“ DOING BUSINESS WITH THE FEDERAL GOVERNMENT ” PRESENTED BY Helena Koch U.S. General Services Administration Mid-Atlantic Regional Office of Small Business Utilization

U.S. General Services Administration GSA is the federal government’s procurement expert. We help other federal agencies acquire the space, products, services they need from federal and commercial sources. We provide and contract for billions of dollars’ worth of products and services for federal agencies.

Office of Small Business Utilization (OSBU) Mission Statement As GSA’s small business advocate, OSBU will engage in strategies that provide opportunities for small (including small business located in HUBZones, minority, veteran, and women- owned) businesses in government procurement.

HOW DO I GET INVOLVED?? Internet based systems REGISTER - System for Award Management (SAM) *** Vendors must be registered in the SAM database in order to be awarded a government contract. - Federal Business Opportunities

System for Award Management ( ) The System for Award Management (SAM) is a FREE web site that consolidates the capabilities of several government databases: – Central Contractor Registration (CCR), –Federal Agency Registration (FedReg), –Online Representations and Certifications Application (ORCA), and –Excluded Parties List System (EPLS). 5

System for Award Management ( FORMER CCR REGISTRANTS If you had an active record in CCR, you have an active record in SAM. You do not need to do anything in SAM at this time, unless a change in your business circumstances requires a change in SAM in order for you to be paid or to receive an award. SAM will send notifications to the registered user via 60, 30, and 15 days prior to expiration of the record. You can search for registered entities in SAM by typing the DUNS number or business name into the search box. 6

Federal Business Opportunities Advance d Search

Advanced Search Tools -Interested Vendors Tab -Watch this Opportunity Tab Pre-solicitation Synopsis/Solicitation Sources Sought Modification Amendment Special Notice Engage with the buyer before the solicitation is issued Identify your business as meeting the procurement need Increase set-asides on procurements Opportunity/Procurement Benefit

Advanced Search Tools Match your business categories to current projects Access complimentary projects that would support partnering See projects new to FBO Avoid wasted time self filtering Identify buyers for marketing campaigns Bring projects to the table to increase partner interest NAICS and Classification Codes Benefit

Acquisition Central Forecast of Contracting Opportunities

Forecast Advanced Notice for Presolicitation and Networking Opportunities: Meet the Buyer During the Planning Phase Identify challenges and offer solutions Know cost estimates for projects Influence contract type Plan your approach per quarter

Federal Information Resources  Procurement Technical Assistance Centers (PTAC) Call a PTAC – They can help! Congress created the Procurement Technical Assistance Program (PTAP) to help businesses seeking to compete successfully in federal, state and local government contracting. Funded through Cooperative agreements between DoD and state/local entities, PTACs provide a range of expert services at little or no charge. Connect to a Center near you to get the help you need.Connect to a Center near you

GSA 101 Organization GENERAL SERVICES ADMINISTRATION FEDERAL ACQUISITION SERVICE (FAS) PUBLIC BUILDING SERVICE (PBS)

Public Buildings Service (PBS)  The landlord and real estate organization of the civilian Federal government  Leases space to Federal customer agencies;  Repairs, alters, and renovates existing buildings;  Designs courthouses, border stations, and Federal office buildings  Responsible for buildings operations and maintenance

PUBLIC BUILDING SERVICE (PBS) Congress appropriates money for work Agencies issue public notices of specific requirements Contracting offices award and administer contracts

PBS Selection Considerations  “Relevant” Good Past Performance - Similar projects in size and scope - Ability to work in occupied office space  Financial stability  Past GSA or other Federal experience

WHAT IS BEST VALUE? Technical Solution Corporate Experience Delivery Date Location Warranty Price Etc.

PAST PERFORMANCE Can be used as a factor for determining best value. Past performance on earlier orders under the contract, including quality, timeliness, and cost control.

GHG GSA will increase its investment in energy and water conservation projects across its inventory of owned Federal buildings in order to reduce facility energy intensity by FY Energy intensity is measured as the average energy consumed in British thermal units (BTU) per gross square foot (GSF) of space. GSA will design all new Federal buildings to deliver energy performance at least 30 percent below industry standards for energy efficiency in non-residential buildings, achieve the U.S. Green Building Council's Leadership in Energy and Environmental Design (LEED) Gold certification, and meet Energy Star standards. GSA will introduce new education and awareness initiatives to motivate tenants, GSA contractors, and GSA employees to make behavioral changes to reduce energy and water consumption.

Subcontracting as a Contract Option Type Benefits SubcontractingLarge Business Required at $650,000 or above for supplies, $1.5 million for construction New Opportunities Past Performance Not Always Required Mentor Protégé How to participate:  Open to all business sizes  Take turns being the prime  Bring the opportunities to the table  Highlight your partnerships as your government experience A Plan is Required: Large Business and revenue is $650,000 or greater ($1.5M for construction) including all options

Contractor Teaming Arrangements “Contractor team arrangement, "means an arrangement in which— –(1) Two or more companies form a partnership or joint venture to act as a potential prime contractor; or –(2) A potential prime contractor agrees with one or more other companies to have them act as its subcontractors under a specified Government contract or acquisition program.

Helpful Guidance Put everything in writing Consider o Rotating Prime Representation o Length of Commitment o Terms and Conditions for Exiting the Partnership Track FBO for Government Trends Veteran Set-Asides Sustainability Requirements Women Owned Small Business Set-Asides

Successful Partnering Introduce - Use every opportunity to meet new potential partners Exchange Information – Never leave home without your business cards and a pen Determine value add – both sides should benefit from the partnership

24 Small Business Administration – 8(a) SDB Development Certification Program Application- HUBZone Program Application – Woman-Owned Business – Self Certify Women-Owned Small Business Federal Contract Program Veteran Owned Business – Self Certify Service Disabled Veteran Owned Small Business – Self Certify

Value-Add Checklist (assess in the first 2-3 meetings) Positive Reputation? (birds of a feather) Successful Contracts? (not dependent on your success) Accessible Location? (services more than products) Appealing Niche? (complement your company) Certifications? (for set-asides and other benefits) Memberships? (networking advantage) Past Performance? (positive or negative) Steady Growth? (past to current accomplishments)

Federal Acquisition Service (FAS) Home of the GSA Schedules Program Provider of over one million commercial off-the-shelf products and services ranging from pencils and paper to trucks to maintenance services and travel services. Value exceeds $40 Billion in sales yearly

GSA Schedules Program Governmentwide contracts with multiple commercial firms Allows firms to receive direct orders for products and/or services from Federal agencies Saves time and money Helps agencies meet socioeconomic goals

SERVICES NOT INCLUDED IN MULTIPLE AWARD SCHEDULES  Construction and Architect-Engineering services as set forth in FAR Part 36 (including construction, alteration or repair of buildings, structures or other real property) are outside the scope of all GSA Schedules, including Professional Engineering Schedule (PES).

What About Construction Management? Construction Management, a niche area related to design and construction, is considered to be neither design nor construction, but engineering project management or oversight on a construction project. Therefore, it may be contracted under the GSA Multiple Award Schedule for Professional Engineering Services (PES).

GSA Schedule Contracts Schedule Contracts are: - Five year contracts for approved vendors to provide products or services to government agencies. Authorized users include: DC Government, charitable/international organizations, and authorized government prime contractors can order from schedules contractors.

Cooperative Purchasing E-Gov Act of Enabled State & Local Governments to use IT Schedule - Schedule prices, terms and speed make use of FSS IT Schedule attractive - Over $8 Million in sales in the first few weeks

The Local Preparedness Acquisition Act (expansion of Cooperative Purchasing Act) The Local Preparedness Acquisition Act, signed June 26, 2008, authorizes state and local governments to purchase through GSA Schedule TOTAL SOLUTIONS FOR LAW ENFORCEMENT, SECURITY, FACILITIES MANAGEMENT, FIRE, RESCUE, CLOTHING, MARINE CRAFT AND EMERGENCY/DISASTER RESPONSE ( alarm and signal systems, facility management systems, firefighting and rescue equipment, law enforcement and security equipment, marine craft and related equipment, special purpose clothing, and related services

Disaster Recovery Purchasing Section 833 of the John Warner National Defense Authorization Act for fiscal year 2007 (Public Law ) amended 40 U.S.C. 502 to authorize the Administrator of General Services to provide for the use of Federal Supply Schedules by state and local governments for the purchase of products and services to be used to facilitate recovery from major disasters, terrorism, or nuclear, biological, chemical, or radiological attacks. The Department of Homeland Security has determined that all of the products and services available under GSA Schedules could potentially be used for recovery from a disaster or a terrorist attack. State and local government entities may use GSA Schedule contracts to purchase products and services in advance of a major disaster declared by the president, as well as in the aftermath of an emergency event.

GSA Schedules Contracts Are…... Synonymous with “GSA Number” or “Getting on the GSA List”. “License to hunt” for opportunities in the federal government. Over 75% of the contract holders are small business owners.

Rules for Applying for GSA Schedule Obtain a copy of the Schedule solicitation from Internet –Read the Solicitation –Read the Solicitation again Complete Send completed package to appropriate Acquisition Center

GSA, Region 10, Auburn, WA Management Services Center GSA, Region 6, Kansas City, MO Center for Facilities Maintenance and Hardware GSA, Region 3, Arlington, VA/ Philadelphia, PA National Furniture Center GSA, Region 2, New York, NY Office Supplies and Administrative Services GSA, Information Technology Acquisition Center Arlington, VA GSA, Central Office, Services Acquisition Center Washington, DC Computers, Networks, Cell Phones GSA, Region 7 Ft. Worth, TX General Products Center General Products Guard Services Marketing, Media, Financial Services, Professional Engineering Services Business Improvement Services Furniture, ADP Systems, and Telecommunications Equipment Document Imaging Office Products, Supplies and Services Acquisition Centers GSA, Central Office, Washington, DC Office of Vehicle Acquisition and Leasing Services Vehicles, Construction and Highway Maintenance Equipment, and Tires Coatings, Tools, Hardware Store and Facilities Management 36

(enter keywords, Contract Number, Contractor/Manufacturer name, Schedule # or SIN #) GSA Federal Supply Schedules VA Federal Supply Schedules Find out more about the GSA Schedules For more information about the (Multiple Award Schedule Program VA Schedules Program

Successful Schedules Offer Checklist Open Ratings Past Performance evaluation (formerly Dun and Bradstreet) GSA Standard Form 1449 (cover sheet) Administrative proposal Technical proposal Price proposal Commercial sales practice format Representations and certifications

Parts of the Solicitation (some parts may vary depending on the product or service) Read me first Solicitation Vendor Response Document SF1449 Regulations Incorporated by Reference Past Performance Small Business Sub Contracting Plan Proposal Price List Preparation Commercial Sales Practice Format CSP-1 Sample Labor Category Matrix Letter of Supply Template 39

Varied Request and Award Time Solicitation Documents –What Product or Service? –Contracting Office Style Award Time –Clarity of Offer Submission –Number of Staff –Office Work Load –Cooperation and Access of Vendor Information –Availability of Vendor 40

Schedule Contractor Benefits: Simplified access to thousands of ordering activities. Contract stability (5-year contract period and three 5- year options to renew). Online ordering through GSA Advantage website. Savings related to reduced lead time. Payment received quickly through credit card purchases

How Federal Agencies Order from Schedules Under $ 3000 (micro-purchase threshold) –Order from any schedule contractor Over $ Look at 3 price lists or “GSA Advantage” - Evaluate and make a “best value” selection Orders over the maximum order threshold - Review additional price lists - Seek volume price reductions 42

GSA Advantage!  On-line shopping network that Federal agencies access to buy products/services from FSS Schedule Contract Holders  You may wish to browse GSA Advantage! To review current contractors and their pricing. 

For Vendors - Getting on Schedule GSA is committed to helping vendors succeed in the government marketplace. Here is some important information to consider: 80% of GSA Multiple Award Schedule (MAS) contractors are small businesses who represent 36% of sales More than $40B flows through GSA MAS contracts every year In FY12, approximately 10% of government needs were procured through the GSA MAS contracts GSA had over 19,000 MAS contracts in FY12 Approximately 40% of the 19,000 GSA MAS contracts generate sales GSA has developed the Vendor Toolbox which is a collection of resources that will ultimately help you decide whether getting a GSA Schedule contract is in your best interests.Vendor Toolbox

Hints for Success Make sure your business has all applicable SBA certifications and multiple contracting vehicles in place Business cards: - indicate any special criteria (i.e. small, woman owned, GSA Schedule holder, etc.) - should indicate what your company does Accept the Government Purchase Card Attend GSA Small Business Outreach events GSA webpage: Network, network, network

Access OSBU (information and feedback changing small business partnerships) GSA, Office of Small Business Utilization (Fan Page with lots of updates) 46

Access OSBU (publications, video, fact sheets…) (GSA events around the country just for small business) Want all events? Interact.gsa.gov Small Business Solutions Group (blogs, discussion boards, and more) 47

48 Website Shortcuts

Mid-Atlantic Regional Office of Small Business Utilization 20 NORTH EIGHTH STREET Philadelphia, PA (215) (215)