The Federal Government as Client:

1
The Federal Government as Client

• A Guide to the Basics
• November 14, 2008

2
Introductions

• Margaret Beyer AIA CCM PMP
• VP, Program Management Security
• Mark G. Anderson Consultants
• Washington, DC
• Julie Partridge
• VP, Contracts Business Development
• Mark G. Anderson Consultants
• Washington, DC

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Todays Goals

• What Opportunities are Out There?
• Look at Your Company
• How to Get Started
• Contracting
• Marketing
• Secure/Classified Projects
• Where Do I Go From Here?

4
Whats Out There?

• Government Contracting Opportunities
• Estimated less than 5 of U.S. businesses do work
  for the U.S. government
• The federal government signs over 11 million
  contracts a year
• Small Business Set-Aside Program lets small
  businesses compete for their fair share
• Theres a lot of money out there even in an
  economic downturn

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Whats Out There?

• How much money are we talking about?
• In 2007, the United States Government awarded
• 600,000,000,000
• in government contracts for goods and services

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Case Study T T, Inc.

• Introduction to T T, Inc. (Tony and Tina)
• Seven person firm Architecture, Engineering,
  Interior Design and Construction Management
• Located in Hopewell, VA
• 50 - 50 partnership between
• Tina and Tony

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Case Study T T, Inc.

• T T, Inc.
• 6,000,000 revenue in 2007
• Services include Architecture, Engineering and
  Interior Design
• Tina and Tony would like to diversify their
  business and participate in federal contracts,
  but dont know where to start.

???
8

• LOOK AT YOUR COMPANY

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Look at Your Company

• Look at your company . . .
• What services do you provide?
• Translate those services to NAICS codes
• Are you a Large Business / Small Business ? (What
  are the criteria?)
• Set-Asides What does that mean?
• Teaming Is this an option?

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Look at Your Company

• Services
• Architecture
• Engineering (can include CM)
• Drafting
• Interior Design
• Industrial Building Construction
• Commercial and Institutional Building
  Construction (can include CM)

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Look at Your Company

• Other Related Services
• Landscape Architecture
• Furniture - Products and Services
• Project Management
• Business Improvement Services

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Look at Your Company

• NAICS Codes
• North American Industry Classification System
• Census Bureau system for classifying business
  establishments
• Used in many different industrial and business
  applications
• www.census.gov.naics/2007/NAICOD07.htm
• www.naics.com

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Look at Your Company

• NAICS Codes

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Look at Your Company

• NAICS Codes
• Architecture - 541310
• Engineering - 541330
• Drafting - 541340
• Interior Design 541410
• Industrial Building Construction - 236210
• Commercial and Institutional
• Building Construction - 236220

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Look at Your Company

• Large Business / Small Business
• Based on NAICS code and SBA size standards
• Architecture - 541310
• Engineering - 541330
• Drafting - 541340
• Interior Design 541410
• Industrial Building Construction - 236210
• Commercial and Institutional
• Building Construction - 236220

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Look at Your Company

• Large Business / Small Business
• Average over 3 years. For example
• Size Standard 4.5 million (revenue)
• 2005 - 3.0 M
• 2006 - 4.5 M
• 2007 - 6.0 M
• Avg. 4.5 M - Qualified Small Business

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Look at Your Company

• Large Business / Small Business
• The following year..
• Size Standard 4.5 million (revenue)
• 2006 - 4.5 M
• 2007 - 6.0 M
• 2008 - 4.5 M
• Avg. 5.0 M Not Qualified

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Look at Your Company

• Large Business / Small Business
• NAICS Code classification is done by the
  contracting agency
• Check the code! Different code may mean
  different size standard
• If you can provide the service, you can add the
  code to your CCR profile

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Look at Your Company

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• Small Business Set-Asides
• SBE Small Business Enterprise
• Some small business designations are
• self-certifying
• Other Small Business Categories
• SDBE
• WBE
• VOSB
• SDVOSB

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Look at Your Company

• Small Business Designations
• DBE Disadvantaged Business Enterprise
• SDB Small Disadvantaged Business (Small
  Business Association SBA certification)
• Agency, State and Local Programs with specific
  qualifiers

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Look at Your Company

• Small Business Designations
• WBE or WOB Woman-owned Business Enterprise
• Firm must be 51 woman-owned, and qualify under
  the small business size standard
• MBE or MWBE Minority Business Enterprise /
  Minority Woman-owned Business Enterprise
• Self-certifying

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Look at Your Company

• Small Business Designations
• VOSB Veteran-owned small business
• SDVOSB Service-Disabled Veteran-owned small
  business
• VOSB and SDVOSB are self-certifying
• Interesting Note A veteran with a 0 to 100
  disability rating is eligible to self-represent
  as a Service-Disabled Veteran for Federal
  contracting purposes. (Small Business
  Administration)

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Look at Your Company

• Small Business Designations
• 8(a) Contractors Section 8(a) Business
  Development Program was created to help small
  economically and socially disadvantaged
  businesses compete in the market place
• Eligibility for nine years
• 8(a) firms can be awarded sole-source contracts,
  without competition
• Apply at www.sba.gov/services/

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Look at Your Company

• Small Business Designations
• HUB Zone - program for small companies that
  operate and employ people in Historically
  Underutilized Business Zones
• Set-Asides and sole source contracts
• Apply at www.sba.gov/services/

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Look at Your Company

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HUBZONE EXAMPLE HOPEWELL, VA
http//map.sba.gov/hubzone/init.asp

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Look at Your Company

• Teaming - Getting a Foot in the Door
• Joint Venture A new legal entity
• Teaming Agreement
• Subcontracting

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Case Study T T, Inc.

• Tony and Tina take a look at T T, Inc. -
• Average revenue last 3 years lt 4.5 Million
• Located in Hopewell, VA (Hubzone)
• Tina was in the
• Air Force Reserves
• Tony is one fourth
• Alaskan Native

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• HOW TO GET STARTED

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How to Get Started

• First, T T, Inc. will need to
• Get a DUNS Number
• Register with CCR
• Complete ORCA Reps and Certs

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How to Get Started

• DUNS
• Data Universal Numbering System
• DUNS numbers are issued by Dun and Bradstreet
  (DB) and consist of nine digits.
• Contact Dun Bradstreet online at
  www.dnb.com/US/duns_update/
• Or Call 1-866-705-5711

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How to Get Started

• CCR Central Contractor Registration
• CCR is the primary registrant database for the
  U.S. Federal Government.
• CCR collects, validates, stores and disseminates
  data in support of agency acquisition missions.
• If you want to do business with the government,
  you must register in CCR!
• www.ccr.gov

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How to Get Started

• ORCA - Online Representations and Certifications
  Application
• ORCA replaces the paper based Representations and
  Certifications required for most proposals
• Reps and Certs includes information about your
  business, including size, ownership, and small
  business categories.
• ORCA registration may or may not be required.
• https//orca.bpn.gov/

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How to Get Started

• FedBizOpps Where and How to Look Online
• www.fbo.gov (www.fedbizopps.gov) is the US
  Governments one stop virtual marketplace
• Source for federal business contracting
  opportunities
• Can be searched without registering
• When registered, custom searches can be set up
  and results emailed daily

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How to Get Started

• FedBizOpps Terminology
• RFP Request for Proposal
• RFQ Request for Quote
• RFI Request for Information
• Sources Sought Looking for information that
  could affect future procurement. May be a search
  for qualified Small Businesses.

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How to Get Started

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How to Get Started

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How to Get Started

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How to Get Started

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How to Get Started

• FedBizOpps Lets Search for
• Keyword Virginia
• NAICS Code 541310 Architectural Services
• Date of Search October 18, 2008
• Reminder custom searches can be set up and
  results emailed daily

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How to Get Started

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How to Get Started

• Here are the first few Search Results
• Hospital Outpatient Clinic and Naval Hospital
  Renovation and MRI Addition, Camp Lejeune, NC
  Department of the Navy - Naval Facilities
  Engineering Command
• IDIQ contract for architect-engineering services
  for research facilities in the North Atlantic
  Area Department of Agriculture - Agricultural
  Research Service
• Architect-engineering services for Statewide
  Multidisciplinary Indefinite Delivery Indefinite
  Quantity (IDIQ) contracts to support the Air and
  Army National Guard throughout West Virginia
  Department of the Army -
  National Guard Bureau - USPFO for West Virginia

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How to Get Started

• FedBizOpps Lets Search again, for Small
  Business Set-Asides
• Keyword Virginia
• NAICS Code 541310 Architectural Services
• Total Small Business
• Date of Search October 18, 2008

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How to Get Started

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How to Get Started

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How to Get Started

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Search Results

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How to Get Started

• Other Services
• www.epipeline.com www.findrfp.com
  www.bidcontracts.com, and many more.
• 500 - 10,000 per year
• MAY be source for information before it reaches
  FedBizOpps
• Pros and cons for each service
• Look at your resources will it save you time
  that could be billable hours?
• Try it before you buy it!!

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How to Get Started

• Other Things To Do
• Attend Industry Day events agency sponsored
• Read news articles
• Subscribe GovExec.com NextGov.com
• Look at Agency websites
• Attend small business events and seminars
• Join industry organizations

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Case Study T T, Inc.

• Filling in the Paperwork
• DUNS Number
• CCR
• ORCA
• Hubzone certification
• Other options?

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Case Study T T, Inc.

• Organizing to Monitor FedBizOpps and other
  opportunities

• Search by NAICS codes,
• Agency, Size, etc.
• Who will search?
• How often?
• Who will look at the results?
• What is the process for
• deciding GO / NO GO?

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• CONTRACTING

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Contracting

• Brooks Act
• Under the Brooks Act, A/Es are selected on the
  basis of demonstrated competence and
  qualification for the type of professional
  services required before reasonable and fair fees
  are negotiated.
• With Qualifications Based Selection, price
  quotations are not a consideration in the
  selection process.

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Contracting

• F.A.R. Federal Acquisition Regulations
• United States Code (USC) and the Code of Federal
  Regulation (CFR) Title 48
• Grants the statutory authority to conduct
  procurements on behalf of the government
• Rules that govern those procurements are known as
  the Federal Acquisition Regulations

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Contracting

• F.A.R. Requirements Key Points
• When a government agency issues a contract or a
  proposal, it will specify a list of F.A.R.
  provisions that apply to that contract
• Provisions may be extensive many pages of fine
  print
• Read the clauses and understand what you are
  agreeing to
• F.A.R. requirements become part of the contract

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Contracting

• F.A.R. Requirements Key Points
• In order to be awarded a contract, a bidder must
• Comply with the provisions
• Demonstrate compliance by time of award
• Claim an exemption from them
• If you dont understand what you are reading and
  signing GET HELP!!

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Contracting

• F.A.R. Requirements Key Points
• There are mandatory reporting requirements
• Working on government means you will ALWAYS be
  subject to audit timekeeping overhead rates
  labor practices
• http//www.arnet.gov/far/

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Contracting

• Contract Types
• IDIQ
• MAS Schedules
• BPAs
• Set-Asides
• Sole Source
• Full and Open Competition
• Joint Ventures and Teaming

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Contracting

• I D I Q
• Contracting acronym meaning
• Indefinite Delivery / Indefinite Quantity.
• An indefinite quantity of supplies or services
  during a fixed period of time
• Typically, no or low minimum guaranteed amount
• Go get an IDIQ contract and then use it to sell
  your services!

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Contracting

• Multiple Award Schedules (MAS)
• Federal Supply Service (FSS)
• A Multiple Award Schedule is a type of Indefinite
  Delivery-Indefinite Quantity contract
• Avoids most traditional public bidding procedures
• Available for all agencies to use
• Agencies place orders directly with the
  contractor or vendor

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Contracting

• Multiple Award Schedules (MAS)
• CFMS - Comprehensive Furniture
• Management Services
• includes programming, space planning and
  design, but stops short of architectural
  construction docs
• PES - Professional Engineering Services
• includes engineering services and
  construction management

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Contracting

• Blanket Purchase Agreement (BPA)
• A simplified method of filling anticipated
  repetitive needs for supplies or services by
  establishing charge accounts with qualified
  sources of supply
• Allows agencies to establish pricing for a need
  with an unknown quantity or delivery requirement
• Advantages Better value improved discounts
  volume purchasing faster turnaround

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Contracting

• Set-Asides
• Procurement actions that only specific types of
  vendors are invited to bid on
• 8(a)
• Small business
• HUBZone
• SDVOSB

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Contracting

• Sole Source
• Only one person or company can provide the
  services needed
• Any attempt to obtain bids would only
  result in one company being able to meet the
  requirement.
• Writing a Sole Source Justification

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Contracting

• Full and Open Competition
• All responsible sources are permitted to compete

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Contracting

• Joint Ventures and Partnering
• Joint Venture
• A new and separate business entity
• Two or more parties
• Share in revenue, expenses and control
• Teaming
• Teaming Agreements
• Prime and Subs

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MARKETING

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Marketing

• CO COTR
• CO Contracting Officer (also called KO).
• The CO is the only person who can bind the US
  Government to a contract, make changes or
  terminate contract.
• COTR Contracting Officers Technical
  Representative
• Individual appointed by the contracting officer
  to assist in the technical administration and
  monitoring of the contract.

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Marketing

• Targeting Agencies
• Can you identify a specific agency that would be
  a likely source of business?
• Geographical proximity?
• Your past experience?
• Your employees past experience?
• A contact that you have already made?
• Knowledge of upcoming requirements?

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Marketing

• Get to know the Contracting Officer
• Look at FedBizOpps (www.fbo.gov)
• Identify potential COs, COTRs, and PMs for
  the
• agency you want to work for
• Call them up go visit meet and greet
• Pitch your company
• Ask about opportunities in the future

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Marketing

• Drill Down
• Persistence pays off.
• If you reach a contact that is not the right
  person thank them for their time, and ask if
  they know of anyone else that you might speak to.
• Marketing 101
• Get more contact names
• Follow-up!

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Marketing

• GSA Advantage
• www.gsaadvantage.gov
• and
• www.gsaelibrary.gsa.gov/
• Insight into competitors and competitors pricing
• What kinds of work are people being paid to do?
• Can you be competitive?

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Marketing

• E-Buy
• For those who have a GSA MAS Schedule (password
  protected)
• www.ebuy.gsa.gov
• Some government acquisitions are done through
  E-Buy
• Can include big programs
• Sometimes used for staff augmentation

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Marketing

• GSA General Services Administration
• An excellent source of work
• BUT NOT THE ONLY SOURCE!

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Marketing

• GSA Public Buildings Service (PBS)
• www.gsa.gov/pbs
• PBS directs the federal government's
  multibillion-dollar building program
• Construction, renovation, alteration, and repair
• Federal office buildings, courthouses, and other
  facilities
• Most work done in partnership with
  architect/engineer groups from the private sector

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Marketing

• GSA Design Excellence Program
• www.gsa.gov/designexcellence
• Primarily for large, high profile GSA projects
• Streamlined two-step architect/engineer selection
  process
• Uses private-sector peers to provide feedback
• Stresses creativity

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Marketing

• U.S. Army Corps of Engineers (USACE)
• Continuing requirements for outsourcing
• AE, CM and Engineering IDIQ Contract
• Stated goal of more outsourcing utilizing
• more contractors to meet their needs!

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Marketing

• SF 330
• Government Statement of Qualifications
• Standard Form
• Required for some project proposals
• Includes standardized company information and
  specific company information
• Look for specific requirements in the RFP

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Marketing

• SF 330
• Various Word and PDF formats available
• Can be used with InDesign and other Graphics
  software
• Can include pictures and graphics
• Books and classes available on producing winning
  SF 330s

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Marketing
F.A.R. (Federal Acquisition Regulations)

• You cant wine and dine and send lavish gifts
• Strict limits on gifts - 25 per year / 15 per
  occurrence
• NO gifts if there is any perception or
  expectation of inappropriate influence
• The CO cant have any discussions with you at all
  once a solicitation is on the street
• The CO cannot be seen as giving any advantage to
  a single party that might spoil the
  procurement

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Case Study T T, Inc.

• Developing an Action Plan for Marketing
• Assign people to monitor FedBizOpps, and other
  web sources
• Develop a GO NO GO strategy
• What work is available?
• What do you want to pursue?
• Identify target clients and talk to them ask
  about what might be coming up
• If you have time, write
  resumes and job
  descriptions for SF 330
  format
  before you
  need them

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• Secure / Classified Contracts

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Secure / Classified Contracts

• Why should I care about classified government
  projects?
• available for secure design and
  construction
• More opportunity with less competition
• More opportunities for sole source, small
  business set-asides and simplified
  contracting
• Having cleared staff increases the
  marketability of your company

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Secure / Classified Contracts

• How can private companies work with classified
  material on secure projects?
• NISP National Industrial Security Program
• NISPOM NISP Operations Manual
• DSS Defense Security Services

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Secure / Classified Contracts
N I S P O M

• www.fas.org/sgp/library/nispom.htm

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Secure / Classified Contracts
Which comes first?

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OR
CLEARED STAFF? CLEARED PROJECTS?
85
Secure / Classified Contracts

• Agency requirement for cleared contractors
• 2. Contract procurement and award
• Agency issues FORM DD-254
• Outlines security requirements
• project specific
• agency specific

• Process

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86
Secure / Classified Contracts
Facility Security Clearance

• GRANTED BY DSS
• (Defense Security Services)
• Must already have a DD-254 (Sponsor)
• Requires Personnel Clearance of All
  
• Key Management Personnel (KMPs)

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87
Secure / Classified Contracts
Facility Security Clearance

• Level of Facility Clearance required is
  defined by DD-254 (Secret, Top Secret)
• Facility Clearance (FCL) is only as high as
  the clearance level of KMPs
• Minimum number of KMPs includes President
  and Facility Security Officer (FSO)
• Other KMPs can be excluded if they can be
  isolated from involvement with cleared
  projects

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88
Secure / Classified Contracts
Facility Security Clearance

• Once you have a Facility Clearance, you
  will get access to JPAS - to manage and process
  cleared personnel

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• 2.
• 3.
• 4.
• 5.
• 6.
• 7.

89
Secure / Classified Contracts
JPAS Joint Personnel Adjudication System

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• 2.
• 3.
• 4.
• 5.
• 6.
• 7.

90
Secure / Classified Contracts
Facility Security Clearance

• You will be able to hire cleared personnel and
  own their clearances
• You can use JPAS to verify clearances for
  personnel to gain access at secure facilities
  (not just your sponsor!)
• You can open clearance investigations for
  uncleared personnel

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91
Secure / Classified Contracts
Personnel Security Clearances

• eQIP is the online secure access to enter
  your personal information
• SECRET requires information going
  back up to seven years (NAC investigation) -
  where you lived-where you worked, etc.
• TOP SECRET requires information going back
  ten years (SSBI investigation)
• Fingerprint cards required as part of
  submission

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92
Secure / Classified Contracts
Possible Disqualifiers

• MUST be A U.S. Citizen
• Arrests and Convictions
• Financial issues / bankruptcy
• Truthfulness and full disclosure are important
• Investigators look at the whole picture to make
  a determination

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93
Case Study T T, Inc.

• So what are Tony and Tina going to do?
• Change company ownership to 51 for Tina, 49 for
  Tony Woman-Owned and Veteran-Owned Small
  Business
• Apply for Hub-Zone Status with SBA
• Apply for CFMS and PES GSA Multiple Award
  Schedules
• Assign a Primary and
  Back-up person on
  staff to monitor
  
  FedBizOpps

94
Case Study T T, Inc.

• What Else?
• Make one or more individual on the staff
  responsible for following leads and writing
  proposals they dont want to duplicate efforts
• Plan for smart growth
• Develop a strategic FOCUS Tony and Tina dont
  have time or resources to chase everything!
• T T, Inc. is moving forward
  now, and
• you can too!

95

• WHERE DO I GO
• FROM HERE?

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• 7.

96
Where Do I Go From Here?

• Look at what you have to offer
• Make a plan
• Do your homework
• GO FOR IT!

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• 7.

97
Questions?

• Margaret Beyer
• m.beyer.73_at_comcast.net
• Julie Partridge
• jpartridge_at_mgac.com