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Strategies for Winning Contracts From a Contracting Officer Perspective. Barbara English President, English Solutions, Inc. www.BEnglishSolutions.com 904.755.2554 Barbara@BEnglishSolutions.com. Objectives. Learn 7 Best Strategies for Winning Contracts

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slide1

Strategies for Winning Contracts From a Contracting Officer Perspective

Barbara English

President, English Solutions, Inc.

www.BEnglishSolutions.com

904.755.2554

Barbara@BEnglishSolutions.com

objectives
Objectives
  • Learn 7 Best Strategies for Winning Contracts
  • Understand How Best Practices Can Improve Your Business
  • Get It All - Once and For All
strategy 1 ensure sba is o n your a team
Strategy #1- Ensure SBA Is On Your A-Team

Procurement Center Representative (PCR)

  • Coordinates with Federal buying agencies
  • Reviews any proposed acquisition NOT set aside for small businesses
  • Has authority to appeal acquisitions to Contracting Officers
slide4

Where To Locate PCR’s

(sba.gov)

AREA III:  Includes the states of Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina and TennesseeAREA DIRECTORMITCHELL MORANDOffice of Government ContractingU.S. Small Business Administration233 Peachtree St., NE, Suite 1900Atlanta, GA 30303Tel:   (404) 331-7587 x202Fax:  (404) 331-2956Email:  mitchell.morand@sba.gov

STEWART KALLAM, INDUSTRIAL SPECIALIST (FORESTRY) & COC SPECIALISTAtlanta Natural Resources Sales Assistance OfficeU.S. Small Business Administration233 Peachtree St., NE, Suite 1900Atlanta, GA 30303Tel:  (404) 331-7587 x206Fax:  (404) 331-2956Email:  Stewart.Kallam@sba.gov

ACTIVITIES COVERED

Forest Service Region 8 (AL, AR, FL, GA, KY, LA, MS, NC, OK, PR, SC, TN, TX, VA, VI) and 33 market areas

ALABAMA, MISSISSIPPI, TENNESSEE

slide5

GARY W. HEARD (ENGINEER/PCR)U.S. Small Business AdministrationBldg. 5303, Room 3135Redstone Arsenal, AL  35898-5150Tel:  (256) 842-6240Fax:  (256) 842-0091e-mail:  gary.heard@sba.gov

ACTIVITIES COVERED

42nd Contracting Squadron-Maxwell AFB, AL

Defense Logistics Agency-Redstone Arsenal, AL

Program Executive Office Enterprise Information Systems (PEO-EIS)-MAFB-Gunter Annex, AL

U.S. Army Aviation & Missile Command–Redstone Arsenal, AL 

U.S. Army Engineering & Support Center-Huntsville, AL 

81st Contracting Squadron-Keesler AFB, MS  

VACANT (TPCR)NASA, Marshall Space Flight CenterMail Drop PS01, Attn:  SBA, PCRBldg. 4202, Room 219 BMarshall Space Flight Center, AL 35812ACTIVITIES COVERED

Anniston Army Depot–Anniston, AL 

Fort Rucker–Daleville, AL 

Missile Defense Agency - Huntsville, AL 

NASA, Marshall Space Flight Ctr.–Huntsville, AL 

U.S. Army Space & Missile Defense Command–Huntsville, AL 

NASA Shared Center (NSSC) - MS 

NASA, Stennis Space Center - MS 

U.S. Army Corps of Engineers- Memphis, TN 

Naval Facilities Engineering Command PWD  Mid-South-Millington, TN  

slide6

ALABAMA, FLORIDA, GEORGIAARLEEN L. STARKS, (PCR & COC SPECIALIST)SBA, Office of Government ContractingNAVFAC Bldg. 902, 2nd FloorBox 30 Naval Air StationJacksonville, FL  32212Tel:  (904) 542-6220Fax: (202) 481-2755Email: arleen.starks@sba.gov

ACTIVITIES COVERED

U.S. Army Corps of Engineers- Mobile, AL 

U.S. Army Corps of Engineers - Jacksonville, FL 

NAVSUP Fleet Logistics Center Jacksonville - Jacksonville, FL 

Navy Facilities Engineering Command Southeast - Jacksonville, FL 

Air Armament Center - Eglin AFB, FL 

Naval Surface Warfare Center - Panama City, FL 

Air Education & Training Command-Tyndall AFB, FL 

Navy Field Engineering & Acquisition Division(NAVFAC ROICC) - Pensacola, FL 

Navy Field Engineering & Acquisition Division (NAVFAC-SE PWD) – Pensacola, FL

HQ AFSOC - Hurlburt Field, FL 

1st Special Operations Contracting Squadron Hurlburt,FL  

Naval Hospital - Jacksonville, FL 

Naval Hospital -Pensacola, FL 

U.S. Property and Fiscal Office for Florida (USPFO-FL) – St. Augustine, FL 

SWFLANT - Kings Bay, GA  

slide7

FLORIDA VACANT (SUPVY PCR)SBA RepresentativeNaval Air Warfare CenterTraining Systems Division12350 Research Blvd.Orlando, FL  32826-3224ACTIVITIES COVERED

Naval Air Warfare Ctr Training Sys Div - Orlando, FL 

Program Executive Office for Simulation, Training & Instruction (PEO-STRI)- Orlando, FL 

THOMAS VAN HORN (PCR, CMR, SIZE & COC SPECIALIST)

SBA Representative

Naval Air Warfare Center

Training Systems Division

12350 Research Blvd.

Orlando, FL  32826-3224

Tel:  (407) 380-8210

Fax:  (407) 380-8232

Email: Thomas.VanHorn@sba.gov

ACTIVITIES COVERED

6th Contracting Squadron – MacDill AFB

45th Contracting Squadron – Patrick AFB, FL

NASA Kennedy Space Center, FL

U.S. Special Operations Command – MacDill AFB-Tampa, FL

SCOTT NIRK (PCR & SIZE SPECIALIST)SBA, Office of Government ContractingSouth Florida District Office100 S. Biscayne Blvd. 7th FloorMiami, FL  33131Tele:  (305) 536-5521, ext. 158Fax: (305) 536-5058Email:  sanirk@sba.gov

slide8

ACTIVITIES COVERED

U.S. Department of Veterans Affairs - Bay Pines, FL 

U.S. Department of Veterans Affairs - Miami, FL 

U.S. Department of State - Fort Lauderdale, FL 

ACC 410th CSB - Miami, FL 

Department Homeland Security, U.S. Coast Guard - Miami, FL 

Joint Interagency Task Force South – Key West, FL

482nd Fighter Wing/Contracting Flight Homestead ARB, FL

GEORGIAJOYCE THURMOND (PCR & COC SPECIALIST)Small Business AdministrationGovernment Contracting233 Peachtree Street NE, Suite 1900Atlanta, GA  30303Tel: (404) 331-7587 x205Fax: (404) 331-2956Email: joyce.thurmond@sba.gov

ACTIVITIES COVERED

Dobbins AFRC, Marietta, GA 

GSA, Region IV, Atlanta, GA 

HHS, Center for Disease Control, Atlanta, GA 

VAMC, Decatur, GA 

Department of Interior, GA 

VACANT (CMR)233 Peachtree St., NE, Suite 1900Atlanta, GA 30303

slide9

DINA D. INHULSEN (PCR & SIZE SPECIALIST)Small Business Administration 

50 Richard Ray Blvd, Building 205Robins AFB, GA  31098Tel:  (478) 926-5874Fax: (478) 926-3832email: Dina.Inhulsen@sba.gov

ACTIVITIES COVERED

Moody AFB- Valdosta, GA 

Fort Benning - Columbus, GA 

Fort Gordon - Augusta, GA 

Warner Robin ALC - Robins AFB, GA 

Marine Corps Logistics Command - Albany, GA

Air Force Reserve Command – Robins AFB, GA

Defense Logistics Agency Warner Robins – Robins AFB, GA

KENTUCKY & TENNESSEE                      GINA HOLMAN (PCR, CMR & SIZE SPECIALIST)

SBA, Kentucky District Office600 Dr. Martin Luther King Jr. Place Room 188Louisville, KY  40202Tele: (502) 582-5971, ext. 240Fax:  (502) 582-6507Email:  Gina.Holman@sba.gov

ACTIVITIES COVERED  

Fort Campbell- Fort Campbell, KY 

Fort Knox-Fort Knox, KY 

U.S. Army Corps of Engineers-Louisville, KY 

U.S. Army Corps of Engineers-Nashville, TN 

Department of Energy-Oak Ridge, TN  

slide10

MISSISSIPPIIVETTE MESA BASCUMBE (PCR, SIZE SPECIALIST & COC SPECIALIST)U.S. Small Business AdministrationGovernment Contracting233 Peachtree Street NE, Suite 1900Atlanta, GA  30303Tele:  (404) 331-7587 x209Fax:   (202) 481-2273Email:  ivette.bascumbe.mesa@sba.gov

ACTIVITIES COVERED

U.S. Army Corps of Engineers, Vicksburg, MS 

U.S. Army Corps of Engineers, ERDC, Vicksburg, MS  

NORTH CAROLINAJEFFREY HALE (PCR, CMR, SIZE & COC SPECIALIST)U.S. Small Business Administrationc/o National Institute of Environmental Health  Sciences - Contracting Officer530 Davis Drive, Room #1044Durham, NC  27709Tel:  (919) 541-7895Fax:   (202) 481-0623Email: jeffrey.d.hale@sba.gov

ACTIVITIES COVERED

Army Corps of Engineers–Wilmington, NC 

DHHS, Nat. Institute of Environmental Health Sciences-RTP, NC 

Ft. Bragg–Fayetteville, NC 

U.S. Army Research Office-Research Triangle Park, NC 

Seymour Johnson AFB–Goldsboro, NC 

Environmental Protection Agency-RTP, NC 

MCB Camp Lejeune-Jacksonville, NC 

MCB Air Station – Cherry Point, NC

NAVFAC – Jacksonville, NC

SOUTH CAROLINA

slide11

KENNETH A. SILVIA, (PCR, CMR & SIZE SPECIALIST)Special Assistant to Area 3 DirectorU.S. Army Corps of Engineers100 West Oglethorpe AvenueSavannah, GA  31402-0889Tel:  (912) 652-5723                                          Fax: (202) 481-2932                                            Email:  kenneth.silvia@sba.gov

ACTIVITIES COVERED

Army Corps of Engineers–Charleston, SC 

Army Corps of Engineers–Savannah, GA 

Joint Base Charleston –Charleston, SC 

Fort Jackson–Columbia, SC 

Fort Stewart–Hinesville, GA 

Space and Naval Warfare Systems Center-Charleston, SC 

Department of Energy,  Savannah River Site- Aiken, SC

South Carolina National Guard-Columbia, SC

Army National Guard Command-Ft. Jackson, SC

Marine Air Station, Beaufort, SC

Regional Contracting Office, Marine Corps Recruit Depot/Eastern Recruiting Region, Parris Island, SC

20th Contracting Squadron, Shaw Air Force Base, SC 

slide12

Strategy #2 – Find A Mentor

Find the 10 Ten Vendors in Your NAICS Code

  • Go to the Federal Procurement Data System (fpds.gov)
  • Use the EZ Search box to type in NAICS Code
  • A list of the Top 10 Vendor Full Name will display in bottom left
slide15

Strategy #3 - Get Certified

Use Small Business Programs to Narrow the Playing Field

  • 8(a) Small Disadvantaged Business*
  • Economic Disadv. Women-Owned Small Business
  • Women-Owned Small Business
  • Service Disabled Veteran-Owned Small Business
  • HubZone
slide17

Strategy #4 - Do Extensive Market Research via FPDSng.com

  • Gives You a Systematic Approach to Entering the Federal Marketplace
  • Uses Your Business Development Time More Efficiently and Effectively
  • Increases Your Success Rate
slide19

ADHOC Reports

Save queries

Sum

Format

Export

Print

Drill down

Highlight

Chart

Filters- Data values

slide21

Strategy #5 - Know the Best Venues for Winning Contracts

  • NCMA World Congress July 27–30, 2014
  • Gaylord Convention Center Washington, DC
  • NCMA Organizations Across the Country
  • (www.ncmahq.org)
  • Click on Membership Tab, then Chapter Tab
  • National 8a Association (www.national8aassociation.org)
slide22

Strategy #6 - Price Your Proposals to Cover All Costs

  • FAR Part 31 list allowable costs
  • Know what your overhead costs are
  • Aspire to the best practice model
slide23

BEST PRACTICE EXAMPLE

  • Advanced Sentler LLC
  • Washington, DC 20001
  • PROPOSAL COVER SHEET
  • Solicitation/Contract/Modification No.:ARFAP-09-R-98902
  • 2. Advanced Sentler LLC
  • 1 East Road
  • Washington, DC 20001
  • Point of Contact
  • Jane Doe
  • Contracts Manager
  • (202) 555-1212
  • Contract Administration OfficeAudit Office
  • DCMA-Baltimore District Branch Office
  • 200 Townsontown Blvd., West 8181 Professional Place
  • Towson, MD 21204-5299 Landover, MD 20785-2218
  • (301) 339-4800 (301) 436-2090
  • Type of Contract Action: New Contract Firm Fixed Price
  • Total Price Proposed Profit/ Total
  • Cost + Fee = Price
  • $938,241 $93,824 $1,032,065
  • 7. Government Property
  • We will not require the use of any government furnished property in the performance of this work.
slide24

Advanced Sentler LLC

Washington DC

Proposal Submitted in Response to RFP ARFAP-09-R-98902

Element of CostAmountReference

Engineering Labor $452,151 Schedule 1

Manufacturing Labor 26,412 Schedule 1

Direct Labor Overhead @ 56.7 271,345 Schedule 2

Material 113,175 Schedule 3

Material handling Overhead @ 5.0 5,659 Schedule 4

Subtotal $868,742

G&A @ 8.0% 69,499 Schedule 5

Estimated Cost 938,241

Profit @ 10% 93,824

Total Price $1,032,065

slide25

SCHEDULE 1

2010

2011

2012

Total

Engineering Labor Cost

Engineering Labor Cost

Engineering Labor Cost

Engineering Labor Cost

Labor Category

Rate/Hr.

Hours

Total

Rate/Hr.

Hours

Total

Rate/Hr.

Hours

Total

Hours

Total

Program Manager

$33.93

683

$23,174

$35.63

760

$27,079

$37.41

507

$18,967

1,950

$69,220

Senior Engineer

26.39

1,200

31,668

27.71

900

24,939

29.10

700

20,370

2,800

76,977

Junior Engineer

22.12

1,800

39,816

23.23

1,500

34,845

24.39

900

21,951

4,200

96,612

Engineering Aide

14.50

1,800

26,100

15.23

550

8,377

15.99

50

800

2,400

35,277

Technical Writer

16.00

0

0

16.80

0

0

17.64

900

15,876

900

15,876

Metallurgist

18.85

1,900

35,815

19.79

1,200

23,748

20.78

700

14,546

3,800

74,109

Draftsman

18.95

2,200

41,690

19.90

1,500

29,850

20.90

600

12,540

4,300

84,080

Total Direct Labor - Engineering

9,583

$198,263

6,410

$148,838

4,357

$105,050

20,350

$452,151

2010

2011

2012

Total

Manufacturing Labor Cost

Manufacturing Labor Cost

Manufacturing Labor Cost

Manufacturing Labor Cost

Labor Category

Rate/Hr.

Hours

Total

Rate/Hr.

Hours

Total

Rate/Hr.

Hours

Total

Hours

Total

Fabrication

$10.85

400

$4,340

$11.39

600

$6,834

$11.96

600

$7,176

1,600

$18,350

Assembly

9.25

0

0

9.71

200

1,942

10.20

600

6,120

800

8,062

Total Direct Labor - Manufacturing

400

$4,340

800

$8,776

1,200

$13,296

2,400

$26,412

Total Direct Labor

$202,603

$157,614

$118,346

$478,563

Direct Labor Overhead @ 56.7%

$114,876

$89,367

$67,102

$271,345

All hours proposed are based on historical costs, reference account 23

The supporting data showing the historical hours and the development of the proposed hours are in file “5FGC”

and is available immediately upon request.

The direct labor rates are based on actual average rates as of October 31, 2009 and escalated 5 percent each year. The

Supporting data and rate calculations are located in file “5FGC”

slide26

SCHEDULE 2

Budget for Fiscal Year 2010 Labor Overhead

Actual Overhead Expenses for Fiscal Years 2007 through 2009

(Note 1)

Explanatory Notes

Account

Budget

Actual Expenses (Note 3)

Number

Overhead Expenses (Note 2)

2010

2009

2008

2007

Notes

1. Provide account numbers in this column.

Indirect Payroll

$260,000

Payroll Taxes

228,000

2. The projected overhead expenses are based

Vacation

120,000

on the company’s operating budget for

Holiday

110,000

2010. The operating budget supporting

Sick Leave

50,000

data is located in file “DAAH,

Pensions

171,000

Overhead Operating Budget” and is

Employee Morale

5,000

immediately available upon request.

Entertainment

50,000

Office Equipment

7,000

3. Provide the prior three years’ actual

overhead expense and allocation base in the

Depreciation

5,000

same format as the budget for 2010. For

Subscriptions

1,500

the year 2009, actuals to date are

Travel

22,000

immediately available upon request.

Miscellaneous

2,000

Stationery

6,000

4. Includes Bid and Proposal Labor of $5,000.

Reproduction

17,000

Maintenance

5,000

5. The same rate is estimated for fiscal years

Rent

202,000

2011 and 2012. We anticipate minimal

Telephone

11,000

inflation and a stable business base. The

Insurance

102,000

data and analysis supporting this assertion is

Total Pool

1,374,500

located in file “DAAH

Overhead Forecast” and is immediately

available upon request.

Less Unallowable Costs

Entertainment

50,000

Net Allowable Expenses

$1,324,500

Allocation Base

Direct Labor

$2,336,000

4

Labor Overhead Rate

56.7%

5

slide27

SCHEDULE 3

Shock Absorber

Bill of Material

Quantity

Unit

Support

(Note 1)

Measure

Unit Price

Total

Notes

Sheet Metal

1,600

Sq. Yd.

$25.00

$40,000

2

Casings

750

Pcs.

8.50

6,375

3

Plastics

7,500

Pcs.

5.75

43,125

2

Springs

1,700

Pcs.

4.00

6,800

3

Bolts

7,500

Pcs.

2.25

16,875

3

Total Material

$113,175

Material Overhead @ 5.0%

$5,659

4

Explanatory Notes

1.

The proposed quantities are from the engineering drawings for the shock absorber. This drawing is located in file "DAAH”

2. These prices are supported by multiple vendor quotes. The proposed prices are those provided by the low bidder who was

the

ACPL Corporation in their quotation dated October 21, 2009. The quotations are included in file "DAAH”

Vendor Quotations" that are available immediately upon request.

3. These prices are supported by the Halloween edition of the Springs R Us Catalog. This catalog is available for audit in

th

e

pricing office.

4. See Schedule 4.

slide28

SCHEDULE 4

Budget for Fiscal Year 2010 Material Handling Overhead

Actual Material Handling Overhead Expenses for Fiscal Years 2007 through 2009

(Note 1)

Account

Budget

Actual Expenses (Note 3)

Number

Material Handling Expenses (Note 2)

2010

2009

2008

2007

Notes

Purchasing Department

$10,000

Receiving Department

2,500

Total Pool

12,500

Less Unallowable Costs

0

Net Allowable Expenses

$12,500

Allocation Base

Materials

$250,000

Material Handling Overhead Rate

5.0%

4

Explanatory Notes

1. Provide account numbers in this column.

2.

The projected material handling overhead expenses are based on the company's operating budget for 2010. The operating budget

supporting data is located in file "DAAH”

Material Handling Overhead

Operating Budget" and is immediately

available upon request.

3. Provide the prior three years’ actual material handling overhead expenses and allocation base in the same format as the

bud

get

for 2010. For the year 2009, actuals are provided to date are immediately available upon request.

4.

The same rate is estimated for fiscal years 2011 and 2012. We anticipate minimal inflation and a stable business base. The

Data and analysis supporting this assertion is located in file "DAAH”

Material Handling Overhead

Forecast" and is

available immediately upon request.

slide29

SCHEDULE 5

Budget for Fiscal Year 2010 G&A

Actual G&A Expenses for Fiscal Years 2007 through 2009

(Note 1)

Account

Budget

Net Allowable

Actual Expenses (Note 3)

Number

G&A Expenses (Note 2)

2010

Less Unallowables

Expenses

2009

2008

2007

Notes

Payroll Taxes

$16,000

$0

$16,000

Officer's Salaries

165,000

165,000

Indirect Salaries

21,000

21,000

Interest

14,000

14,000

0

Vacation

11,000

11,000

Holiday

9,000

9,000

Sick Leave

5,000

5,000

Contributions

8,000

8,000

0

Pensions

12,000

12,000

Office Equipment

1,000

1,000

Depreciation

2,500

2,500

Travel

10,000

10,000

Miscellaneous

2,000

2,000

Legal Fees

7,000

7,000

Accounting Fees

7,000

7,000

Computer

17,500

17,500

Rent

15,000

15,000

Advertising

8,500

8,500

0

Telephone

3,000

3,000

Insurance

7,000

0

7,000

Total Pool

341,500

30,500

311,000

Bid & Proposal

8,500

8,500

4

Total G&A and B&P

$350,000

$30,500

$319,500

Allocation Base

Labor

$2,331,000

Labor Overhead

1,371,665

5

Other Direct Costs

29,000

Materials

250,000

Material Overhead

12,500

Total Cost Input Base

$3,994,165

G&A Rate

8.0%

6

slide30

SCHEDULE 5

Budget for Fiscal Year 2010 G&A

Actual G&A Expenses for Fiscal Years 2007 through 2009

(Note 1)

Account

Budget

Net Allowable

Actual Expenses (Note 3)

Number

G&A Expenses (Note 2)

2010

Less Unallowables

Expenses

2009

2008

2007

Notes

Payroll Taxes

$16,000

$0

$16,000

Officer's Salaries

165,000

165,000

Indirect Salaries

21,000

21,000

Interest

14,000

14,000

0

Vacation

11,000

11,000

Holiday

9,000

9,000

Sick Leave

5,000

5,000

Contributions

8,000

8,000

0

Pensions

12,000

12,000

Office Equipment

1,000

1,000

Depreciation

2,500

2,500

Travel

10,000

10,000

Miscellaneous

2,000

2,000

Legal Fees

7,000

7,000

Accounting Fees

7,000

7,000

Computer

17,500

17,500

Rent

15,000

15,000

Advertising

8,500

8,500

0

Telephone

3,000

3,000

Insurance

7,000

0

7,000

Total Pool

341,500

30,500

311,000

Bid & Proposal

8,500

8,500

4

Total G&A and B&P

$350,000

$30,500

$319,500

Allocation Base

Labor

$2,331,000

Labor Overhead

1,371,665

5

Other Direct Costs

29,000

Materials

250,000

Material Overhead

12,500

Total Cost Input Base

$3,994,165

G&A Rate

8.0%

6

slide32

Questions

English Solutions, Inc.

www.benglishsolutions.com

904-891-9626

barbara@benglishsolutions.com