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HelpingBusinessesGrow&Succeed
FindingandPreparingWinningBidsandProposals
FloridaUWFSBDC/PTACByJohnDiGiacomo
9/27/16 ‹#›
Helping BusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
Topics
• Registrations• DynamicSmallBusinessSearch/SBAProfile
• CapabilitiesStatements• Websites&EmailCommunication
• Research&TargetingAgencies
• Networking&Events• SpeakingTheirLanguage
HelpingBusinessesGrow&Succeed
RequirementsWhatDoIHavetoDo?
9/27/16 ‹#›
Helping BusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
DUNSNumber
Certainregistrationsareabsolutelyrequired• MustobtainaDUNS number(123-456-789)• Givesyoucredibilityinthemarketplace• Providesusefulinformationforotherbusinessesandcreditors
seekingtopartnerwithanorganization.• Used&requiredincompletingtheSAMregistration.
• https://iupdate.dnb.com/iUpdate/viewiUpdateHome.htm
HelpingBusinessesGrow&Succeed
SystemforAwardManagement(SAM)
• Databaseofgovernmentcontractors– https://www.sam.gov/(makeSURE .gov isthesiteyou’reusing)
– Absolutelymustberegisteredheretoreceiveanygovernmentcontracts
– Designedtobeasingleresourceformultiplerequiredregistrations
– Musthaveanactiveregistrationtouseothergovernmentwebsitesandtobeeligibleforcontacts.
HelpingBusinessesGrow&Succeed
WhereDoCOsLookforMe?
HelpingBusinessesGrow&Succeed
DynamicSmallBusinessSearch
• AlsocalledSBAProfile• Notanabsoluterequirement,butstillvitaltocontractingsuccess– http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm– Thisisyourtooltomarkettocontractingofficers– Youropportunitytotellagencieswhatyou’regoodat,whatproducts&servicesyouprovide,andwhatpastworkyou’vedone
– AbletobeeditedthroughSAM
HelpingBusinessesGrow&Succeed
WhatshouldIinclude?
• SomeinfofromSAMiscarriedover:– NAICSCodes– ContactInfo– DUNS#,CageCode,etc.– Certifications
• Otherinfocanonlybeenteredonthissite,andisVERY important…
HelpingBusinessesGrow&Succeed
WhatshouldIinclude?
• Keywords• IndustryCertifications• CapabilitiesNarrative• SpecialEquipment• PerformanceHistory
HelpingBusinessesGrow&Succeed
WhatareKeywords?
• TreattheselikeaGooglesearch• Anythingyoucanthinkofrelatedtoyourbusiness– Roads,bridges,paving,grading,dirtwork,etc.– HVAC,heating,ventilation,airconditioning,etc.
LaurenSarantopolosDoodle4GoogleWYFinalist,Grade4-6
HelpingBusinessesGrow&Succeed
WhatistheCapabilitiesNarrative?
• Verybriefexplanationofyourbusiness• Highlight:
– Yearsofexperience– Specificgovt.agenciesyou’veworkedwith– Whatmakesyoudifferentfromcompetitors
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
WhatisthePerformanceHistory?
• TreatthissectionlikeReferencesonaresume’• Listpastjobsyou’vesuccessfullycompleted
– Governmentworkispreferable– Privatesectorworkisfineaswell
• Listtheoneswholoveyouthemost
HelpingBusinessesGrow&Succeed
GeneralTipsforDSBS
• Usegoodprofilesasatemplateforyours– Findothercompaniessimilartoyoursandgetideasfromthem.
HelpingBusinessesGrow&Succeed
GeneralTipsforDSBS
• ReviseyourCapabilitiesNarrativeafewtimes– It’sachallengetosumupyourbusinessin2-3sentences
HelpingBusinessesGrow&Succeed
GeneralTipsforDSBS
• Updateyourpastperformanceasyougetnewjobs– Oldreferencesimplyalackofwork
HelpingBusinessesGrow&Succeed
CapabilitiesStatements
HelpingBusinessesGrow&Succeed
WhatisaCapabilitiesStatement?
• Providingdecisionmakerswithconcisedescriptionsofthegoods/servicesyourbusinesscanprovidealongwithbeingaconsistentreminderofyourfirm.You’repromotingthebusiness’scapabilities.
• Powerfulmarketingdocumenttohelpopendoorstocontractingopportunities.
• Shouldbebriefandtothepoint;ideally1page,2pagesmax.• Onepage– Asanbusinessintroatevents• Brochure– AspartofresponsetoanRFIorSourcesSought• Detailedpresentation– forcapabilitybriefings
• Mustbeaneasilydownloadable,sharabledocument– saveitasapdfwithyourfirm’sname.
HelpingBusinessesGrow&Succeed
CapabilitiesStatementContent
• Shouldincludethefollowingsections:– Corecompetencies– whatcanyourbusinessdo?– Differentiators– whatsetsyouapartfromyourcompetitors– PastPerformance– completedgovernmentprojects– CompanyData/BusinessSummary– ContactInformation
• IncluderelevantdatalikeNAICScodes,DUNSnumber,CAGEcode,pastperformance,certifications,corecompetencies,differentiators,etc.
• Createanewdocumentforeachagencyoropportunity.Tailoritwheneverpossible.
HelpingBusinessesGrow&Succeed
CapabilitiesStatement
• Numberofpurposes:– Door-openertonewagencies– Proofofqualification– Proofofpastperformance– Mayberequiredforgovernmentregistrationprocesses– Setsyouapartfromyourcompetitors
• Avoidusinglongsentences,ratherhighlightyourbusinesswithbulletpoints.
• Makeyourdocumentvisuallyinterestingbycustomizingitwithbrandcolors,font,style.
• HavethePTACreviewyourstatementforperfectionJ
HelpingBusinessesGrow&Succeed
CapabilitiesStatementExamples
HelpingBusinessesGrow&Succeed
YourWebsiteandOnlineProfile
• Yourwebsiteisimportant!ContractingofficerswillGoogleyou!• CapabilityStatementavailableonwebsite- or-• Pagedevotedtogovernmentprocurement• AdddetailstoyourDynamicSmallBusinessSearch(DSBS)profile
(e.g.,certifications,commercialcustomers,federalcustomers,specialcapabilities,keywords,etc.)
• Beawareoftheavailablesocialmediasitesandhowtheycouldbeused.Twitter,Facebook,Instagram,LinkedInareexamples.Thesesitesactasdatapoints;haveaconsistentmessageoneachandactivity(posts,etal)tostayhighinSErankings.
HelpingBusinessesGrow&Succeed
WebsiteConsiderationsMakeagoodfirstimpression:
Loadsquickly(DonotuseFlashorframes;usesmallimagesize)
Good“AboutUs”page(2nd pagevisited– HUBSpot)WelllaidoutEasytonavigateContactinfoeasytofindanduseMobilefriendlyKeepitupdated!(Increasesrank,visibility)SEO,indexing(MRCWebAnalysis)
userexperience(basicsofyourbusiness,pluswhyshouldpeopledobusinesswithyou?)
keywordscontent/contentstrategyonlinevisibilitytechnicalaspects
HelpingBusinessesGrow&Succeed
EmailIntroduceyourcompanyandhowitfitstheagency’smission/goals.• Brieflydiscussyourcapabilities…• Howthoserelatetotheagency’smissionand…• Howyourpastperformancesubstantiatesitall.• Attachyourcapabilitystatementpdf– singlepage,onesided• Requestafollow-upmeetingorphonecall
q UseyourCAGEand/orDUNSinyoursignatureq Havealinkbacktoyourwebsiteinyoursignature
Sendintroductionemailsto:
Contractingofficers(CO)Endusers– IMPORTANTPrimecontractors(alwaysregisterontheirwebsite,sendtoSBLO)SmallBusinessOfficesatgovernmentfacilities
HelpingBusinessesGrow&Succeed
MarketResearch
HelpingBusinessesGrow&Succeed
• Vernacular(acronyms)http://www.dfas.mil/contractorsvendors.html• Howgovernmentisstructuredhttps://www.usa.gov/federal-agencies/a• Howthegovernmentpurchases• Codes:NAICS,PSC/FSG,statecodes• Youraverageinvoicesize
BeforeYouResearch
HelpingBusinessesGrow&Succeed
AvenuesofPurchase
• Solicitations (RFP, RFQ, Sources Sought, Pre-Solicitation, Sole source, IDIQ)
• Subcontracting (both state and federal)
• Multiple Award Schedules, such as GSA schedules, MATOCS, etc.
• Government purchase cards
HelpingBusinessesGrow&Succeed
GovernmentPurchaseCard
• Anygovernmentemployeecanhave• Volumeoftransactionsgrowing- $15B• Usedforpurchasesunder$3500/$2000
construction/$2500Services• Average$2,500buysbutsomewith
higherlimits(overseasupto$25,000)• Difficultlyinmarketingtothisgroup
HelpingBusinessesGrow&Succeed
DollarThreshold Type Action
$0to$3,500($2,000construction;$2,500services) Micro-purchase
NotcompetedNotadvertisedOpentolargebusinessesUseofcreditcardbynon-COs
$3,500to$15,000 SimplifiedAcquisitionProcedures(SAP)
3sourcestobecomparedNoadvertisingrequiredOralorwrittenquotes– RFQsIfaservice,SOWwillbeissuedAwardedwithapurchaseorderReservedforsmallbusinessesUsuallylowestprice
$15,001to$25,000 SimplifiedAcquisitionProcedures(SAP)
QuotesfromtwosourcesNeedstobepublicallypostedOralorwrittenquotes– RFQsIfaservice,SOWwillbeissuedAwardedwithapurchaseorderReservedforsmallbusinessesUsuallylowestprice
$25,001to$150,000 SimplifiedAcquisitionProcedures(SAP)
CompetitionrequiredAdvertisedinFBOFRQs,RFPs,IFBs,etal.AwardedwithcontractsReservedforsmallbusinessesUsuallybestvalueprocedures
>$150,000 Formalwithlargecontract/fulloropencompetition
CompetitionrequiredAdvertisedinFBOWrittenproposals– RFPsAwardedwithcontractsOpentolargebusinessesUsuallybestvalueprocedures
InvoiceSize:ProcurementThresholds
HelpingBusinessesGrow&Succeed
NorthAmericanIndustrialClassificationSystem(NAICS)
www.census.gov/epcd/www/naics.html
• ReplacedtheStandardIndustrialCode(SIC)ücategorizesandclassifiesacompany’sproductorservice
• Definesthesizeofacompany(largeorsmall)üservicecompaniesclassifiedbysalesperyearümanufacturersclassifiedbynumberofemployees
HelpingBusinessesGrow&Succeed
FederalSupplyCode(FSC)&ProductServiceCode(PSC)
– https://www.acquisition.gov/?q=node/3637 (pdf,doc,xls files)
– http://www.outreachsystems.com/resources/tables/pscs/
Examples:C212A/E– draftingengineering4110refrigerationequipment
HelpingBusinessesGrow&Succeed
1. Tofind3-5agenciesthathavepurchasedyourgoods/services
2. Determineiftheagencyisagoodfitwithyourcompany
3. Getthedetailsanddevelopacontactlist:
4. Knowyourcompetitors
ResearchGoals
HelpingBusinessesGrow&Succeed
Goal1:FindingtheAgencies
• FederalProcurementDataSystem(FPDS)https://www.fpds.gov
• USASpending – UserfriendlyaccesstoFPDSdata:http://www.usaspending.gov
• GSAScheduleresearchhttps://ssq.gsa.gov/
HelpingBusinessesGrow&Succeed
FindingtheAgencies
• FPDSandUSASpending.govusethesamedatabase• Interfacesareverydifferent• Downloadablepdforcsvfilesdonothavethesamefields• Useraccountsarenotrequiredateithersite• NAICScodescoververybroadareas• PSCcodesarenarrowerfocus(relativelyspeaking)• Usedatafromonlythelast2-3yearsifpossible• NarrowtoPlaceOfPerformance(POP)(ifpertinent)
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
Goal2:IstheAgencyaGoodFit?
Whatistheirmission?Whatistheirorganization?Wherearetheirpurchasingoffices?Whatrulesdotheyfollow?Dotheypublishaspendingforecast?Dotheypublishabudget?
HelpingBusinessesGrow&Succeed
Acquisition.Govhttps://www.acquisition.gov/?q=procurement-forecasts
–LinkstoAgencyHomePages–LinkstoSmallBusinesscontacts–LinkstoProcurementOpportunities–LinkstoAgencyForecasts
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
USDA ProcurementForecast
HelpingBusinessesGrow&Succeed
Goal3:DetailsandDevelopaContactList
• Doestheagencyhaveaspecializedpurchasesite?
• WhoaretheirSBLOs?• WhoaretheCOsandprojectmanagers?• Wherearetheirpurchasingoffices?Contacts?
• Whoaretheirmainsupportprimesandwhataretheirroles?
HelpingBusinessesGrow&Succeed
Navy- NECOhttps://www.neco.navy.mil/
DLA– DIBBShttps://www.dibbs.bsm.dla.mil/default.aspx
Spareparts(plus)
SpecializedOpportunitySites
HelpingBusinessesGrow&Succeed
http://www.dla.mil/
http://www.dla.mil/DoingBusinessWithDLA/BusinessOperations.aspx
https://www.dibbs.bsm.dla.mil/default.aspx
DLA- DIBBS
HelpingBusinessesGrow&Succeed
• LargeCompanies(“Primes”)• SupplierDiversityPrograms– POCiseithertitled“SBLO”or“SupplierDiversity”
• Prequalifyingbasedonfinancialstability,experienceandqualityprograms(PreferredVendorList)
• Certificationsvaryo CouldaskforDBE,CVE,MBE,
WBE,amongothers
PrivateSectorPrograms
HelpingBusinessesGrow&Succeed
• Applies to awards to large firms of $700,000 and over and construction awards of $1.5 million and over
• Requires a subcontracting plan with goals • http://www.va.gov/oal/business/fss/sbsp.asp
• Good opportunity for new-to-government contracting firm http://web.sba.gov/subnet
http://www.gsa.gov/portal/service/SubContractDir/category/102831/hostUri/portal
Subcontracting
HelpingBusinessesGrow&Succeed
http://web.sba.gov/subnet
Subcontracting
HelpingBusinessesGrow&Succeed
GSASubcontractingDirectory
HelpingBusinessesGrow&Succeed
Goal4:KnowYourCompetition
• Researchtheirsalestofindtargets
• Possiblypartnerwiththemonlargerprojectsthateithercouldn'thandlealone
• UseSAM,DSBS,FBO(interestedvendorslist– directadvertisingtoothercompanies)
HelpingBusinessesGrow&Succeed
WyomingStateGovernment
• Listofstateagencies:http://www.wyo.gov/agencies
• Registeronwww.publicpurchase.como ConnecttoWYDOTand“Stateof
Wyoming”(A&I)o Addcodestoyourprofile
• Researchpastsalestogetanideaofprices,etc.WYDOT
• DBEifusefulandcompanyqualifieshttp://www.statelocalgov.net/state-wy.cfm
HelpingBusinessesGrow&Succeed
WyomingStateGovernmentIngeneral:
• Iftheproductorserviceisover$7500,acompetitivebiddingprocessisutilized.Advertisedinnewspapers.
• Ifitisbetween$2500and$7500writtenquotationsareused.
• Iftheproductorservice(usuallyforday-to-dayoperations)isunder$2500,verbalquotesareused.
Anexceptionisprinting/duplicating- >$1500itgoesoutforbid.
HelpingBusinessesGrow&Succeed
StateGovernment- WYDOT
TheContractsandEstimatesOffice withinWYDOThandlesbiddingforhighwayandbridgeconstructionorotherfederallyfundedprojects.
EngineeringServices isresponsibleforconsultingservices.
AirportProjects hasinformationonbiddingandbidopeningsforairportimprovementprojects.
http://www.dot.state.fl.us/home/business_with_florida.html
HelpingBusinessesGrow&Succeed
HelpingBusinessesGrow&Succeed
LocalGovernment
• Searchnewspapersforopportunities
• Keepaneyeonlocalgovernmentwebsites
• Network– attendplanningmeetings,chamberevents,etc.
HelpingBusinessesGrow&Succeed
NewspaperNotices- Find“publicnotices”foryourareaCountyGovernments-
https://en.wikipedia.org/wiki/List_of_counties_in_Florida– http://cic.naco.org/Municipalities
TheAssociationofMunicipalities
LocalProcurement
HelpingBusinessesGrow&Succeed
OtherInformationSitesASSIST(federalspecs,standardsandhandbooks,commercialitemdescriptions,etal.)
http://www.dla.mil/Home.aspx(awardsdataforDLA,DLASBOffices,DIBBS,etal.)
SBA.gov(certifications,subcontracting,otherprograms)
FAR(FederalAcquisitionRegulations)http://farsite.hill.af.mil/farsite.html
VetBiz.gov(VACVEcertification)http://www.va.gov/osdbu/
Regulations(CFR)http://www.ecfr.gov/cgi-bin/ECFR?page=browse
HelpingBusinessesGrow&Succeed
OfficeofSmall&DisadvantagedBusinessUtilization,agencylist:http://www.osdbu.gov/members.html
Budgets:http://catalog.gpo.gov/F
FederalAcquisitionJumpStation(NASAsite)https://prod.nais.nasa.gov/pub/fedproc/home.html
DoDOfficeofSmallBusinessPrograms:http://www.acq.osd.mil/osbp/
GSAeLibrary (GSASchedules)http://www.gsaelibrary.gsa.gov/ElibMain/home.do
OtherInformationSites
HelpingBusinessesGrow&Succeed
Networking&Events
HelpingBusinessesGrow&Succeed
WhatDoIDo?
• Useresourcesavailabletohelpyouinmarketingyourbusinessatevents– MatchmakingEvents– Conferences– One-on-onemeetings– CapabilitiesStatements– SBAProfile
• Toeffectivelymarketyourcompany’sproductorservice:– Identifyyourcustomers– Researchtheirrequirements– Learnfederalprocurementregulations– Discoverwhatyourcustomersarebuying,lookfortrendsandpast
purchases
HelpingBusinessesGrow&Succeed
HowDoIPrepare?• Mostimportantly,BEPREPARED!
• Prepareyourselfandyourdocumentsbeforeeachnetworkingevent– Researchandknowtheagency’syou’retargeting– HaveanactiveSAMregistration– EnsureyourSBAprofileandpersonalwebsiteisuptodate– Customizeyourcapabilitiesstatement(knowyourNAICScodes)– Haveabrief(30sec)elevatorspeechmemorized
• Prepareformatchmakingeventslikeyouarepreparingforajobinterview.Anunder-preparedfirstmeetingisamissedopportunity.
HelpingBusinessesGrow&Succeed
LearntoSpeakTheirLanguage
HelpingBusinessesGrow&Succeed
WhatDoesThisAllMean?
• YouwillseeandhearMANYacronyms• Don’tbeafraidtoaskforclarification• However,itwillbehelpfultolearnthemostcommonacronymstoshowthegovernmentyouknowwhatyou’redoing
HelpingBusinessesGrow&Succeed
SomeExamples
• DUNS• SAM• NAICS• FAR• RFP• RFQ
• FBO• IDIQ• WOSB/EDWOSB• VOSB/SDVOSB• HUBZone
HelpingBusinessesGrow&Succeed
HowtoLearnThem
• Usethecheatsheet/linkweprovided• Keepithandyandreviewit• Again:Askforclarificationwhenyouhearanewacronym
HelpingBusinessesGrow&Succeed
ThingstoRemember
• Makesureyourregistrations arecurrent• UseDSBS effectively• CraftaqualityCapabilitiesStatement• Useyourwebsite toclearlyshowwhatyoudo• Writerelevantemails andbecomecomfortablewiththatmethodofcommunication
• Doyourresearch andtarget specificagencies• Network withagenciesatevents• Learntospeaktheirlanguage
HelpingBusinessesGrow&Succeed
John DiGiacomoGovernment Contracting Specialist
FSBDC at the University of West FloridaCollege of Business
Procurement Technical Assistance Center
815 Beal Parkway NWFort Walton Beach Fl. 32547-1955
(850).586.7809(815).229.7500 [email protected]