“DOING BUSINESS WITH THE FEDERAL GOVERNMENT”

PRESENTED BY Helena KochPRESENTED BY Helena Koch

U.S. General Services AdministrationU.S. General Services Administration

Mid-Atlantic Regional Office Mid-Atlantic Regional Office

of Small Business Utilizationof Small Business Utilization

U.S. General Services U.S. General Services AdministrationAdministration

GSA is the federal government’s procurement expert.

We help other federal agencies acquire the space, products, services they need from federal and

commercial sources.

We provide and contract for billions of dollars’ worth of products and services for federal agencies.

Office of Small Business Office of Small Business Utilization (OSBU) Utilization (OSBU) Mission StatementMission Statement

As GSA’s small business advocate, OSBU will engage in strategies that provide opportunities for small (including small business located in HUBZones, minority, veteran, and women- owned) businesses in government procurement.

HOW DO I GET INVOLVED??

Internet based systems

REGISTER- System for Award Management (SAM)

www.sam.gov*** Vendors must be registered in the SAM database in order to be awarded a government contract.

- Federal Business Opportunities www.fbo.gov

System for Award Management(SAM)

• The System for Award Management (SAM) is a FREE web site that consolidates the capabilities of several government databases:– Central Contractor Registration (CCR),– Federal Agency Registration (FedReg), – Online Representations and Certifications

Application (ORCA), and – Excluded Parties List System (EPLS).

5

System for Award Management(SAM)

FORMER CCR REGISTRANTS

• If you had an active record in CCR, you have an active record in SAM. You do not need to do anything in SAM at this time, unless a change in your business circumstances requires a change in SAM in order for you to be paid or to receive an award.

• SAM will send notifications to the registered user via email 60, 30, and 15 days prior to expiration of the record. You can search for registered entities in SAM by typing the DUNS number or business name into the search box.

6

System for Award Management(SAM)

• If you are an entity with an expired record and you need to activate your record for an impending award opportunity, you should create your account now and migrate your roles from CCR.– NOTE: Once you update your record in SAM, it will take 48

to 72 hours to complete the TIN match and CAGE validation processes, just like it did in CCR. You will be notified via email when the process is complete and your record is active in SAM. SAM cannot expedite this process.

• Future phases of SAM will add the capabilities of other systems used in Federal procurement and awards processes.

7

Federal Business Opportunities www.fbo.gov

Advanced Search

Advanced Search Tools -Interested Vendors Tab

-Watch this Opportunity Tab

• Pre-solicitation• Synopsis/Solicitation• Sources Sought• Modification• Amendment• Special Notice

• Engage with the buyer before the solicitation is issued

• Identify your business as meeting the procurement need

• Increase set-asides on procurements

Opportunity/Procurement Benefit

Advanced Search Tools

• Match your business categories to current projects

• Access complimentary projects that would support partnering

• See projects new to FBO • Avoid wasted time self

filtering• Identify buyers for

marketing campaigns• Bring projects to the table

to increase partner interest

NAICS and Classification Codes Benefit

Acquisition Centralwww.acquisition.gov

Forecast of Contracting Opportunitie

s

Forecast

• Meet the Buyer During the Planning Phase

• Identify challenges and offer solutions

• Know cost estimates for projects

• Influence contract type

• Plan your approach per quarter

Federal Procurement Data System

https://www.fpds.gov/fpdsng_cms/

Federal Transaction History

• Awarded Contracts• Top 10

– Buyers– Vendors

• Award Type• Contract Price

• Market Research• Trend Analysis• Generate Reports• Buyer Trend• Socioeconomic Trend

Access Benefits

Federal Information Federal Information ResourcesResources

Procurement Technical Assistance Centers (PTAC)

Call a PTAC – They can help!                      • Congress created the Procurement Technical Assistance Program

(PTAP) to help businesses seeking to compete successfully in federal, state and local government contracting.  Funded through Cooperative agreements between DoD and state/local entities, PTACs provide a range of expert services at little or no charge.  Connect to a Center near you to get the help you need.

www.aptac-us.org/new

GSA 101Organization

GENERAL SERVICES ADMINISTRATION

FEDERAL ACQUISITION SERVICE (FAS)

PUBLIC BUILDINGSERVICE (PBS)

Public Buildings Service (PBS)Public Buildings Service (PBS) The landlord and real estate organization of

the civilian Federal government Leases space to Federal customer agencies; Repairs, alters, and renovates existing buildings; Designs courthouses, border stations, and

Federal office buildings Responsible for buildings operations and

maintenance

PUBLIC BUILDING SERVICE (PBS)

• Congress appropriates money for work

• Agencies issue public notices of specific requirements

• Contracting offices award and administer contracts

PBS Selection Considerations

“Relevant” Good Past Performance - Similar projects in size and scope

- Ability to work in occupied office space

Financial stability

Past GSA or other Federal experience

WHAT IS BEST VALUE?

• Technical Solution• Corporate Experience• Delivery Date• Location• Warranty• Price • Etc.

PAST PERFORMANCE

Can be used as a factor for determining best value.

Past performance on earlier orders under the contract, including quality, timeliness, and cost control.

GHGGSA will increase its investment in energy and water

conservation projects across its inventory of owned Federal buildings in order to reduce facility energy intensity by FY 2020.  Energy intensity is measured as the average energy consumed in British thermal units (BTU) per gross square foot (GSF) of space.

GSA will design all new Federal buildings to deliver energy performance at least 30 percent below industry standards for energy efficiency in non-residential buildings, achieve the U.S. Green Building Council's Leadership in Energy and Environmental Design (LEED) Gold certification, and meet Energy Star standards.

GSA will introduce new education and awareness initiatives to motivate tenants, GSA contractors, and GSA employees to make behavioral changes to reduce energy and water consumption.

Subcontracting as a Contract Option

Type Benefits

Subcontracting •Large Business Required at $650,000 or above•New Opportunities•Past Performance Not Always Required•Mentor Protégé

How to participate: Open to all business sizes Take turns being the prime Bring the opportunities to the table Highlight your partnerships as your government experience

A Plan is Required: Large Business and revenue is $650,000 or greater ($1.5M for construction) including all options

Contractor Teaming Arrangements

“Contractor team arrangement, "means an arrangement in which—

– (1) Two or more companies form a partnership or joint venture to act as a potential prime contractor; or

– (2) A potential prime contractor agrees with one or more other companies to have them act as its subcontractors under a specified Government contract or acquisition program.

Helpful Guidance

• Put everything in writing• Consider

o Rotating Prime Representationo Length of Commitmento Terms and Conditions for Exiting the Partnership

• Track FBO for Government Trends• Veteran Set-Asides• Sustainability Requirements• Women Owned Small Business Set-Asides

Successful Partnering• Introduce - Use every opportunity to meet new potential

partners

• Exchange Information – Never leave home without your business cards and a pen

• Go to breakfast/lunch/dinner– Set up a time within the first two weeks

• Go to other things together– meet at events of mutual interest

• Determine value add – both sides should benefit from the partnership

Value-Add Checklist(assess in the first 2-3 meetings)

• Positive Reputation? (birds of a feather)• Successful Contracts? (not dependent on your success)• Accessible Location? (services more than products)• Appealing Niche? (complement your company)• Certifications? (for set-asides and other benefits)• Memberships? (networking advantage)• Past Performance? (positive or negative)• Steady Growth? (past to current accomplishments)

Federal Acquisition Service Federal Acquisition Service (FAS)(FAS)

• Home of the GSA Schedules Program • Provider of over one million commercial

off-the-shelf products and services ranging from pencils and paper to trucks to maintenance services and travel services.

• Value exceeds $40 Billion in sales yearly•

GSA Schedules Program

• Governmentwide contracts with multiple commercial firms

• Allows firms to receive direct orders for products and/or services from Federal agencies

• Saves time and money• Helps agencies meet socioeconomic

goals

SERVICES NOT INCLUDED IN MULTIPLE AWARD SCHEDULES

Construction and Architect-Engineering services as set forth in FAR Part 36 (including construction, alteration or repair of buildings, structures or other real property) are outside the scope of all GSA Schedules, including Professional Engineering Schedule (PES).

What About Construction Management?

• Construction Management, a niche area related to design and construction, is considered to be neither design nor construction, but engineering project management or oversight on a construction project. Therefore, it may be contracted under the GSA Multiple Award Schedule for Professional Engineering Services (PES).

GSA Schedule ContractsGSA Schedule Contracts

Schedule Contracts are:- Five year contracts for approved

vendors to provide products or services to government agencies.

Authorized users include: DC Government, charitable/international organizations, and authorized government prime contractors can order from schedules contractors.

Cooperative Purchasing

E-Gov Act of 2002- Enabled State & Local Governments to use IT Schedule- Schedule prices, terms and speed make use of FSS IT Schedule attractive- Over $8 Million in sales in the first few weeks

The Local Preparedness Acquisition Act

(expansion of Cooperative Purchasing Act) The Local Preparedness Acquisition Act, signed June 26, 2008,

authorizes state and local governments to purchase through GSA Schedule 84 -- TOTAL SOLUTIONS FOR LAW ENFORCEMENT, SECURITY, FACILITIES MANAGEMENT, FIRE, RESCUE, CLOTHING, MARINE CRAFT AND EMERGENCY/DISASTER RESPONSE (www.gsa.gov/firesecurity)

• alarm and signal systems,

• facility management systems,

• firefighting and rescue equipment,

• law enforcement and security equipment,

• marine craft and related equipment,

• special purpose clothing, and related services

Disaster Recovery Purchasing

Section 833 of the John Warner National Defense Authorization Act for fiscal year 2007 (Public Law 109-364) amended 40 U.S.C. 502 to authorize

the Administrator of General Services to provide for the use of Federal Supply Schedules by state and local governments for the purchase of products and services to be used to facilitate recovery from major disasters, terrorism, or nuclear, biological, chemical, or radiological attacks.

The Department of Homeland Security has determined that all of the products and services available under GSA Schedules could potentially be used for recovery from a disaster or a terrorist attack. State and local government entities may use GSA Schedule contracts to purchase products and services in advance of a major disaster declared by the president, as well as in the aftermath of an emergency event.

GSA Schedules Contracts GSA Schedules Contracts Are…...Are…...

• Synonymous with “GSA Number” or “Getting on the GSA List”.

• “License to hunt” for opportunities in the federal government.

• Over 75% of the contract holders are small business owners.

Rules for Applying for GSA Schedule

• Obtain a copy of the Schedule solicitation from Internet– Read the Solicitation– Read the Solicitation again– Read the Solicitation againComplete

• Send completed package to appropriate Acquisition Center

Successful Schedules Offer Checklist

• Open Ratings Past Performance evaluation (formerly Dun and Bradstreet)

• GSA Standard Form 1449 (cover sheet)• Administrative proposal• Technical proposal• Price proposal• Commercial sales practice format• Representations and certifications

Schedule Contractor Benefits:

• Simplified access to thousands of ordering activities.

• Contract stability (5-year contract period and three 5-year options to renew).

• Online ordering through GSA Advantage website.

• Savings related to reduced lead time.• Payment received quickly through credit card

purchases

                                                                     

                                                                     

                   

          

(enter keywords, Contract Number, Contractor/Manufacturer name, Schedule # or SIN #)

GSA Federal Supply Schedules VA Federal Supply SchedulesFind out more about the GSA Schedules For more information about the(Multiple Award Schedule Program VA Schedules Program

www.gsa.gov/elibrary

GSA Advantage!

On-line shopping network that Federalagencies access to buy products/services from FSS Schedule Contract Holders

You may wish to browse GSA Advantage! To review current contractors and their pricing.

www.gsaadvantage.gov

Hints for Success

Make sure your business has all applicable SBA certifications and multiple contracting vehicles in place

• Business cards:- indicate any special criteria (i.e. small, woman

owned, GSA Schedule holder, etc.) - should indicate what your company does

• Accept the Government Purchase Card• Attend GSA Small Business Outreach events• GSA webpage: www.gsa.gov/smallbusiness• Network, network, network

Access OSBU

www.gsa.gov/osbu

• www.twitter.com/gsaosbu• (information and feedback

changing small business partnerships)

• www.facebook.com • GSA, Office of Small Business

Utilization • (Fan Page with lots of updates)

43

Access OSBU

www.gsa.gov/osbu

• www.gsa.gov/smallbizguide• (publications, video, fact sheets…)• www.gsa.gov/smallbizevents• (GSA events around the country just for

small business)• Want all events? www.gsa.gov/events• Interact.gsa.gov • Small Business Solutions Group• (blogs, discussion boards, and more)

44

Listen Up!Listen Up!What matters?

– Customers Concerns– Customers Budget– Customers Support System– Customers Resources– Customers Vision– Customers Last Experience

45

Be the Solution !Be the Solution !

Mid-Atlantic Regional Office of Small Business Utilization

20 NORTH EIGHTH STREET Philadelphia , PA   19107-3191

www.gsa.gov/r3smallbusiness

Helena.Koch@gsa.gov (215) 446-4918

Mari.McNally@gsa.gov(215) 446-4934