finding and preparing winning bids and proposals … · finding and preparing winning bids and...

HelpingBusinessesGrow&Succeed

FindingandPreparingWinningBidsandProposals

FloridaUWFSBDC/PTACByJohnDiGiacomo

9/27/16 ‹#›

Helping BusinessesGrow&Succeed


Topics

• Registrations• DynamicSmallBusinessSearch/SBAProfile

• CapabilitiesStatements• Websites&EmailCommunication

• Research&TargetingAgencies

• Networking&Events• SpeakingTheirLanguage


RequirementsWhatDoIHavetoDo?

9/27/16 ‹#›

Helping BusinessesGrow&Succeed


DUNSNumber

Certainregistrationsareabsolutelyrequired• MustobtainaDUNS number(123-456-789)• Givesyoucredibilityinthemarketplace• Providesusefulinformationforotherbusinessesandcreditors

seekingtopartnerwithanorganization.• Used&requiredincompletingtheSAMregistration.

• https://iupdate.dnb.com/iUpdate/viewiUpdateHome.htm


SystemforAwardManagement(SAM)

• Databaseofgovernmentcontractors– https://www.sam.gov/(makeSURE .gov isthesiteyou’reusing)

– Absolutelymustberegisteredheretoreceiveanygovernmentcontracts

– Designedtobeasingleresourceformultiplerequiredregistrations

– Musthaveanactiveregistrationtouseothergovernmentwebsitesandtobeeligibleforcontacts.


WhereDoCOsLookforMe?


DynamicSmallBusinessSearch

• AlsocalledSBAProfile• Notanabsoluterequirement,butstillvitaltocontractingsuccess– http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm– Thisisyourtooltomarkettocontractingofficers– Youropportunitytotellagencieswhatyou’regoodat,whatproducts&servicesyouprovide,andwhatpastworkyou’vedone

– AbletobeeditedthroughSAM


WhatshouldIinclude?

• SomeinfofromSAMiscarriedover:– NAICSCodes– ContactInfo– DUNS#,CageCode,etc.– Certifications

• Otherinfocanonlybeenteredonthissite,andisVERY important…


WhatshouldIinclude?

• Keywords• IndustryCertifications• CapabilitiesNarrative• SpecialEquipment• PerformanceHistory


WhatareKeywords?

• TreattheselikeaGooglesearch• Anythingyoucanthinkofrelatedtoyourbusiness– Roads,bridges,paving,grading,dirtwork,etc.– HVAC,heating,ventilation,airconditioning,etc.

LaurenSarantopolosDoodle4GoogleWYFinalist,Grade4-6


WhatistheCapabilitiesNarrative?

• Verybriefexplanationofyourbusiness• Highlight:

– Yearsofexperience– Specificgovt.agenciesyou’veworkedwith– Whatmakesyoudifferentfromcompetitors


WhatisthePerformanceHistory?

• TreatthissectionlikeReferencesonaresume’• Listpastjobsyou’vesuccessfullycompleted

– Governmentworkispreferable– Privatesectorworkisfineaswell

• Listtheoneswholoveyouthemost


GeneralTipsforDSBS

• Usegoodprofilesasatemplateforyours– Findothercompaniessimilartoyoursandgetideasfromthem.


GeneralTipsforDSBS

• ReviseyourCapabilitiesNarrativeafewtimes– It’sachallengetosumupyourbusinessin2-3sentences


GeneralTipsforDSBS

• Updateyourpastperformanceasyougetnewjobs– Oldreferencesimplyalackofwork


CapabilitiesStatements


WhatisaCapabilitiesStatement?

• Providingdecisionmakerswithconcisedescriptionsofthegoods/servicesyourbusinesscanprovidealongwithbeingaconsistentreminderofyourfirm.You’repromotingthebusiness’scapabilities.

• Powerfulmarketingdocumenttohelpopendoorstocontractingopportunities.

• Shouldbebriefandtothepoint;ideally1page,2pagesmax.• Onepage– Asanbusinessintroatevents• Brochure– AspartofresponsetoanRFIorSourcesSought• Detailedpresentation– forcapabilitybriefings

• Mustbeaneasilydownloadable,sharabledocument– saveitasapdfwithyourfirm’sname.


CapabilitiesStatementContent

• Shouldincludethefollowingsections:– Corecompetencies– whatcanyourbusinessdo?– Differentiators– whatsetsyouapartfromyourcompetitors– PastPerformance– completedgovernmentprojects– CompanyData/BusinessSummary– ContactInformation

• IncluderelevantdatalikeNAICScodes,DUNSnumber,CAGEcode,pastperformance,certifications,corecompetencies,differentiators,etc.

• Createanewdocumentforeachagencyoropportunity.Tailoritwheneverpossible.


CapabilitiesStatement

• Numberofpurposes:– Door-openertonewagencies– Proofofqualification– Proofofpastperformance– Mayberequiredforgovernmentregistrationprocesses– Setsyouapartfromyourcompetitors

• Avoidusinglongsentences,ratherhighlightyourbusinesswithbulletpoints.

• Makeyourdocumentvisuallyinterestingbycustomizingitwithbrandcolors,font,style.

• HavethePTACreviewyourstatementforperfectionJ


CapabilitiesStatementExamples


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.


WebsiteConsiderationsMakeagoodfirstimpression:

Loadsquickly(DonotuseFlashorframes;usesmallimagesize)

Good“AboutUs”page(2nd pagevisited– HUBSpot)WelllaidoutEasytonavigateContactinfoeasytofindanduseMobilefriendlyKeepitupdated!(Increasesrank,visibility)SEO,indexing(MRCWebAnalysis)

userexperience(basicsofyourbusiness,pluswhyshouldpeopledobusinesswithyou?)

keywordscontent/contentstrategyonlinevisibilitytechnicalaspects


EmailIntroduceyourcompanyandhowitfitstheagency’smission/goals.• Brieflydiscussyourcapabilities…• Howthoserelatetotheagency’smissionand…• Howyourpastperformancesubstantiatesitall.• Attachyourcapabilitystatementpdf– singlepage,onesided• Requestafollow-upmeetingorphonecall

q UseyourCAGEand/orDUNSinyoursignatureq Havealinkbacktoyourwebsiteinyoursignature

Sendintroductionemailsto:

Contractingofficers(CO)Endusers– IMPORTANTPrimecontractors(alwaysregisterontheirwebsite,sendtoSBLO)SmallBusinessOfficesatgovernmentfacilities


MarketResearch


• Vernacular(acronyms)http://www.dfas.mil/contractorsvendors.html• Howgovernmentisstructuredhttps://www.usa.gov/federal-agencies/a• Howthegovernmentpurchases• Codes:NAICS,PSC/FSG,statecodes• Youraverageinvoicesize

BeforeYouResearch


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


GovernmentPurchaseCard

• Anygovernmentemployeecanhave• Volumeoftransactionsgrowing- $15B• Usedforpurchasesunder$3500/$2000

construction/$2500Services• Average$2,500buysbutsomewith

higherlimits(overseasupto$25,000)• Difficultlyinmarketingtothisgroup


DollarThreshold Type Action

$0to$3,500($2,000construction;$2,500services) Micro-purchase

NotcompetedNotadvertisedOpentolargebusinessesUseofcreditcardbynon-COs

$3,500to$15,000 SimplifiedAcquisitionProcedures(SAP)

3sourcestobecomparedNoadvertisingrequiredOralorwrittenquotes– RFQsIfaservice,SOWwillbeissuedAwardedwithapurchaseorderReservedforsmallbusinessesUsuallylowestprice


QuotesfromtwosourcesNeedstobepublicallypostedOralorwrittenquotes– RFQsIfaservice,SOWwillbeissuedAwardedwithapurchaseorderReservedforsmallbusinessesUsuallylowestprice


CompetitionrequiredAdvertisedinFBOFRQs,RFPs,IFBs,etal.AwardedwithcontractsReservedforsmallbusinessesUsuallybestvalueprocedures

>$150,000 Formalwithlargecontract/fulloropencompetition

CompetitionrequiredAdvertisedinFBOWrittenproposals– RFPsAwardedwithcontractsOpentolargebusinessesUsuallybestvalueprocedures

InvoiceSize:ProcurementThresholds


NorthAmericanIndustrialClassificationSystem(NAICS)

www.census.gov/epcd/www/naics.html

• ReplacedtheStandardIndustrialCode(SIC)ücategorizesandclassifiesacompany’sproductorservice

• Definesthesizeofacompany(largeorsmall)üservicecompaniesclassifiedbysalesperyearümanufacturersclassifiedbynumberofemployees


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


1. Tofind3-5agenciesthathavepurchasedyourgoods/services

2. Determineiftheagencyisagoodfitwithyourcompany

3. Getthedetailsanddevelopacontactlist:

4. Knowyourcompetitors

ResearchGoals


Goal1:FindingtheAgencies

• FederalProcurementDataSystem(FPDS)https://www.fpds.gov

• USASpending – UserfriendlyaccesstoFPDSdata:http://www.usaspending.gov

• GSAScheduleresearchhttps://ssq.gsa.gov/


FindingtheAgencies

• FPDSandUSASpending.govusethesamedatabase• Interfacesareverydifferent• Downloadablepdforcsvfilesdonothavethesamefields• Useraccountsarenotrequiredateithersite• NAICScodescoververybroadareas• PSCcodesarenarrowerfocus(relativelyspeaking)• Usedatafromonlythelast2-3yearsifpossible• NarrowtoPlaceOfPerformance(POP)(ifpertinent)


Goal2:IstheAgencyaGoodFit?

Whatistheirmission?Whatistheirorganization?Wherearetheirpurchasingoffices?Whatrulesdotheyfollow?Dotheypublishaspendingforecast?Dotheypublishabudget?


Acquisition.Govhttps://www.acquisition.gov/?q=procurement-forecasts

–LinkstoAgencyHomePages–LinkstoSmallBusinesscontacts–LinkstoProcurementOpportunities–LinkstoAgencyForecasts


USDA ProcurementForecast


Goal3:DetailsandDevelopaContactList

• Doestheagencyhaveaspecializedpurchasesite?

• WhoaretheirSBLOs?• WhoaretheCOsandprojectmanagers?• Wherearetheirpurchasingoffices?Contacts?

• Whoaretheirmainsupportprimesandwhataretheirroles?


Navy- NECOhttps://www.neco.navy.mil/

DLA– DIBBShttps://www.dibbs.bsm.dla.mil/default.aspx

Spareparts(plus)

SpecializedOpportunitySites


http://www.dla.mil/

http://www.dla.mil/DoingBusinessWithDLA/BusinessOperations.aspx

https://www.dibbs.bsm.dla.mil/default.aspx

DLA- DIBBS


• LargeCompanies(“Primes”)• SupplierDiversityPrograms– POCiseithertitled“SBLO”or“SupplierDiversity”

• Prequalifyingbasedonfinancialstability,experienceandqualityprograms(PreferredVendorList)

• Certificationsvaryo CouldaskforDBE,CVE,MBE,

WBE,amongothers

PrivateSectorPrograms


• 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


http://web.sba.gov/subnet

Subcontracting


GSASubcontractingDirectory


Goal4:KnowYourCompetition

• Researchtheirsalestofindtargets

• Possiblypartnerwiththemonlargerprojectsthateithercouldn'thandlealone

• UseSAM,DSBS,FBO(interestedvendorslist– directadvertisingtoothercompanies)


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


WyomingStateGovernmentIngeneral:

• Iftheproductorserviceisover$7500,acompetitivebiddingprocessisutilized.Advertisedinnewspapers.

• Ifitisbetween$2500and$7500writtenquotationsareused.

• Iftheproductorservice(usuallyforday-to-dayoperations)isunder$2500,verbalquotesareused.

Anexceptionisprinting/duplicating- >$1500itgoesoutforbid.


StateGovernment- WYDOT

TheContractsandEstimatesOffice withinWYDOThandlesbiddingforhighwayandbridgeconstructionorotherfederallyfundedprojects.

EngineeringServices isresponsibleforconsultingservices.

AirportProjects hasinformationonbiddingandbidopeningsforairportimprovementprojects.

http://www.dot.state.fl.us/home/business_with_florida.html


LocalGovernment

• Searchnewspapersforopportunities

• Keepaneyeonlocalgovernmentwebsites

• Network– attendplanningmeetings,chamberevents,etc.


NewspaperNotices- Find“publicnotices”foryourareaCountyGovernments-

https://en.wikipedia.org/wiki/List_of_counties_in_Florida– http://cic.naco.org/Municipalities

TheAssociationofMunicipalities

LocalProcurement


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


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


Networking&Events


WhatDoIDo?

• Useresourcesavailabletohelpyouinmarketingyourbusinessatevents– MatchmakingEvents– Conferences– One-on-onemeetings– CapabilitiesStatements– SBAProfile

• Toeffectivelymarketyourcompany’sproductorservice:– Identifyyourcustomers– Researchtheirrequirements– Learnfederalprocurementregulations– Discoverwhatyourcustomersarebuying,lookfortrendsandpast

purchases


HowDoIPrepare?• Mostimportantly,BEPREPARED!

• Prepareyourselfandyourdocumentsbeforeeachnetworkingevent– Researchandknowtheagency’syou’retargeting– HaveanactiveSAMregistration– EnsureyourSBAprofileandpersonalwebsiteisuptodate– Customizeyourcapabilitiesstatement(knowyourNAICScodes)– Haveabrief(30sec)elevatorspeechmemorized

• Prepareformatchmakingeventslikeyouarepreparingforajobinterview.Anunder-preparedfirstmeetingisamissedopportunity.


LearntoSpeakTheirLanguage


WhatDoesThisAllMean?

• YouwillseeandhearMANYacronyms• Don’tbeafraidtoaskforclarification• However,itwillbehelpfultolearnthemostcommonacronymstoshowthegovernmentyouknowwhatyou’redoing


SomeExamples

• DUNS• SAM• NAICS• FAR• RFP• RFQ

• FBO• IDIQ• WOSB/EDWOSB• VOSB/SDVOSB• HUBZone


HowtoLearnThem

• Usethecheatsheet/linkweprovided• Keepithandyandreviewit• Again:Askforclarificationwhenyouhearanewacronym


ThingstoRemember

• Makesureyourregistrations arecurrent• UseDSBS effectively• CraftaqualityCapabilitiesStatement• Useyourwebsite toclearlyshowwhatyoudo• Writerelevantemails andbecomecomfortablewiththatmethodofcommunication

• Doyourresearch andtarget specificagencies• Network withagenciesatevents• Learntospeaktheirlanguage


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]

finding and preparing winning bids and proposals … · finding and preparing winning bids and...

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