Government Procurement of ‘Language Services’ Government Procurement of ‘Language Services’ by by

U.S. Federal, State & Local AgenciesU.S. Federal, State & Local Agencies

Prepared Prepared

for thefor the

Globalization & Localization AssociationGlobalization & Localization Association

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Presentation GoalsPresentation Goals

• Overview of United States Government Spending

• Government Procurement of ‘Language Services’– Federal Government Departments/Agencies

• United States

• Outside the United States

– State Governments

– Local Governments

• Overview of the GSA Schedules

• Identify Resources and Your Next Steps

• Questions

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About The Greenstreet GroupAbout The Greenstreet Group

• The Greenstreet Group LLC was formed in 2004 in Atlanta, Georgia• Our mission is to help companies sell products and services to government

agencies• The Greenstreet Group has provided contracting services to a wide range

of industries which include:– Information Technology - Engineering Services

– Industrial Equipment Manufacturing - Transportation

– Architectural Design and Construction - Environmental Services

– Recruiting & Executive Search - Personnel Investigations

– Security Officer Services - Management Training & Consulting

• Bob Dorff is the principal of The Greenstreet Group. Bob’s background includes:– Federal Sales Manager for an IT Products Distributor

– Sales and Sales Management of Technology Products and Services

– Sales to Federal, State, Local and Education

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Aggregate Government Spending Aggregate Government Spending

2011 Estimates (000,000,000) Federal StatesLocal

GovTotal

Pensions 793.2 151.5 34.6 979.3

Health Care 573.0 404.1 121.7 1,097.9

Education 39.1 231.6 609.5 880.2

Defense 964.8 1.0 0.0 965.8

Welfare 460.5 155.2 87.1 702.7

Protection 60.7 89.3 170.1 320.1

Transportation 42.8 107.4 124.6 274.9

General Government 32.4 32.3 54.4 119.1

Other Spending 110.1 89.7 319.4 519.2

Interest 206.7 44.0 55.9 306.7

Total Spending 3,282.5 1,303.3 1,577.3 6,163.2

Source: U.S. Office of Management and Budget, U.S. Census

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Federal, State & Local Marketplace DynamicsFederal, State & Local Marketplace Dynamics

• The primary markets; federal, state and local government markets have the following dynamics:

  Federal Government State Governments Local Governments

SALES & MARKETING

Language Services Opportunities Highest Medium Lowest

International Language Services Opportunities Some None None

Large Number of Competitors Highest Medium Lowest

Competitive Price Pressure Most Medium Least

Large Company Dominance Highest Medium Lowest

Most Similar to Commercial Sales Environment Least Medium Most

Competitive Information Good Low Very Low

OTHER CONSIDERATIONS

Small Company Set-Asides Yes Some Some

Procurement Regulation Highest High Lowest

Payment Cycle Best Medium Least

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Government Procurement Government Procurement of of

‘Language Services’ ‘Language Services’

In Most Business Sectors:

Government purchases represent between 20% to 25% of the total purchases (commercial & government). This should be true for the ‘Language Services’ sector as well.

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State & Local State & Local Government Procurement Government Procurement

of of Language Services Language Services

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State Government ‘Language Services’ MarketsState Government ‘Language Services’ Markets

• All states require some language services

• State agencies that generally need language services:• State Agencies Supporting ‘Court Systems’

» Probate Court, Juvenile Courts

» State Court, Superior Court, Court of Appeals & State Supreme Court

• Secretary of State» Immigration Services

» Election Services

• Tourism Department

• Health & Human Services Department

• Department of Economic Development

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How State Governments BuyHow State Governments Buy

• Each state requires that potential vendors be registered

• Generally, there will be less and probably different competitors in the state versus federal markets

• Some states have preferential treatment for businesses that have a presence within the State

• States sometimes have high levels of political patronage • Go to the Department of Administrative Services (or General Services)

» Usually the home of State Procurement

» Vendor Requirements and Registration

» State Contracts and Procurement Reporting

• States post opportunities on-line and usually send email notices to registered vendors

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How State Governments BuyHow State Governments Buy

Some states purchase language services on an as needed basis – a requirement is identified and

vendors are sought. Other states have state contracts with vendors where pricing and T&C’s have been pre-negotiated. This example from the State of Nevada has a regional contract and a state only contract.

Contract 1. – Regional Agreement Contract 2. – State Only AgreementState of Nevada

Contract 2. Document Translation and Interpretation Services

Vendor Contract Expiration Date

American Polyglot Partners 6/30/2013Transcend 8/31/2011

State of Nevada Contract 1. Telephone Based Interpreter Services

Managed by the Western States Contracting Alliance (WSCA) **

Vendor Pricing Contract Expiration Date

CTS Language Link $0.82/min 02/15/2015

Language Line Services $0.98/min 02/15/2015

Pacific Interpreters $0.86/min 02/15/2015

**Note: WSCA is an alliance of 14 states that manage 25+ contracts including the Telephone Based Interpreter Services Contract (Negotiated by

the State of Washington)

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What You Need to Do to Sell to StatesWhat You Need to Do to Sell to States

• Study state procurement website (make sure you understand how the state buys your services)

• Look for pricing information (from contracts or posted awards) to determine your fit• Review the state registration requirements Commonly required information:

Years in BusinessAnnual RevenuesDuns NumberTax ID NAICS Codes North American Industry Classification SystemNIGP Codes National Institute of Governmental Purchasing

• Get registered • Find agency contacts• Contact agencies to introduce yourself and see if there are opportunities/fit• Provide a one or two page overview of your capabilities• Having a price sheet available• Try to meet potential buyers• Market and Sell your services

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Local Government ‘Language Services’ MarketLocal Government ‘Language Services’ Market

• Local Governments Buy Less ‘Language Services’ then States

• If you investigate and find opportunities you will generally be rewarded with less competition and your margins should be higher

• Departments to Check for Opportunities:• Procurement Department Community Relations Department

• Economic Development Department Court Services – Municipal, Magistrate Court

• Public Safety Schools (K12)

• Looking for Local Governments• Generally the close ones are the best but if not

• Look for local governments that have larger urban areas with cultural diversity

• Look for localities that have large ‘in migration’ patterns

• Look for localities that have a large number international travelers

• A caution, some local governments are slow payers

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What You Need to Do to Sell to a Local GovernmentWhat You Need to Do to Sell to a Local Government

• Study their procurement website

• Look for pricing information (if available)

• Review the registration requirements

•Get registered

• Find department contacts

• Contact department to introduce yourself and hunt opportunities/fit

• Provide a one or two page overview of your capabilities

•Consider having a price sheet available

• Try to meet potential buyers

• Market and Sell

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Federal Government Procurement Federal Government Procurement of of

Language ServicesLanguage Services

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Federal Procurement of ‘Language Services’Federal Procurement of ‘Language Services’

• The U.S. Government spent about $150 Million in the Federal Fiscal Year Oct 2010 on identified ‘Language Services

• The report database list about $853,000,000 in U.S. Government ‘Language Services’ purchases over the near 10 year period

• Approximately $3,300,000 of those services are performed outside the U.S. (under reporting likely)

• Transactions range from a less than $100 to hundreds millions of dollars

• Contract periods are for one event up to 3-5 years

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Contracting Agency Procurement ($)

1. DEPT OF THE ARMY $ 693,000,000

2. VIRGINIA CONTRACTING AGENCY $ 48,114,781

3. DEPT OF THE AIR FORCE $ 24,100,000

4. DRUG ENFORCEMENT ADMINISTRATION $ 23,380,779

5. U.S. SPECIAL OPERATIONS COMMAND (USSOCOM) $ 19,793,221

6. BUREAU OF IMMIGRATION AND CUSTOMS ENFORCEMENT $ 12,670,017

7. NATIONAL AERONAUTICS AND SPACE ADMINISTRATION $ 9,764,480

8. STATE, DEPARTMENT OF $ 3,155,112

9. OFFICES, BOARDS AND DIVISIONS $ 2,973,116

10. PATENT AND TRADEMARK OFFICE $ 2,180,302

11. FEDERAL ACQUISITION SERVICE $ 1,923,077

12. INTERNAL REVENUE SERVICE $ 1,852,726

13. FEDERAL PRISON SYSTEM $ 1,840,755

14. DEPT OF THE NAVY $ 1,333,309

15. FEDERAL BUREAU OF INVESTIGATION $ 1,107,314

16. SOCIAL SECURITY ADMINISTRATION $ 1,007,924

17. DEFENSE SECURITY COOPERATION AGENCY $ 799,703

18. U.S. SECRET SERVICE $ 362,400

19. DEFENSE LOGISTICS AGENCY $ 360,200

20. WASHINGTON HEADQUARTERS SERVICES (WHS) $ 342,157

Top Federal Purchasers of Top Federal Purchasers of Language Services Services2001-2010

Source: FPDS

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Top Federal Vendors for Language ServicesTop Federal Vendors for Language Services2005-2010

FPDS

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Federal Government Procurement Federal Government Procurement of of

Language Services Language Services Performed Outside the U.S.Performed Outside the U.S.

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Language Services Performed Outside the U.S. Language Services Performed Outside the U.S.

By Identified Country By Identified Country 2001-2010 FPDS

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Top Federal Users of Language Services Top Federal Users of Language Services Performed Outside the U.S. Performed Outside the U.S.

2001-2010Source: FPDS

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Note: The FPDS database list these as ‘Virginia’ based orders. These are foreign country and foreign corporation based transactions.

'Miscellaneous Foreign Contractors' 'Miscellaneous Foreign Contractors' Procurement by AgencyProcurement by Agency

2001-2010Source: FPDS

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Selling to the Federal GovernmentSelling to the Federal Government

• General Requirements for All Federal Departments and Agencies• DUNS Number (required for CCR)

• Central Contractor Registration (CCR) (required)

• ORCA - Online Representations and Certifications (required for GSA contract, may be necessary to bid on specific orders)

• Review and sign up for Federal Business Opportunities (www.fbo.gov)

• Consider Partnering Opportunities

• Register with DoD Procurement Sites & Begin Marketing

• Consider Applying for a GSA Contract• Review the GSA Contracts and Current Contractors (for competition and pricing)

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Sample Federal Opportunities (FedBizOpps)Sample Federal Opportunities (FedBizOpps)NAICS 541930 Translation and Interpretation Services

Small Business Size for NAICS 541930 is Less Than $7 Million in Annual Revenues

Opportunity : Defense Language Interpretation Translation Enterprise Award# W911W411R0003 R -- Professional, administrative, and management support services

Agency: Department of the Army U.S. Army Intelligence and Security CommandHQ USAINSCOM, Directorate of Contracting

Type of Notice: Award Posted On: Jul 01, 2011  Opportunity : INTERPRETER SERVICES Solicitation# N0017411T0078

R -- Professional, administrative, and management support services Agency: Department of the Navy

Naval Sea Systems CommandNSWC Indian Head Division

Type of Notice: Combined Synopsis/Solicitation (Modified) / Total Small Business Posted On: Jul 01, 2011  Opportunity : Language Interpretation Services Solicitation# R-2011-EGP-00000

U -- Education & training services Agency: Department of Housing and Urban Development

OCPO, Office of Policy and SystemsCommunity Service/Housing Support Div

Type of Notice: Sources Sought (Modified) / Competitive 8(a) Posted On: Jun 29, 2011  Opportunity : Translation and Liaison services in Colombia-South America Solicitation# W913FT-11-T-0078

R -- Professional, administrative, and management support services Agency: Department of the Army

Army Contracting Command, ECCBogota Branch (PARC Americas 410th CSB)

Type of Notice: Presolicitation Posted On: Jun 28, 2011

Many Contract Awards Allow Multi-Year Extensions !Many Contract Awards Allow Multi-Year Extensions !

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Sample Federal AwardSample Federal AwardNAICS 541930 Translation and Interpretation Services

•  Solicitation Number: W911W411R0003 • Notice Type: Award • Contract Award Date: July 1, 2011 • Contract Award Number: W911W4-11-D-0008 • Contract Award Dollar Amount: $9,700,000,000.• Contract Line Item Number: 0011 • Contractor Awardee: NORTHROP GRUMMAN TECHNICAL SERVICES, INC. (059069211) & 3 Other

Contractors2411 DULLES CORNER PARK STE 800HERNDON, VA 20171-3431

• Synopsis: • Added: Jul 01, 2011 5:13 pm• This contract provides translation and interpretation services for personnel, equipment, supplies, facilities, transportation,

tools, materials, supervision, and other items and any other non-personal services necessary to perform language interpretation and translation services for Force Projection Operations mission area only. Added: Jul 01, 2011 5:13 pm Modified: Jul 05, 2011 11:35 am

• This contract provides translation and interpretation services for personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and any other non-personal services necessary to perform language interpretation and translation services for Force Projection Operations mission area only.

• Contracting Office Address: • HQ USAINSCOM, Directorate of Contracting, ATTN: IAPC-DOC, 8825 Beulah Street, Fort Belvoir, VA 22060-5246 • Point of Contact(s): • Kweilin Hollis, 703-428-4568 HQ USAINSCOM, Directorate of Contracting

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General Services Administration General Services Administration Schedule ContractSchedule Contract

for for Language ServicesLanguage Services

GSA Schedule 738 II GSA Schedule 738 II

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About GSA SchedulesAbout GSA Schedules

• The GSA enters into Government-wide contracts with commercial firms to provide over 10 million commercial supplies and services

• There are 39 different GSA schedules used by federal agencies worldwide covering most commercially available products and services

• GSA reported $40 billion in sales (procurement) under the program in fiscal year 2007

• 8,000 Companies have GSA contracts

• Hundreds of non U.S. based companies have GSA contracts

• GSA offers buyers and sellers a streamlined procurement process:– GSA contracts allow contracting officers to buy goods and services quickly without going through the traditional

solicitation process

– Contracting officials can buy from your company without going to open bid solicitation

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• A GSA Contract is an agreement where items/services, prices, terms and conditions are set-up in advance and are considered “fair and reasonable” by the government

•A GSA contract is good for 5 years with 3, 5 year option periods (20 year total).

•A GSA contracts requires you to meet (or come close to) your sales targets.

•A GSA contracts provide an opportunity for small businesses to compete in the federal marketplace

•A GSA contract is an opportunity for you to approach department & agencies with a government approved price list of your products and services

• A GSA contracts requires you to provide financial and customers reference information

GSA -The Federal Government’s Procurement ExpertGSA -The Federal Government’s Procurement Expert

What is a GSA Schedule Contract?What is a GSA Schedule Contract?

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GSA Contract RequirementsGSA Contract Requirements

• Must Have the Following Registrations – Central Contractor Registration (CCR)

– Online Representations and Certifications Application (ORCA)

• Must Pass a Customer Reference Check (Open Ratings)

• Must Provide Most Recent Year(s) Company Financials• Should Have a Current Ratio (Current Assets/Current Liabilities) of 1.5 or Greater• Must Have Annual Revenue of at Least $200,000 over Last 2 Years• Must Accept Government P-Cards• Must Not Be Currently Debarred from Doing Business with U.S. Government• Must Demonstrate Business Capabilities • Must Successfully Submit All Required Documents

– Administrative Proposal– Technical Proposal– Pricing Proposal

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Who Can Buy From GSA Schedule Contractors?Who Can Buy From GSA Schedule Contractors?

• Executive & Other Federal Agencies

• Mixed-Ownership Government Corporation – FDIC– Federal Home Loan Banks, etc.

• The District of Columbia

• Cost Reimbursable Government Contractors authorized in writing by a Federal agency (Usually, Prime Government Contractors)

• State and Local Governments for Some Types of Products and Services Handled Through the Cooperative Purchasing Clause of the GSA Contract

Categories of Language Services Categories of Language Services Offered Under GSA Schedule 738 IIOffered Under GSA Schedule 738 II

TRANSLATION SERVICES (Special Item Number category: SIN 382 1) 91 Contract HoldersEstimated Annual Federal Procurement under this Contract $65,717,000

 INTERPRETATION SERVICES (Special Item Number category: 382 2) 71 Contract Holders Estimated Annual Federal Procurement under this Contract $61,287,000

 TRAINING AND EDUCATIONAL MATERIALS (Special Item Number category: 382 3) 33 Contract Holders

Estimated Annual Federal Procurement under this Contract $8,411,000 COMPREHENSIVE LINGUISTIC ANALYTICAL SUPPORT SERVICES 17 Contract Holders

(Special Item Number category: 382 4) Estimated Annual Federal Procurement under this Contract $8,328,000

 SERVICES FOR THE VISUAL AND HEARING IMPAIRED 22 Contract Holders

(Special Item Number category: 382 5) Estimated Annual Federal Procurement under this Contract $2,741,000

 ANCILLARY SUPPLIES AND/OR SERVICES (Special Item Number category: 382 6) 11 Contract Holders

Estimated Annual Federal Procurement under this Contract $0 NEW ITEM TECHNOLOGY (Special Item Number category: 382 99) 4 Contract Holders

Estimated Annual Procurement under this Contract $853,000

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Why Federal Agencies Prefer GSA Schedule Why Federal Agencies Prefer GSA Schedule ContractorsContractors

Department/Agency Competition Requirements Have Been Met

Using GSA Schedules Reduce Agencies Acquisition Time

Using GSA Schedules Can Reduce the Number of ‘Contested’ Awards

Flexible Purchasing Options: Blanket Purchase Agreements (BPA’s) Save Time and Money for Buyer and Seller

There Are No Order Limitations: Agencies Can Place an Order for Any Amount

GSA Schedule Orders Can Count Toward Agency’s Small Business Goals

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Why Vendors Prefer GSA SchedulesWhy Vendors Prefer GSA Schedules

• You are a Pre-Approved Federal Vendor

• Simplified Access to Thousands of Ordering Activities

• Contract Stability (5-year Contract Period & Three, 5-Year Options to Renew)

• Online Ordering Through GSA Advantage Website

• Payment Received Quickly Through Credit Card Purchases

• Using GSA Schedules Can Reduce the Number of ‘Contested’ Awards

• Savings Related to a Reduced Procurement Cycle

• A GSA Contract Leverages Your Company Within the Federal Government

• Elevates Your Company Profile in the Commercial Market

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Why Not Get a GSA ContractWhy Not Get a GSA Contract

• The Time and Effort to Apply

• Expense if You Hire a Firm to Assist You Get a Schedule

• On-Going Reporting Requirements

• A GSA Price List Will Become Public

• You Will Need to Follow Your Commercial Sales Practices

• You Will Need to Learn a New Market

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Next Steps to Federal ContractsNext Steps to Federal Contracts

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Should You Pursue U.S. Government Business Should You Pursue U.S. Government Business Opportunities?Opportunities?

• Is there a market for our products/services within the U.S. Government?

• Are my products/services U.S. Trade Compliant? (Trade Agreements Act (19 U.S.C. & 2501-2581))

• Are my competitors selling to the U.S. Government?

• What geographical limitations do we have regarding sales and support?

• Do we have the bandwidth to take on a new market?

• If you are outside the U.S.:

– Are the products/services that we provide being purchased by the U.S. Government in our country?

– Would a U.S. Partner selling to U.S. Government be an option?

– Would a U.S. Office be beneficial? (and where)

– Would a U.S. Virtual or Physical Office be worth it?

– Would a U.S. Subsidiary be beneficial for tax purposes?

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Steps for Finding Federal OpportunitiesSteps for Finding Federal Opportunities

• Determine Which Government Agencies You Wish to Pursue

• Review & Complete Registrations

• Study the Government Department/Agency Websites

• Review Department/Agency Forecasts

• Review Procurement History of Department/Agency

• Develop Government Department/Agency Prospect Database

• Identify any Staff Connections to Department/Agency

• Familiarize Yourself with the Federal Procurement Process

• Establish Standardized Pricing

• Make Sure That You Can Accept Government Purchase Cards

• Explore Subcontracting Opportunities

• Explore Partnering/Teaming Opportunities

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Steps for Finding Federal OpportunitiesSteps for Finding Federal Opportunities

• Consider a GSA Schedule Contract

• Do Competition Research

• Establish Government Department/Agency Marketing Campaigns

• Setup a Calling and/or Emailing Campaign

• Prepare Sales Campaign Materials • Government Pricing

• Line Card

• Where Applicable: • Develop a Standard Proposal to Shorten Your Proposal Cycle

• Develop Government Strategies for Working With Distribution Channel(s)

• At a minimum, Contact Any U.S. Government Office in Your Area and See if they Use Language Services

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• GSA Office of Small Business Utilization– Collection of Information for Small Businesses posted at www.gsa.gov//smallbusiness

• Directory of Small Business Utilization Offices– http://www.osdbu.gov/offices.html

• Federal Business Opportunities ( know as: FedBizOpps )– All competitive bid opportunities over $25,000 are posted at www.fbo.gov

• Department/Agency Forecast– Most departments provide forecast for future procurement

• U.S. Department and Agency List– http://www.usa.gov/Agencies/Federal/All_Agencies/index.shtml

• Federal Procurement Contacts by Department/Agency– Available at Department websites (Bob has a consolidated list provided at your request )

Government ResourcesGovernment Resources

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• DUNS Number http://fedgov.dnb.com/webform/pages/CCRSearch.jsp

• Employer Identification Numberhttp://www.irs.gov/businesses/small/article/0,,id=102767,00.html

• Central Contractor Registration https://www.bpn.gov/ccr/default.aspx

There are 5,701 companies in Canada registered with CCR

There are 1,367 companies in the U.K. registered with CCR

There are 187 companies in India registered with CCR

• Online Representations and Certifications Application (ORCA) https://orca.bpn.gov/

• Federal Procurement Data Systemhttps://www.fpds.gov/fpdsng_cms/

Government ResourcesGovernment Resources

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• GSA Advantage and E-Buy: Online Federal Shopping Site– https://www.gsaadvantage.gov/advantage/main/start_page.do

– Used by government buyers to:• Search for items/services/suppliers; Place orders• Perform market research; Compare features, prices, and delivery

– Used by government contractors to:• Research competition• Sell to the federal marketplace

• Subcontracting Opportunities – Prime contractors for goods/services $500,000+ and $1 million+ for construction must

subcontract a percentage of the contract to Small Business

– Available at Department websites (Bob has a consolidated list provided at your request)

• General Training About Selling to the Government– General Services Administration www.gsa.gov

– Small Business Administration www.sba.gov

– Procurement Technical Assistance Centers www.aptac-us.org

Government ResourcesGovernment Resources

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If you have any further Questions:If you have any further Questions:

Bob DorffBob Dorff

Atlanta, GeorgiaAtlanta, Georgia

(770) 645-8803(770) 645-8803

Robert.dorff@greenstreetgrp.comRobert.dorff@greenstreetgrp.com

www.greenstreetgrp.comwww.greenstreetgrp.com

Thank You!Thank You!

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Questions?Questions?

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