Use GSA Schedules for IT (Category F) and security equipment (Category J).
- Save Time and Money: Shorter procurement cycles and volume discounts.
- Choose from Vetted Vendors: Reliable products and services without additional vetting.
Participation is optional, and purchases must comply with local procurement laws. Whether upgrading IT infrastructure or enhancing security systems, GSA Cooperative Purchasing makes procurement easier, faster, and cost-effective.
Ready to start? Identify your needs, confirm eligibility, and explore vendors on GSA eLibrary or GSA Advantage!
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How GSA Cooperative Purchasing Works
GSA Cooperative Purchasing Process: 5 Steps for State and Local Governments
What Are GSA Schedules?
GSA Multiple Award Schedules (MAS) are long-term contracts designed to streamline government purchasing. These contracts set ceiling prices, delivery terms, and warranties for a wide range of products and services. The key benefit? State and local governments can tap into federal-level pre-negotiated rates without needing to renegotiate.
Unlike traditional one-time sealed bids, MAS contracts are awarded through an ongoing qualification process. In 2023 alone, the GSA Schedule program handled $45 billion in transactions. To maintain competition, agencies are required to request quotes from multiple Schedule contractors, ensuring they secure the best value. Plus, GSA enforces "most favored customer" pricing, meaning rates must be at least as good as those offered commercially, which pushes contractors to offer competitive terms.
This structured approach simplifies purchasing, as outlined in the steps below.
The Purchasing Process
State and local buyers can follow a clear path when using Cooperative Purchasing under GSA. Here’s how it works:
- Identify needs and confirm eligibility: Determine your IT or security requirements and ensure your procurement is eligible under local rules.
- Search for contractors: Use tools like GSA eLibrary or GSA Advantage! to find eligible vendors under Schedule 70 or Schedule 84. Eligible items are marked "Yes" in the SIN (Special Item Number) list, making it easy to verify availability.
- Compare pricing: Once vendors are identified, compare quotes from multiple contractors to secure the best deal.
- Place the order: After evaluating quotes, place an order directly with the chosen contractor. Be sure to reference the relevant GSA Schedule and SIN number.
- Delivery and management: The contractor delivers the products or services, while the buyer oversees performance and keeps records for compliance purposes.
It’s important to note that while GSA provides the overall contract framework, it isn’t directly involved in the orders. State and local entities still need to follow their own procurement laws, competitive thresholds, and approval processes throughout the purchasing journey.
What Products and Services Are Eligible?
GSA Cooperative Purchasing opens the door for state and local buyers to access a wide range of IT products (Schedule 70, Large Category F) and security, law enforcement, and emergency solutions (Schedule 84, Large Category J). These schedules simplify procurement by offering thousands of commercial products and services at discounted rates, eliminating the need for a lengthy procurement process.
To identify eligible items, look for a "YES" in Column N of GSA’s Available Offerings Attachment. Below is a breakdown of the products and services available under each schedule.
Schedule 70: IT Products and Services
Schedule 70 covers an extensive range of IT solutions, including:
- Hardware: Servers, desktops, laptops, tablets, peripherals, network equipment, mobile devices, and embedded components.
- Software: Commercial off-the-shelf (COTS) software, enterprise applications, cybersecurity tools, and mobile management solutions.
- Cloud Services: Infrastructure as a Service (IaaS), Platform as a Service (PaaS), and Software as a Service (SaaS).
- IT Services: Systems integration, consulting, software development, and technical support.
Many of these contracts also include warranty and maintenance options, bundled with the equipment for added convenience.
Schedule 84: Security and Emergency Products
Under Schedule 84, offerings focus on public safety and security needs, such as:
- Equipment: Surveillance cameras, access control systems, alarms, personal protective equipment (PPE), and public safety communications gear like radios and notification systems.
- Facility Security: Pedestrian doors, automatic doors, hardware, and other security components.
- Services: Design, installation, risk assessments, and maintenance for security systems.
For small businesses specializing in IT or security solutions, partnering with GSA Focus can simplify the process of obtaining and managing a GSA Schedule contract.
Who Can Use GSA Cooperative Purchasing?
GSA Cooperative Purchasing is specifically available to state, local, and tribal government entities as outlined in 40 U.S.C. §502. Before making any purchases, it’s essential to ensure that your state or local laws allow participation. Here’s a detailed look at who qualifies.
State and Local Governments
State governments include agencies, courts, legislatures, and public colleges that offer at least two-year degree programs. Local governments cover a broad spectrum, such as counties, cities, towns, school districts, libraries, park districts, and utilities. For instance, a county police department might procure surveillance cameras, or a transit authority could purchase IT hardware under GSA Schedule contracts.
Special districts and regional authorities are also eligible if they are recognized as political subdivisions or public procurement units under state law. This category includes entities like public housing authorities, transit authorities, planning districts, and councils of governments. For example, a regional water authority might use Cooperative Purchasing to obtain network security services or access control systems.
Other Eligible Organizations
Federally recognized tribal governments and tribal public entities, including tribal schools and health facilities, are eligible to participate in GSA Cooperative Purchasing. Public or Indian Housing authorities also qualify.
Non-profit organizations can only participate if they are officially chartered as public authorities with the ability to spend public funds. Their eligibility depends on how they are defined under state law and whether GSA recognizes them as part of the "state or local government" category. However, private companies, most private non-profits, individual citizens, and federal executive agencies are not permitted to use Cooperative Purchasing.
Benefits of GSA Cooperative Purchasing
GSA Cooperative Purchasing offers a way to cut costs, speed up procurement, and access reliable vendors. By tapping into the federal government’s purchasing power and established contract framework, eligible entities can streamline their buying processes without sacrificing quality or value.
Cost Savings Through Pre-Negotiated Rates
The federal government negotiates pricing on behalf of all buyers, securing volume discounts that state or local entities might struggle to achieve independently. These pre-negotiated rates translate into substantial savings, and the best part? There are no program fees to worry about.
GSA enforces a "most favored customer" pricing policy, ensuring contractors provide their best commercial rates. Additionally, buyers can request multiple quotes at the point of purchase, encouraging competition and potentially unlocking even better deals. Since purchases are made directly from contractors using the buyer’s own funds, there’s no added cost from GSA.
Faster Procurement Process
Traditional procurement methods can drag on for months, but GSA Cooperative Purchasing slashes this timeline to weeks – or even days. How? The competitive solicitation process is already handled at the contract level, so buyers can simply place orders with GSA Schedule contractors.
The process is hassle-free. Tools like GSA eLibrary and GSA Advantage! allow agencies to quickly locate approved vendors, review pre-negotiated terms, and place orders without the usual administrative headaches. This streamlined approach is especially valuable for urgent needs, such as emergency security products available under Schedule 84. Buyers not only save time but also gain peace of mind knowing they’re working with pre-qualified vendors.
Access to Vetted Vendors
GSA Schedule vendors are held to rigorous federal standards for compliance, pricing, and reliability. This means buyers can confidently connect with contractors who have a proven track record. Whether it’s IT solutions under Schedule 70 or security systems under Schedule 84, these vendors offer dependable products without the need for additional vetting.
Many contractors also provide extra services like maintenance and consulting, bringing federal-grade dependability to local communities. With established contractual terms and a history of reliable performance, these vendors help minimize the risks often associated with other procurement methods.
How to Get Started with GSA Cooperative Purchasing
Getting started with GSA Cooperative Purchasing involves three main steps: identifying your needs, finding the right vendors, and completing your purchase. Let’s break it down.
Assess Your Procurement Needs
Start by outlining your IT or security requirements. Take a close look at your agency’s budget, inventory gaps, and any upcoming projects. This will help you create a detailed list of what you need. For example, IT products might fall under Schedule 70, while security and law enforcement equipment are covered under Schedule 84. Make sure your list aligns with the eligible Special Item Numbers (SINs) for the program.
Before moving forward, confirm your eligibility. You must be a state, local, or tribal government entity under 40 U.S.C. § 502(c). Additionally, check that your state or local procurement laws permit participation in GSA Cooperative Purchasing. Some states may require pre-registration or proof of governmental status, and you’ll want to be aware of any competitive bidding thresholds. Keep thorough purchase records to ensure compliance with all regulations.
Once your needs are clear, you’re ready to find pre-approved vendors.
Search GSA Schedules
Use GSA’s online tools to locate vendors that meet your requirements. Start with GSA eLibrary, where you can search by SINs eligible for Cooperative Purchasing. For a broader view, GSA Advantage! offers online catalogs complete with pricing details. If you need to request quotes electronically, eBuy is your go-to platform. These tools provide vendor contact information, pre-negotiated terms, and options to compare contractors side by side.
When reviewing contracts, pay attention to ceiling prices, delivery schedules, warranties, and other terms. To get the best deal, request quotes from multiple vendors – this encourages competition and helps maximize savings. Assigning a procurement official to oversee this process can streamline operations and ensure compliance.
Complete Your Purchase
Once you’ve chosen a vendor, reach out using the contact details available on GSA eLibrary or Advantage! Discuss your needs, request quotes, and negotiate pricing below the ceiling rates. Always reference the specific Schedule contract number and SIN during your communications to avoid confusion.
Follow your agency’s standard procedures to create a purchase order. Be sure to include the GSA Schedule contract number, SIN, vendor’s quote, and confirmation that the purchase complies with your state and local laws. Since the competitive solicitation is already handled at the contract level, you can issue the purchase order directly to the contractor, cutting down procurement time from months to just days.
Finally, keep detailed records to ensure compliance. If you’re new to the program or need additional guidance, GSA offers free eTools training. You can also turn to specialists like GSA Focus for hands-on support.
Conclusion
GSA Cooperative Purchasing simplifies the procurement process for state, local, and tribal governments. By leveraging pre-negotiated GSA Multiple Award Schedule contracts, eligible entities can acquire IT products, services, and security equipment, cutting procurement timelines from months to just weeks – or even days.
The benefits are clear: reduced costs, access to pre-screened vendors, and a faster, more efficient process. And the best part? There are no participation fees from GSA. Whether you’re implementing new surveillance systems for public spaces, investing in cloud services for city operations, or upgrading emergency communication tools, Cooperative Purchasing ensures compliance with local procurement laws while speeding up the process.
To get started, eligible agencies should verify their status under 40 U.S.C. §502, assign a procurement official, and utilize resources like GSA eLibrary and GSA Advantage! to find eligible Special Item Numbers and gather competitive quotes. These tools are free, simple to use, and can deliver results almost immediately.
For vendors, securing a GSA Schedule contract opens doors to state and local markets. Companies looking to expand their reach can turn to specialists like GSA Focus for comprehensive support with documentation, compliance, and negotiations.
FAQs
Who can use GSA Cooperative Purchasing?
Government agencies at the federal, state, and local levels, along with certain authorized organizations, can take advantage of the GSA Cooperative Purchasing program. This initiative gives them access to products and services available through GSA Schedule contracts, as long as they meet the eligibility requirements.
The program streamlines the procurement process by offering pre-negotiated pricing. This not only helps save time and money but also ensures purchases align with government regulations and standards.
What are the benefits of GSA Schedules for state and local governments?
State and local governments benefit greatly from using GSA Schedules. These schedules provide access to an extensive selection of pre-approved products and services, all offered at pre-negotiated prices. This setup not only simplifies the procurement process but also ensures that purchases are made at fair and consistent rates.
Another key advantage is how GSA Schedules streamline purchasing. By reducing the need for lengthy competitive bidding processes, governments can address their needs more quickly and with greater predictability. This approach not only saves time but also cuts down on administrative work while ensuring compliance with federal procurement standards.
How can state and local governments start using GSA Cooperative Purchasing?
State and local governments looking to take advantage of GSA Cooperative Purchasing should start by familiarizing themselves with the program’s eligibility requirements and the range of products and services offered under GSA Schedules. After that, they can explore GSA-approved vendors and pricing through platforms such as GSA Advantage or GSA eBuy. Once registered, they can begin purchasing directly from GSA Schedule holders, which simplifies the procurement process and provides access to pre-negotiated pricing and terms.
Related Blog Posts
- GSA Ordering Rules: What to Know
- How Agencies Use GSA Schedules to Order
- Who Can Use a GSA Contract and How?
- Can State and Local Governments Use GSA Contracts?
