1. Federal Contracting 101

2. The Federal Procurement Process Planning and Identifying the Need Requisitioning the Requirement Set Aside Decision or Purchase From Other Government Sources Determining the Solicitation Methodology Public Notification and Preparation of the Solicitation Issuance of the Solicitation Bid/Proposal Preparation Receipt of Offers Evaluation of Offers Notice of Exclusion From Competitive Range Preaward Debriefings (For Firms Not Within the Competitive Range) Exchanges With Offerors/Negotiations Proposal Revisions Source Selection Decision Award Postaward Debriefings Protests

3. Some Basic Principles There is much to learn about the federal procurement process and you cannot expect to learn everything about it in one day. Because public funds are used to finance federal contracts, awards are subject to serious and continuous scrutiny. Some of the rules and regulations that govern the federal procurement process come from political and social issues.

4. Basic Principles - 2 Federal, state, local, and foreign governments all have different legislative issues that impact on their methods of purchasing goods and services. The process involves complex procedures and practices; even the lingo must be learned. This different business culture is not for everyone.

5. Basic Principles - 3 If you decide to pursue it, you will need multiple certifications and registrations with different agencies. Consider being a subcontractor to an experienced prime contractor. America is at war, with special procedures for national security and for emergencies.

6. How to Get Started Decide which market to pursue and focus on it. Get some smaller orders to develop a track record and learn the prequalification process. Earn some money while you are filling out the forms. Get registered and/or certified for your chosen market first, and let other certifications wait. Learn the language – start your own dictionary of acronyms and terminology.

7. How to Get Started - 2 Be an established business with a good past performance history and good references. Have established sound pricing practices. Have a detailed Business Plan and keep it up to date.

8. How to Get Started - 3 Setup your bank account to accept Electronic Funds Transfer (EFT). Have adequate working capital to finance the job (It is unlikely that the government will authorize advance payments). Have adequate insurance (and bonds if required) with a good risk record. Be able to accept VISA and other government purchase cards.

9. U.S. government agencies rely on GSA FSS MAS contracts to save time and resources. Other agencies have separate but similar IDIQ contracting programs. Complex and difficult method of contracting. If you are patient and learn how, you can get orders from federal agencies not published for open competition, especially emergency orders. Multiple Award Schedules

10. What is a Contract Number resulting from submitting a time-consuming proposal in response to a complex solicitation that takes 6 months or more. Different version for each commodity or service group, in different formats by different GSA offices. Select one to start with, add others later. How to Get a GSA Number

11. Know your SIC, NAICS, and PSC codes. Get a Federal Employer Identification Number from the IRS. Set up EFT and VISA with your bank. Get a DUNS number. Register in the CCR, and update it at least once a year. Remember the CAGE code and PINs. Checklist of Federal Registrations & Certifications

12. Fill in the Dynamic Small Business addendum to CCR (formerly ProNet) Determine HUBZone status, and if applicable, submit a certification application. Update all of these whenever any of the details on the applications change. Keep copies. Start getting orders; don’t wait for the certifications. Checklist - 2

13. Participants in the 8(a) Business Development Program are SDB-certified. Self-certify if woman-owned, veteran-owned, disabled-owned, minority-owned. Formal application and certification required for “small disadvantaged” status. Some state and local certs available. Maintain compliance with all state requirements. Checklist - 3

14. Planning and Identifying the need. Requisitioning the Requirement Set Aside Decision or Purchase From Other Government Sources Determining the Solicitation Methodology Public Notification and Preparation of the Solicitation Issuance of the Solicitation Bid/Proposal Preparation Receipt of Offers Evaluation of Offers Notice of Exclusion From Competitive Range Preaward Debriefings (For Firms Not Within the Competitive Range) Exchanges With Offerors/Negotiations Proposal Revisions Source Selection Decision Award Postaward Debriefings Protests The Federal Procurement Process

15. Identify the Product or Service Prepare the Work Statement or Specifications Develop the Technical Evaluation Criteria Prepare the Independent Cost Estimate Identify Known Sources of Supply Planning and Identifying the Need

16. Preparation of the Requisition Preparation of any Required Justifications Commitment of Funds Submittal to the Contracting Office and the OSDBU Requisitioning the Requirement

17. Review of the Requisition by the Contracting Office and the OSDBU Clarifications and Corrections Other Than Full and Open Competition Set Aside Full and Open Competition Set Aside Decision or Purchase From Other Government Sources

18. Appropriate Contract Type Request for Information (RFI) Sources Sought Request for Quotes (RFQ) Sealed Bids (IFB) Request for Proposals (RFP) Determining the Solicitation Methodology

19. Formation of the Technical Evaluation Panel Synopsis on Fed Biz Opps Preparation of the Solicitation Public Notification and Preparation of the Solicitation

20. Electronic Hard Copy Will There be a Pre-proposal Conference? Issuance of the Solicitation

21. Technical Issues Pricing Issues Responding to Solicitation Amendments Meeting the Deadline Bid/Proposal Preparation

22. Public Opening of Bids Preparation of Abstract of Bids Proposals in Response to RFPs are Kept Confidential Separation of Technical and Price Proposals Convening the Technical Evaluation Panel Receipt of Offers

23. Responsiveness (Sealed Bids) Lowest Responsive, Responsible Bidder Technical Evaluation of Proposals Cost/Price Analysis (Evaluation) Technical and Price Evaluation Reports Determination of Competitive Range Evaluation of Offers

24. Requirement for Prompt Written Notification Basis for Exclusion Proposal Revisions Will Not Be Considered Notice of Exclusion From Competitive Range

25. Evaluation of Significant Elements in Proposal Summary of Rationale for Elimination Answers to Questions About Selection Procedures Preaward Debriefings

26. Technical Issues Cost/Price Issues Profit/Fee Exchanges With Offerors

27. Impact of Elimination From Competitive Range To Clarify and Document Understandings Final Proposal Revisions Proposal Revisions

28. Basis Must Represent Independent Judgment Must be Documented Source Selection Decision

29. Responsibility Determination/Pre-award Survey Verification of the Commitment of Funds Must be Based on Criteria in Solicitation Award

30. Have Adequate Working Capital Establish a Relationship with a Bank Consider Retaining a Factor Maintain a Good Credit Record with Vendors Establish & Maintain a Good Risk Rating Have a Budget and Cash Flow Forecast Include a Financial Plan in the Business Plan Financial Resources

31. Know What You Can and Can’t Do Under Various Circumstances Keep Records of Required and Actual Delivery and Completion Dates Establish a method of Scheduling Multiple Orders Know How to Prioritize Conflicting Delivery Commitments Be Prepared to Add Resources When Necessary Invest in Project Management/Schedule Software Performance/Delivery Schedule

32. One of the Most Important Evaluation Factors References Will be Checked – Valuable Asset Get Customer’s Permission to List as Reference Maintain List of All Contracts, Required Date, Actual Date Report Delays Immediately, Request a Mod Get Permission to Ship or Perform Early On-time Delivery Must Not Jeopardize Quality Past Performance

33. Do Not Get on the “Ineligible” List Establish a Company Code of Ethics and Standards of Conduct, and Teach It to All Employees Maintain a Culture of Avoiding the Appearance of Impropriety Integrity and Business Ethics

34. Organization – Structure, Reporting Relationships, Controls Experience – How Long You Have Performed Accounting – Adequate Financial Management System Controls Operations – How You Control the Process Technical Skills, or Ability to Obtain Them Train All Employees to Comply With P&Ps Monitor How Company Lives Up to Them Management and Controls

35. Have a System for Acquiring & Maintaining E&F How You Get What You Need (Inventory) Consider Teaming to Acquire E&F Insurance on E&F (Avoid Business Interruptions) Adequate Security Measures Be Prepared for Pre-award Audit Equipment and Facilities

36. Professional Licenses and Credentials Personnel With Training and Supervision Socio-economic Status and EEO Compliance Security Clearances Assurance that COC from SBA Will be There Otherwise Qualified and Eligible

37. Disclosure of Information on Significant Weaknesses or Deficiencies Overall Evaluated Price and Technical Rating Impact of Past Performance Evaluation/Report Overall Ranking of Proposals Summary of Rationale for Award Postaward Debriefings

38. Filing a Protest With the Contracting Officer At the Agency Level With the General Accountability Office Protests

39. Mary Lee Kolich, Program Director Arthenia Johnson LeFlore, Procurement Specialist Ralph Blakeney, Technology Manager Melissa Simpson, Coordinator/Administration Have You Met the PTAP Staff?