Government Contracting

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Please silence all cell phones and pagers.

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WELCOME

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We are: Palm Beach State College

South Florida PTAC Florida SBDC Network

Our funding comes from: SBA (for SBDC) DOD (for PTAC) PBC Board of Commissioners

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Year Round:

• Monday – Friday

• 8:30 AM – 5:00 PM

• With evening classes

• In Southeast Florida

South of Sebastian to Key West:

Broward, Palm Beach, Miami-Dade, Monroe, Martin,

St. Lucie, Indian River & Okeechobee Counties

Florida SBDC Providing Services

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Accounting Procurement

Business Planning Quality Management

Buy-Sell Sales

Finance Start-Up

Franchises Taxes

Human Resources Technology

Internet Trade

Management Values, Ethics

Marketing Web Sites

_________________________________________

Business Analysts/Trainers

Referral Network

FSBDC COUNSELING AND TRAINING TOPICS

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Specialized Programs

Within the FSBDC

PTAC

SO….. exactly what is PTAC?

It stands for Procurement Technical Assistance Center.

There are currently 9 in the state.

Our mission is to educate businesses in government policy

and to counsel and train small businesses on how to find

and win Government contracts.

Our goal is to generate sales and jobs for Florida

companies.

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• How to prepare a Bid/Proposal

• Minority Certification programs

• Marketing to the Government

• Identification of subcontracting opportunities

• How to locate procurement opportunity for

local, state, and federal contracts

• Assistance with government website

navigation

• SBIR/STTR Program assistance.

PTAC Counseling Services

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PTAC website: www.fptac.org Seminar website:

www.palmbeachstate.edu/x16992.xml

Carole Hart - Palm Beach County E-mail: hartc@palmbeachstate.edu Phone: 561-862-4782

Jackie Rule - Broward & Miami-Dade E-mail: rulej@palmbeachstate.edu Phone: 561-862-4781

Contact Us:

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OBJECTIVES

Learn the role of small business in Government contracting.

Understand liabilities/assets involved with being a Government supplier.

See how to use the internet to find bid opportunities, resources, research, and registration processes.

Know how to decipher the alphabet soup of Government contracting.

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Getting Started Ask yourself these questions: Are you prepared to go through the layers of red tape

peppered with government laws and regulations?

Have you been in business for 2 years so that, if eligible, you can apply for minority certification [8(a)] status? (You can do federal business without being certified.)

Are you an avid reader? Are you prepared to possibly read and respond to sometimes 50-100 pages of proposal documentation?

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Target Your Market

Government Entity Choices: • Federal Government

• Cities, counties, state

Approach Choices: • Be a Prime Contractor • Be a Sub Contractor (i.e., market to Primes like

Lockheed Martin, Harris, etc.) • See Small Business Liaison Officers (SBLO) in

both Companies and Agencies.

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Register • Dun & Bradstreet (D&B): Obtain a free DUNS Number by

calling 866-705-5711 (Push # 3) or go to

http://fedgov.dnb.com/webform/displayHomePage.do

• Central Contractor Registration (CCR): www.ccr.gov

• Federal Business Opportunities: www.fedbizopps.gov

• Florida: www.myfloridamarketplace.com

• County Registration (67 local preferences!)

• See websites for state, county, city, school board, etc.

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Register, cont. • Once registered in CCR, your next advanced

registration step is to complete your company profile in the SBA’s Dynamic Small Business Search Database.

• From the ‘Registration Complete” page in your CCR profile, select the SBA logo labeled ‘Register or Update your SBA Profile’ and follow the instructions.

• Input Key Words, a Capabilities Narrative, and References (your ‘happy customer.’ list.)

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Register, cont. • Why bother with this DSBS profile? • The Dynamic Small Business Search

Database is searched by federal, state, and local government purchasing officers, as well as by commercial firms, to locate viable small businesses for immediate (no bid)order placement.

• The database search engine can be accessed at: http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm • This site is a window into your competitors’

status vis a vis CCR status.

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Register with Online Representations and Certifications Application (ORCA)

• ORCA is a federal e-Government system replacing the paper based Representations and Certifications process (required in a solicitation response).

• Data is entered one time only and then can be included by reference in future federal responses.

• You must have an active account in CCR to complete this portion of the federal T’s & C’s.

• See: https://orca.bpn.gov/

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Should you sell to the Federal Government?

Advantages

Disadvantages

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Federal Contracting Advantages

2500 buying offices throughout the US

Every type of supply & service purchased

The Fed offers full & open competition

Checks are timely & issued electronically.

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Federal Contracting Advantages, cont.

Federal programs often lead to business with other agencies and companies

Regulations protect the contracting process

The Government has “preference programs” to encourage small business participation

State and local entities will have greater confidence in selecting you if you have succeeded at federal contracting.

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Federal Contracting Disadvantages

LOTS of paper !!!!

Numerous forms to process

Purchase order execution can be lengthy

Connecting with the agency internal customer can be frustrating.

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Federal Contracting Disadvantages, cont.

Federal procurement paperwork is clearly “another language”

Requirements and specifications tend to be more stringent than commercial procurement

Your company personnel may be unfamiliar with federal contracting regulations.

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Risk/Liability Assessment

Have you done your strategic planning, considering: Man (the human capital to succeed) Machine (equipment essential to succeed) Money (financial strength to succeed) Knowledge base regarding laws & regulations

necessary for successful contract execution Performance and/or Bid Bond (where

applicable) Other contract obligations that may interfere?

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Finding Your Place in Government Contracting

Conduct Due Diligence (homework and research):

Which agencies buy what I sell?

What value can I add to the agency’s mission?

Is there a small business or supplier diversity program at your target agency?

What are the purchasing processes for that agency?

How often do they buy and who does the buying?

Who are the decision makers in the agency?

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Making Contact

• Register as a vendor with each agency you have identified (Get on their internal Approved Vendor list)

• Find out about qualifications and/or requirements to be certified by them

• Find out who the POC’s or Buyers are for your product and/or service.

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Making Contact, cont.

• What is the notification process for upcoming opportunities?

– Agency web site

– Vendor mailing list notification

– Advertisements in local newspapers

– Cable advertising.

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Research/Contact Info

• Routinely monitor federal, state and local agency websites and procurement databases

• There are (fee based) email notification services to help you monitor these sites

• Contact procurement offices and ask for information related to their procurement practices

• Get forecasts and/or budgets for their anticipated purchases.

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Personal Visits and Contacts

• Make Appointments

• Attend Conferences & Expos

• Network

• Attend Pre-Bid Meetings

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Marketing Ideas

• Send a letter to a perspective customer

• Follow up with a phone call and a request for a meeting

• Meet with the customer and send a follow up letter

• Bid on a proposal; make it a great attempt

• If you win a bid, ensure that you fulfill it to the letter so that you will be welcome to participate again!

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Finding Bid Opportunities

Network links to procurement info:

• Federal business opportunities www.fbo.gov

• General Services Administration (GSA)

www.gsa.gov/portal/category/100000

• State of Florida - for state bid opportunities http://fcn.state.fl.us/owa_vbs/owa/vbs_www.main_menu

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Federal Contacts/Links

Federal government www.fedbizopps.gov/ (Federal bids greater than

$25,000) www.firstgov.gov (general information regarding

federal procurement) https://progate.daps.dla.mil/home/

(procurement gateway) www.sellingtothegovernment.net www.fedforms.gov www.fedmarket.com

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State Contacts/Links State of Florida ** General information, bid opportunity, E-quote, etc.:

www.myflorida.com Application / registration:

http://dms.myflorida.com/home_quicklinks/vendor

**There is a 1% fee assessment with every P.O. awarded by the state

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Local Contacts/Links City of Fort Lauderdale www.ci.ftlaud.fl.us/

City of Boca Raton www.ci.boca-raton.fl.us

City of Miami-Dade www.miamidade.gov

Broward County Government www.broward.org/

Palm Beach County www.co.palm-beach.fl.us/pur

Monroe County

www.monroecounty-fl.gov/index.aspx?NID=35

To locate other municipal sites, see www.google.com/ or other search engines.

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Various Federal Preference Programs

• Small Disadvantaged Businesses (SDB)

• Woman Owned Businesses

• Veteran owned Businesses

• Service Disabled (SDVOSB)

• HUBZone Businesses

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The 8(a) (Minority) Program

A business development and certification program

run by the SBA to assist small minority businesses in competing in the American economy.

• Basic Requirements for an applicant business are found at: www.sba.gov/content/revised-8a-business-development-program-regulations-fact-sheet

• Assessment tool: ‘Is 8(a) Right For You?’ at: http://app1.sba.gov/sbat/index.cfm?Tool=2

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“Woman Owned Business”

A “Woman Owned Business” (WOB) is a small business concern that is at least 51% owned and operated by one or more women. Daily operations must be overseen and managed by this represented ownership. A woman must be the highest titled and compensated person. Additionally, a WOSB or a EDWOSB must be owned by a US citizen.

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The 8(m) Program It is a program designed to increase Federal contracting opportunities within the American economy for woman owned small businesses (WOSB) or economically disadvantaged woman owned small businesses (EDWOSB).

The SBA’s new 8(m) Program is named for its section in the Small Business Act.

Basic requirements for an applicant business are found at www.sba.gov/about-sba-info/3690

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Women Businesses

Women and minority business owners:

www.womenbiz.gov

www.women-21.gov

www.sba.gov/sdb/index.html ref 8(a) website

www.sba.gov/womeninbusiness

www.sba.gov/GC/indexprograms-cawbo.html

www.wboc.org certification and government procurement.

US Military Veterans Certification The Veterans Benefits Act of 2010 (Oct 2010), Section 104, expands VA’s requirement to verify business status as owned and operated by veterans, service-disabled veterans or eligible surviving spouses. Self certification NO LONGER applies. Existing firms have until March 15, 2011 to get

certified by the VA. New firms must be initially certified prior to

claiming this status. See: www.VetBiz.gov 14 Jul 11

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Veterans, cont.

Veteran owned business:

www.sba.gov/vets

www.vetbiz.gov

www.vets100.cudenver.edu

www.va.gov

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HUBZone

Empowerment Contracting Programs:

HUBZone: https://eweb1.sba.gov/hubzone/internet/

• The business address must be located in a HUBZone as determined by the US Census.

35% of employees (regular/temp/leased working a minimum of 40 hours per month) must reside (for at least 180 days) in a HUBZone (does not have to be the same HUBZone) to qualify.

HUBZone Benefits

Small Business firms will have the opportunity to negotiate sole source contracts and participate in restricted competition.

A 10% price evaluation preference is also given to HUBZoned vendors in full and open competition. (Price by a HUBZoned vendor will be considered lower than a non-HUBZoned vendor, provided the price is within 10%.)

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Finding Your Place

Consider this…

Are you capable of being a prime contractor?

Would you do better as a subcontractor?

Sample links for opportunities with prime contractors:

www.va.gov/osdbu/dbwva/subcontracting.asp

www.doi.gov/osdbu/PrimeContractorsDirectory.pdf

Public Law 95.507 requires prime contractor to submit a subcontracting plan on $550K worth of federal business.

Can you participate in a joint venture/teaming alliance?

Points to Ponder

If you do not qualify as a federally certified vendor (i.e., 8(a), SDB, HUBZone, etc.), remember you can still bid on 77% of all federal contracts, and on 100% of all non-federal contracts

If you need assistance with the certification process, call PTAC and/or OSBA.

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Procurement Process Steps 1. Government agency establishes requirement. 2. Agency creates a detailed solicitation. 3. Agency publishes this requirement. 4. Potential suppliers monitor solicitations. 5. Potential suppliers bid on select requirement. 6. Agency reviews bids. 7. Agency awards bid. 8. Tax money is paid out for the goods/services.

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Procurement Process, cont.

1. The government agency establishes the requirement. The government by law does not purchase goods

and services unless a bona fide need is identified.

Each agency determines its own requirements for goods and services.

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Procurement Process, cont.

2. The agency prepares a “solicitation.” The solicitation is any request to submit offers or

quotes to the government for the purpose of acquiring goods and services

The agency prepares a solicitation that describes and specifies:

- what it desires to purchase

- the terms & conditions

- the delivery schedule

- any additional support requirements.

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Procurement Process, cont.

3. Solicitation is announced via:

Internet (www.fedbizopps.gov)

Newspapers

Word of mouth

Bid submission requirements are listed in these announcements; get on the electronic distribution list for solicitations.

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Procurement Process, cont.

4. Potential suppliers monitor solicitations Potential contractors locate the solicitation

using various search engines. Potential contractors obtain the complete

solicitation package. Potential contractors review solicitation

package to determine BID/NO BID.** ** A “no bid” is considered a response.

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Procurement Process, cont. 5. Potential contractors submit their bid/

proposal to the appropriate location ON TIME!!

You must ensure that any addendums/

amendments are included. You must meet all written requirements

for the bid, (including format, number of copies, method of submission, etc.).

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Procurement Process, cont. 6. The government agency reviews and

evaluates the submitted bids/proposals for compliance

Packages are evaluated according to the specifications (i.e., being responsible and responsive). If specifications are not met, the bid is disqualified.

7. The government agency awards the contract! The award becomes public record; the contract is executed.

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Procurement Process, cont.

8. The government agency pays for the goods/services PROMPTLY.

The current US federal budget authorizes $3.8 trillion dollars ($3,834,000,000,000) in expenditures for FY 2011.

www.gpoaccess.gov/usbudget/fy11/pdf/budget.pdf

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What is a Trillion Dollars?

Dollars expressed as Seconds

1 million seconds = +/- 11.5 days 1 billion seconds = +/- 32 years

1 trillion seconds = > 30,000 years

http://www.youtube.com/watch?v=1HFGLXLFzzI

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The Support Staff for Your Journey

Informational web sites: Small Business Administration

www.sba.gov

Florida Procurement Technical Assistance Centers www.fptac.org

Small and Disadvantaged Business Utilization Specialists

www.acq.osd.mil/sadbu

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Support Staff, Cont. Contracting People:

ACO - Administrative Contracting Officer

CAO - Contracting Administration Officer

PCO - Purchasing Contracting Officer

SBLO - Small Business Liaison Officer

TCO - Termination Contracting Officer

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Acronyms

Along the roadway of government contracting you will encounter another language.

It is, simply put….. The world of Government

Acronyms.

FAR - Federal Acquisition Regulation (the government’s “terms and conditions”)

SOW - Statement Of Work

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Acronyms, cont. ARO - After Receipt of Order

BOM - Bill Of Materials

RFP - Request For Proposal

ITB - Invitation To Bid

RFQ - Request For Quote (Std Form 18)

RFI - Request For Information (price & delivery only)

IFB - Invitation For Bid (Orders > $100k)

PAS - Pre Award Survey (responsive & responsible?)

EFT - Electronic Funds Transfer (bank-to-bank)

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Review OBJECTIVES

Learn the role of small business in Government contracting.

Understand liabilities/assets involved with being a Government supplier.

See how to use the internet to find bid opportunities, resources, research, and registration processes.

Know how to decipher the alphabet soup of Government contracting.

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EVALUATION

•Please complete your class evaluation form and turn it in to the instructor.

•A Record of Attendance will be awarded.

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PTAC: www.fptac.org (561) 862-4726

Seminars: www.palmbeachstate.edu/x16992.xml

Your success is

our highest

priority.

Thank You!