Georgia Tech Procurement Assistance Center

1
Georgia Tech Procurement Assistance Center

• Presents
• Selling to the Government, 102
• Larry Fountain [phone]

2
Georgia 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

3
Georgia 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

4
Georgia Tech Procurement Assistance Center

• Our clients provide all types of products and
  services from produce to computers

5
Georgia 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

6
Georgia Tech Procurement Assistance Center

• Can Help You (continued)
• Locate subcontracting opportunities
• Develop a marketing strategy
• Locate purchase history for previously contracted
  products or services

7
Georgia 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

8
Georgia Tech Procurement Assistance Center

• Procurement Counselors located at
• Atlanta
• Augusta
• Columbus
• Savannah
• Warner Robins (Director)

9
To 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

10
To 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

11
Three Characteristics Essential for Successfully
Dealing with the Government

• Dedication
• Determination
• Persistence

12
Priorities 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

13
Priorities for Government Supply Sources

• Supplies (contd)
• GSA Federal Supply Schedules
• Commercial Sources

14
Priorities for Government Services Sources

• Services
• Committee for purchases from NIB/NISH
• GSA Federal Supply Schedules
• Federal Prison Industries or commercial sources

15
Federal Procurement Regulations

• Federal Acquisition Regulation
• Governs purchases by most Federal agencies
• Defense Federal Acquisition Regulation
• Other individual Federal agency regulations

16
Federal Procurement Regulations(continued)

• Federal Aviation Administration
• Released from using FAR
• Have an acquisition system separate from the FAR
• Efficiency

17
Federal Procurement Regulations(continued)

• Other agencies to be released
• Contractors will have to become familiar with a
  myriad of different regulations

18
Federal 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

19
Types of Federal Agencies

• Civilian
• Military (Department of Defense)

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U. 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

21
U. 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

22
U. 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

23
Federal 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

24
GETTING 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

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GETTING 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

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WHY 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

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WHY 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

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WHY 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

29
Defense 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)

30
Defense 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

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What Does the Govt Buy

• Everything
• Dont believe me
• Take a look at the next slides

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Procurement 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

36
Procurement 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

37
Definition 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

38
Preferential Contracting Programs

• Small Business Set-Asides
• 8(a) Program
• Small Disadvantaged Business Certification
  Program
• Historically Underutilized Business Zones
  (HUBZones)

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Small Business Set-Aside

• Reserves contracts exclusively for small
  businesses
• Rule of two
• Government reasonably expects two or more
  competitive bids from small business sources

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Small 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

41
Small 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

42
Small 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

43
Small 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

44
Small 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)

45
Small 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

46
Small Business Competitive Demonstration Program

• Industry Categories
• Building, Developing, and General Contracting
• Heavy Construction
• Special Trade Contractors, Nonnuclear Ship Repair
• Architectural and Engineering Services

47
Small 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

48
Small Business Competitive Demonstration Program

• Participating agencies
• USDA, DOD, DOE, HHS, DOI, DOT.VA, EPA, GSA AND
  NASA

49
SBA, 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

50
SBA, 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

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Marketing 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

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Marketing 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

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Marketing 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

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Historically 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

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Historically 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

62
Women-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

63
Suspended/Terminate Preferential Programs

• Small Disadvantaged Business Set-Asides
• Applicable to DoD, NASA and DoT
• Suspended
• Labor Surplus Set-Asides
• Terminated

64
Federal 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

65
Federal 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)

66
Procurement 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

67
Procurement 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

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Procurement 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

69
Procurement 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

70
Procurement 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.

71
Procurement 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

72
Procurement 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

73
Proposal Preparation Facts

• No standard method for preparing a proposal
• Generally, all RFPs are different
• No available software/book for step by step
  preparation

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Proposal Preparation Facts (contd)

• Proposal must address the governments stated
  needs in the solicitation
• Statement of Work
• Evaluation criteria

75
Proposal Preparation Facts(contd)

• Many RFP requirements unclear
• Preparer must make assumptions
• Valid or invalid

76
Proposal Preparation Facts(contd)

• Preparer must be exceedingly familiar with
  offerors capabilities
• Technical capability
• Past performance
• Personnel qualifications
• Equipment
• Contract pricing

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GTPAC 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

78
Service 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

79
Service Contracts versus Supply Contracts

• Notable Differences
• Statement of work
• Method of award
• Delivery requirements
• Labor laws
• Walsh Healey
• Service Contract Act
• Davis-Bacon

80
Service 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

81
Service 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

82
Service 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

83
Service 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

84
Small 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

85
Small Business Liaison Officers

• Employed by large Federal prime contractors
• First point of contact for vendor marketing
• Duties similar to Federal small business
  specialists

86
Marketing 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

87
Marketing 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

88
Marketing to Government Agencies (contd)

• You cant always believe what you are told

89
Georgia Tech Procurement Assistance Center

• Locating Bidding Opportunities

90
Placement 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

91
Commerce Business Daily (CBD)

• Formerly, primary place for posting Federal
  contracting opportunities
• Replaced by FedBizOpps January 1, 2002

92
FedBizOpps

• Single government site for posting opportunities
• Electronic site (WWW.EPS.GOV)
• Searchable/downloadable index of opportunities
• Automatic e-mail notification
• Link to Pro-Net

93
FedBizOpps (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

94
Federal 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

95
Federal 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

96
Value 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

97
Internet 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

98
Internet 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

99
Electronic Bid Match Service

• Provided at no charge to GTPAC clients
• Matches government bid opportunities with client
  capabilities
• Searches cover about 900 web sites

100
Electronic Bid Match Service (continued)

• Service covers Federal, state, local, Canadian
  and European opportunities
• Cost of similar service from commercial sources
  about 500 annually

101
Commercial 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

102
Agency 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

103
Procurement/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

104
Government 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

105
Government 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)

106
Government 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

107
Government 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

108
Government 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

109
Government 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

110
Government 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.

111
Government 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

112
Government 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

113
Setting Up Accepting Credit Cards

• Contact a bank, credit card/merchant service
  provider
• Talk to your friends about the best deal

114
Federal 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

115
Federal 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

116
Federal 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

117
Prime Contractor Web Sitesfor Subcontracting Opps

• DoD-http//www.acq.osd.mil/sadbu
• GSA-http//www.gsa.gov
• SBA-http//www.sba.gov

118
Marketing 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

119
SBAs 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

120
SBAs Subnet(contd)

• http//web.sba.gov/subnet
• Site searched in our bid match service

121
SBAs 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

122
SBAs 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

123
Central 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

124
Central Contractor Registration (CCR)

• Cannot do business with DoD, NASA or DoT without
  a Trading Partner IdentificationNumber

125
Central Contractor Registration (CCR)

• Future use
• Centralized repository for vendor information
• Single point for vendor registration
• Will replace Standard Form 129

126
Central 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

127
Federal 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

128
Federal 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

129
Federal 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

130
Returning 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

131
Returning 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

132
Returning 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

133
Government 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

134
Government Terminology

• Responsible
• Bidder/offeror deemed capable to perform all
  aspects of the contract
• Non-responsible
• Government determination that vendor cannot
  perform contract

135
Government 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

136
Government 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

137
Government 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

138
Government Terminology(contd)

• Debarment/Suspension
• Action taken to disqualify a vendor from doing
  business with the government
• May be time specific

139
Government 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

140
Pre-Award Survey

• Survey by the government to determine vendor
  responsibility (can they perform contract)

141
Pre-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

142
Pre-Award Survey (contd)

• Determines if vendor has
• Necessary accounting controls
• Necessary operational controls
• Necessary technical experience
• Necessary equipment/facilities

143
Obtaining Procurement Information

• Bid abstract
• Listing of bidders and prices bid in response to
  a sealed bid solicitation (IFB)
• Normally available through phone call request

144
Freedom Of Information Act
145
Obtaining 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)

146
Obtaining 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

147
Obtaining 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

148
Obtaining Procurement Information

• Debriefing (contd)
• Information can be used to strengthen future
  proposals
• May provide grounds for a protest if loser
  disagrees with contracting officer

149
Federal Procurement Data System

• Provides information about Federal Government
  purchases (may be a fee)
• Federal Procurement Data Center, 7th D Streets,
  SW, Washington, DC 20405 [phone]
• http//www.fpdc.gov/fpdc/fpdc_home.htm

150
Federal 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

151
Future 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

152
Future 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

153
Future 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

154
Requirements 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

155
Requirements 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

156
Requirements 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

• QUESTIONS

158
Before You Leave

• PLEASE
• Provide the information on the sign in sheet and
  complete the seminar evaluation sheet

159
THE END