Federal Contracting Basics NC Procurement Technical Assistance Center

AGENDA Reminder to turn cell phones off Hold questions until the end please SBTDC and PTAC Services Intro to the Government Market How Federal Agencies Purchase Steps to Sell to the Federal Government • Small Business Resources • • • NC Procurement Technical Assistance Center 2

Small Business & Technology Development Center (SBTDC) • Confidential one-on-one counseling • General Business - planning, marketing, financing, human resources & operations • Management Education Services • Export Financing Assistance • Technology Development and Commercialization • Boating Industry Services • Government Procurement Assistance – Procurement Technical Assistance Center (PTAC) www. sbtdc. org NC Procurement Technical Assistance Center 3

Statewide Offices Asheville, Boone, Chapel Hill, Charlotte, Cullowhee, Durham, Elizabeth City, Fayetteville, Greensboro, Greenville, Hickory, Pembroke, Raleigh, Wilmington, and Winston-Salem NC Procurement Technical Assistance Center 4

PTAC assists you with. . . • • Understanding government rules and regulations Completing mandatory registrations and certifications Researching award histories Identifying contracting opportunities Reviewing bids and proposals GSA Contracts and schedules Selling to the federal, state and local government http: //www. sbtdc. org/services/gov_procurement. asp NC Procurement Technical Assistance Center 5

Is the Government Market for Me? • What a Government Contract can do for your business – Diversify your customer base – Coverhead costs – Even out cash flow • What a Government Contract can not do for your business – Jump-start your business – Save your business – Be the sole source of your business NC Procurement Technical Assistance Center 6

Why the Government? • Product or Service they use or could use? • Why should the government purchase from you? – Can you deliver on time? – Can you offer a low price? – Capacity to perform? • Preference Program? • Subcontractor? • What percent of your revenue base? NC Procurement Technical Assistance Center 8

Simplified Acquisitions • Purchases $3000 up to $100, 000 • Reserved for small businesses • 8(a), HUBZone and SDVOSB companies • Informal buys up to $10, 000 -$25, 000 • Informal advertisement required • Formal advertisement required in FBO for purchases over $25, 000 • Sources Sought/Presolicitation/Synopsis • Request for Quote (RFQ) or IFB NC Procurement Technical Assistance Center 10

Large Contract Bids Purchases over $100, 000 Open to large and small businesses Rigid process/well defined requirements Advertised in Federal Business Opportunities (FBO) • Invitation for Bid (IFB) • Request for Proposal (RFP) • • NC Procurement Technical Assistance Center 11

Federal Contracting Goals • 23 percent of prime contracts for small businesses; • 5 percent of prime and subcontracts for small disadvantaged businesses; • 5 percent of prime and subcontracts for womenowned small businesses; • 3 percent of prime contracts for HUBZone small businesses; • 3 percent of prime and subcontracts for servicedisabled veteran-owned small businesses. NC Procurement Technical Assistance Center 12

Federal Preference Programs • 8(a) Business Development Program - www. sba. gov/8 abd • Small Disadvantaged Business (SDB) Program - www. sbaonline. sba. gov/sdb • Historically Underutilized Business (HUBZone) - https: //eweb 1. sba. gov/hubzone/internet/index. cfm • Women Owned Business Program - www. sba. gov/women • Veterans Business Program - www. vetbiz. gov NC Procurement Technical Assistance Center 13

Registrations -- Acronyms • NAICS – North American Industry Classification System • SIC – Standard Industrial Classification • FSC – Federal Supply Classification • PSC – Product Service Code • TIN – Tax Identification Number • DUNS – Data Universal Numbering System • CCR – Central Contractor Registration • ORCA – Online Representations & Certifications Application • WAWF – Wide Area Work Flow NC Procurement Technical Assistance Center 14

Registrations – Codes • Identify your NAICS and SIC codes – http: //www. census. gov/eos/www/naics • Identify your FSC and/or PSC codes – http: //www. outreachsystems. com/resources/tables/pscs • Obtain Tax ID Number (TIN): 1 -800 -829 -1040 – Even if Sole Proprietor • Obtain DUNS Number : 1 - 866 -705 -5711 – Required for Central Contractor Registration (CCR) – Free for Government Vendors NC Procurement Technical Assistance Center 15

Registrations -- CCR • Central Contractor Registration [CCR] www. ccr. gov – Mandatory requirement – authorizes Electronic Funds Transfer – Assigns Commercial & Government Entity Code (CAGE Code) – User ID and Password – Don’t forget to complete the SBA Firm Profile – Required Annual Update NC Procurement Technical Assistance Center 16

Registrations - ORCA • Complete Online Representations and Certifications Application (ORCA) https: //orca. bpn. gov/ • Active CCR required – Must have MPIN (Marketing Partner ID Number) – 9 digit alphanumeric (no spaces or symbols) vendor makes up – Yearly update required NC Procurement Technical Assistance Center 17

Registrations - WAWF • Wide Area Work Flow (WAWF) Registration • http: //www. dfas. mil/contractorpay/electron iccommerce/wideareaworkflow. html • Required to get paid as per contract/order • Registration is required NC Procurement Technical Assistance Center 18

Federal Acquisition Regulation (FAR) – http: //farsite. hill. af. mil/ – Establishes uniform policies and procedures for acquisition – Used by all executive agencies – Agency specific regulations (Do. D, NASA, DOE) • Part 13 – Simplified Acquisitions • Part 14 – Sealed Bidding • Part 15 – Contracting by Negotiation • Part 19 – Small Business Programs NC Procurement Technical Assistance Center 19

Research Opportunities • Federal Business Opportunities (FBO) – www. fbo. gov – Register as vendor after CCR active – User-friendly vendor guide – Can set up search agents – Single government-wide point-of-entry for federal govt procurement opportunities (required for over $25 K) – Recovery Act opportunities and awards NC Procurement Technical Assistance Center 20

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Research Awards • Federal Procurement Data System (FPDS) – http: //www. fpds. gov – Statistical information on federal contracting • Fed. Spending – http: //www. fedspending. org – Pulls information from FPDS • American Recovery & Reinvestment Act (ARRA) – http: //www. recovery. gov/Pages/home. aspx – Research ARRA awards NC Procurement Technical Assistance Center 22

FPDS - Next Generation 2007 NC Procurement Technical Assistance Center 23

Fedspending 2007 NC Procurement Technical Assistance Center 24

Agency Opportunities • Check agency websites for… – Informal requirements $2500 up to $25, 000 – Procurement forecast information – General information about the agency • Use Federal Acquisition Jumpstation to locate agency websites http: //prod. nais. nasa. gov/pub/fedproc/home/html NC Procurement Technical Assistance Center 25

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Finding Opportunities DLA: https: //www. dibbs. bsm. dla. mil Army: https: //acquisition. army. mil/asfi Navy: https: //www. neco. navy. mil Marine Corps Systems Command: http: //www. marcorsyscom. usmc. mil/Vendor/mcscopps. asp • National Guard Contracting: http: //www. nationalguardcontracting. org • U. S. Army Corps of Engineers: www. usace. army. mil • • NC Procurement Technical Assistance Center

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Subcontracting Opportunities • Do. D Subcontracting Directory http: //permanent. access. gpo. gov/lps 57820/www. acq. osd. mil/sadbu/index. html - under Doing Business with Do. D – Lists Primes by state – Provides conference information – Small Business Specialists by state • SBA Subcontracting Directory http: //web. sba. gov/subnet – Prime contractors by state – Prime contractor projects & requirements NC Procurement Technical Assistance Center 29

Points of Contact (POC) • Prime Contractors – Small Business Liaison Officer (Public Law 95 -507) – Subcontracting plans have goals • Office of Small and Disadvantaged Business Utilization (OSDBU) and Small Business Specialists (SBS) – Do not buy anything – Act as liaison between you and buyers • Procurement Contract Representative (PCR) • Commercial Marketing Representative (CMR) NC Procurement Technical Assistance Center 30

NOT “Who do you know” BUT… Who knows you? • Contracting Officers (CO) – Only person that can obligate the government • Contract Specialist or Administrator – CO assistants • End Users Person that knows requirement best • Treasure Hunt: find the POC using on-line phone book; Logistics, Inventory, Supply NC Procurement Technical Assistance Center 31

Market Your Firm • Identify and target key agencies • Promotional material – Capability Statement; preference programs • Email, phone, fax, get the appt. • Visit agency SB specialists/equivalents • Effective communication – In writing -- Signature Block – Web Site • Attend trade shows NC Procurement Technical Assistance Center 32

Things To Remember • TARGET YOUR CUSTOMER: –Who buys your product or service? –How do they buy? –When do they buy? • KNOW THE RULES : –Federal Acquisition Regulations –Contract requirements and specifications –How to obtain Contract history • PERFORM AS PROMISED: On-time delivery, Good Quality, Fair & Reasonable $ o NC Procurement Technical Assistance Center 33

Where to Start? Learn the process! Complete required registrations Identify your market Know what/how the agencies or prime contractors purchase what you sell • Contact the OSDBU -- Office of Small & Disadvantaged Business Specialist • Contact the PTAC for assistance • • NC Procurement Technical Assistance Center 34

Electronic Opportunities • PROBID – Electronic bid matching system (Fees apply) – Searches almost 400 sites (federal, state, local, foreign) • When you find opportunities – – – Read entire synopsis (and other documents) carefully Combined synopsis/solicitation Obtain complete copy of solicitation Follow directions of documents To bid or not to bid? Call PTAC! NC Procurement Technical Assistance Center

Questions / Answers ? ? NC Procurement Technical Assistance Center 36