1. Selling to the Commonwealth Wayne Waldrop Virginia Department of Business Assistance

2. The Virginia Department of Business Assistance The mission of the Virginia Department of Business Assistance is to deliver economic development programs and services that help create new jobs, retain existing jobs, spur new investment, and encourage new business formation.

3. The Virginia Department of Business Assistance VDBA supports economic development in the Commonwealth by working with new and existing businesses to provide business and economic development communities with:  workforce incentives  financing  business information and counseling  state procurement assistance  Business One Stop (BOS)  Virginia Business Information Center (VBIC)  Entrepreneur Express seminars (EE)  Grow Sales Seminars (GSS)

4. WELCOME  Our objective today: Review the end to end purchasing process for the state  eVA registration and system navigation  SWaM certification  Helpful resources ASK QUESTIONS !

5. $ Virginia Government Market $  The Commonwealth spends over $8 billion annually in goods, services and construction  Localities spend another $5 billion (many, but not all local governments are part of the eVA system)

6. An Electronic Marketplace  Access to buyers from 171 state agencies  More than 575 city and county governments  More than 56,000 registered suppliers  Over 9,100 participating buyers  Free market data on transactions and competitors

7. Selling to the Commonwealth  Register on eVA, the state’s electronic purchasing system. All state agencies have to place their orders through this system.  http://www.eva.virginia.gov http://www.eva.virginia.gov  Obtain your SWAM (small, women, and minority) Certification from the Department of Minority and Business Enterprise  http://www.dmbe.virginia.gov http://www.dmbe.virginia.gov

8. Department of General Services (DGS)  Manages eVA, the State’s electronic purchasing system  Mission: Delivery of high-quality, cost-effective, timely services for Virginia taxpayers  DGS oversees all non-technology purchasing and procurement policy

9. The eVA system www.eva.virginia.gov  eVA brings buyers and suppliers together using technology  Standardized codes, created by the National Institute of Governmental Purchasing (NIGP), classify supplier products and services  NIGP codes allow buyers to select suppliers over the internet. These codes are crucial since the match is based on these codes

10. Buyers Shop the eVA system using the NIGP codes An automated system sends e-mail alerts to suppliers of quote requests, purchase orders, change orders

11. Supplier Registration and Transaction Fees  Suppliers pay no annual registration fee however, there are transaction fees of.75% capped at $500 if SWAM OR $1500 per transaction  Businesses certified by the Department of Minority Business Enterprise as Small qualify for the $500 cap (women and minority-owned companies may have a double certification)  Firms not certified as “small” by DMBE pay.75% capped at $1500 (per transaction)

12. Current Procurement Guidelines for Non- Technology Goods and Services  $5,000 and under: Buyer only has to get one verbal or written quote from a certified small business. Contact the buyer to let them know what commodities you can provide. The public report in eVA will help you identify what buyers are buying your commodity.  $5,000-$100,000: Buyers place an electronic quote in eVA utilizing Quick Quote, if your commodity code matches the code the buyer used, you will be automatically emailed a notice of the opportunity  More than $100K: A formal solicitation, Invitation for Bid or Request for Proposal (VBO), again you will receive an electronic notification of the opportunity

13. Technology Companies  VITA contract site www.vita.virginia.gov/scm www.vita.virginia.gov/scm  Northrop Gruman Contact swam@ngc.com swam@ngc.com  Computer Aid info ( probably your best way to get in the door) http://www.vita.virginia.gov/default.asp x?id=11906 http://www.vita.virginia.gov/default.asp x?id=11906

14. Help Resources  eVA customer Care: 1-866-289-7367  From eVA home page  www.eva.virginia.gov, Vendor Information Center www.eva.virginia.gov  Download tools and specifications for types of catalogs

15. eVA and ARIBA  Two separate electronic accounts you will establish and manage separately  Information contained within the two must be synchronized to work smoothly  eVA: for receiving electronic solicitations  ARIBA: for receiving electronic orders  Each has different user ID and password

16. Dun & Bradstreet Number  A “DUNS” number is required for registering with eVA  The DUNS number is a unique identifier used with e- commerce  This is different from your federal ID number or social security number

17. How To Get A DUNS Number  Go to www.eva.virginia.gov under “Vendor”; “Vendor Sign Up/Registration”; “Preparing to Register” (option #2)www.eva.virginia.gov  The number is FREE. However, Free = no tracking of your company’s information

18. Double Check….  Make sure NIGP codes are accurate and current  Remember to update e-mail address changes in both eVA and ARIBA accounts  Keep track of user IDs and passwords (different for eVA and ARIBA)  Make sure contact information is up to date

19. Supplier Diversity  The Department of Minority Business Enterprise certifies small, women and minority-owned businesses (SWAM)  www.dmbe.virginia.gov, (804)786-6585, 1-800- 223-0671 in Virginia www.dmbe.virginia.gov  DMBE provides state buyers access to a list of SWAM certified suppliers on eVA for use in Virginia’s supplier diversity efforts  DMBE oversees SWAM initiative and policy

20. Definition of Small Business  250 employees or less  Gross sales averaging less than $10 million over the last 3 years  To be Certified in Virginia as a Small Business (to do business with the Commonwealth), certification must come from Virginia Department of Minority Business Enterprise

21. SWaM certification  If you were previously certified through DMBE as a minority- or woman-owned business; you automatically have the “small” certification attached to your business as well

22. What You’ll Find on eVA  Current solicitations  Current statewide contracts  Reports which summarize historic spending  Connection to hundreds of state and local government buyers who use eVa for procurement  Future procurements forecasting tool

31. Show Me The Opportunities  Virginia Business Opportunities (VBO); on-line solicitation  Quick Quote – sent via e-mail for solicitation between $5,000 and $100,000 (mandated)  Small Purchases – under $5,000 a single quote over the phone or may be Quick Quote-MEET the BUYER!

32. Before You Register  Obtain a Dun & Bradstreet number  Research your NIGP codes  Have your federal tax ID #  Have your email and fax #

33. The Rules 39 on the eVA Home Page your guide on the rules and regulations

34. eVA customer Care  1-866-289-7367  eVACustomerCare@dgs.virginia.gov eVACustomerCare@dgs.virginia.gov  System issues, changing certain account information, technical questions, password help

35. Alternative Dispute Resolution Process  Found in Section 9.17 of the Vendor Manual  Inexpensive and fast way to resolve disputes  Generally used to challenge performance under a contract (not the award of the contract)  The process starts with written notice to the agency head of the agency responsible for the specific contract  For general questions contact the appropriate procurement officer of the agency

36. Selling To The Commonwealth  What is your market potential-identify a targeted market in state government  Connecting with decision makers  Networking and continued education

37. Other Resources  Resources -Business One Stop www.business.virginia.gov www.business.virginia.gov -DBA site www. VDBA.virginia.govwww. VDBA.virginia.gov Call for Assistance - Virginia Business Information Center, 1- 866-248-8814 (toll free)

38. www.vdba.virginia.gov Our Business is YOUR SUCCESS!

39. WHO WE ARE  Virginia Department of Business Assistance  1-866-248-8814 (toll free)- Virginia Business Information Center  www.VDBA.virginia.gov www.VDBA.virginia.gov  Wayne Waldrop wayne.waldrop@vdba.virginia.gov 804-371-8228wayne.waldrop@vdba.virginia.gov