barbara english president, english solutions, inc. 904.755.2554 [email protected]...
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Barbara English
President, English Solutions, Inc.www.BEnglishSolutions.com
Strategies for Winning Contracts From a Contracting Officer Perspective
Objectives
Learn 7 Best Strategies for Winning Contracts
Understand How Best Practices Can Improve Your Business
Get It All - Once and For All
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
Where To Locate PCR’s(sba.gov)
AREA III: Includes the states of Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina and Tennessee AREA DIRECTORMITCHELL MORANDOffice of Government ContractingU.S. Small Business Administration233 Peachtree St., NE, Suite 1900Atlanta, GA 30303Tel: (404) 331-7587 x202Fax: (404) 331-2956Email: [email protected]
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: [email protected]
ACTIVITIES COVERED Forest Service Region 8 (AL, AR, FL, GA, KY, LA, MS, NC, OK, PR, SC, TN, TX, VA, VI) and 33 market areasALABAMA, MISSISSIPPI, TENNESSEE
GARY W. HEARD (ENGINEER/PCR)U.S. Small Business AdministrationBldg. 5303, Room 3135Redstone Arsenal, AL 35898-5150Tel: (256) 842-6240Fax: (256) 842-0091e-mail: [email protected]
ACTIVITIES COVERED 42nd Contracting Squadron-Maxwell AFB, ALDefense Logistics Agency-Redstone Arsenal, ALProgram Executive Office Enterprise Information Systems (PEO-EIS)-MAFB-Gunter Annex, ALU.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 35812 ACTIVITIES 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
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: [email protected]
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, FLHQ 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
FLORIDA VACANT (SUPVY PCR)SBA RepresentativeNaval Air Warfare CenterTraining Systems Division12350 Research Blvd.Orlando, FL 32826-3224 ACTIVITIES 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 RepresentativeNaval Air Warfare CenterTraining Systems Division12350 Research Blvd.Orlando, FL 32826-3224Tel: (407) 380-8210Fax: (407) 380-8232Email: [email protected]
ACTIVITIES COVERED 6th Contracting Squadron – MacDill AFB45th Contracting Squadron – Patrick AFB, FLNASA Kennedy Space Center, FLU.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: [email protected]
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, FL482nd 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: [email protected]
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
DINA D. INHULSEN (PCR & SIZE SPECIALIST)Small Business Administration 50 Richard Ray Blvd, Building 205Robins AFB, GA 31098Tel: (478) 926-5874Fax: (478) 926-3832email: [email protected]
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, GAAir Force Reserve Command – Robins AFB, GADefense 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: [email protected]
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
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: [email protected]
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: [email protected]
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, NCNAVFAC – Jacksonville, NCSOUTH CAROLINA
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: [email protected]
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, SCSouth Carolina National Guard-Columbia, SCArmy National Guard Command-Ft. Jackson, SCMarine Air Station, Beaufort, SCRegional Contracting Office, Marine Corps Recruit Depot/Eastern Recruiting Region, Parris Island, SC20th Contracting Squadron, Shaw Air Force Base, SC
Strategy #2 – Find A Mentor
• 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
Find the 10 Ten Vendors in Your NAICS Code
Strategy #3 - Get Certified
• 8(a) Small Disadvantaged Business*
• Economic Disadv. Women-Owned Small Business
• Women-Owned Small Business
• Service Disabled Veteran-Owned Small Business
• HubZone
Use Small Business Programs to Narrow the Playing Field
What’s the Best 8(a) Path for You?
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
EZ Search Results
ADHOC ReportsSave queries
Sum
Format
Export
Drill down
Highlight
Chart
Filters- Data values
Get Help When Needed!
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)
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
Advanced Sentler LLC Washington, DC 20001
PROPOSAL COVER SHEET
1. Solicitation/Contract/Modification No.: ARFAP-09-R-98902
2. Advanced Sentler LLC 1 East Road Washington, DC 20001
3. Point of Contact Jane Doe Contracts Manager (202) 555-1212
4. Contract Administration Office Audit 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
5. Type of Contract Action: New Contract Firm Fixed Price
6. Total Price Proposed Profit/ TotalCost + 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.
BEST PRACTICE EXAMPLE
Advanced Sentler LLC
Washington DCProposal Submitted in Response to RFP ARFAP-09-R-98902
Element of Cost Amount Reference
Engineering Labor $452,151 Schedule 1Manufacturing Labor 26,412 Schedule 1Direct Labor Overhead @ 56.7 271,345 Schedule 2Material 113,175 Schedule 3Material handling Overhead @ 5.0 5,659 Schedule 4
Subtotal $868,742G&A @ 8.0% 69,499 Schedule 5
Estimated Cost 938,241Profit @ 10% 93,824
Total Price $1,032,065
Labor Category Rate/Hr. Hours Total Rate/Hr. Hours Total Rate/Hr. Hours Total Hours TotalProgram Manager $33.93 683 $23,174 $35.63 760 $27,079 $37.41 507 $18,967 1,950 $69,220Senior Engineer 26.39 1,200 31,668 27.71 900 24,939 29.10 700 20,370 2,800 76,977Junior Engineer 22.12 1,800 39,816 23.23 1,500 34,845 24.39 900 21,951 4,200 96,612Engineering Aide 14.50 1,800 26,100 15.23 550 8,377 15.99 50 800 2,400 35,277Technical Writer 16.00 0 0 16.80 0 0 17.64 900 15,876 900 15,876Metallurgist 18.85 1,900 35,815 19.79 1,200 23,748 20.78 700 14,546 3,800 74,109Draftsman 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
Labor Category Rate/Hr. Hours Total Rate/Hr. Hours Total Rate/Hr. Hours Total Hours TotalFabrication $10.85 400 $4,340 $11.39 600 $6,834 $11.96 600 $7,176 1,600 $18,350Assembly 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
2010 2011 2012 TotalManufacturing Labor Cost Manufacturing Labor Cost Manufacturing Labor Cost Manufacturing Labor Cost
SCHEDULE 1
Engineering Labor Cost2010 2011
Engineering Labor Cost2012
Engineering Labor CostTotal
Engineering Labor Cost
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”
SCHEDULE 2
(Note 1)
Account Budget
Number Overhead Expenses (Note 2) 2010 2009 2008 2007 Notes
Indirect Payroll $260,000
Payroll Taxes 228,000
Vacation 120,000
Holiday 110,000
Sick Leave 50,000
Pensions 171,000
Employee Morale 5,000
Entertainment 50,000
Office Equipment 7,000
Depreciation 5,000
Subscriptions 1,500
Travel 22,000
Miscellaneous 2,000
Stationery 6,000
Reproduction 17,000
Maintenance 5,000
Rent 202,000
Telephone 11,000
Insurance 102,000
Total Pool 1,374,500
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
Actual Expenses (Note 3)
Budget for Fiscal Year 2010 Labor Overhead
Actual Overhead Expenses for Fiscal Years 2007 through 2009
Explanatory Notes
1. Provide account numbers in this column.
2. The projected overhead expenses are basedon the company’s operating budget for2010. The operating budget supporting
data is located in file “DAAH, Overhead Operating Budget” and isimmediately available upon request.
3. Provide the prior three years’ actualoverhead expense and allocation base in thesame format as the budget for 2010. Forthe year 2009, actuals to date areimmediately available upon request.
4. Includes Bid and Proposal Labor of $5,000.
5. The same rate is estimated for fiscal years2011 and 2012. We anticipate minimalinflation and a stable business base. Thedata and analysis supporting this assertion islocated in file “DAAHOverhead Forecast” and is immediately
available upon request.
SCHEDULE 3
Quantity UnitSupport (Note 1) Measure Unit Price Total Notes
Sheet Metal 1,600 Sq. Yd. $25.00 $40,000 2Casings 750 Pcs. 8.50 6,375 3Plastics 7,500 Pcs. 5.75 43,125 2Springs 1,700 Pcs. 4.00 6,800 3Bolts 7,500 Pcs. 2.25 16,875 3 Total Material $113,175
Material Overhead @ 5.0% $5,659 4
Shock AbsorberBill of Material
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 theACPL 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 inth e pricing office.
4. See Schedule 4.
SCHEDULE 4
(Note 1)
Account BudgetNumber Material Handling Expenses (Note 2) 2010 2009 2008 2007 Notes
Purchasing Department $10,000Receiving Department 2,500 Total Pool 12,500
Less Unallowable Costs 0 Net Allowable Expenses $12,500
Allocation BaseMaterials $250,000
Material Handling Overhead Rate 5.0% 4
Budget for Fiscal Year 2010 Material Handling OverheadActual Material Handling Overhead Expenses for Fiscal Years 2007 through 2009
Actual Expenses (Note 3)
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 budgetsupporting 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 budgetfor 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.
(Note 1)Account Budget Net AllowableNumber G&A Expenses (Note 2) 2010 Less Unallowables Expenses 2009 2008 2007 Notes
Payroll Taxes $16,000 $0 $16,000Officer's Salaries 165,000 165,000Indirect Salaries 21,000 21,000
Interest 14,000 14,000 0Vacation 11,000 11,000Holiday 9,000 9,000Sick Leave 5,000 5,000Contributions 8,000 8,000 0
Pensions 12,000 12,000Office Equipment 1,000 1,000
Depreciation 2,500 2,500Travel 10,000 10,000
Miscellaneous 2,000 2,000Legal Fees 7,000 7,000Accounting Fees 7,000 7,000
Computer 17,500 17,500Rent 15,000 15,000Advertising 8,500 8,500 0Telephone 3,000 3,000Insurance 7,000 0 7,000 Total Pool 341,500 30,500 311,000Bid & Proposal 8,500 8,500 4
Total G&A and B&P $350,000 $30,500 $319,500
Allocation BaseLabor $2,331,000
Labor Overhead 1,371,665 5Other Direct Costs 29,000
Materials 250,000Material Overhead 12,500 Total Cost Input Base $3,994,165
G&A Rate 8.0% 6
Actual Expenses (Note 3)
SCHEDULE 5
Budget for Fiscal Year 2010 G&AActual G&A Expenses for Fiscal Years 2007 through 2009
(Note 1)Account Budget Net AllowableNumber G&A Expenses (Note 2) 2010 Less Unallowables Expenses 2009 2008 2007 Notes
Payroll Taxes $16,000 $0 $16,000Officer's Salaries 165,000 165,000Indirect Salaries 21,000 21,000
Interest 14,000 14,000 0Vacation 11,000 11,000Holiday 9,000 9,000Sick Leave 5,000 5,000Contributions 8,000 8,000 0
Pensions 12,000 12,000Office Equipment 1,000 1,000
Depreciation 2,500 2,500Travel 10,000 10,000
Miscellaneous 2,000 2,000Legal Fees 7,000 7,000Accounting Fees 7,000 7,000
Computer 17,500 17,500Rent 15,000 15,000Advertising 8,500 8,500 0Telephone 3,000 3,000Insurance 7,000 0 7,000 Total Pool 341,500 30,500 311,000Bid & Proposal 8,500 8,500 4
Total G&A and B&P $350,000 $30,500 $319,500
Allocation BaseLabor $2,331,000
Labor Overhead 1,371,665 5Other Direct Costs 29,000
Materials 250,000Material Overhead 12,500 Total Cost Input Base $3,994,165
G&A Rate 8.0% 6
Actual Expenses (Note 3)
SCHEDULE 5
Budget for Fiscal Year 2010 G&A
Actual G&A Expenses for Fiscal Years 2007 through 2009
STRATEGY #7 - Understand Final Award Decision Process
English Solutions, Inc.www.benglishsolutions.com
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