8.5.09 Summit - Young - Preparing for Success in your One-on-One Presentations

National Small Business Contracting Summit Westin Arlington Gateway Washington, DC August 5-6

GUIDE TO CONTRACTING OPPORTUNITIES “Preparing for Success in Your One-on-One Presentations

GUIDE TO CONTRACTING OPPORTUNITIES “Preparing for Success in Your One-on-One Presentations" 10 Steps to Success Step 1: Identify your Product or Service Know the Federal Supply Classification (FSC) Code and North American Industry Classification System (NAICS) Code for your product or service. Many government product/service listings and future procurements are identified by FSC or NAICS Code.

Step 2: Register in the Central Contractor Registration (CCR) System You must be registered in CCR to be awarded a contract. CCR is a database that holds information relevant to procurement and financial transactions.

Contracting officers utilize CCR, as well as the Dynamic Small Business Search to identify small business concerns. It is a search engine for contracting officers, a marketing tool for small firms and a “link” to procurement opportunities and important information. It is designed to be a “virtual” one-stop-procurement-shop

Step 3: Familiarize yourself with Federal procedures Be familiar with Federal Acquisition Regulation (FAR) and the Defense Federal Acquisition Regulation Supplement (DFARS). • http://farsite.hill.af.mil/

REGULATION EXAMPLE

FAR Clause 52.219-14 – Limitations on Subcontracting (b) Contractor agrees -(1) Services. At least 50% of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

(2) General construction. Concern will perform at least 15% of the cost of the contract with its own employees.

(3) Construction by special trade contractors. Concern will perform at least 25% of the cost of the contract with its own employees.

Step 4: Identify the federal contracting activity that purchases your product or service and contact the Small Business Specialist onsite Federal agency contracting functions are decentralized. For example, each Air Force installation Contracting Office purchases supplies and services that support its own mission. Each buying activity has a Small Business Specialist assigned to it and this individual is your focal point for upcoming procurements and source for counsel on small business matters at that particular activity. Go to agency home page, provides a list of small business specialists assigned to each buying activity.

Step 5: Understand Your Federal Customer •Agency website currently provides information on business opportunities. For example: on the Sell to Air Force website click “LRAE” and you will be directed to a link to “Finding Business Opportunities” that will be updated to provide Long Range Acquisition Estimates (i.e., procurement forecast).

• Agency Organizational Chart helps identify the various programs within that agency and how they relate to each other.

Step 5: Understand Your Federal Customer • The “DOD Emall” is a site where DOD buyers can find and acquire off-the-shelf, finished goods items from the commercial marketplace. Vendors wishing to market their products to the DOD can create an online “store” in this electronic mall for government buyers to browse.

Step 5: Understand Your Federal Customer • Identify current procurement opportunities in your product or service area by checking the electronic version of the Federal Business Opportunities website, which can assist you in identifying Federal procurement opportunities. • Outreach efforts include small business fairs, procurement conferences, trade group seminars, conventions and forums.

Step 6 Investigate Federal Supply Schedule (FSS) contracts • Prior to initiating acquisitions from commercial sources, the Contracting Officer must determine whether or not the required supplies or services are available from a Federal Supply Schedule established by the General Services Administration (GSA).

• The Schedule is available to all government agencies to use as a procurement vehicle.

• Firms interested in getting on the GSA Schedule should contact the Washington, DC Area GSA Business Service Center at (202) 708-5804 or at GSA Advantage web site.

Step 7: Seek Additional Assistance as Needed • PTACs are located in most states to provide small business concerns with information on how to do business with the Department of Defense.

• eBusiness provides assistance on getting started in the DoD electronic marketplace.

• Additional procurement-related resources are located in the Links section of Small Business Programs web site.

• Local SBA Office.

Step 8: Explore subcontracting opportunities • It is important not to neglect the very large subcontracting market.

Subcontracting Opportunities with agency Prime Contractors lists all major prime contractors by state and provides a point of contact (Small Business Liaison Officer) within each firm. • SUB-Net is the SBA’s Subcontracting Network. Prime contractors use SUB-Net to post subcontracting opportunities. These opportunities may or may not be reserved for small business, and they may include either solicitations or other notices.

Step 9: Prepare a Company Profile The best and most productive marketing approach for a small business contractor is "Do It Yourself." Do not depend on the Government or others to locate contracting opportunities for you.

Develop a one or two page summary of your company's capabilities including: relevant expertise and experience, references with federal agencies, registrations, NAICS, representations, and certifications. You are more likely to succeed by having a unique niche or focus. Keep your product and service offerings focused on matching agency (DoD/HHS/DOI/etc.) needs.

Step 10: Market Your Firm Well!!!

• After you have identified your customer, researched their requirements, and familiarized yourself with agency procurement regulations and strategies, it is time to market your product or service. Present your capabilities directly to the agency activities that buy your products or services. Realize that, like you, their time is valuable and if the match is a good one, you can provide them with a cost-effective, quality solution to their requirements.

• Follow up periodically, but be reasonable about it, don’t wear out your welcome.

One-On-One Meeting 

Introductions: • Provide a Business Card

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Business Information: General information about your company • • •

What does your company do Where located Purpose of visit (To determine business opportunities with Agency/Department)

One-On-One Presentation 

Agency/Departments Purchasing Process – Ask the question? (How do you buy the products/services needed by your department/agency) • Process for purchasing Products/Services • Vendors Mailing Lists-Do they use one? How do you get on the list?

• Types of Products/Services the Agency/Department uses • Points of contract: program manager, purchasing manager, buyer (Get phone numbers, fax, e-mail addresses and address) • Agency Needs

One-On-One Presentation 

Your Companies Resources • Business Capabilities – Have a one or two page Capabilities Statement • How can my company help in providing products/services to your department?

Follow-up ď Ž

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The squeaky wheel receives the attention.

Marketing is not a one time effort. Follow-up is crucial. We often hear from agencies that they never had any follow-up calls form firms they met at a trade fair or one-on-one meetings. Your business should incorporate into its’ calendar follow-up calls, email, meetings, or mailings.

Federal marketing is very time consuming especially for the newcomer. Therefore, it is critical to devote company resources toward marketing to the government.

Develop a checklist of marketing activities that your business should conduct annually, semiannually, quarterly and monthly in order to be effective

Important Websites           

Office of Small Business Programs Wide Area Workflow Defense Link Website Data Universal Numbering System Business.gov website VETBIZ.gov VETS GWAC Where in Contracting website USASpending.gov Products & Service Codes Environmental & Construction Contracting

Questions Elaine Young, National Director of the National School of Government Contracting U.S. Women’s Chamber of Commerce / National Association of Small Business Contractors

eyoung@nasbc.org www.nasbc.org