Selling to the Fed'l Gov't

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Selling to the Federal Government Man-Li
Lin Business Development Specialist US Small
Business Administration New York District
Office Tel [phone] E-mail
Man-Li.Lin_at_SBA.gov
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First Thing To Do

• Obtain a Data Universal Number System (DUNS)
  Number

Call DB at 1-866-705-5711 to obtain a free DUNS
number for federal CCR registration. The process
takes about 10 minutes. Or, you can register
online at http//fedgov.dnb.com/webform/
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Next, Get Registered

• Central Contractor Registration (CCR)
• http//www.ccr.gov
• Dynamic Small Business Search Registration
  http//dsbs.sba.gov/dsbs/
• please keep the ID/password codes given.
  You need to visit/update the profile at least
  once every 6 months.

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Marketing to the Federal Government

• Your government customers need to know three
  things
• 1. That you exist and want their business
• 2. That your products or services can help them
  cost-effectively achieve their objectives or are
  better in some way than what they are currently
  using
• 3. How to buy from you

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Government buyers are looking for

• High quality products, Reliable suppliers, and
  Fair prices
• Vendors that help them meet their purchasing
  goals for small/women-owned businesses, and other
  targeted categories
• More than one potential supplier
• Simplicity

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Eight Ways to Market to the Federal Government

• 1. Call potential buyers within federal agencies
• 2. Network buyers, other vendors, and potential
  partners
• 3. Get help from the experts
• 4. Use government-wide purchasing vehicles
  Federal Services Administration (GSA) Multiple
  Award Schedule (MAS)

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Eight Ways to Market to the Federal Government

• 5. Look for subcontracting opportunities
• 6. Use direct mail or e-mail
• 7. Target government field offices
• 8. Be prepared to do business the way government
  does

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Federal Government Procurement Methods

• Micro-purchases- 3,000
• Sealed Bidding
• Requests for Proposal
• Sole-source Contracts
• Multiple Award Contracts

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Subcontracting

• Over 500,000 (1 million for construction)
• Teaming Agreement
• 1.Select an attorney with experience
• 2. Make sure you have an advance confidentially
  agreement in place before entering any
  negotiations
• 3. Include provisions in the teaming agreement
  that make it enforceable

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Subcontracting (2)

• 4. Make sure the teaming agreement is more than
  just an agreement to agree
• 5. Include provisions that specify under what
  circumstances the teaming agreement may be
  terminated
• 6. Choose partners that have genuine interest in
  you. Verify there is executive-level commitment
  and the corporate cultures are compatible

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Know the Federal Contract Certifications

• Self-Certifications
• Small Business NAICS Codes
• Women-owned Small Business (WOSB)
• Veteran-owned Small Business (VOSB)
• Service-Disabled Veteran-owned Small Business
• (SDVOSB)
• Formal Certification Programs
• 8(a) Business Development
• HUBZone Empowerment Contracting
• Small Disadvantaged Business (SDB)

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Self-certification as a Small Business

• 1. visit www.census.gov/NAICS or www.sba.gov/size
  to know your NAICS code and corresponding size
  standard
• 2. The average Federal Tax Returns for the last 3
  years must not exceed the size standard of your
  NAICS code (sole proprietorship 1040 FTR with
  all the schedules, especially Schedule C)
• 3. Veteran /disabled veteran please request from
  the VA the document attesting to the fact
• Now you have the facts/evidences to support your
  claim that you are a bona fide small business

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Formal Certifications

• Require pre-approval by the government
• 8(a) - Socially and economically disadvantaged
  firms enrolled in a 9-year business development
  program eligible to receive competitive and sole
  source awards.
• HUBZone - Small businesses located in areas
  identified as historically underutilized business
  zones, and with 35 of employees coming from
  HUBZones, eligible to receive competitive and
  sole source awards.
• SDB - Three-year certification for small,
  socially and economically disadvantaged firms
  eligible to receive prime and subcontract
  preferences.

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8(a) SDB

• SBA 8(a) program
• Applies to all purchases
• Must be certified by the SBA
• Sole source and competitive program
• 9-year term - no renewals
• All 8(a) firms are SDBs
• Award must be made at fair market price
• FAR 19.8

• SDB certification program
• Applies over 100,000
• Must be certified by the SBA
• Competitive program
• 3-year term with renewals
• Not all SDBs are in 8(a) program
• 10 price evaluation credit
• FAR 19.11 and 19.12

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SBA 8(a) Program Certification

• Need to register and profile at www.ccr.gov
• ONLINE application
• http//www.sba.gov/8abd
• PAPER application
• 1. Get the forms http//www.sba.gov
• Click TOOL
• Click FORMS

• 2. NY, NJ companies sent to
• Philadelphia DPCE, Parkview Towers,
• 1150 1st Ave, 10th Floor, Suite 1001
• King of Prussia, PA 19406

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SBA 8(a) Program Certification

• Financial assistance Forms-
• 1. From 413 (personal financial Statement)
• 2. Form 1624 (Certification Regarding Debarment,
  Suspension, Ineligibility and Voluntary
  Exclusion)
• 3. Form 912(Statement of Personal History)

• 8(a) Business Development Forms-
• Form 1010B(8(a) Business development Program
  Application
• IRS Forms-
• Form 4506 (Request for Transcript of Tax Return)

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HUBZone Program

• HUBZone Program
• Applies to purchases over 3000
• Must be certified by SBA - no term limits
• Annual self-certification required after
  initial approval
• Competitive and sole source program benefits
  
• Cant consider if FSS, UNICOR, NIB/NISH, or
  8(a)
• Sole source Up to 5.5 M (mfg) and Up to
  3.5M (non-mfg)
• 10 price evaluation preference
• Principal office must be in a HUBZone
• 35 of employees must live in a HUBZone
• FAR 19.13

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HUBZone Program Certification

• Apply ONLINE only
• http//www.sba.gov/hubzone
• http//www.tinyurl.com/y8pyscz

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Service Disabled Veteran Owned Small Businesses

• Set-Aside
• Buys over 3000
• Rule of Two
• No upward limit
• Cant consider if FSS, UNICOR,
  NIB/NISH, or 8(a)

• Sole Source
• Buys over 100,000
• Only 1 Source
• Up to 5.5 M (mfg)
• Up to 3.0M (non-mfg)
• Cant consider if FSS, UNICOR, NIB/NISH,
• or 8(a)

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SDVOSBs

• Additional Points to Remember
• VA determines Service Disability business
  size is self-determined
• No term limits no need to apply or reapply
• Competitive and sole-source program benefits
• Subcontracting and Prime Contracting goals
• FAR 19.14

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Know the Rules

• Federal Acquisition Regulations (FAR)
• www.arnet.gov/far
• Subpart 8.4 Federal Supply
• Schedules
• Part 13 Simplified Acquisitions
• Part 14 Sealed Bidding
• Part 15 Contracting by Negotiation

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Finding Prime Contract Opportunities

• Research Past Purchases
• Federal Procurement Data System Next
  Generation https//www.FPDS.gov
• Register, Read First Time Using Reports, Obtain
  standard, special, or customized award data.
• Identify Current Opportunities
• Federal Business Opportunities
  www.fedbizopps.gov
• Identify your product and/or service codes
  search.
• Obtain Agency Forecasts from sites like
• http//www.womenbiz.gov/forecasts.html

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FedBizOpps
Identify Opportunities Follow the Money

www.fbo.gov
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FedBizOpps Notices
FBO Vendor Notification Service
http//www1.fbo.gov/EPSVendorRegistration.htmlVend
or The Notification Service sends emails to
alert you to new solicitations modifications,
General procurement announcements. It gives
first-hand notice of opportunities links to
actual postings, so that you can request the ones
you want. Register to receive all notices from
solicitation number notices from selected
organizations and product service
classifications all procurement notices.

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FedBizOpps Sign-up
1. Select Procurement Code, NAICS
and/or Buying Activity

2. Receive daily links to buys
The following postings have been made on
FBO DLA Logistics Operations Defense
Distribution Center 49 -- ICE MACHINE MAINTENANCE
AT DEFENSE DISTRIBUTION DEPOT Synopsis http//www.
fbo.gov/spg/DLA/J3/DDC/SP31002D062D0061/listing.
html
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Finding Subcontracting Opportunities

• Subcontracting Opportunities
• Directory of Large Prime Contractors
• http//www.sba.gov/GC/indexcontacts-sbsd.html
  
• SUB-Net
• http//web.sba.gov/subnet
• FedBizOpps/FBO - Find Business Opportunities,
  Search for Awards

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SUB-Net
http//web.sba.gov/subnet/
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Federal Supply Schedules

• Investigate Federal Supply Schedule (FSS)
  Contracts www.fss.gsa.gov Select Acquisition
  Solutions Getting Started, How to Sell to the
  Government and the appropriate Product or
  Service Tab on the page to view the Schedules.
• Become a GSA schedule contractor
• www.gsa.gov Select For Contractors and
  Vendors, Getting on GSA Schedule, GSA Schedule
  Solicitations to see the schedule contents,
  select a product or service code View Schedule
  Document.

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Joint Ventures Teams

• Investigate Joint Venture/Teaming Arrangements
• Excluded from affiliation 13 CFR 121.103(f)(3)
• bundled requirement
• other than a bundled requirement
• Consider Mentor-Protégé Programs
• SBA limited to 8(a) firms
• DOD, US Navy, Air Force, FAA, Dept of State, Dept
  of Energy, more check individual small
  business programs for details.

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Market Your Firm

• One on One - Present your capabilities directly
  to the federal activities and large prime
  contractors that buy your products and services
• Attend procurement conferences and business expos
• Attend Business Matchmaking events
• Add details to DSBS your Dynamic Small Business
  Search profile (e.g., GSA schedule number,
  commercial customers, federal customers, special
  capabilities).

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View Solicitations

• Request or download a bid package
• Obtain copies of relevant specifications
• drawings
• Understand relevant purchasing regulations
• Federal Acquisition Regulations
• Micro-purchases (under 3,000)
• Simplified Acquisitions (under 100,000)
• Bids Proposals (over 100,000)
• Contract clauses

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Prepare Your Offer

• 3 Rules for a solicitation
• -Read itRead itRead it!!!
• Request a Procurement History
• Attend Pre-Bid Meetings
• Walk-Throughs
• Get clarification of ambiguities
• Proofread your proposal
• Submit it on time!

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Contract Award

• Are you Responsive?
• Are you Responsible?
• Pre-Award Survey Technical capability
• production capability
• QA
• Financial accounts receivable, net worth,
• cash flow
• Accounting System
• System for Qualifying Suppliers
• Packaging, Marking, Shipping

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Contract Performance

• Contingency Plans
• Have a back up plan if something goes wrong
• Give yourself enough time to react
• Anticipating Final Inspection
• Make an appointment before shipping date
• On-Time delivery
• Establish a good track record

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Getting Paid Promptly

• Within 30days
• The designated agency office actually receives a
  complete invoice conforming to the terms of the
  contract.
• - purchase order/contract number, a description
  of the goods and services, a requisition number,
  and Electronic Funds Transfer (EFT) information

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Getting Paid

• Know the paperwork process
• Keep good records
• Know your options
• Progress payments
• Prompt Payment Act
• EFT (electronic funds transfer)
• Accept government credit cards

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Seek Additional Assistance

• Procurement Technical Assistance Center
• (PTACs) www.dla.mil/db/procurem.htm
• Small Business Specialists
• www.acq.osd.mil/sadbu/doing_business/index.htm
  
• Procurement Center Representatives (PCRs)
• www.sba.gov/gc/contacts.html
• Commercial Marketing Representatives
• (CMRs) www.sba.gov/gc/contacts.html

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E-Business Institute
Find online business counseling and training
at http//www.sba.gov/training/index.html
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ORCA Initiative

• ORCA, is an E-Gov Integrated Acquisition
  Environment (IAE) initiative, that reduces the
  administrative burden for contractors submitting
  the same information to various contracting
  offices and establish a common source for this
  information for procurement offices
• across the government.

http//orca.bpn.gov
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Helpful Web Sites

• DOD Office of Small Business Programs
• http//www.acq.osd.mil/osbp/
• Procurement and Technical Assistance Centers
• http//www.aptac-us.org/new/
• Small Business Development Centers
• http//www.sba.gov/sbdc/

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More Helpful Web Sites

• SBAs Home Page www.sba.gov
• Government Contracting www.sba.gov/GC
• Site includes links to all major government
  contracting programs discussed here plus much,
  much more.
• Find a Procurement Center Representative
• www.sba.gov/GC/pcr.html

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Key Steps to Procurement Success

1. Know your market
2. Research targeted agency budgets
3. Know where to get practical help
4. Take care of the basics
5. Register everywhere you can
6. Develop personal relationships
7. Start Small

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Things To Remember

• TARGET YOUR CUSTOMER Who buys your product
  or service? How do they buy?
• When do they buy?
• KNOW THE RULES Federal Acquisition
  Regulations
• Contract requirements and specifications
• How to obtain Contract history
• PERFORM AS PROMISED On-time delivery,
• Good Quality, at a Fair Price