Presented by
Tony Price
14 August 2013
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USA – LARGEST Procurer of Supplies and Services Worldwide
Around 2,000 buying agencies in the Federal Government
USA – Spends $570+ Billion of Annual Budget on Goods and
Services
DoD spends $361.3B or about 65% of that
USA – Statutory Minimum 23% of Annual Spending to ALL
SBs via 15 USC 644(g)
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If Small Businesses want to be to
“
play the game
”
“
in the game
– to successfully
”
, they must know how
“
COMPETE and WIN
”
!
You cannot win without a strong and well-rounded team.
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The GAME
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The PROCESS
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The RULES
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The PLAYERS
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The STRATEGY
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Procurement of All Supplies and Services for the United
States Federal Market
Federal Acquisition SYSTEM
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3 Branches of Government
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Checks / Balances
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Taxpayer Funds
Annual Appropriations
Federal Acquisition Regulations
(FAR) and its Supplements
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Acquisition Central www.arnet.gov
Buyers: Contracting Officers
Sellers: Prime Contractors,
Subcontractors, Vendors
Developing a Competitive
Winning Proposal Document
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Four main differences between Government and commercial procurement:
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Government-unique audit and accounting requirements
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Government-unique specifications and standards
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Technical data rights
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Government-unique contract requirements
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Government Commercial
Orientation of Procurement Best value/low cost
Procurement Structure
Role of Congress/ Judicial
Branches
Commitment Authority
Acceptance
Termination Clause
Suspension of Work
Contract Litigation
Performance and
Social/Economic
Formal defined by FAR
Provides direct input and guidance
Actual
Final and Conclusive
No anticipatory profit/fee
Cost recovery, no profit/fee
Federal law prevails
Less formal
Uniform Commercial Code
(UCC)
Implied
Flexible
Usually contains anticipatory profit/fee
Profit/fee not prohibited negotiable
State law prevails
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Tips On Doing Business with Federal
Agencies
“
or with anybody else for that matter
”
Tip #1 - Do your homework…Surf the web.
Tip #2 - Demonstrate responsiveness
Tip #3 - Understand the opportunities
Tip #4 - Let the client talk. Listen carefully to what they have to say.
Tip #5 - Market project managers, they know the clients and they are the folks bringing in the money
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Tip #6 - Execute and execute well
Tip #7 - Bad performance is a death sentence to a small business
Tip #8 - Small businesses are important but not at the expense of quality
Tip #9 - Find your own work
Tip #10 - Demonstrate that you know what you are doing
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Know yourself: Understand your capabilities (superior product, competitive pricing, outstanding customer service), Be realistic
Determine your market (geographic, etc.)
Know your customer: Do some homework (see next slide)
o o o o o
Federal Procurement Process
Websites
Small Business Administration
Other advocacy agencies (SBDCs/PTACs)
YOUR SMALL BUSINESS SPECIALIST
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High quality past performance
Financial stability
Excellent reputation
Reasonable costs
Good safety record
Reliability
Customer focus
Responsiveness
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Relevant experience
Quality management and people
Able and willing to take on new work
Willingness to strive for a win/win situation
Ability to work as a team
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Arrange thru your small business specialist
Sell your capabilities
Product demos
Reference material (brochures, pamphlets, line cards)
Get a debrief/feedback
Follow-up
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Same techniques apply when marketing to large, prime contractors
If practicable get general information on an activity before you visit
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Who should you talk to or meet with?
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Respect
“
Chain of Command
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or protocol
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Prepare – review web-sites, etc.
Consider what can your business can do for them?
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Networking
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Chambers, small business groups, professional societies (SAME) and organizations
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Attend seminars or hold your own (be a speaker at industry functions)
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Networking with competitors
News releases
Your website
Always carry business cards
Referrals
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Ask current clients to refer you to others
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It
’
s not only who you know that counts, it
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s who your clients know that is important, too.
Relationships can be more important than the product or service sold (especially in a competitive market).
Learn to accept rejection gracefully .
Do you believe in your product and company?
Would you do business with yourself?
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Who sponsors Outreach Conferences?
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Members of Congress
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Various Government Agencies
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Chambers of Commerce
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Vendor Days (local emphasis)
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Government Credit Card
Information Technology, Furniture, etc
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High Tech or Environmental
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Focused Events- Specific Audiences targeted
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Specific Acquisition (Pre-solicitation)
Specific small business group (WOSB, 8(a), Vet)

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The Small Business Act requires that small business firms have maximum opportunity to participate as subcontractors on Federal contracts
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Small Business
Small Disadvantaged Business/8(a)
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Historically Black Colleges and Universities (HBCU/MI)
- applies to DoD
Women-Owned Small Business
HUBZone Small Business
Service Disabled Veteran-Owned Small Business
Veteran-Owned Small Business
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Customer
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Solicitation Type
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Procurement
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Offeror (or Bidder)
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Proposal Due Date
Now how do I get started …?
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U.S. Federal Government
Department or Agency
Request for Proposal
(RFP)(FAR Part 15)
Complex Services or Manufactured
Products Based Upon Specs/Dwgs, or Performance Description > $1M
Service Disabled Veteran
Owned (SDVO)
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Prime Contractor
Dedicated Team Member
30 Calendar Days from
Receipt of RFP
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Breaking Down the Proposal Requirements
How to Analyze the RFP …
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Read the Entire Document as a Whole
Dissect the Statement of Work (SOW),
Specifications, Drawings, Technical
Descriptions
Develop Work Breakdown Structure
(WBS)
Review the RFP Instructions & Evaluation
Criteria
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Responsiveness v. Responsibility
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Breaking Down the Proposal Requirements
How to Analyze the RFP …
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Relate the Source Selection Process with the
Proposal Development (Point to Point) – Don
’
t
Miss ANYTHING!
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Develop a Compliance Checklist
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Correlate Each Requirement to an Evaluation
Criteria
Develop a
“
Proposal Outline
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Kick-off Meeting
Handout for the
Submit Request for Information" (RFI's) as outlined in the solicitation instructions if the specification is not clear. RFI's usually cut-off about 2-5 days before solicitation closes.
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Identify the Best Available Candidates for the Proposal Team
Make Writing Assignments with Members Strengths in Mind
- THIS IS NO TIME TO EXPERIMENT OR TRAIN -
o o o o o o o o o o o
Technical (or Engineering) Specialist
Management/Operations Specialist
Estimator or Cost(s) Analyst
Contracts Specialist
Logistics/Procurement/Small Business Specialist
Quality/Environmental Health & Safety (EH&S) Specialist
Past Performance/Projects & Resumes Specialist
Expert Word Processor
Graphics Designer/Artist
Editor & Proof-Reader
Proposal Coordinator
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Don
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t Overlook the Need for:
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Consultants – Subject Matter Experts (SME)
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Fill Gaps in Team Manpower & Experience
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Add Expert Support in Niche Areas
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Provide Inside Knowledge of Customer & Competitors
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Teaming Partners – Large & Small Business Providers of Supplies and Services
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Exclusive v. Non-Exclusive
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Formal v. Informal
Dedicated Subcontractor/Supplier Competitive Pools
Reproduction Function - Internal or External
Overnight Courier or Other Transportation Carrier
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Selecting Teaming Partners
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Assess team member capabilities
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Business, financial, other resources
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Assess team member past performance
Assess team member past performance with the client
Assess team member relationship with the client
Assess legal constraints
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Organizational conflicts of interest
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Debarments/suspensions
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Qualification requirements
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Assess team chemistry
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Management styles, corporate cultures, strategic visions
Successful Teaming Qualities
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Compatible contractors
Good teaming agreements in place
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Why would small businesses want to team?
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Enables firms to complement each others capabilities
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May enable firms to offer the best combination of performance, cost and delivery
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May enable small businesses to successfully compete for larger scale contracts
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To develop relationships and capture work on multiple opportunities
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Most teams are either:
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Prime/Subcontractor relationship
Joint Ventures
Prime/Subcontractor Relationship:
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Prime is responsible for contract performance
Government has privity of contract only with the prime
Relationships normally identified before offer is submitted
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SBA checks for affiliation
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Following Award - Debriefs and Lessons-Learned …
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When the Customer Announces the Contract Winner – Always Request a Debrief – WHETHER YOU WIN OR LOSE …
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As the Winner –
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Learn About What You DID BETTER than Everyone Else –
Strengths
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Learn About What May Need Improvement for the Future –
Weaknesses
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Continue to Develop a Better Relationship with the Customer
Build Customer Trust and Show Humility
Begin to Cultivate Follow-On Work – It
’
s never too early
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FIX THE WEAKNESSES IDENTIFIED IN THE DEBRIEF!
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Following Award - Debriefs and Lessons-Learned …
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As the Unsuccessful Offeror –
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Learn about the Proposal Weaknesses v. the Proposal
Strengths
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Learn more about What the Customer Really Wants and
Why You Didn
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t Provide it THIS TIME …..
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Continue Gathering Business Intelligence (BI)
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Request Info regarding New Opportunities – It
too early …
’
s never
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FIX THE WEAKNESSES IDENTIFIED IN THE DEBRIEF
!
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ARNET – Acquisition Reform Network
BAA – Broad Agency Announcement
BD – Business Development
BI – Business Intelligence
CCR – Central Contractor Registration
DFARS – Defense FAR
DHS – Department of Homeland Security
DoD – Department of Defense
EH&S – Environmental, Health, &
Safety
EO – Executive Order
FAR – Federal Acquisition Regulations
IFB – Invitation for Bid
FSS – Federal Supply Schedule
FOIA – Freedom of Information Act
GFY – Government Fiscal Year
GSA – General Services Administration
GWAC – Government-Wide Acquisition
Contract
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ID/IQ – Indefinite Quantity/Indefinite
Delivery
MAC – Multiple Award
ODC – Other Direct Cost(s)
PL – Public Law
RFP – Request for Proposal
RFQ – Request for Quotation
SB – Small Business
SBA – Small Business Administration
SDB – Small Disadvantaged Business
SDVO – Service Disabled Veteran
Owned
SME – Subject Matter Expert
SOW – Statement of Work
UCF – Uniform Contract Format
USA – United States of America
USC – United States Code
WBE – Women Business Enterprise
WBS – Work Breakdown Structure
WOSB – Woman-Owned Small Business www.militarywords.com
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Free/No-Cost
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www.sba.gov
www.fedbizopps.gov
www.grants.gov
www.gsa.gov
www.arnet.gov
www.firstgov.gov
www.defenselink.mil
www.dla.mil/db/procure m.htm
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Paid Fee Sites
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www.epipeline.com
www.eagleeyeinc.com
www.input.com
www.onvia.com
www.bid-search.com
www.softshare.com
www.cch.com
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Reference Materials – Self Study
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Federal Acquisition Regulations (FAR)
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FAR Part 10 – Market Research
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FAR Part 11 – Describing Agency Needs
FAR Part 12 – Acquisition of Commercial Items
FAR Part 13 – Simplified Acquisition Procedures
FAR Part 14 – Sealed Bidding
FAR Part 15 – Negotiated Procurements
FAR Part 16 – Types of Contracts
FAR Part 17 – Special Contracting Methods
FAR Part 19 – Small Business Programs
Periodicals
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National Contract Management Association Magazine & Journal
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National Association of Purchasing Managers – Institute of Supply Mgmt.
Magazine
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National Defense Industrial Association Magazine
Government Executive Magazine
Websites
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www.arnet.gov www.firstgov.gov
www.acq.osd.mil
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