Strategies for Winning Contracts From a
Contracting Officer Perspective
Barbara English
President, English Solutions, Inc.
www.BEnglishSolutions.com
904.755.2554
Barbara@BEnglishSolutions.com
Objectives
 Learn 7 Best Strategies for Winning Contracts
 Understand How Best Practices Can Improve Your Business
 Get It All - Once and For All
Strategy #1- Ensure SBA Is On
Your A-Team
Procurement Center Representative (PCR)
• Coordinates with Federal buying agencies
• Reviews any proposed acquisition NOT set aside for
small businesses
• Has authority to appeal acquisitions to Contracting
Officers
Where To Locate PCR’s
(sba.gov)
AREA III: Includes the states of Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina and Tennessee
AREA DIRECTOR
MITCHELL MORAND
Office of Government Contracting
U.S. Small Business Administration
233 Peachtree St., NE, Suite 1900
Atlanta, GA 30303
Tel: (404) 331-7587 x202
Fax: (404) 331-2956
Email: mitchell.morand@sba.gov
STEWART KALLAM, INDUSTRIAL SPECIALIST (FORESTRY) & COC SPECIALIST
Atlanta Natural Resources Sales Assistance Office
U.S. Small Business Administration
233 Peachtree St., NE, Suite 1900
Atlanta, GA 30303
Tel: (404) 331-7587 x206Fax: (404) 331-2956Email: Stewart.Kallam@sba.gov
ACTIVITIES COVERED
Forest Service Region 8 (AL, AR, FL, GA, KY, LA, MS, NC, OK, PR, SC, TN, TX, VA, VI) and 33 market areas
ALABAMA, MISSISSIPPI, TENNESSEE
GARY W. HEARD (ENGINEER/PCR)
U.S. Small Business Administration
Bldg. 5303, Room 3135
Redstone Arsenal, AL 35898-5150
Tel: (256) 842-6240
Fax: (256) 842-0091
e-mail: gary.heard@sba.gov
ACTIVITIES COVERED
42nd Contracting Squadron-Maxwell AFB, AL
Defense Logistics Agency-Redstone Arsenal, AL
Program Executive Office Enterprise Information Systems (PEO-EIS)-MAFB-Gunter Annex, AL
U.S. Army Aviation & Missile Command–Redstone Arsenal, AL
U.S. Army Engineering & Support Center-Huntsville, AL
81st Contracting Squadron-Keesler AFB, MS
VACANT (TPCR)
NASA, Marshall Space Flight Center
Mail Drop PS01, Attn: SBA, PCR
Bldg. 4202, Room 219 B
Marshall Space Flight Center, AL 35812
ACTIVITIES COVERED
Anniston Army Depot–Anniston, AL
Fort Rucker–Daleville, AL
Missile Defense Agency - Huntsville, AL
NASA, Marshall Space Flight Ctr.–Huntsville, AL
U.S. Army Space & Missile Defense Command–Huntsville, AL
NASA Shared Center (NSSC) - MS
NASA, Stennis Space Center - MS
U.S. Army Corps of Engineers- Memphis, TN
Naval Facilities Engineering Command PWD Mid-South-Millington, TN
ALABAMA, FLORIDA, GEORGIA
ARLEEN L. STARKS, (PCR & COC SPECIALIST)
SBA, Office of Government Contracting
NAVFAC Bldg. 902, 2nd Floor
Box 30 Naval Air Station
Jacksonville, FL 32212
Tel: (904) 542-6220
Fax: (202) 481-2755
Email: arleen.starks@sba.gov
ACTIVITIES COVERED
U.S. Army Corps of Engineers- Mobile, AL
U.S. Army Corps of Engineers - Jacksonville, FL
NAVSUP Fleet Logistics Center Jacksonville - Jacksonville, FL
Navy Facilities Engineering Command Southeast - Jacksonville, FL
Air Armament Center - Eglin AFB, FL
Naval Surface Warfare Center - Panama City, FL
Air Education & Training Command-Tyndall AFB, FL
Navy Field Engineering & Acquisition Division(NAVFAC ROICC) - Pensacola, FL
Navy Field Engineering & Acquisition Division (NAVFAC-SE PWD) – Pensacola, FL
HQ AFSOC - Hurlburt Field, FL
1st Special Operations Contracting Squadron Hurlburt,FL
Naval Hospital - Jacksonville, FL
Naval Hospital -Pensacola, FL
U.S. Property and Fiscal Office for Florida (USPFO-FL) – St. Augustine, FL
SWFLANT - Kings Bay, GA
FLORIDA VACANT (SUPVY PCR)
SBA Representative
Naval Air Warfare Center
Training Systems Division
12350 Research Blvd.
Orlando, FL 32826-3224
ACTIVITIES COVERED
Naval Air Warfare Ctr Training Sys Div - Orlando, FL
Program Executive Office for Simulation, Training & Instruction (PEO-STRI)- Orlando, FL
THOMAS VAN HORN (PCR, CMR, SIZE & COC SPECIALIST)
SBA Representative
Naval Air Warfare Center
Training Systems Division
12350 Research Blvd.
Orlando, FL 32826-3224
Tel: (407) 380-8210
Fax: (407) 380-8232
Email: Thomas.VanHorn@sba.gov
ACTIVITIES COVERED
6th Contracting Squadron – MacDill AFB
45th Contracting Squadron – Patrick AFB, FL
NASA Kennedy Space Center, FL
U.S. Special Operations Command – MacDill AFB-Tampa, FL
SCOTT NIRK (PCR & SIZE SPECIALIST)
SBA, Office of Government Contracting
South Florida District Office
100 S. Biscayne Blvd. 7th Floor
Miami, FL 33131
Tele: (305) 536-5521, ext. 158
Fax: (305) 536-5058
Email: sanirk@sba.gov
ACTIVITIES COVERED
U.S. Department of Veterans Affairs - Bay Pines, FL
U.S. Department of Veterans Affairs - Miami, FL
U.S. Department of State - Fort Lauderdale, FL
ACC 410th CSB - Miami, FL
Department Homeland Security, U.S. Coast Guard - Miami, FL
Joint Interagency Task Force South – Key West, FL
482nd Fighter Wing/Contracting Flight Homestead ARB, FL
GEORGIA
JOYCE THURMOND (PCR & COC SPECIALIST)
Small Business Administration
Government Contracting
233 Peachtree Street NE, Suite 1900
Atlanta, GA 30303
Tel: (404) 331-7587 x205
Fax: (404) 331-2956
Email: joyce.thurmond@sba.gov
ACTIVITIES COVERED
Dobbins AFRC, Marietta, GA
GSA, Region IV, Atlanta, GA
HHS, Center for Disease Control, Atlanta, GA
VAMC, Decatur, GA
Department of Interior, GA
VACANT (CMR)
233 Peachtree St., NE, Suite 1900
Atlanta, GA 30303
DINA D. INHULSEN (PCR & SIZE SPECIALIST)
Small Business Administration
50 Richard Ray Blvd, Building 205
Robins AFB, GA 31098
Tel: (478) 926-5874
Fax: (478) 926-3832
email: Dina.Inhulsen@sba.gov
ACTIVITIES COVERED
Moody AFB- Valdosta, GA
Fort Benning - Columbus, GA
Fort Gordon - Augusta, GA
Warner Robin ALC - Robins AFB, GA
Marine Corps Logistics Command - Albany, GA
Air Force Reserve Command – Robins AFB, GA
Defense Logistics Agency Warner Robins – Robins AFB, GA
KENTUCKY & TENNESSEE
GINA HOLMAN (PCR, CMR & SIZE SPECIALIST)
SBA, Kentucky District Office
600 Dr. Martin Luther King Jr. Place
Room 188
Louisville, KY 40202
Tele: (502) 582-5971, ext. 240
Fax: (502) 582-6507Email: Gina.Holman@sba.gov
ACTIVITIES COVERED
Fort Campbell- Fort Campbell, KY
Fort Knox-Fort Knox, KY
U.S. Army Corps of Engineers-Louisville, KY
U.S. Army Corps of Engineers-Nashville, TN
Department of Energy-Oak Ridge, TN
MISSISSIPPI
IVETTE MESA BASCUMBE (PCR, SIZE SPECIALIST & COC SPECIALIST)
U.S. Small Business Administration
Government Contracting
233 Peachtree Street NE, Suite 1900
Atlanta, GA 30303
Tele: (404) 331-7587 x209Fax: (202) 481-2273Email: ivette.bascumbe.mesa@sba.gov
ACTIVITIES COVERED
U.S. Army Corps of Engineers, Vicksburg, MS
U.S. Army Corps of Engineers, ERDC, Vicksburg, MS
NORTH CAROLINA
JEFFREY HALE (PCR, CMR, SIZE & COC SPECIALIST)
U.S. Small Business Administration
c/o National Institute of Environmental Health
Sciences - Contracting Officer
530 Davis Drive, Room #1044
Durham, NC 27709
Tel: (919) 541-7895
Fax: (202) 481-0623
Email: jeffrey.d.hale@sba.gov
ACTIVITIES COVERED
Army Corps of Engineers–Wilmington, NC
DHHS, Nat. Institute of Environmental Health Sciences-RTP, NC
Ft. Bragg–Fayetteville, NC
U.S. Army Research Office-Research Triangle Park, NC
Seymour Johnson AFB–Goldsboro, NC
Environmental Protection Agency-RTP, NC
MCB Camp Lejeune-Jacksonville, NC
MCB Air Station – Cherry Point, NC
NAVFAC – Jacksonville, NC
SOUTH CAROLINA
KENNETH A. SILVIA, (PCR, CMR & SIZE SPECIALIST)
Special Assistant to Area 3 Director
U.S. Army Corps of Engineers
100 West Oglethorpe Avenue
Savannah, GA 31402-0889
Tel: (912) 652-5723
Fax: (202) 481-2932
Email: kenneth.silvia@sba.gov
ACTIVITIES COVERED
Army Corps of Engineers–Charleston, SC
Army Corps of Engineers–Savannah, GA
Joint Base Charleston –Charleston, SC
Fort Jackson–Columbia, SC
Fort Stewart–Hinesville, GA
Space and Naval Warfare Systems Center-Charleston, SC
Department of Energy, Savannah River Site- Aiken, SC
South Carolina National Guard-Columbia, SC
Army National Guard Command-Ft. Jackson, SC
Marine Air Station, Beaufort, SC
Regional Contracting Office, Marine Corps Recruit Depot/Eastern Recruiting Region, Parris Island, SC
20th Contracting Squadron, Shaw Air Force Base, SC
Strategy #2 – Find A Mentor
Find the 10 Ten Vendors in Your NAICS Code
• Go to the Federal Procurement Data System
(fpds.gov)
• Use the EZ Search box to type in NAICS Code
• A list of the Top 10 Vendor Full Name will display
in bottom left
Strategy #3 - Get Certified
Use Small Business Programs to Narrow the
Playing Field
• 8(a) Small Disadvantaged Business*
• Economic Disadv. Women-Owned Small Business
• Women-Owned Small Business
• Service Disabled Veteran-Owned Small Business
• HubZone
What’s the Best 8(a) Path for You?
Strategy #4 - Do Extensive Market
Research via FPDSng.com
• Gives You a Systematic Approach to Entering the
Federal Marketplace
• Uses Your Business Development Time More
Efficiently and Effectively
• Increases Your Success Rate
EZ Search Results
ADHOC Reports
Save queries
Sum
Format
Export
Print
Drill down
Highlight
Chart
Filters- Data
values
Get Help When Needed!
Strategy #5 - Know the Best
Venues for Winning Contracts
• NCMA World Congress July 27–30, 2014
Gaylord Convention Center Washington, DC
• NCMA Organizations Across the Country
(www.ncmahq.org)
Click on Membership Tab, then Chapter Tab
•
National 8a Association (www.national8aassociation.org)
Strategy #6 - Price Your
Proposals to Cover All Costs
• FAR Part 31 list allowable costs
• Know what your overhead costs are
• Aspire to the best practice model
BEST PRACTICE EXAMPLE
Advanced Sentler LLC
Washington, DC 20001
PROPOSAL COVER SHEET
1.
2.
Solicitation/Contract/Modification No.:
ARFAP-09-R-98902
Advanced Sentler LLC
1 East Road
Washington, DC 20001
3.
Point of Contact
Jane Doe
Contracts Manager
(202) 555-1212
4.
Contract Administration Office
DCMA-Baltimore
200 Townsontown Blvd., West
Towson, MD 21204-5299
(301) 339-4800
5. Type of Contract Action:
6. Total Price
Proposed
Cost
+
$938,241
Audit Office
District Branch Office
8181 Professional Place
Landover, MD 20785-2218
(301) 436-2090
New Contract
Firm Fixed Price
Profit/
Total
Fee
= Price
$93,824
$1,032,065
7. Government Property
We will not require the use of any government furnished property in the performance of this work.
Advanced Sentler LLC
Washington DC
Proposal Submitted in Response to RFP ARFAP-09-R-98902
Element of Cost
Amount
Engineering Labor
$452,151
Manufacturing Labor
26,412
Direct Labor Overhead @ 56.7
271,345
Material
113,175
Material handling Overhead @ 5.0
5,659
Subtotal
$868,742
G&A @ 8.0%
69,499
Estimated Cost
938,241
Profit @ 10%
93,824
Total Price
$1,032,065
Reference
Schedule 1
Schedule 1
Schedule 2
Schedule 3
Schedule 4
Schedule 5
SCHEDULE 1
Labor Category
Program Manager
Senior Engineer
Junior Engineer
Engineering Aide
Technical Writer
Metallurgist
Draftsman
Total Direct Labor - Engineering
Labor Category
Fabrication
Assembly
Total Direct Labor - Manufacturing
Total Direct Labor
Direct Labor Overhead @ 56.7%
2010
Engineering Labor Cost
Rate/Hr. Hours
Total
$33.93
683
$23,174
26.39 1,200
31,668
22.12 1,800
39,816
14.50 1,800
26,100
16.00
0
0
18.85 1,900
35,815
18.95 2,200
41,690
9,583
$198,263
2011
Engineering Labor Cost
Rate/Hr. Hours
Total
$35.63
760 $27,079
27.71
900
24,939
23.23 1,500
34,845
15.23
550
8,377
16.80
0
0
19.79 1,200
23,748
19.90 1,500
29,850
6,410 $148,838
2012
Engineering Labor Cost
Rate/Hr. Hours
Total
$37.41
507
$18,967
29.10
700
20,370
24.39
900
21,951
15.99
50
800
17.64
900
15,876
20.78
700
14,546
20.90
600
12,540
4,357 $105,050
Total
Engineering Labor Cost
Hours
Total
1,950
$69,220
2,800
76,977
4,200
96,612
2,400
35,277
900
15,876
3,800
74,109
4,300
84,080
20,350
$452,151
2010
Manufacturing Labor Cost
Rate/Hr. Hours
Total
$10.85
400
$4,340
9.25
0
0
400
$4,340
2011
Manufacturing Labor Cost
Rate/Hr. Hours
Total
$11.39
600
$6,834
9.71
200
1,942
800
$8,776
2012
Manufacturing Labor Cost
Rate/Hr. Hours
Total
$11.96
600
$7,176
10.20
600
6,120
1,200
$13,296
Total
Manufacturing Labor Cost
Hours
Total
1,600
$18,350
800
8,062
2,400
$26,412
$202,603
$157,614
$118,346
$478,563
$114,876
$89,367
$67,102
$271,345
All hours proposed are based on historical costs, reference account 23
The supporting data showing the historical hours and the development of the proposed hours are in file “5FGC”
and is available immediately upon request.
The direct labor rates are based on actual average rates as of October 31, 2009 and escalated 5 percent each year. The
Supporting data and rate calculations are located in file “5FGC”
”
SCHEDULE 2
Budget for Fiscal Year 2010 Labor Overhead
Actual Overhead Expenses for Fiscal Years 2007 through 2009
(Note 1)
Account
Number
Overhead Expenses (Note 2)
Indirect Payroll
Payroll Taxes
Vacation
Holiday
Sick Leave
Pensions
Employee Morale
Entertainment
Office Equipment
Depreciation
Subscriptions
Travel
Miscellaneous
Stationery
Reproduction
Maintenance
Rent
Telephone
Insurance
Total Pool
Budget
2010
$260,000
228,000
120,000
110,000
50,000
171,000
5,000
50,000
7,000
5,000
1,500
22,000
2,000
6,000
17,000
5,000
202,000
11,000
102,000
1,374,500
Actual Expenses (Note 3)
2009
2008
2007
Explanatory Notes
Notes
1. Provide account numbers in this column.
2. The projected overhead expenses are based
on the company’s operating budget for
2010. The operating budget supporting
data is located in file “DAAH,
Overhead Operating Budget” and is
immediately available upon request.
3. Provide the prior three years’ actual
overhead expense and allocation base in the
same format as the budget for 2010. For
the year 2009, actuals to date are
immediately available upon request.
4. Includes Bid and Proposal Labor of $5,000.
5. The same rate is estimated for fiscal years
2011 and 2012. We anticipate minimal
inflation and a stable business base. The
data and analysis supporting this assertion is
located in file “DAAH
Overhead Forecast” and is immediately
available upon request.
Less Unallowable Costs
Entertainment
Net Allowable Expenses
50,000
$1,324,500
Allocation Base
Direct Labor
$2,336,000
4
56.7%
5
Labor Overhead Rate
SCHEDULE 3
Shock Absorber
Bill of Material
Support
Sheet Metal
Casings
Plastics
Springs
Bolts
Total Material
Material Overhead @ 5.0%
Quantity Unit
(Note 1) Measure Unit Price Total Notes
1,600 Sq. Yd.
$25.00 $40,000 2
750 Pcs.
8.50
6,375 3
7,500 Pcs.
5.75 43,125 2
1,700 Pcs.
4.00
6,800 3
7,500 Pcs.
2.25 16,875 3
$113,175
$5,659
4
Explanatory Notes
1.
The proposed quantities are from the engineering drawings for the shock absorber. This drawing is located in file "DAAH”
2. These prices are supported by multiple vendor quotes. The proposed prices are those provided by the low bidder who was the
ACPL Corporation in their quotation dated October 21, 2009. The quotations are included in file "DAAH”
Vendor Quotations" that are available immediately upon request.
3. These prices are supported by the Halloween edition of the Springs R Us Catalog. This catalog is available for audit in the
pricing office.
4.
See Schedule 4.
SCHEDULE 4
Budget for Fiscal Year 2010 Material Handling Overhead
Actual Material Handling Overhead Expenses for Fiscal Years 2007 through 2009
(Note 1)
Account
Number
Material Handling Expenses (Note 2)
Purchasing Department
Receiving Department
Total Pool
Less Unallowable Costs
Net Allowable Expenses
Budget
2010
$10,000
2,500
12,500
Actual Expenses (Note 3)
2009
2008
2007
Notes
0
$12,500
Allocation Base
Materials
Material Handling Overhead Rate
$250,000
5.0%
4
Explanatory Notes
1. Provide account numbers in this column.
2. The projected material handling overhead expenses are based on the company's operating budget for 2010. The operating budget
supporting data is located in file "DAAH”
Material Handling Overhead
Operating Budget" and is immediately
available upon request.
3. Provide the prior three years’ actual material handling overhead expenses and allocation base in the same format as thebudget
for 2010. For the year 2009, actuals are provided to date are immediately available upon request.
4. The same rate is estimated for fiscal years 2011 and 2012. We anticipate minimal inflation and a stable business base. The
Data and analysis supporting this assertion is located in file "DAAH” Material Handling Overhead
Forecast" and is
available immediately upon request.
SCHEDULE 5
Budget for Fiscal Year 2010 G&A
Actual G&A Expenses for Fiscal Years 2007 through 2009
(Note 1)
Account
Number
G&A Expenses (Note 2)
Payroll Taxes
Officer's Salaries
Indirect Salaries
Interest
Vacation
Holiday
Sick Leave
Contributions
Pensions
Office Equipment
Depreciation
Travel
Miscellaneous
Legal Fees
Accounting Fees
Computer
Rent
Advertising
Telephone
Insurance
Total Pool
Bid & Proposal
Total G&A and B&P
Budget
2010
$16,000
165,000
21,000
14,000
11,000
9,000
5,000
8,000
12,000
1,000
2,500
10,000
2,000
7,000
7,000
17,500
15,000
8,500
3,000
7,000
341,500
8,500
Less Unallowables
$0
Net Allowable
Expenses
$16,000
165,000
21,000
14,000
Actual Expenses (Note 3)
2009
2008
2007
Notes
0
11,000
9,000
5,000
8,000
0
12,000
1,000
2,500
10,000
2,000
7,000
7,000
17,500
15,000
8,500
0
0
30,500
$350,000
$30,500
Allocation Base
Labor
Labor Overhead
Other Direct Costs
Materials
Material Overhead
Total Cost Input Base
G&A Rate
3,000
7,000
311,000
8,500
4
$319,500
$2,331,000
1,371,665
29,000
250,000
12,500
$3,994,165
8.0%
5
6
SCHEDULE 5
Budget for Fiscal Year 2010 G&A
Actual G&A Expenses for Fiscal Years 2007 through 2009
(Note 1)
Account
Number
G&A Expenses (Note 2)
Payroll Taxes
Officer's Salaries
Indirect Salaries
Interest
Vacation
Holiday
Sick Leave
Contributions
Pensions
Office Equipment
Depreciation
Travel
Miscellaneous
Legal Fees
Accounting Fees
Computer
Rent
Advertising
Telephone
Insurance
Total Pool
Bid & Proposal
Total G&A and B&P
Budget
2010
$16,000
165,000
21,000
14,000
11,000
9,000
5,000
8,000
12,000
1,000
2,500
10,000
2,000
7,000
7,000
17,500
15,000
8,500
3,000
7,000
341,500
8,500
Less Unallowables
$0
Net Allowable
Expenses
$16,000
165,000
21,000
14,000
Actual Expenses (Note 3)
2009
2008
2007
Notes
0
11,000
9,000
5,000
8,000
0
12,000
1,000
2,500
10,000
2,000
7,000
7,000
17,500
15,000
8,500
0
0
30,500
$350,000
$30,500
Allocation Base
Labor
Labor Overhead
Other Direct Costs
Materials
Material Overhead
Total Cost Input Base
G&A Rate
3,000
7,000
311,000
8,500
4
$319,500
$2,331,000
1,371,665
29,000
250,000
12,500
$3,994,165
8.0%
5
6
STRATEGY #7 - Understand Final
Award Decision Process
Questions
English Solutions, Inc.
www.benglishsolutions.com
904-891-9626
barbara@benglishsolutions.com