Government Contracting Checklist Renee Decker GCAC, PTAC Slippery Rock University of PA August 14, 2014 Presentation Topics • • • • Identify Codes Basic Registrations Finding Opportunities Marketing Tips Identify Your Codes Federal North American Industry Classification System (NAICS) Codes Classifies business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. economy - Identifies your industry - SBA uses these codes as a basis for size standards and size standards apply to federal government procurements NAICS - http://www.census.gov/eos/www/naics Size Standards - http://www.sba.gov/content/small-business-sizestandards Examples: 238220 - Plumbing, Heating and Air-Conditioning Contractors ($15M) 332710 - Machine Shops (500 employees) 541512 - Computer Systems Design Services ($27.5M) Identify Your Codes Federal Product Service Codes (PSCs)/Federal Supply Codes (FSCs) - codes to describe products, services, and research and development (R&D) purchased by the federal government Product Service Code Manual http://www.acquisition.gov/PSC%20Manual%20-%20Final%20%2011%20August%202011.pdf Examples: Category D - Information Technology and Telecommunications Category Y - Construction of Structures/Facilities Category 59 - Electrical and Electronic Equipment Components Identify Your Codes State United Nations Standard Product and Service Codes (UNSPSC) An open, global, multi-sector standard for efficient, accurate classification of products and services - DGS requires that a company submits these codes when self-certifying as a small business Classification Code Look Up – http://www.dgsweb.state.pa.us/mbewbe/VendorSearch.aspx - Dropdown menu for codes also available when self-certifying through SBPI database Examples: 72130000 - General Building Construction 73181900 - Welding and Brazing 81110000 - Computer Services Identify Your Codes Local – Allegheny County Commodity Group Code - Identifies commodities purchased - Primarily used for buyer commodity assignments Commodity Groups & Purchasing Agent Assignments http://alleghenycounty.us/purchasing, click on Commodity Group Detail Examples: Construction & Related Services - 004 Information Technology & Communication - 010 Furniture & Accessories - 008 Registrations Federal System for Award Management (SAM) - Official U.S. Government system that consolidated the capabilities of multiple websites (CCR/FedReg, ORCA, and EPLS) - Primary supplier database for the U.S. Federal government - Collects, stores and validates data from suppliers - Completes FAR 52.212-3 requirement (Representations and Certifications) - Required by federal agencies in order to award a contract or purchase order - Registration is a must for anyone interested in doing business with the federal government (there are always exceptions) - SAM registration is required prior to doing many other registrations/certifications (Vetbiz, WAWF, FBO, etc.) - Government agencies and prime contractors use SAM to identify potential contractors and for market research - FREE at official government website http://www.sam.gov Registrations Federal Registration Steps: 1. Create an individual user account 2. Log in with newly created username and password and complete the following sections of the registration: Core Data - DUNS, business type, TIN, financial information, etc. Assertions - NAICS, PSC/FSC (one reason you need to know your codes), size metrics, etc. Representations and Certifications - Responses to FAR and DFAR clauses Points of Contact - Contact information for specified roles 3. Review all data and submit Registrations Federal Dynamic Small Business Search (DSBS) - Database of all SMALL businesses that have registered in SAM Access through http://www.sam.gov - If you are a small business, you will be prompted to complete the SBA’s Supplemental pages (DSBS) as the last option before you submit your SAM registration. All updates are also done through www.sam.gov. - Federal agencies and prime contractors use this database to locate small businesses that meet their requirements - All data common to SAM and DSBS is pre-populated into DSBS - At a minimum, complete the primary NAICS, keyword, and capabilities fields - Additional fields include performance history, non-federal government certifications, special equipment and exporting information Registrations Federal Vender Information Pages (VIP) Database - US Department of Veteran Affairs database of Veteran and Service-Disabled VeteranOwned Small Businesses Businesses must go through the VetBiz verification process at https://www.vip.VetBiz.gov - Businesses must be at least 51% owned, operated and controlled by one or more Veteran or Service-Disabled Veterans to qualify Verified businesses are eligible to: - Participate in Veteran-Owned and Service-Disabled VeteranOwned Small Business set-asides issued by VA - Subcontract with VA’s large prime contractors Detailed information/assistance on the verification process can be found at http://www.vetbiz.gov - Verification Self-Assessment Tool - Verification Resource Tool - Application Instructions Registrations State PA Supplier Portal - Database for registering your company as a Commonwealth of Pennsylvania Supplier - Must register to participate in electronic bidding opportunities - Must register to participate in the SBPI Small Business Procurement Initiative (SBPI) - Special contracting initiative for small businesses - Self-certify as a small business to participate in contracts under this initiative - Self certify as a small diverse business (includes veteran and service disabled veteran owned businesses) Go to http://www.pasupplierportal.state.pa.us/irj/portal/anonymous Registrations Local – Allegheny County Pennsylvania Purchasing Group - Electronic centralized posting and notification system - Fee and no fee registration options Access http://alleghenycounty.us/purchasing, click on How to Become a Supplier, and then Supplier Registration Options Finding Opportunities Federal FedBizOpps (FBO) - Central website that all Federal agencies use to post open procurements with an estimated value over $25,000. - Also posted to this site are sources sought notices, requests for information and award notices - Register to gain full access at http://www.fbo.gov DLA Internet Bid Board System (DIBBS) - Website DLA uses to post its purchases of goods and services under the simplified acquisition threshold of $150,000 - Provides the capability to search for and view Request for Quotes (RFQ’s), Request for Proposals (RFP’s), Invitation for Bid’s (IFB’s) and Awards for DLA items of supply - Bid submittals for RFQ's are also done through the DIBBS site - Register to gain full access (including access to technical data) at https//www.dibbs.bsm.dla.mil Finding Opportunities Federal Individual Agency Websites - purchases under $25,000 are generally posted to individual agency websites Examples: Army Contracting Command, Warren https://contracting.tacom.army.mil/cfdata/sol/sol01.cfm Navy Electronic Commerce Online (NECO) https://www.neco.navy.mil Army Single Face to Industry (ASFI) https://acquisition.army.mil/asfi Finding Opportunities State Pennsylvania eMarketplace Portal - One-stop shop for bidding, awards and other contract information Access http://www.emarketplace.state.pa.us Local – Allegheny County Pennsylvania Purchasing Group - Centralized site for access to bid opportunities - Not only for Allegheny County - includes other counties, municipalities, townships, etc. Access http://www.alleghenycounty.us/purchasing , click on Bid and Proposals Finding Opportunities Additional Resources GACO/GCAC Bid Matching Program - Bid matching program tailored to your products/services - Bid matching profile is created during your initial meeting - A combination of codes and keywords are used to generate open solicitations - Emails are sent out each day that your profile matches to one or more solicitations - Databases searched include FBO, DIBBS, individual agency websites, PA eMarketplace, Pennsylvania Purchasing Group and much more Benefits - Tailored to products/services and databases you choose - Your time can be spent reviewing relevant solicitations and marketing your business Checklist Federal Identify NAICS Code(s) Identify FSC(s)/PSC(s) Register in System for Award Management (SAM) by accessing https://www.sam.gov Register in Dynamic Small Business Search (DSBS) through SAM Verify your Veteran-Owned at http://www.vetbiz.gov Register on FedBizOpps at https://www.fbo.gov Register on DLA-Internet Bid Board System (DIBBS), if applicable, at https://www.dibbs.bsm.dla.mil Obtain a User ID and Password for cFolders (DIBBS), if applicable, at https://pcf1.bsm.dla.mil/cfolders State Identify UNSPSC code(s) Register on PA Supplier Portal to obtain a vendor number at http://www.pasupplierportal.state.pa.us Self-certify as a small or small diverse business for the Small Business Procurement Initiative (SBPI). Access through PA Supplier Portal Local – Allegheny County Access http://alleghenycounty.us/purchasing to find commodity codes, register as a supplier, view solicitations and more Tips for Marketing Use the codes you have identified or other pertinent information (competitors names, keywords, contract numbers) to research agencies to find out who is buying what you sell: - FBO, DIBBS, and other federal agency websites, PA eMarketplace, Allegheny County Commodity list, etc. - Federal Procurement Data System – https://www.fpds.gov - Federal Procurement Forecasts – https://acquisition.gov/comp/ procurement_forecasts/index.html - PA Treasury e-Contracts - www.patreasury.gov Identify appropriate contacts at agencies - Small business specialists, buyers, purchase card holders, etc. Create a good capability statement - may be your first exposure to a potential customer Tips for Marketing Maintain an updated website - Make sure it is a clear and professional reflection of your product/service line Embrace social media - Linkedin, Facebook and Twitter Attend Networking Events - Seminars, procurement fairs, prime contractor pre-bid meetings, etc. Utilize GACO services - bid match service, subcontracting match program, past procurement information, etc.