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Barbara English President, English Solutions, Inc. www.BEnglishSolutions.com 904.755.2554 Barbara@BEnglishSolutions.c

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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Barbara English President, English Solutions, Inc. www.BEnglishSolutions.com 904.755.2554 Barbara@BEnglishSolutions.c

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

  2. Objectives • Learn 7 Best Strategies for Winning Contracts • Understand How Best Practices Can Improve Your Business • Get It All - Once and For All

  3. 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

  4. 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

  5. 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  

  6. 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  

  7. 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

  8. 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

  9. 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  

  10. 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

  11. 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 

  12. 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

  13. 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

  14. What’s the Best 8(a) Path for You?

  15. 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

  16. EZ Search Results

  17. ADHOC Reports Save queries Sum Format Export Print Drill down Highlight Chart Filters- Data values

  18. Get Help When Needed!

  19. 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)

  20. 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

  21. 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.

  22. 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

  23. 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”

  24. 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

  25. 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.

  26. 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.

  27. 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

  28. 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

  29. STRATEGY #7 - Understand Final Award Decision Process

  30. Questions English Solutions, Inc. www.benglishsolutions.com 904-891-9626 barbara@benglishsolutions.com

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