Title: Georgia Tech Procurement Assistance Center
1Georgia Tech Procurement Assistance Center
- Presents
- Selling to the Government, 102
- Larry Fountain (404) 894-8832
2Georgia Tech Procurement Assistance Center
- Provide marketing and technical assistance go
Georgia-based businesses - Helped Georgia businesses win in excess of 1.5
billion in government contracts - Located at Georgia Tech since 1985
3Georgia Tech Procurement Assistance Center
- Part of Georgia Techs Economic Development
Institute - Funded by the Department of Defense and
sponsored by the Defense Logistics Agency - All services are FREE
4Georgia Tech Procurement Assistance Center
- Our clients provide all types of products and
services from produce to computers
5Georgia Tech Procurement Assistance Center
- Can Help You
- Locate buying activities that purchase your
products or services - Locate contracting opportunities via FedBizOpps,
FACNET, the Internet or other means - Understand a solicitations requirements and
terminology
6Georgia Tech Procurement Assistance Center
- Can Help You (continued)
- Locate subcontracting opportunities
- Develop a marketing strategy
- Locate purchase history for previously contracted
products or services
7Georgia Tech Procurement Assistance Center
- Can Help You (continued)
- Become aware of additional places of assistance
such as small business specialists - Learn about all aspects of contracting through
GTPAC seminars - Develop and implement quality control and/or
accounting procedures
8Georgia Tech Procurement Assistance Center
- Procurement Counselors located at
- Atlanta
- Augusta
- Columbus
- Savannah
- Warner Robins (Director)
9To Win Government Contracts
- Know how to locate opportunities
- Know who the other players are
- Understand the rules
- Play by the rules
- Ensure others play by the rules
10To Win Government Contracts(continued)
- Be willing to invest time and energy
- Learn to play professionally
- Know how to cope with adversity
- Be highly competitive
- Understand that the playing field is not always
level
11Three Characteristics Essential for Successfully
Dealing with the Government
- Dedication
- Determination
- Persistence
12Priorities for Government Supply Sources
- Supplies
- Agency inventories
- Excess from other agencies
- Federal Prison Industries
- Products available from NIB/NISH
- Wholesale supply sources such as GSA stock
13Priorities for Government Supply Sources
- Supplies (contd)
- GSA Federal Supply Schedules
- Commercial Sources
14Priorities for Government Services Sources
- Services
- Committee for purchases from NIB/NISH
- GSA Federal Supply Schedules
- Federal Prison Industries or commercial sources
15Federal Procurement Regulations
- Federal Acquisition Regulation
- Governs purchases by most Federal agencies
- Defense Federal Acquisition Regulation
- Other individual Federal agency regulations
16Federal Procurement Regulations(continued)
- Federal Aviation Administration
- Released from using FAR
- Have an acquisition system separate from the FAR
- Efficiency
17Federal Procurement Regulations(continued)
- Other agencies to be released
- Contractors will have to become familiar with a
myriad of different regulations
18Federal Labor Laws
- Walsh Healey Public Contracts Act
- Applicable to contracts for supplies
- Service Contract Act
- Applicable to service contracts
- Specifies wage rates, fringe benefits, etc.
- Davis Bacon Act
- Applicable to construction contracts
- Requires submission of payroll information
19Types of Federal Agencies
- Civilian
- Military (Department of Defense)
20U. S. GENERAL SERVICES ADMINISTRATION GSA
- Industrys largest customer for commercial goods
and services - Purchases for civilian and military agencies
- Stocks and distributes common use products
- Over 7,000 high demand items available for
shipment - Two distribution centers
21U. S. GENERAL SERVICES ADMINISTRATION GSA
- Special order program
- A buy on demand buying service for ordering
activities - Products purchased have included vehicles,
appliances and furniture
22U. S. GENERAL SERVICES ADMINISTRATION GSA
- Awards Federal Supply Schedule contracts
- Over four million commercial off-the-shelf
products and services - 17.5 billion in sales in FY2001
23Federal Supply Schedules Program Statistics
- 47 schedules covering various commodities and
services - 17.5 billion program
- 7,972 schedule contract holders
- 6,198 small businesses
- 637 small woman-owned businesses
- 707 small disadvantaged businesses
- 5 year contracts with 3, 5 year renewals
24GETTING A GSA NUMBER
- A GSA number is a contract number
- Contract numbers obtained through
- Competitive bidding or negotiation
- A definite quantity award (items stocked in
distribution centers) - A GSA, FSS, MAS award
25GETTING A GSA NUMBER (contd)
- GSA does not give out numbers
- It is not the number a vendor receives when they
are placed on the GSA bidders list - It is not a number someone can give you over the
telephone
26WHY FEDERAL AGENCIES USE GSA SCHEDULES
- Ease of use
- Availability of commercial products/services
- Orders can be placed immediately
- Wide variety of product/service providers
- Agencies have a choice of products/services
- Can usually get vendor of their choice
27WHY FEDERAL AGENCIES USE GSA SCHEDULES (contd)
- Prices considered fair and reasonable
- Low price not a factor in agency award of order
- Award of order should be made to schedule
contractor offering best value at the lowest
price
28WHY FEDERAL AGENCIES USE GSA SCHEDULES (contd)
- Saves time and effort of creating a solicitation
- Solicitation process may require months of effort
- Not required to be posted in FedBizOpps
- Agency has no contracting authority or activity
- Not authorized to contract above certain dollar
level - Use of schedules mandated by higher authority
29Defense Logistics Agency (DLA)
- Purchases, stocks and distributes defense related
products/parts - Operates 3 huge distribution centers
- Defense Supply Center Columbus (DSCC)
- Defense Supply Center Philadelphia (DSCP)
- Defense Supply Center Richmond (DSCR)
30Defense Logistics Agency (DLA)Electronic Mall
(EMALL)
- Electronic internet based system
- For use by military customers
- Used to order spare parts, logistics and support
items - Access web site www.supply.dla.mil
31What Does the Govt Buy
- Everything
- Dont believe me
- Take a look at the next slides
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35Procurement Preference Goals
- Assigned to all Federal agencies
- Negotiated at the national level with SBA
- Flow down to individual activities/regions
- Goal attainment coordinated by agency small
business specialist - Must have support from top agency officials
36Procurement Preference Goals(continued)
- Goals cover awards to
- Small businesses
- Small disadvantaged businesses
- Woman-owned small businesses
- HUBZone certified small businesses
- Veteran-owned small businesses
- Service connected disabled veteran-owned small
business
37Definition of a Small Business
- Manufacturing
- Normally small if 500 employees or less
- Services
- Size based on average annual receipts over a 3
year period and applicable NAICS Code
38Preferential Contracting Programs
- Small Business Set-Asides
- 8(a) Program
- Small Disadvantaged Business Certification
Program - Historically Underutilized Business Zones
(HUBZones)
39Small Business Set-Aside
- Reserves contracts exclusively for small
businesses - Rule of two
- Government reasonably expects two or more
competitive bids from small business sources
40Small Business Set-Aside
- Buyers normally must provide justification when a
procurement is not set-aside - Reviewed by agency small business specialist and
SBA Procurement Center Representative (PCR) - If impasse, determination at highest agency level
41Small Business Set-Aside
- Limitations on Subcontracting
- Services-At least 50 percent of the cost of
contract performance incurred for personnel shall
be expended for employees of the concern - Supplies-The concern shall perform work for at
least 50 percent of the cost of manufacturing the
supplies, not including the cost of materials
42Small Business Set-Aside
- Limitations on Subcontracting (cont-d)
- General Construction - The concern will perform
at least 15 percent of the cost of the contract,
not including the cost of materials, with its own
employees. - Construction by special trade contractors - The
concern will perform at least 25 percent of the
cost of the contract, not including the cost of
materials, with its own employees
43Small Business Set-Aside
- Non-manufacturer Rule
- A contractor under a small business set-aside or
8(a) program shall be a small business and shall
provide either its own product or that of another
domestic small business manufacturing or
processing concern
44Small Business Set-Aside
- Non-Manufacturer Rule Waiver
- Applies to procurements processed under
simplified acquisition procedures that will not
exceed 25,000 - Permits a small business to provide any domestic
firms product (large or small)
45Small Business Competitive Demonstration Program
- To access the ability of small businesses to
compete successfully in certain industry
categories without competition being restricted
by the use of small business set-asides - Provides for unrestricted competition in four
industry categories
46Small Business Competitive Demonstration Program
- Industry Categories
- Building, Developing, and General Contracting
- Heavy Construction
- Special Trade Contractors, Nonnuclear Ship Repair
- Architectural and Engineering Services
47Small Business Competitive Demonstration Program
- SBA determines percentage of small business
participation necessary for continuing
unrestricted procurements - SBA determination made by agency and location
- SBA notifies Head of Agency once a year
concerning percent of small business
participation - No set-asides at GSA as long as 40 of awards are
made to small business
48Small Business Competitive Demonstration Program
- Participating agencies
- USDA, DOD, DOE, HHS, DOI, DOT.VA, EPA, GSA AND
NASA
49SBA, 8(a) Program
- SBA Program to assist socially and economically
disadvantaged businesses - Makes contracts available on a non-competitive or
limited competitive basis - Competitive thresholds
- Services-3 million
- Supplies-5 million
50SBA, 8(a) Program (continued)
- Socially disadvantaged
- Includes Blacks, Hispanics, Native Americans,
Eskimos and other groups designated by SBA - Others may qualify on a case by case basis
- All applicants must demonstrate economic
disadvantage - Must be certified by SBA to participate
51Marketing Your 8(a) Contract
- Identify potential Federal agency customers
- Contact the agencys small business specialist
- Request an appointment to make a technical
presentation - Attendees
- 8(a) contractor/representatives
- Small business specialist(s)
- Contracting officials
- Agency technical personnel
52Marketing Your 8(a) Contract(continued)
- What to bring to the presentation
- Technical material about your firm
- Records of past performance
- Size/scope of previous projects
- Complexity
- Contact information
- Letters of commendation
- Equipment list
- Employee information/qualifications
53Marketing Your 8(a) Contract(continued)
- Be prepared to discuss/explain
- Capabilities and company history
- Company principals
- Financial status
- Bonding capacity (construction only)
- Why you should be selected
- Assurance you will perform satisfactorily
- Your understanding of the requirements
54 Small Disadvantaged Business Certification
Eligibility Program
- Effective July 1, 1999
- Replaced SDB set aside program
- Provides a price adjustment of 10 in some
Federal procurements - Large prime contractors only receive credit for
subcontracting with certified SDBs
55 Small Disadvantaged Business Certification
Eligibility Program (contd)
- Eligibility/Requirements
- Applicants must be US citizens
- Certification process open to any small business
- For firms that do not meet 8(a) Program
requirements
56 Small Disadvantaged Business Certification
Eligibility Program (contd)
- Eligibility Requirements
- Firms in 8(a) Program automatically certified
- Support for SDB status
- Previously, clear and convincing
- New standard, preponderance of evidence
57 Small Disadvantaged Business Certification
Eligibility Program (contd)
- Eligible Groups
- SBA designated socially disadvantaged groups
- Includes Blacks, Hispanics, Native Americans,
Asian Pacific and members of any group SBA may
designate
58 Small Disadvantaged Business Certification
Eligibility Program (contd)
- Eligible Groups (continued)
- Individuals in non-designated groups
- Now easier for members of these groups to become
certified - Must establish social disadvantage through a
preponderance of evidence - Must demonstrate economic disadvantage based on
criteria established by SBA
59 Small Disadvantaged Business Certification
Eligibility Program (contd)
- Review Process
- Performed by SBA (free of charge)
- Private evaluators (fee involved)
- Determine applicants social and economic status
- Certified as disadvantaged
- If SBA determines firm is owned and controlled by
someone socially and economically disadvantaged
60Historically Underutilized Business Zones
-
- Designated by the Department of Commerce
- based on census information
- Income and unemployment determining factors
- Primarily inner city and extremely rural areas
- Qualifications
- Principal office must be located in a HUBZone
- At least 35 of employees must live in a HUBZone
61Historically Underutilized Business Zones (contd)
- Must be certified by SBA to participate
- Place based preference
- Can receive up to a 10 price evaluation
preference for certain procurements - Restricted competition-limited to HUBZone
certified firms only (HUBZone set-aside) - www.sba.gov/hubzone to determine if address is in
a HUBZONE
62Women-Owned Small Businesses
- All Federal agencies have goals 5 national goal
- Currently no preference
- Exceptions-8(a) or SDB certified WOSB
- May be a preference soon
63Suspended/Terminate Preferential Programs
- Small Disadvantaged Business Set-Asides
- Applicable to DoD, NASA and DoT
- Suspended
- Labor Surplus Set-Asides
- Terminated
64Federal Acquisition Streamlining Act (FASA)
- Implemented new simplified acquisition
procedures, effective July 3, 1995 - Established a Simplified Acquisition Threshold
(SAT) of 100,000 - Previously 25,000 for small purchases
65Federal Acquisition Streamlining Act (FASA)
- Established a Micro-Purchase Threshold of
2,500 - Established electronic commerce/electronic data
interchange in the Federal Government via the
Federal Acquisition Computer Network (FACNET)
66Procurement Methods and Bidding Documents
- Simplified Acquisition
- Applicable to purchases between 2,500 and
100,000 (5 million test program for commercial
items) - Automatically reserved for small business
67Procurement Methods and Bidding Documents
- Simplified Acquisitions (contd)
- Request for Quotation used to solicit offers
above 2,500 - Micro-Purchases (below 2,500) awarded without
competition - Government credit cards normally used to make
purchase
68Procurement Methods and Bidding Documents (contd)
- Sealed Bidding
- Dollar driven, awarded to low, responsible,
responsive bidder - No discussion/negotiating
- Designated time and place for public bid opening
69Procurement Methods and Bidding Documents (contd)
- Sealed Bidding
- Abstract of Bids prepared showing bidders and
prices bid - Invitation for Bids (IFB) used to solicit bids
- Previously, preferred method of procurement
70Procurement Methods and Bidding Documents (contd)
- Negotiation
- Award based on best value
- Allows the government to pay more for a better
quality product - Identifies the lowest priced technically
acceptable proposal as being part of the best
value continuum when appropriate. -
71Procurement Methods and Bidding Documents (contd)
- Negotiation (contd)
-
- Evaluation factors determine best value
- Normally found in Section M of solicitation
- Low price not necessarily deciding factor
- May require submission of technical and price
proposals -
72Procurement Methods and Bidding Documents (contd)
- Negotiation (contd)
- Request for Proposals (RFP) used to solicit
offers - Government may award based on initial offer(s)
- Offers not publicly opened
- Proposal may be made orally
-
73Proposal Preparation Facts
- No standard method for preparing a proposal
- Generally, all RFPs are different
- No available software/book for step by step
preparation
74Proposal Preparation Facts (contd)
- Proposal must address the governments stated
needs in the solicitation - Statement of Work
- Evaluation criteria
75Proposal Preparation Facts(contd)
- Many RFP requirements unclear
- Preparer must make assumptions
- Valid or invalid
76Proposal Preparation Facts(contd)
- Preparer must be exceedingly familiar with
offerors capabilities - Technical capability
- Past performance
- Personnel qualifications
- Equipment
- Contract pricing
77GTPAC Proposal Assistance
- Help clients understand RFP requirements
- Review evaluation criteria and recommend how to
respond - Review draft response to RFP and offer
suggestions - Present seminars on proposal writing/ preparation
78Service Contracts versus Supply Contracts
- Similarities
- Same contract clauses
- Same representations certifications
- Requirement may be definite or indefinite
- May be sealed bid or negotiated
- Depends on individual circumstance
- Standard contract format
79Service Contracts versus Supply Contracts
- Notable Differences
- Statement of work
- Method of award
- Delivery requirements
- Labor laws
- Walsh Healey
- Service Contract Act
- Davis-Bacon
80Service Contracts versus Supply Contracts
- Service Contract Peculiarities
- Cover personal and non-personal services
- Janitorial, guard, repairs to equipment,
operation of Government facilities - May be fixed price or time and material (TM)
- TM only used when no other alternative exists
- Description of required services may be complex
81Service Contracts versus Supply Contracts
- Service Contract Peculiarities (contd)
- Generally more difficult to administer
- May require more scrutiny and management
oversight - Government must have sufficient administrators
82Service Contracts versus Supply Contracts
- Service Contract Peculiarities (contd))
- Service Contract Act applicable in most instances
- Specifies minimum hourly rates
- Requires payment of fringe benefits
- Specifies paid holidays
- May require contractor to provide uniforms and
cleaning
83Service Contracts versus Supply Contracts
- Supply Contract Peculiarities
- Walsh Healey Public Contracts Act Applicable
- Specifies payment of minimum wage
- Normal contract administration effort required
- Statement of work is contract specific
84Small Business Specialists
- Civilian and Department of Defense agencies
- Your first point of contact at a Federal agency
- Determine market for product or service
- Identify buyer and potential agency customers
- Provide other helpful information
85Small Business Liaison Officers
- Employed by large Federal prime contractors
- First point of contact for vendor marketing
- Duties similar to Federal small business
specialists
86Marketing To A Federal Agency
- Make an appointment with the agency small
business specialist - Determine names of buyers and end user(s) of your
product or service - Take along line cards and other information about
your firm
87Marketing To A Federal Agency (contd)
- Identify the next procurement for your product or
service - If less than 25,000, ensure your name has been
added to the buyers source list (if applicable) - Contact the buyer shortly before date of release
of next procurement package to ensure you are on
source list
88Marketing to Government Agencies (contd)
- You cant always believe what you are told
89Georgia Tech Procurement Assistance Center
- Locating Bidding Opportunities
90Placement on Bidders Mailing Lists
- Standard Form 129 may be required
- Some agencies may require additional supplemental
information - May be essential for procurement actions below
25,000 - Process becoming non-existent
91Commerce Business Daily (CBD)
- Formerly, primary place for posting Federal
contracting opportunities - Replaced by FedBizOpps January 1, 2002
92FedBizOpps
- Single government site for posting opportunities
- Electronic site (WWW.EPS.GOV)
- Searchable/downloadable index of opportunities
- Automatic e-mail notification
- Link to Pro-Net
93FedBizOpps (contd)
- Opportunities categorized
- 10 thru 99 for supplies
- A thru Z for services
- Other searchable features
- Publicizes proposed procurement actions and
contract awards of 25,000 and more
94Federal Acquisition Computer Network (FACNET)
- A method to advertise opportunities and receive
quotes electronically - Created to eliminate paper transactions
- Government drowning in paper
- Covers purchases between 2,500 and 100,000
95Federal Acquisition Computer Network (FACNET)
- Used primarily to purchase commodities
- Procurements not advertised in FedBizOpps
- Offers submitted through a Value Added Network
(VAN) - Process may eventually go away
96Value Added Network (VAN)
- Establish vendor profile for trading partners
- Key words, codes, etc.
- Access government FACNET opportunities
- Provided electronically to trading partners
- Acts as intermediary between government and
trading partners - Charge for annual subscription
97Internet Opportunities
- Vendors can download solicitations and submit
paper quotes - Some sites allow for electronic quotes
- DUNS Number or TPIN required
- Numerous internet sites to review
- Appears to be method of preference
98Internet Opportunities (contd)
- Important Web Sites
- http//progate.daps.mil DoD
- www.pr.doe.gov/prbus.html DoE
- http//ideasec.er.usgs.gov DoI
- www.eps.gov/ GSA
- http//ecic.abm.rda.hq.navy.mil NAVY
99Electronic Bid Match Service
- Provided at no charge to GTPAC clients
- Matches government bid opportunities with client
capabilities - Searches cover about 900 web sites
100Electronic Bid Match Service (continued)
- Service covers Federal, state, local, Canadian
and European opportunities - Cost of similar service from commercial sources
about 500 annually
101Commercial Abstracting Services
- Provide procurement opportunities for a fee
- Opportunities not available through normal
channels - May provide enhanced versions
- Providers
- www.bidline.com
- www.fedmarket.com
- www.fedworld.gov
102Agency Procurement Forecasts
- Forecasts agency procurement opportunities for
Fiscal Year (October 1-September 30) - May show current contractor(s) and price(s)
- Available in hard copy or from web site
- Contact agency small business specialist
103Procurement/Business Opportunity Conferences
- Excellent way to network with many Federal
agencies and prime contractors at one location - Normally sponsored by member of Congress and/or
Federal agency(s) - Nominal cost to attend
- Watch GTPAC newsletter for locations/dates
104Government Credit Card Program
- Over 389,000 card holders
- Army-largest DoD
- VA-largest civilian user
- Credit card charges
- FY 1999-10.2 billion
- FY 2000-12.3 billion
- FY 2001-13.8 billion
- FY 2002-15.1 billion
105Government Credit Card Program (contd)
- Number of transactions
- FY 1999-20.6 million
- FY 2000-23.4 million
- FY 2001- 24.4 million
- FY 2002-25.6 million
- Agency credit card limits
- Initially 2,500 per transaction
- Some up to 100,000 (payment purposes)
106Government Credit Card Program (contd)
- Advantages to Government
- Saves an average of 54 per transaction
- Vendors normally paid within 3 days
- More discounts taken for prompt payment
- Disadvantages to Government
- Loss of visibility for credit card purchases
- Difficult to institute adequate controls
107Government Credit Card Program (contd)
- Credit card fraud (1-02)
- Naval Warfare Systems Public Works Centers-San
Diego - 500 worth of Mary Kay Cosmetics
- 700 in compact discs
- 400 designer briefcase
108Government Credit Card Program (contd)
- Credit card fraud (4-03)
- Director, Pentagons Graphics and Presentations
Division - 552 fraudulent purchases
- 1.7 million from company in Seattle
- Faces 10 years prison, 250K fine and restitution
109Government Credit Card Program (contd)
- Credit card fraud (4-03)
- Deputy, Director, Pentagons Graphics and
Presentations Division - Theft of over 30K govt property
- CD DVD players, cameras, etc.
- Sentenced 3 years supervised probation and 6
months home confinement
110Government Credit Card Program (contd)
- Credit card abuse-AJC, September 6, 2003
- Forest funding spent improperly
- Forest Service Workers used govt credit
cards to buy a DVD player, billiard table, 2,900
aquarium, and even used one at a bingo casino.
In a sample of 230 purchases, GAO indicated it
found Forest Service workers made 1.6 million in
improper purchases from 10-1-00 to - 9-30-01. Auditors estimate overall improper
charges reached 2.7 million.
111Government Credit Card Program (contd)
- Advantages for vendors
- Easiest way to do business with government
- Payment received quickly (3 days normally)
- List of credit card holders normally available
112Government Credit Card Program (contd)
- Disadvantages for vendors
- Must accept credit card(s) to participate
- No buying preference
- Marketing nightmare
- DoD refusing to provide card holder lists
113Setting Up Accepting Credit Cards
- Contact a bank, credit card/merchant service
provider - Talk to your friends about the best deal
114Federal Subcontracting Program
- Established by Public Law 95-507 in 1978
- Applicable to contract awards to large businesses
exceeding 500,000 (1 million for construction) - Requires development of subcontracting plan with
goals - Plan must be approved by contracting officer
115Federal Subcontracting Program(contd)
- Goals expressed in dollars and percentages for
- Small business
- Small disadvantaged businesses
- Women-owned small businesses
- Certified HUBZone small businesses
- Service connected, disabled veteran-owned small
businesses - Veteran-owned small businesses
116Federal Subcontracting Program(contd)
- Large prime contractors required to makegood
faith efforts to attain goals - Liquidated damages - can be assessed if good
faith efforts not made to meet goal(s) - Excellent potential for small business
participation - DoD, GSA and SBA have subcontracting directories
available in hard copy or on web
117Prime Contractor Web Sitesfor Subcontracting Opps
- DoD-http//www.acq.osd.mil/sadbu
- GSA-http//www.gsa.gov
- SBA-http//www.sba.gov
118Marketing Directly to a Prime Contractor
- Select prime contractor(s) that may need your
goods/services - Contact the SBLO for assistance
- Have in mind what you want to provide
- Explain benefits of buying from you in lieu of a
competitor - Complete and submit necessary paperwork
119SBAs Subnet
- Used by prime contractors and others to post
subcontracting opportunities - May post solicitations or notices
- May not be set-aside for small business
- May be source for teaming arrangements
120SBAs Subnet(contd)
- http//web.sba.gov/subnet
- Site searched in our bid match service
121SBAs Pro-Net
- A database for sources for buyers from Federal,
state and local agencies and prime contractors - A marketing tool for small businesses
- Links to procurement opportunities and other
important information
122SBAs Pro-Net (contd)
- Lists certified HUBZone and 8(a) firms
- Recently merged with Central Contractor
Registration (CCR) system - Must register in CCR first
- Web site WWW.SBA.GOV
123Central Contractor Registration (CCR)
- Provides DoD, DoT and NASA with information to
accomplish Electronic Funds Transfer - Assigns Trading Partner Identification Number
(TPIN) and Commercial and Government Entity
(CAGE) Code to vendors
124Central Contractor Registration (CCR)
- Cannot do business with DoD, NASA or DoT without
a Trading Partner IdentificationNumber
125Central Contractor Registration (CCR)
- Future use
- Centralized repository for vendor information
- Single point for vendor registration
- Will replace Standard Form 129
126Central Contractor Registration (CCR)
- Future use (contd)
- Will be used by all Federal agencies beginning
October 2003 - Name will be changed
- Recently merged with SBAs ProNet
- http//www.ccr.gov
127Federal Government Coding/Numbering Systems
- North American Industry Classification System
(NAICS) - System used by Federal government to classify
various types of businesses - Will replace Standard Industrial Classification
(SIC) Codes
128Federal Government Coding/Numbering Systems
(contd)
- Commercial and Government Entity (CAGE) Code
- Five position alpha numeric code used by DoD
activities to identify businesses - National Stock Number (NSN)
- 13 digit code assigned by government that
identifies certain products - May not make govt sales any easier
129Federal Government Coding/ Numbering Systems
(contd)
- Data Universal Numbering System (DUNS) Number
- Obtained from Dunn and Bradstreet
(1-866-705-5711) - Contractor Establishment Code (CEC)
- Assigned by civilian agencies to vendors
receiving awards
130Returning Bids and Proposals
- Note due date and time on solicitation
- Official time is time on bid custodians time
piece/clock - If returning by USPS, send certified, registered
or Express Mail return receipt - May be accepted if late or misplaced
131Returning Bids and Proposals (contd)
- Acknowledge and return all amendment(s) requiring
acknowledgement - Failure to do so can render a bid non-responsive
- When in doubt return anyway
132Returning Bids and Proposals(contd)
- Personal delivery
- Ensure you have plenty of time to cope with
- Heavy traffic
- Wrong address
- Delay at security check
- Inoperative elevators
- Late bids cannot be considered
- Both Government and bidder lose
133Government Terminology
- Contracting Officer
- Has authority to enter into, administer, and/or
terminate contracts and make related
determinations and findings the individual with
authority to obligate the government
134Government Terminology
- Responsible
- Bidder/offeror deemed capable to perform all
aspects of the contract - Non-responsible
- Government determination that vendor cannot
perform contract
135Government Terminology(contd)
- Responsive
- Bidder/offeror adheres to all terms and
conditions in the solicitation - Signed bid, did not take exception to terms, etc
- Non-responsive
- Bidder takes exception to solicitation
requirement/fails to sign bid - Referred to as qualified bid
- Bid thrown out
136Government Terminology(contd)
- Certificate of Competency (CoC) Program
- Investigation by SBA to confirm or overturn
agency finding of non-responsibility - Mandatory notification of SBA when small business
is determined non-responsible by procuring agency - Last chance for vendor for that procurement
137Government Terminology(contd)
- Default
- Action taken by procurement activity to terminate
a contract - Defaulted contractor usually responsible for any
excess reprocurement costs - May be grounds to deny future contract awards
138Government Terminology(contd)
- Debarment/Suspension
- Action taken to disqualify a vendor from doing
business with the government - May be time specific
139Government Terminology(contd)
- Bid acceptance time
- Period of time the government can take to make a
contract award - Specified in solicitation
- Can be up to 180 days or more
- Bidder/offeror may extend time if requested and
if agreeable
140Pre-Award Survey
- Survey by the government to determine vendor
responsibility (can they perform contract)
141Pre-Award Survey (contd)
- Determines if vendor has
- Adequate financial resources
- Ability to comply with delivery requirements
- Satisfactory record of performance
- Satisfactory record of integrity an business
ethics - Necessary organizational experience
142Pre-Award Survey (contd)
- Determines if vendor has
- Necessary accounting controls
- Necessary operational controls
- Necessary technical experience
- Necessary equipment/facilities
143Obtaining Procurement Information
- Bid abstract
- Listing of bidders and prices bid in response to
a sealed bid solicitation (IFB) - Normally available through phone call request
144Freedom Of Information Act
145Obtaining Procurement Information
- Freedom of Information Act (FOIA) (contd)
- Means for obtaining copies of information the
Federal government has on file - Address request to FOIA Officer at agency
- Do not send request to Contracting Officer
- Request a COPY of the document(s)
146Obtaining Procurement Information
- Freedom of Information Act (contd)
- Request may be denied partially or totally
- Reason(s) for denial and appeal rights must be
provided - May be a fee for search and reproduction
- Administrative fees not applicable
- Many agencies do not know/follow FOIA procedures
147Obtaining Procurement Information
- Debriefing
- Applicable to Requests for Proposals submitted by
unsuccessful offerors - Usually conducted by contracting officer
- Request for debriefing time sensitive
- Means to determine where/if proposal was weak
148Obtaining Procurement Information
- Debriefing (contd)
- Information can be used to strengthen future
proposals - May provide grounds for a protest if loser
disagrees with contracting officer
149Federal Procurement Data System
- Provides information about Federal Government
purchases (may be a fee) - Federal Procurement Data Center, 7th D Streets,
SW, Washington, DC 20405 (202) 219-3416 - http//www.fpdc.gov/fpdc/fpdc_home.htm
150Federal Procurement Data System
- State Breakout
- Top 5 Counties
- Top 5 Agencies
- Top 5 Contracting Offices
- Top Product/Service
- Top Contractors
- Agency Breakout
- Small Business
- Small Disadvantaged
- Women-Owned
- 8(a)
- Ranking
151Future for Federal Procurement
- Bidders mailing lists will disappear
- CCR will become single place for vendor
registration for all agencies - Electronic solicitations will increase
- You must learn to do business electronically
152Future for Federal Procurement (contd)
- More Federal agencies will utilize the internet
to advertise opportunities and receive quotes
electronically - FACNET will not exist as we know it now
- More agencies released from using the FAR
153Future for Federal Procurement (contd)
- Government credit card usage will increase
- FY 99-10.2 billion, FY00-12.3 billion
- FY 01-13.8 billion, FY 02-15.6 billion
- The Micro-Purchase purchase threshold will be
raised (currently 2,500) - Bundling of contracts will increase
154Requirements for Becoming a GTPAC Client
- Be licensed and doing business in the State of
Georgia - Have an expressed desire to pursue government
business - Have the potential to locate government marketing
opportunities after evaluation by a GTPAC
counselor
155Requirements for Becoming a GTPAC Client (contd)
- Have a computer and an email provider
- Complete and return a client application
- Provide quarterly procurement activity reports
showing all government and related subcontract
awards
156Requirements for Becoming a GTPAC Client (contd)
- Complete and return an annual quality of services
survey - Failure to comply with any or all of the
conditions above will be grounds for termination
of GTPAC assistance
157 158Before You Leave
- PLEASE
- Provide the information on the sign in sheet and
complete the seminar evaluation sheet
159 THE END