GSA Advantage
What is the best way to research and get status on an active GSA Advantage order?
Two types of orders are available on GSA Advantage, with status tracking depending on the product ordered:
- GSA Global Supply order: Products ordered from GSA Global Supply are managed entirely by GSA Global Supply. Information on status can be found online, 24/7, at AskGSA. Users can create an account there and search for status on a specific line item using the relevant requisition number, or scan for all orders in a given time period before drilling down to specific status. If Internet access is problematic, customers can call our National Customer Service Center at 800-488-3111 any time between 9 p.m. Sunday and 9:30 p.m. Friday. Users can also email NCSCcustomer.service@gsa.gov.
- Schedule order: An order placed with any of GSA’s thousands of Schedule vendors is managed by that vendor. Many will post order status back to Advantage. Status updates are visible in the “Message Center” by clicking on the ‘mail’ icon in the top menu bar when logged into GSA Advantage. If you cannot see status online, please contact the vendor directly using the email or phone number contained in the “Contractor Details” link within GSA Advantage search results, or in the vendor listing in GSA’s eLibrary database of vendors.
What is the difference between a GSA Advantage order and a GSA Special Order Program order?
GSA Advantage displays millions of products under contract with Schedule vendors or GSA Global Supply. In most cases, those orders flow directly to the responsible party for fulfillment.
A “Special Order” is typically for an item that is not under contract. It may be a National Stock Number with Acquisition Advice Code “J,” meaning it is “buy-on-demand.” In most cases this is because demand is very low, and insufficient to justify a standing contract. It may also be a commercial item that is new, or for some reason is not offered by a Schedule vendor. If requested, GSA can perform a one-time “Special Order” purchase on behalf of a customer.
Does GSA Global Supply offer any additional support specifically for OCONUS customers?
Yes. In 2018 launched a program to support EUCOM customers with expedited delivery of high-demand National Stock Numbers. Working with a vendor partner, customers can order from up to 900 such items stocked in Germany and available for delivery to customers throughout Europe in less than a week. The original inventory was ~720 NSNs and has expanded twice. Customers order through existing mechanisms, such as MILSTRIP, DLMS, or our websites, and relevant items are delivered in a few days. Items outside the EUCOM inventory ship from CONUS via the standard CCP process.
In FY 21, GSA is adapting this concept to INDOPACOM via four sites. Again, contractor-managed facilities store high-demand NSNs and deliver in less than a week. Customers order as they wish (e.g. MILSTRIP, DLMS or GSA’s websites) and “local” items are delivered in a few days. Items outside the local inventory ship from CONUS via the standard CCP process. The sites are Guam (350 NSNs), Korea (660), Japan (750) and Hawaii (660). Guam opened in November 2020, while Korea is scheduled for December and the others in Q2 of FY 21.
GSA Fourth Party Logistics (4PL) program
What are some of the benefits a customer gains in using the local ServMart?
Key benefits include:
- Inter-Departmental billing
- GSA negotiated contracts
- Purchases are requisitions not acquisitions
- Greater price discounts over traditional retail model
- FAR compliance
- Customers divest themselves from inventory ownership and management
- Wider range of products and services available
- Improved access to products not stocked at the stores via an immediate reach-back capability
- Greater flexibility in making product line changes
- Access to products via Store Portal
- Best commercial practices
- Allows the customer to eliminate labor expenses associated with inventory management and operation of select store functions
- On-Site product expertise from commercial vendors
- GSA systems capture all sales data and provide information both at the enterprise and local level
- Management reports providing spend analysis
- Expanded procurement options
- DoDAAC/MILSTRIP
- Government Purchase Card
- MIPR/MORD (optional)
- Shared resources/utilization of existing supply chain logistics
- Allows the customer relief from the burden placed on regional Contracting Offices for the management of routine, time-consuming contracts.
- Requisition based program. Customer is buying directly from the GSA and is gaining access to the 4PL Industry Partners.
- There is no FAR requirement for multiple quotes as the GSA 4PL Blanket Purchase Agreements have already been competing according to the FAR.
- Larger depth and breadth of product. Between Industrial and Office supply vendor partners, we have over 800,000 items on contract and available to the store.
- Referral Order Program. Not every contract item can be stocked in the store; however, the entire contract catalog offerings are available to the customer via referral order e.g. direct delivery to the store and sometimes customer’s location. and
- Allows for multiple purchase methods, including GPC, DODAAC, and MIPRs.
Is the GSA Fourth Party Logistics, or 4PL, program considered a mandatory source of supply?
While we defer to agencies on their interpretation of the FAR (for example, Section 8), the key point is that in all of our programs, we operate in a competitive marketplace. We understand that our customers are driven to achieve the best value in their spending, so on program attributes like price, customer service, product quality and choice, we always operate as if customers have alternatives. We manage some of those potential alternatives, including the Multiple Award Schedule, so our wholesale and retail programs need to be aggressive and competitive.
What is the difference between shopping at the ServMart or via milstrip requisition and shopping on GSA Advantage?
Shopping at a ServMart store supported by GSA Retail Operations is very similar to submitting a requisition that is fulfilled by GSA Global Supply. In both cases, the entity providing the products is a government agency. The purchase is a requisition, a transaction executed on a government-to-government basis. It is simple and safe.
GSA Advantage is a portal for both requisitions (G2G transactions between customer agencies and GSA Global Supply) and acquisitions (B2G transactions between business entities and a government buyer). Different portions of the Federal Acquisition Regulation govern requisitions vs acquisitions.
Online transactions performed on the GSA Global Supply or USMC ServMart website are all requisitions. All items visible there are managed by GSA and neither site displays items from Multiple Award Schedule vendors.
Other
What’s the difference between a requisition and an acquisition?
A requisition is a transaction between two federal agencies. For example, any agency, civilian or military, which purchases an item from GSA Global Supply is executing a requisition. Even though GSA Global Supply may rely on a commercial vendor to store or ship that item, the transaction is between the purchasing agency (for example, USDA, Navy) and GSA.
An acquisition is conducted between the purchasing agency and a commercial supplier. This is true whether the vendor holds a GSA Schedule contract or is an open market supplier. The name of the commercial entity will appear on the buyer’s purchase card bill.
Why do I need a DODAAC for shipments?
There are multiple uses for a Department of Defense Activity Address Code, including:
- Paying for a GSA Global Supply requisition; Since a requisition is a G2G transaction, GSA can arrange directly billing of the relevant customer DoDAAC as an alternative to the customer’s use of a government purchase card.
- Advising GSA on a shipping destination: Each DoDAAC has a default shipping address associated with it. On any given shipment, that address can be revised, but in most cases it tells GSA where to ship an order.
- Billing a different office/function; In some cases, the party placing the requisition and using the supplies is not the office paying for the order. In some agencies, a regional office will pay for supplies ordered and used by a remote field office.
- Validating a customer; Since tens of thousands of GPCs are in use, there is potential for misuse or fraud. Customers on GSA Advantage validate their identity and legitimacy by providing an activity address code or DoDAAC and the email address of an approving official. GSA contacts this person, normally every six months, to certify that the card user is allowed to place orders.
How do I get a new DODAAC?
It is rare that a customer needs a new DoDAAC. In most cases, there is an existing DoDAAC, even if it has not been used and has been forgotten by potential users. We have an Order Management team that works regularly with agency or military service coordinators to validate DoDAACs. In rare cases, they collaborate to issue a new DoDAAC. Send an email to that Order Management team if you need help.
What is FOB Origin? What is FOB Destination? How do I determine shipping costs?
FOB stands for Freight on Board. FOB Destination indicates that the GSA price includes delivery to the CONUS destination or the relevant DLA Consolidation and Containerization Point. FOB Origin indicates that there will be a freight charge to get from the point of origin to the destination.
Every part-numbered item available from GSA Global Supply (~800,000) is FOB Destination. In addition, more than 96% of NSNs visible online at the Global Supply site and GSA Advantage are FOB Destination.
Customers buying items among the relative handful of FOB Origin items are billed either the actual freight charge or a flat fee (for example, 5% or 10% of item value), depending on the underlying GSA contract with the supplier. Customers with questions can contact NCSC.
Customers buying online at GSA Advantage or GSA Global Supply may be prompted to enter a destination zip code to confirm the availability of shipping. In most cases, shipments to OCONUS users will be routed through a DLA Consolidation and Containerization Program, or CCP, site.
How do I file a discrepancy to report a problem with an order?
There are three ways to report a problem on a GSA Global Supply Order:
I placed a requisition order about six months ago and never received the item. Can I re-order?
Before re-ordering the material contact GSA National Customer Service Center to investigate the supply discrepancy and determine the best course of action to resolve an non-receipt order.
What are the GSA Advantage Overseas Ordering Instructions?
Learn more about Overseas Ordering Instructions on GSA Advantage’s Help & Assistance page. Select “Ordering from GSA Advantage”
How do I know if my order will be mailed to my APO/FPO address or shipped to the Consolidation Point?
The default shipping option for GSA Global Supply orders destined for OCONUS locations is via the DLA Consolidation and Containerization Point. The same is true for products from Schedule vendors. In both cases, the exception would be State Department functions, which use a network of freight forwarders to reach OCONUS destinations.
It is conceivable that a Schedule vendor would be able to mail small orders (under 150 lbs.) to an OCONUS destination, bypassing the DLA CCP. However, only a few Schedule vendors will provide this service. A vendor’s geographic coverage is generally visible on the far right of the search results matrix on GSA Advantage. It may, for example, indicate “CONUS” only. Customers wishing to request direct delivery should verify that this is acceptable within their agency. If so, it is best to contact the vendor directly to place an order, so that all parties are aware of planned delivery methods, timing, cost, etc.
How do I order Global Supply part numbers?
- There are multiple options to order Global Supply part numbers:
- Customers shopping online at either the GSA Global Supply, GSA Advantage or FedMall websites will see GSA Global Supply part-numbered items appear in search results. These can be added to the shopping cart and purchased as part of the normal checkout process. FedMall was enhanced to display GSA part numbers in February 2020.
- Customers using military-specific requisitioning platforms (such as Army GC SS or Navy ERP) can enter part numbers. To ensure processing is successful, we recommend using the GSA Global Supply website as a reference tool and copying, exactly, the relevant part numbers as they appear on the GGS site.
- Customers can also order part numbers over the phone by calling GSA at 800-488-3111 anytime between 9 p.m. on Sunday and 9:30 p.m. on Friday.
When does GSA charge my GPC?
Generally, GSA Global Supply will bill a customer account, whether GPC or direct billing via AAC/DoDAAC, after the requested item has shipped. Our vendor partners submit an invoice to us after an item has shipped and that triggers us to bill the customer.
Who is the main GSA point of contact for my location?
Area Manager, INDOPACOM
Stacey A. Franklin
Office: 808-541-1777
Mobile: 808-439-9670
stacey.franklin@gsa.gov
U.S. General Services Administration