complying with the ts&cs of your government contract presented on july 3, 2007 to the alliance...
TRANSCRIPT
Complying With The Ts&CsOf Your Government Contract
presented on July 3, 2007 to
The Alliance TexasSmall Business Procurement Fair
Jonathan S. Aronie, Sheppard Mullin Richter & Hampton LLP© SMRH, June 2007May be reproduced with attribution to the author without permission
The Multiple Award Schedule is the Government’s primary contractual vehicle for procuring “commercial items,” i.e., commercial products and services.
“Mirroring commercial buying practices, [the MAS Program] is the fastest, easiest,
and most effective contracting vehicle available, designed to help customer
agencies comply with all the rules and regulations to buy products and services
the right way.”
--GSA’s The Steps to Success, page 3.
The MAS Program may be the fastest, easiest and most
effective contract out there,BUT
IT DOES NOT MIRROR COMMERCIAL BUYING
PRACTICES!
Three Simple Cautions . . .
A MAS Contract looks commercial, but isn’t
A MAS contract can limit a company’s commercial pricing/discounting flexibility
A MAS Contract, if handled properly, does not preclude all commercial pricing flexibility
Benefits Potentially huge revenue source
– Federal agencies purchased more than $33 Billion in FY05
– Homeland Security, Iraq, Katrina
– Cooperative Purchasing/Disaster Recovery Federal agency preference for simplified acquisition
procedures
– Less time
– Less paperwork
– Fewer disputes From contractor’s perspective, somewhat less
burdensome than traditional Government contract
Burdens
Full disclosure to Government prior to negotiation
Government audit rights
Unique terms and conditions
– Price Reductions Clause
– Economic Price Adjustment Clause
– Trade Agreements Act
Significant (civil and criminal) penalties for noncompliance
Parade of Horribles . . .
Breach of contract Price adjustments (retroactive) Price reductions (prospective) Cancellation/Termination Civil False Claims Act
– DOJ initiated– Relator initiated
Suspension/Debarment Collateral suspension/debarment Criminal prosecution
Civil False Claims Act
Civil War era anti-fraud statute
Currently Government’s primary civil fraud statute
“Qui Tam” provisions permit suits to be brought by “relators” on behalf of Government
Relators can be part of the alleged fraud
Significant damages / penalties
Elements Of An FCA Action
A claim
That is false
That is submitted to the U.S. Government
That is made “knowingly”
– Intentionally
– With deliberate indifference
– Recklessly
Slightly different for a “Reverse False Claim”
Damages / Penalties
Treble damages
– $1M actual damages costs you $3 in damages
Up to $11,000 Penalties per violation
– $1 overcharge on 100 invoices costs $300 in damages, plus $1,100,000 in penalties
Plus Plaintiff’s attorneys fees in some cases
Plus your own attorneys fees
Plus collateral damages
Illustrative MAS FCA Settlements
$0
$2
$4
$6
$8
$10
Millions
Cam
eras
Tools
Office
Pro
ds.Offi
ce P
rods.
Office
Pro
ds.Offi
ce P
rods.
Mac
hiner
yHea
lth C
are
Softw
are
$98M
The Price Reductions Clause
The Price Reductions Clause serves to maintain the relationship between three prices:
– The GSA price
– The BOA price
– The commercial list price
Changes to the relationship subsequent to award trigger the Clause
How Does One Compute A Price Reduction?
Disclosed Discount
Ratio New Discount
Basis of Award
Customer
3% 1 4%
GSA 6% 2 ?
How Does One Compute A Price Reduction?
Disclosed Discount
Ratio New Discount
Basis of Award
Customer
3% 1 4%
GSA 6% 2 8%
How Does One Compute A Price Reduction?
Disclosed Discount
Ratio New Discount
% Increase
Ratio
Basis of Award
Customer
3% 1 4% 33% 1
GSA 6% 2 8% 33% 2
What Does NOT Trigger the Clause?
Sales to Federal agencies Sales outside the basis of award (if within
disclosed commercial practices) Sales of products/services not on Schedule Certain fixed price, high dollar value orders Certain “spot discounts” provided equally to
the Government Quotation or billing errors, properly reported
to GSA Other disclosed and pre-approved sales
The Price Reductions Clause (Lessons Learned)
Exercise care in preparing CSPF
Make clear what sales will trigger PRC and what sales will not trigger PRC
Propose a practical Basis of Award
Develop an infrastructure that will identify PRC-triggering sales
Promote and enforce compliance
Contractor Team Arrangements
MAS contractors can team Facilitates award of large, complex tasks Facilitates small business participation CTAs vs. subcontracts Key compliance considerations
– All members must be MAS contractors– Each member must sell at its own Schedule price– Each member must pay its own IFF– GSA now permits single POC for invoicing/billing
GSA’s Suggested Elements Of A Quality CTA Identify participants, responsibilities, schedules, items Define key terms Identify scope, performance period, termination
provisions Identify fees, etc. Identify administration functions and process Establish license and other proprietary rights Establish representations and warranties Identify confidentiality provisions Identify indemnification provisions Identify governing law Establish how disputes will be resolved
The IFF
Currently ¾%
Funds MAS Program
Fee paid by purchasers; passed through vendor
to GSA
Included in published price
Teammates each pay own IFF
Significant room for error
Scope Of Contract Issues
Two key questions– Is the product/service within the scope of your
Schedule?– Is the product/service on your Schedule?
Terminology– “On Schedule” or “Schedule Item”– “Non-Schedule” or “Non-FSS”– “ODC”– “Ancillary Item” or “Incidental Item”– “Open Market”
GSA’s recent investigative focus in this area Recent bid protests
TAA Overview
All Schedule products and services must comply with the Trade Agreements Act (TAA)
– Products must be “substantially transformed” in an eligible country
– Services must be performed by a company “established” in an eligible country
Schedule contractors must take TAA compliance seriously
Small Business Subcontracting
Companies must promote the use of small businesses as subcontractors to the “maximum extent practicable”
“Goals” set prior to contract award
Good faith efforts required
Failure to undertake good faith efforts can result in significant penalties
Everyone must understand new recertification rules
A few recurring scenarios…
Failure to understand Government Contracts environment
Sales growth outpaces infrastructure growth
Management focuses on revenue, without focusing on compliance
Decentralized operations without centralized control
Lack of training
Failure to listen to people “on the ground”
Management Must Be Committed To Compliance Senior officer must be assigned overall responsibility
Compliance program must be tailored to organization
Program must incorporate Code of Conduct
Personnel must have access to hotline
Personnel must receive training
Compliance must be key to advancement
Program must be monitored and audited
Breach of program must result in discipline
Program must be reviewed and updated regularly
Top 10 Ways To Ensure Compliance…
Adopt written pricing/discounting policies, educate your team, and adhere to those policies religiously
Implement a standard pricing/discount structure with centrally controlled, carefully monitored approval process for non-standard sales
Negotiate a Basis of Award that you can live with
Use “carrot and stick” to ensure non-federal divisions understand and comply with contract
Provide regular training
(Continued)
Limit the number of people dealing with Government customers
Institute redundant safeguards Conduct periodic compliance reviews Be proactive in responding to non-federal
concerns so the Schedule rules do not become a hindrance that folks try to circumvent
Take advantage of knowledgeable company resources
A brief, shameless plug for the Second Edition of Multiple Award Schedule Contracting, by John Chierichella and Jonathan Aronie
– Only comprehensive guide to the MAS program
– Useful Vendor Resource Guide– Nationally recognized
contributors• Ernst & Young• Coalition for Government
Procurement• Government Officials
– Hardcover or paperback– Available at
www.schedulecontracts.com and
Jonathan S. Aronie, Esq.Sheppard Mullin Richter & Hampton LLP
Washington, DC
202.218.0039 phone202.302.4855 cell202.312.9416 fax
Jonathan’s professional experience includes litigating under the qui tam provisions of the False Claims Act, drafting corporate compliance plans, conducting internal investigations (proactive and defensive), and counseling corporate clients in an array of federal regulatory and statutory matters. He frequently meets with, negotiates against, and represents clients before the Department of Justice, the General Accounting Office, the General Services Administration, and the various agencies of the Department of Defense. Jonathan writes a monthly procurement column for Federal Computer Week and is the co-author of the leading book on the Multiple Award Schedule Program. He is cleared at the highest levels and frequently counsels clients in classified matters relating to national security.