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Selling to the Federal Government Man-Li Lin Business Development Specialist US Small Business Administration New York District Office Tel: 212-264-7060 E-mail: Man-Li.Lin@SBA.gov. First Thing To Do. Obtain a Data Universal Number System (DUNS) Number.

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slide1

Selling to the Federal Government

Man-LiLin

BusinessDevelopmentSpecialist

US Small Business Administration

New York District Office

Tel: 212-264-7060

E-mail: Man-Li.Lin@SBA.gov

first thing to do
First Thing To Do
  • Obtain a Data Universal Number System (DUNS) Number

Call D&B at 1-866-705-5711 to obtain a free DUNS number for federal CCR registration. The process takes about 10 minutes. Or, you can register online at:

http://fedgov.dnb.com/webform/

slide3
Central Contractor Registration (CCR)

http://www.ccr.gov

Dynamic Small Business Search Registration http://dsbs.sba.gov/dsbs/

***please keep the ID/password codes given. You need to visit/update the profile at least once every 6 months.

Next, Get Registered

marketing to the federal government
Marketing to the Federal Government
  • Your government customers need to know three things:
  • 1. That you exist and want their business
  • 2. That your products or services can help them cost-effectively achieve their objectives or are better in some way than what they are currently using
  • 3. How to buy from you
government buyers are looking for
Government buyers are looking for:
  • High quality products, Reliable suppliers, and Fair prices
  • Vendors that help them meet their purchasing goals for small/women-owned businesses, and other targeted categories
  • More than one potential supplier
  • Simplicity
eight ways to market to the federal government
Eight Ways to Market to the Federal Government

1. Call potential buyers within federal agencies

2. Network: buyers, other vendors, and potential partners

3. Get help from the experts

4. Use government-wide purchasing vehicles: Federal Services Administration (GSA) Multiple Award Schedule (MAS)

eight ways to market to the federal government1
Eight Ways to Market to the Federal Government

5. Look for subcontracting opportunities

6. Use direct mail or e-mail

7. Target government field offices

8. Be prepared to do business the way government does

federal government procurement methods
Federal Government Procurement Methods
  • Micro-purchases- $3,000
  • Sealed Bidding
  • Requests for Proposal
  • Sole-source Contracts
  • Multiple Award Contracts
subcontracting
Subcontracting
  • Over $500,000 ($1 million for construction)
  • Teaming Agreement

1.Select an attorney with experience

2. Make sure you have an advance confidentially agreement in place before entering any negotiations

3. Include provisions in the teaming agreement that make it enforceable

subcontracting 2
Subcontracting (2)

4. Make sure the teaming agreement is more than just an “agreement to agree”

5. Include provisions that specify under what circumstances the teaming agreement may be terminated

6. Choose partners that have genuine interest in you. Verify there is executive-level commitment and the corporate cultures are compatible

slide11

Know the Federal

Contract Certifications

  • Self-Certifications
  • Small Business –NAICS Codes
  • Women-owned Small Business (WOSB)
  • Veteran-owned Small Business (VOSB)
  • Service-Disabled Veteran-owned Small Business
  • (SDVOSB)
  • Formal Certification Programs
  • 8(a) Business Development
  • HUBZone Empowerment Contracting
  • Small Disadvantaged Business (SDB)
self certification as a small business
Self-certification as a Small Business
  • 1. visit www.census.gov/NAICS or www.sba.gov/size to know your NAICS code and corresponding size standard
  • 2. The average Federal Tax Returns for the last 3 years must not exceed the size standard of your NAICS code (sole proprietorship: 1040 FTR with all the schedules, especially Schedule C)
  • 3. Veteran /disabled veteran please request from the VA the document attesting to the fact
  • Now you have the facts/evidences to support your claim that you are a bona fide small business
slide13

Formal Certifications

  • Require pre-approval by the government
    • 8(a) - Socially and economically disadvantaged firms enrolled in a 9-year business development program eligible to receive competitive and ‘sole source’ awards.
    • HUBZone - Small businesses located in areas identified as historically underutilized business zones, and with 35% of employees coming from HUBZones, eligible to receive competitive and ‘sole source’ awards.
    • SDB - Three-year certification for small, socially and economically disadvantaged firms eligible to receive prime and subcontract preferences.
8 a sdb
SBA 8(a) program

Applies to all purchases

Must be certified by the SBA

‘Sole source’ and competitive program

9-year term - no renewals

All 8(a) firms are SDBs

Award must be made at fair market price

FAR 19.8

SDB certification program

Applies over $100,000

Must be certified by the SBA

Competitive program

3-year term with renewals

Not all SDBs are in 8(a) program

10 % price evaluation credit

FAR 19.11 and 19.12

8(a) & SDB
sba 8 a program certification
SBA 8(a) Program Certification
  • Need to register and profile at www.ccr.gov
  • ONLINE application
  • http://www.sba.gov/8abd
  • PAPER application:
  • 1. Get the forms: http://www.sba.gov
  • Click TOOL
  • Click FORMS
  • 2. NY, NJ companies sent to:
  • Philadelphia DPCE, Parkview Towers,
  • 1150 1st Ave, 10th Floor, Suite 1001
  • King of Prussia, PA 19406
sba 8 a program certification1
SBA 8(a) Program Certification
  • Financial assistance Forms-

1. From 413 (personal financial Statement)

2. Form 1624 (Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion…)

3. Form 912(Statement of Personal History)

  • 8(a) Business Development Forms-
  • Form 1010B(8(a) Business development Program Application
  • IRS Forms-
  • Form 4506 (Request for Transcript of Tax Return)
hubzone program
HUBZone Program
  • HUBZone Program
  • Applies to purchases over $3000;
  • Must be certified by SBA - no term limits;
  • Annual self-certification required after initial approval;
  • Competitive and ‘sole source’ program benefits;
  • Can’t consider if FSS, UNICOR, NIB/NISH, or 8(a);
  • Sole source: Up to $5.5 M (mfg) and Up to $3.5M (non-mfg)
  • 10% price evaluation preference
  • Principal office must be in a HUBZone
  • 35% of employees must live in a HUBZone
  • FAR 19.13
hubzone program certification
HUBZone Program Certification
  • Apply ONLINE only
  • http://www.sba.gov/hubzone
  • http://www.tinyurl.com/y8pyscz
service disabled veteran owned small businesses
Service Disabled Veteran Owned Small Businesses
  • Set-Aside
    • Buys over $3000
    • “Rule of Two”
    • No upward $ limit
    • Can’t consider if FSS, UNICOR, NIB/NISH, or 8(a)
  • Sole Source
    • Buys over $100,000
    • Only 1 Source
    • Up to $5.5 M (mfg)
    • Up to $3.0M (non-mfg)
    • Can’t consider if FSS, UNICOR, NIB/NISH,
    • or 8(a)
sdvosbs
SDVOSBs

Additional Points to Remember:

  • VA determines Service Disability – business size is self-determined;
  • No term limits – no need to apply or reapply;
  • Competitive and sole-source program benefits;
  • Subcontracting and Prime Contracting goals;
  • FAR 19.14
know the rules
Know the Rules
  • Federal Acquisition Regulations (FAR)

www.arnet.gov/far

  • Subpart 8.4 – Federal Supply

Schedules

  • Part 13 – Simplified Acquisitions
  • Part 14 – Sealed Bidding
  • Part 15 – Contracting by Negotiation
slide22

Finding Prime

Contract Opportunities

  • Research Past Purchases
    • Federal Procurement Data System – Next Generation https://www.FPDS.gov

Register, Read “First Time Using Reports”, Obtain standard, special, or customized award data.

  • Identify Current Opportunities
    • Federal Business Opportunitieswww.fedbizopps.gov

Identify your product and/or service codes & search.

  • Obtain Agency Forecastsfrom sites like

http://www.womenbiz.gov/forecasts.html

slide23

FedBizOpps

Identify Opportunities – Follow the Money

www.fbo.gov

slide24

FedBizOpps Notices

FBO Vendor Notification Service: http://www1.fbo.gov/EPSVendorRegistration.htmlVendor

The Notification Service sends emails to alert you to new solicitations & modifications, General procurement announcements. It gives first-hand notice of opportunities & links to actual postings, so that you can request the ones you want.

Register to receive: all notices from solicitation number; notices from selected organizations and product service classifications; all procurement notices.

slide25

FedBizOpps Sign-up

1. Select Procurement

Code, NAICS

and/or

Buying Activity

2. Receive

daily links

to buys

The following postings have been made on FBO:

DLA

Logistics Operations Defense Distribution Center

49 -- ICE MACHINE MAINTENANCE AT DEFENSE DISTRIBUTION DEPOT

Synopsis

http://www.fbo.gov/spg/DLA/J3/DDC/SP3100%2D06%2D0061/listing.html

finding subcontracting opportunities
Finding Subcontracting Opportunities
  • Subcontracting Opportunities

Directory of Large Prime Contractors

http://www.sba.gov/GC/indexcontacts-sbsd.html

  • SUB-Net

http://web.sba.gov/subnet

  • FedBizOpps/FBO - Find Business Opportunities, Search for: Awards
sub net
SUB-Net

http://web.sba.gov/subnet/

slide28
Investigate Joint Venture/Teaming Arrangements

Excluded from affiliation – 13 CFR 121.103(f)(3)

“bundled” requirement

other than a “bundled” requirement

Consider Mentor-Protégé Programs

SBA – limited to 8(a) firms;

DOD, US Navy, Air Force, FAA, Dept of State, Dept of Energy, & more – check individual small business programs for details.

Joint Ventures & Teams

market your firm
Market Your Firm
  • One on One- Present your capabilities directly to the federal activities and large prime contractors that buy your products and services
  • Attendprocurement conferences and business expos
  • Attend Business Matchmaking events
  • Add details to DSBS your Dynamic Small Business Search profile (e.g., GSA schedule number, commercial customers, federal customers, special capabilities).
slide30
Request or download a bid package

Obtain copies of relevant specifications

& drawings

Understand relevant purchasing regulations

Federal Acquisition Regulations:

Micro-purchases (under $3,000)

Simplified Acquisitions (under $100,000)

Bids & Proposals (over $100,000)

Contract clauses

View Solicitations

slide31
3 Rules for a solicitation:

-Read it…Read it…Read it!!!

Request a Procurement History

Attend Pre-Bid Meetings

& Walk-Throughs

Get clarification of ambiguities

Proofread your proposal

Submit it on time!

Prepare Your Offer

contract award
Contract Award
  • Are you Responsive?
  • Are you Responsible?
    • Pre-Award Survey: Technical capability

& production capability

    • QA
    • Financial: accounts receivable, net worth,

cash flow

    • Accounting System
    • System for Qualifying Suppliers
    • Packaging, Marking, Shipping
contract performance
Contract Performance
  • Contingency Plans
  • Have a back up plan if something goes wrong
  • Give yourself enough time to react
  • Anticipating Final Inspection
  • Make an appointment before shipping date
  • On-Time delivery
  • Establish a good track record
getting paid promptly
GettingPaid Promptly
  • Within 30days
  • The designated agency office actually receives a complete invoice conforming to the terms of the contract.
  • - purchase order/contract number, a description of the goods and services, a requisition number, and Electronic Funds Transfer (EFT) information
getting paid
Getting Paid
  • Know the paperwork process
  • Keep good records
  • Know your options
    • Progress payments
    • Prompt Payment Act
  • EFT (electronic funds transfer)
  • Accept government credit cards
slide36

Seek Additional Assistance

  • Procurement Technical Assistance Center

(PTACs)www.dla.mil/db/procurem.htm

  • Small Business Specialists

www.acq.osd.mil/sadbu/doing_business/index.htm

  • Procurement Center Representatives (PCRs)

www.sba.gov/gc/contacts.html

  • Commercial Marketing Representatives

(CMRs) www.sba.gov/gc/contacts.html

slide37

E-Business Institute

Find online business counseling and training at:

http://www.sba.gov/training/index.html

orca initiative
ORCA Initiative

ORCA, is an E-Gov Integrated Acquisition Environment (IAE) initiative, that reduces the administrative burden for contractors submitting the same information to various contracting offices and establish a common source for this information for procurement offices

across the government.

http://orca.bpn.gov

helpful web sites
Helpful Web Sites
  • DOD Office of Small Business Programs

http://www.acq.osd.mil/osbp/

  • Procurement and Technical Assistance Centers

http://www.aptac-us.org/new/

Small Business Development Centers

http://www.sba.gov/sbdc/

more helpful web sites
More Helpful Web Sites
  • SBA’s Home Page: www.sba.gov
  • Government Contracting:www.sba.gov/GC

Site includes links to all major government contracting programs discussed here plus much, much more.

  • Find aProcurement Center Representative

www.sba.gov/GC/pcr.html

key steps to procurement success
Key Steps to Procurement Success
  • Know your market
  • Research targeted agency budgets
  • Know where to get practical help
  • Take care of the basics
  • Register everywhere you can
  • Develop personal relationships
  • Start Small
things to remember
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, at a Fair Price