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 celljdigiacomo@uwf.eduwww.sbdc.uwf.edu

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