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Government Procurement of ‘Language Services’ by U.S. Federal, State & Local Agencies. Prepared for the Globalization & Localization Association. Presentation Goals. Overview of United States Government Spending Government Procurement of ‘Language Services’

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government procurement of language services by u s federal state local agencies

Government Procurement of ‘Language Services’ by U.S. Federal, State & Local Agencies

Prepared

for the

Globalization & Localization Association

presentation goals
Presentation Goals
  • Overview of United States Government Spending
  • Government Procurement of ‘Language Services’
    • Federal Government Departments/Agencies
      • United States
      • Outside the United States
    • State Governments
    • Local Governments
  • Overview of the GSA Schedules
  • Identify Resources and Your Next Steps
  • Questions
about the greenstreet group
About The Greenstreet Group
  • The Greenstreet Group LLC was formed in 2004 in Atlanta, Georgia
  • Our mission is to help companies sell products and services to government agencies
  • The Greenstreet Group has provided contracting services to a wide range of industries which include:
    • Information Technology - Engineering Services
    • Industrial Equipment Manufacturing - Transportation
    • Architectural Design and Construction - Environmental Services
    • Recruiting & Executive Search - Personnel Investigations
    • Security Officer Services - Management Training & Consulting
  • Bob Dorff is the principal of The Greenstreet Group. Bob’s background includes:
    • Federal Sales Manager for an IT Products Distributor
    • Sales and Sales Management of Technology Products and Services
    • Sales to Federal, State, Local and Education
federal state local marketplace dynamics
Federal, State & Local Marketplace Dynamics
  • The primary markets; federal, state and local government markets have the following dynamics:
government procurement of language services

Government Procurement of ‘Language Services’

  • In Most Business Sectors:
    • Government purchases represent between 20% to 25% of the total purchases (commercial & government). This should be true for the ‘Language Services’ sector as well.
state government language services markets
State Government ‘Language Services’ Markets
  • All states require some language services
  • State agencies that generally need language services:
      • State Agencies Supporting ‘Court Systems’
          • Probate Court, Juvenile Courts
          • State Court, Superior Court, Court of Appeals & State Supreme Court
      • Secretary of State
          • Immigration Services
          • Election Services
      • Tourism Department
      • Health & Human Services Department
      • Department of Economic Development
how state governments buy
How State Governments Buy
  • Each state requires that potential vendors be registered
  • Generally, there will be less and probably different competitors in the state versus federal markets
  • Some states have preferential treatment for businesses that have a presence within the State
  • States sometimes have high levels of political patronage
  • Go to the Department of Administrative Services (or General Services)
          • Usually the home of State Procurement
          • Vendor Requirements and Registration
          • State Contracts and Procurement Reporting
  • States post opportunities on-line and usually send email notices to registered vendors
how state governments buy1

How State Governments Buy

Some states purchase language services on an as needed basis – a requirement is identified and vendors are sought.

Other states have state contracts with vendors where pricing and T&C’s have been pre-negotiated.

This example from the State of Nevada has a regional contract and a state only contract.

Contract 1. – Regional Agreement Contract 2. – State Only Agreement

what you need to do to sell to states

What You Need to Do to Sell to States

Study state procurement website (make sure you understand how the state buys your services)

Look for pricing information (from contracts or posted awards) to determine your fit

Review the state registration requirements

Commonly required information:

Years in Business

Annual Revenues

Duns Number

Tax ID

NAICS Codes North American Industry Classification System

NIGP Codes National Institute of Governmental Purchasing

Get registered

Find agency contacts

Contact agencies to introduce yourself and see if there are opportunities/fit

Provide a one or two page overview of your capabilities

Having a price sheet available

Try to meet potential buyers

Market and Sell your services

local government language services market
Local Government ‘Language Services’ Market
  • Local Governments Buy Less ‘Language Services’ then States
  • If you investigate and find opportunities you will generally be rewarded with less competition and your margins should be higher
  • Departments to Check for Opportunities:
      • Procurement Department Community Relations Department
      • Economic Development Department Court Services – Municipal, Magistrate Court
      • Public Safety Schools (K12)
  • Looking for Local Governments
      • Generally the close ones are the best but if not
      • Look for local governments that have larger urban areas with cultural diversity
      • Look for localities that have large ‘in migration’ patterns
      • Look for localities that have a large number international travelers
  • A caution, some local governments are slow payers
what you need to do to sell to a local government

What You Need to Do to Sell to a Local Government

Study their procurement website

Look for pricing information (if available)

Review the registration requirements

Get registered

Find department contacts

Contact department to introduce yourself and hunt opportunities/fit

Provide a one or two page overview of your capabilities

Consider having a price sheet available

Try to meet potential buyers

Market and Sell

federal procurement of language services
Federal Procurement of ‘Language Services’
  • The U.S. Government spent about $150 Million in the Federal Fiscal Year Oct 2010 on identified ‘Language Services
  • The report database list about $853,000,000 in U.S. Government ‘Language Services’ purchases over the near 10 year period
  • Approximately $3,300,000 of those services are performed outside the U.S. (under reporting likely)
  • Transactions range from a less than $100 to hundreds millions of dollars
  • Contract periods are for one event up to 3-5 years
top federal purchasers of language services 2001 2010 source fpds
Top Federal Purchasers of Language Services2001-2010Source: FPDS

Contracting Agency Procurement ($)

  • DEPT OF THE ARMY $ 693,000,000
  • VIRGINIA CONTRACTING AGENCY $ 48,114,781
  • DEPT OF THE AIR FORCE $ 24,100,000
  • DRUG ENFORCEMENT ADMINISTRATION $ 23,380,779
  • U.S. SPECIAL OPERATIONS COMMAND (USSOCOM) $ 19,793,221
  • BUREAU OF IMMIGRATION AND CUSTOMS ENFORCEMENT $ 12,670,017
  • NATIONAL AERONAUTICS AND SPACE ADMINISTRATION $ 9,764,480
  • STATE, DEPARTMENT OF $ 3,155,112
  • OFFICES, BOARDS AND DIVISIONS $ 2,973,116
  • PATENT AND TRADEMARK OFFICE $ 2,180,302
  • FEDERAL ACQUISITION SERVICE $ 1,923,077
  • INTERNAL REVENUE SERVICE $ 1,852,726
  • FEDERAL PRISON SYSTEM $ 1,840,755
  • DEPT OF THE NAVY $ 1,333,309
  • FEDERAL BUREAU OF INVESTIGATION $ 1,107,314
  • SOCIAL SECURITY ADMINISTRATION $ 1,007,924
  • DEFENSE SECURITY COOPERATION AGENCY $ 799,703
  • U.S. SECRET SERVICE $ 362,400
  • DEFENSE LOGISTICS AGENCY $ 360,200
  • WASHINGTON HEADQUARTERS SERVICES (WHS) $ 342,157
slide19

Language Services Performed Outside the U.S.

By Identified Country

2001-2010 FPDS

slide22

\'Miscellaneous Foreign Contractors\' Procurement by Agency2001-2010Source: FPDS

Note: The FPDS database list these as ‘Virginia’ based orders. These are foreign country and foreign corporation based transactions.

selling to the federal government
Selling to the Federal Government
  • General Requirements for All Federal Departments and Agencies
      • DUNS Number (required for CCR)
      • Central Contractor Registration (CCR) (required)
      • ORCA - Online Representations and Certifications (required for GSA contract, may be necessary to bid on specific orders)
  • Review and sign up for Federal Business Opportunities (www.fbo.gov)
  • Consider Partnering Opportunities
  • Register with DoD Procurement Sites & Begin Marketing
  • Consider Applying for a GSA Contract
      • Review the GSA Contracts and Current Contractors (for competition and pricing)
slide24

Sample Federal Opportunities (FedBizOpps)NAICS 541930 Translation and Interpretation ServicesSmall Business Size for NAICS 541930 is Less Than $7 Million in Annual Revenues

Opportunity :Defense Language Interpretation Translation Enterprise Award# W911W411R0003

R -- Professional, administrative, and management support services

Agency: Department of the Army

U.S. Army Intelligence and Security Command HQ USAINSCOM, Directorate of Contracting

Type of Notice: Award Posted On: Jul 01, 2011

Opportunity :INTERPRETER SERVICES Solicitation# N0017411T0078

R -- Professional, administrative, and management support services

Agency: Department of the Navy

Naval Sea Systems Command NSWC Indian Head Division

Type of Notice: Combined Synopsis/Solicitation (Modified) / Total Small Business Posted On: Jul 01, 2011

Opportunity :Language Interpretation Services Solicitation# R-2011-EGP-00000

U -- Education & training services

Agency: Department of Housing and Urban Development

OCPO, Office of Policy and Systems Community Service/Housing Support Div

Type of Notice: Sources Sought (Modified) / Competitive 8(a) Posted On: Jun 29, 2011

Opportunity : Translation and Liaison services in Colombia-South America Solicitation# W913FT-11-T-0078

R -- Professional, administrative, and management support services

Agency: Department of the Army

Army Contracting Command, ECC Bogota Branch (PARC Americas 410th CSB)

Type of Notice: Presolicitation Posted On: Jun 28, 2011

Many Contract Awards Allow Multi-Year Extensions !

sample federal award naics 541930 translation and interpretation services
Sample Federal AwardNAICS 541930 Translation and Interpretation Services
  • Solicitation Number: W911W411R0003
  • Notice Type: Award
  • Contract Award Date: July 1, 2011
  • Contract Award Number: W911W4-11-D-0008
  • Contract Award Dollar Amount: $9,700,000,000.
  • Contract Line Item Number: 0011
  • Contractor Awardee: NORTHROP GRUMMAN TECHNICAL SERVICES, INC. (059069211) & 3 Other Contractors 2411 DULLES CORNER PARK STE 800 HERNDON, VA 20171-3431
  • Synopsis:
  • Added: Jul 01, 2011 5:13 pm
  • This contract provides translation and interpretation services for personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and any other non-personal services necessary to perform language interpretation and translation services for Force Projection Operations mission area only. Added: Jul 01, 2011 5:13 pm Modified: Jul 05, 2011 11:35 am
  • This contract provides translation and interpretation services for personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and any other non-personal services necessary to perform language interpretation and translation services for Force Projection Operations mission area only.
  • Contracting Office Address:
  • HQ USAINSCOM, Directorate of Contracting, ATTN: IAPC-DOC, 8825 Beulah Street, Fort Belvoir, VA 22060-5246
  • Point of Contact(s):
  • Kweilin Hollis, 703-428-4568 HQ USAINSCOM, Directorate of Contracting
general services administration schedule contract for language services gsa schedule 738 ii

General Services Administration Schedule Contractfor Language ServicesGSA Schedule 738 II

about gsa schedules
About GSA Schedules
  • The GSA enters into Government-wide contracts with commercial firms to provide over 10 million commercial supplies and services
  • There are 39 different GSA schedules used by federal agencies worldwide covering most commercially available products and services
  • GSA reported $40 billion in sales (procurement) under the program in fiscal year 2007
  • 8,000 Companies have GSA contracts
  • Hundreds of non U.S. based companies have GSA contracts
  • GSA offers buyers and sellers a streamlined procurement process:
    • GSA contracts allow contracting officers to buy goods and services quickly without going through the traditional solicitation process
    • Contracting officials can buy from your company without going to open bid solicitation
slide28

What is a GSA Schedule Contract?

  • A GSA Contract is an agreement where items/services, prices, terms and conditions are set-up in advance and are considered “fair and reasonable” by the government
  • A GSA contract is good for 5 years with 3, 5 year option periods (20 year total).
  • A GSA contracts requires you to meet (or come close to) your sales targets.
  • A GSA contracts provide an opportunity for small businesses to compete in the federal marketplace
  • A GSA contract is an opportunity for you to approach department & agencies with a government approved price list of your products and services
  • A GSA contracts requires you to provide financial and customers reference information
  • GSA -The Federal Government’s Procurement Expert
gsa contract requirements
GSA Contract Requirements
  • Must Have the Following Registrations
    • Central Contractor Registration (CCR)
    • Online Representations and Certifications Application (ORCA)
  • Must Pass a Customer Reference Check (Open Ratings)
  • Must Provide Most Recent Year(s) Company Financials
  • Should Have a Current Ratio (Current Assets/Current Liabilities) of 1.5 or Greater
  • Must Have Annual Revenue of at Least $200,000 over Last 2 Years
  • Must Accept Government P-Cards
  • Must Not Be Currently Debarred from Doing Business with U.S. Government
  • Must Demonstrate Business Capabilities
  • Must Successfully Submit All Required Documents
    • Administrative Proposal
    • Technical Proposal
    • Pricing Proposal
who can buy from gsa schedule contractors
Who Can Buy From GSA Schedule Contractors?
  • Executive & Other Federal Agencies
  • Mixed-Ownership Government Corporation
    • FDIC
    • Federal Home Loan Banks, etc.
  • The District of Columbia
  • Cost Reimbursable Government Contractors authorized in writing by a Federal agency (Usually, Prime Government Contractors)
  • State and Local Governments for Some Types of Products and Services Handled Through the Cooperative Purchasing Clause of the GSA Contract
categories of language services offered under gsa schedule 738 ii
Categories of Language Services Offered Under GSA Schedule 738 II

TRANSLATION SERVICES (Special Item Number category: SIN 382 1) 91 Contract Holders

Estimated Annual Federal Procurement under this Contract $65,717,000

 INTERPRETATION SERVICES (Special Item Number category: 382 2) 71 Contract Holders

Estimated Annual Federal Procurement under this Contract $61,287,000

TRAINING AND EDUCATIONAL MATERIALS (Special Item Number category: 382 3) 33 Contract Holders

Estimated Annual Federal Procurement under this Contract $8,411,000

COMPREHENSIVE LINGUISTIC ANALYTICAL SUPPORT SERVICES 17 Contract Holders (Special Item Number category: 382 4)

Estimated Annual Federal Procurement under this Contract $8,328,000

SERVICES FOR THE VISUAL AND HEARING IMPAIRED 22 Contract Holders

(Special Item Number category: 382 5)

Estimated Annual Federal Procurement under this Contract $2,741,000

ANCILLARY SUPPLIES AND/OR SERVICES (Special Item Number category: 382 6) 11 Contract Holders

Estimated Annual Federal Procurement under this Contract $0

NEW ITEM TECHNOLOGY (Special Item Number category: 382 99) 4 Contract Holders

Estimated Annual Procurement under this Contract $853,000

why federal agencies prefer gsa schedule contractors
Why Federal Agencies Prefer GSA Schedule Contractors
  • Department/Agency Competition Requirements Have Been Met
  • Using GSA Schedules Reduce Agencies Acquisition Time
  • Using GSA Schedules Can Reduce the Number of ‘Contested’ Awards
  • Flexible Purchasing Options: Blanket Purchase Agreements (BPA’s) Save Time and Money for Buyer and Seller
  • There Are No Order Limitations: Agencies Can Place an Order for Any Amount
  • GSA Schedule Orders Can Count Toward Agency’s Small Business Goals
why vendors prefer gsa schedules
Why Vendors Prefer GSA Schedules
  • You are a Pre-Approved Federal Vendor
  • Simplified Access to Thousands of Ordering Activities
  • Contract Stability (5-year Contract Period & Three, 5-Year Options to Renew)
  • Online Ordering Through GSA Advantage Website
  • Payment Received Quickly Through Credit Card Purchases
  • Using GSA Schedules Can Reduce the Number of ‘Contested’ Awards
  • Savings Related to a Reduced Procurement Cycle
  • A GSA Contract Leverages Your Company Within the Federal Government
  • Elevates Your Company Profile in the Commercial Market
why not get a gsa contract
Why Not Get a GSA Contract
  • The Time and Effort to Apply
  • Expense if You Hire a Firm to Assist You Get a Schedule
  • On-Going Reporting Requirements
  • A GSA Price List Will Become Public
  • You Will Need to Follow Your Commercial Sales Practices
  • You Will Need to Learn a New Market
should you pursue u s government business opportunities
Should You Pursue U.S. Government Business Opportunities?
  • Is there a market for our products/services within the U.S. Government?
  • Are my products/services U.S. Trade Compliant? (Trade Agreements Act (19 U.S.C. & 2501-2581))
  • Are my competitors selling to the U.S. Government?
  • What geographical limitations do we have regarding sales and support?
  • Do we have the bandwidth to take on a new market?
  • If you are outside the U.S.:
    • Are the products/services that we provide being purchased by the U.S. Government in our country?
    • Would a U.S. Partner selling to U.S. Government be an option?
    • Would a U.S. Office be beneficial? (and where)
    • Would a U.S. Virtual or Physical Office be worth it?
    • Would a U.S. Subsidiary be beneficial for tax purposes?
slide37

Steps for Finding Federal Opportunities

  • Determine Which Government Agencies You Wish to Pursue
  • Review & Complete Registrations
  • Study the Government Department/Agency Websites
  • Review Department/Agency Forecasts
  • Review Procurement History of Department/Agency
  • Develop Government Department/Agency Prospect Database
  • Identify any Staff Connections to Department/Agency
  • Familiarize Yourself with the Federal Procurement Process
  • Establish Standardized Pricing
  • Make Sure That You Can Accept Government Purchase Cards
  • Explore Subcontracting Opportunities
  • Explore Partnering/Teaming Opportunities
slide38

Steps for Finding Federal Opportunities

  • Consider a GSA Schedule Contract
  • Do Competition Research
  • Establish Government Department/Agency Marketing Campaigns
  • Setup a Calling and/or Emailing Campaign
  • Prepare Sales Campaign Materials
    • Government Pricing
    • Line Card
  • Where Applicable:
    • Develop a Standard Proposal to Shorten Your Proposal Cycle
    • Develop Government Strategies for Working With Distribution Channel(s)
  • At a minimum, Contact Any U.S. Government Office in Your Area and See if they Use Language Services
slide39

Government Resources

  • GSA Office of Small Business Utilization
    • Collection of Information for Small Businesses posted at www.gsa.gov//smallbusiness
  • Directory of Small Business Utilization Offices
    • http://www.osdbu.gov/offices.html
  • Federal Business Opportunities ( know as: FedBizOpps )
    • All competitive bid opportunities over $25,000 are posted at www.fbo.gov
  • Department/Agency Forecast
    • Most departments provide forecast for future procurement
  • U.S. Department and Agency List
    • http://www.usa.gov/Agencies/Federal/All_Agencies/index.shtml
  • Federal Procurement Contacts by Department/Agency
    • Available at Department websites (Bob has a consolidated list provided at your request )
slide40

Government Resources

  • DUNS Number http://fedgov.dnb.com/webform/pages/CCRSearch.jsp
  • Employer Identification Numberhttp://www.irs.gov/businesses/small/article/0,,id=102767,00.html
  • Central Contractor Registration https://www.bpn.gov/ccr/default.aspx

There are 5,701 companies in Canada registered with CCR

There are 1,367 companies in the U.K. registered with CCR

There are 187 companies in India registered with CCR

  • Online Representations and Certifications Application (ORCA) https://orca.bpn.gov/
  • Federal Procurement Data System

https://www.fpds.gov/fpdsng_cms/

slide41

Government Resources

  • GSA Advantage and E-Buy: Online Federal Shopping Site
    • https://www.gsaadvantage.gov/advantage/main/start_page.do
    • Used by government buyers to:
      • Search for items/services/suppliers; Place orders
      • Perform market research; Compare features, prices, and delivery
    • Used by government contractors to:
      • Research competition
      • Sell to the federal marketplace
  • Subcontracting Opportunities
    • Prime contractors for goods/services $500,000+ and $1 million+ for construction must subcontract a percentage of the contract to Small Business
    • Available at Department websites (Bob has a consolidated list provided at your request)
  • General Training About Selling to the Government
    • General Services Administration www.gsa.gov
    • Small Business Administration www.sba.gov
    • Procurement Technical Assistance Centers www.aptac-us.org
slide42

Thank You!

If you have any further Questions:

Bob Dorff

Atlanta, Georgia

(770) 645-8803

[email protected]

www.greenstreetgrp.com

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