ILDA ConferenceApril 20, 2009Ocean City, Maryland

Presenter:

Morgan AllynProcurement Specialist & Trainer

mallyn@mdptap.umd.edu

Office: 301-403-2740 x28Mobile: 240-421-1358

MA 4.09/print version ILDA

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What are Procurement Technical Assistance Centers?

• The Procurement Technical Assistance Program (PTAP) was authorized by Congress in 1985 in an effort to expand the number of businesses capable of participating in the Government Marketplace. 

• It is administered by the Defense Logistics Agency (DLA)

• PTACs come in many different sizes and shapes, reflecting the needs, priorities and resources of the areas they serve. 

• All PTACs are staffed with counselors experienced in government contracting and provide a wide range of services including classes and seminars, individual counseling

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The PTAP Mission

• The PTAPs' mission is to maximize the number of capable U.S. companies participating in the government marketplace by...

• Providing businesses with an understanding of the requirements of government contracting and the marketing know-how they need to obtain and successfully perform federal, state, and local government contracts, and…

• Support government agencies in reaching and working with the suppliers they need.

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The PTAP Mission (Translated)

• The PTAPs' mission is to help more businesses gain government contracts

• Providing businesses with translations of the how, when, where & what of contracting

• Help government contracting officers get their messages out directly to businesses

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• To maximize support for the war fighter by improving supplier accessibility and supply chain management. (It is a DLA sponsored program.)

• To support overall national security by ensuring a broad base of capable suppliers for the defense industry and other agencies. 

• To improve local economies by helping US businesses successfully compete for government contracts.

• To support government agency efforts to meet their mandated small business goals for contracting dollars.

PTAP Goals

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Specialized Workshops and Training Classes through the MDPTAP

• How to Do Business with...series…• Learn How to Respond to an RFP/RFQ• General Services Administration (GSA)• Successful Contracting with the Federal Government• Introduction to Federal Contracting &

Simplified Acquisitions• Radio Frequency Identification (RFID)• Federal Government Contracting

for IT Companies• Winning Cost Proposals• New Training Classes are added regularly

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• Make sure your company is in Compliance with the 7 Federal Acquisitions Regulations (FAR) Responsibility Standards

1. Adequate Financial Resources2. Compliance With the Performance/Delivery Schedule3. Satisfactory Performance Record4. Satisfactory Record of Integrity and Business Ethics5. Necessary Organization, Experience, and Accounting and

Operational Controls6. Necessary Equipment and Facilities7. Otherwise Qualified and Eligible

How to Get Started

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• Make sure your company is in Compliance with the 7 FAR Responsibility Standards

• Adequate Financial Resources

• Compliance With the Performance/Delivery Schedule

• Satisfactory Performance Record

The Devil is in the…Details

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• Make sure your company is in Compliance with the 7 FAR Responsibility Standards

• Satisfactory Record of Integrity and Business Ethics

• Necessary Organization, Experience, and Accounting and Operational Controls

• Necessary Equipment and Facilities

• Otherwise Qualified and Eligible

Details, Details, Details…

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Here is how you do it…

• Tips for selling to local government agencies or prime contractors

FACT:FACT: It is about relationship-building – get to know your customer

• Target one agency• What is their mission?• What do they need?• Why pick you over competitors?• Target one agency

– Make a sale– Nurture your new small customer into a large and returning

customer for the services your company provides

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Target One Agency…

What is their mission?

What do they need?

Why pick you over competitors? WHY PICK YOU? – it’s a big question that you must be prepared to answer.

Target one agency (This is worth repeating!)

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Target One Agency…

• Make a sale

• Nurture your new small customer into a large and returning customer for the services your company provides

• This agency is your new BFF

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Government Buyers & Primes

• Hate poor product quality and service performance

• Want to do business with vendors that create no hassles (even if at a higher price)

• Want to be dealt with in a truthful, straightforward manner

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Research, Research, Research!

• Identification of potential customers is DIFFICULT in government sales, so…

Target agencies in your geographic area

Gather information from your employees to find out who they know, as they can open doors for you

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Gobs More Research!

• Find/Look at agency acquisition plans• Funding chains (find the links…) • Awards will tell you what an agency has

bought (and they will probably need it again!)

• Bid notices • Agency websites (Thank Al Gore!)

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Develop an Intelligence List

• Which agency programs require your product/service?

• Resources:$$ Federal Procurement Data Center

www.fpds.gov

$$ Fed Government Forecasts www.fedbizopps.gov

$$ Marketing Information on Contracts www.fedspending.org

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• Who are the decision makers? • How do you reach them?• Can your product be budgeted out of this year’s

monies?

• Who is your competition? (Always know your competition, always review their websites…)

• How do you register to obtain future bid information?

• Best value considerations: What are the customer hot buttons and insights into problems and potential solutions

Questions to Guide Your Research

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Why Watch for Contract Awards???

• Contracts tend to “repeat” themselves

• Service and product contracts tend to repeat themselves in predictable fashions

• Key into end dates of existing contracts that match up with your capabilities

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• CCR: Central Contractor Registration http://www.ccr.gov

– Central Contractor Registration Handbookhttp://www.ccr.gov/handbook.asp

• ORCA: Online Representations and Certifications Applicationhttp://orca.bpn.gov/  

Critical Info Links #1

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• SIC codes http://www.osha.gov/pls/imis/sicsearch.html  

• NAICS codeshttp://www.census.gov/epcd/naics02/

• Small Business Size Standardshttp://www.sba.gov/size/indextableofsize.html

Critical Info Links #2

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• GSA Homepagehttp://www.gsa.gov GSA The General Services Administration (GSA) provides assistance to small, minority and large businesses that wish to sell their goods or services to the Federal Government.

• GSA Advantagehttps://www.gsaadvantage.gov/advgsa/advantage/main/start_page.do To look up products and services being provided by companies on GSA schedules, click the GSA Advantage link.

• GSA Vendor Support Centerhttp://vsc.fss.gsa.gov/  

Critical Info Links #3

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• Scientific Equipment and Services

• Schedule 66

– The Scientific Equipment and Services Schedule includes test and measurement equipment; unmanned scientific vehicles; laboratory instruments, furnishings, and laboratory information management systems; geophysical and environmental analysis equipment; and mechanical, chemical, electrical, and geophysical testing services.

GSA Critical Link

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• Scientific Equipment and Services

• Schedule 66

• Joann Stanley, CONTRACT SPECIALIST Fort Worth , TX

• Phone: (817) 574-2336 Fax: (817) 574-2342

• E-mail: joann.stanley@gsa.gov

GSA Critical Link

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United States International Trade Commission • Harmonized Tariff Schedule and General Notes

http://www.usitc.gov/tata/hts/bychapter/index.htm

This page contains the chapter-by-chapter listing of the Harmonized Tariff Schedule and general notes.

Veterans in Business • Center for Veterans Enterprise Homepage

http://www.vetbiz.gov/

Critical Info Links #4

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Defense Supply Centers

• Defense Supply Center Columbushttp://www.dscc.dla.mil/

• Defense Supply Center Richmondhttp://www.dscr.dla.mil/  

• Defense Supply Center Philadelphiahttp://www.dscp.dla.mil/ Medical Commodities Clothing & Textile Commodities Subsistence General & Industrial 

Critical Info Links #5

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What is the CCR?

• Central Contractor Registration

• CCR registration is required prior to being awarded a contract with any federal government agency. This registration collects general information about a company and information required to perform Electronic Funds Transfer (EFT).

• This requirement covers all federal agencies.

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CCR – some more…

• Registration in the CCR can be accomplished by three different methods; online at Central Contractor Registration (CCR) , by fax or by mail. The recommended method is online. This method is quick and user friendly. Registering online can be accomplished at the following web site http://www.ccr.gov.

Q. Does registering in the CCR market my company to the

government?

A. Nooooooo. Registering in the CCR does not market a company to various government buyers. The CCR collects information necessary for a government buying activity to contact or maintain contact with a company. This registration also provides the information necessary for the transfer of funds via an electronic funds transfer (EFT).

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RFID & the DoD Supply Chain

Q. Why is RFID technology being implemented in the DoD Supply Chain?

A. RFID addresses a key challenge that has been noted at every

node within the DoD supply chain - lack of visibility of item data.

RFID will become a key technology enabler for the DoD logistics business transformation and will support long-term integration of the Unique Identification (UID) into the DoD end-to-end supply chain. RFID (both active and passive) is required by DoD.

NO MORE LOST HELICOPTERS!!!

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HUBZones 1

Q. What is the HUBZone Empowerment Contracting Program?

A. The HUBZone Empowerment Contracting Program stimulates economic development and creates jobs in urban and rural communities by providing Federal contracting preferences to small businesses.

These preferences go to small businesses that obtain HUBZone (Historically Underutilized Business Zone) certification in part by employing staff who live in a HUBZone. The company must also maintain a "principal office" in one of these specially designated areas.

This program is managed by the SBA.

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Q. How does a firm qualify for this program?

A. To qualify for the program, a business must meet the following criteria:

-- It must be a small business by SBA size standards;

-- Its principal office must be located within a HUBZone, which includes lands on federally recognized Indian reservations;

-- It must be owned and controlled by one or more U.S. citizens (N.B.-this means any level of ownership in an applicant small business by another company would result in a decline).

-- At least 35% of its employees must reside in a HUBZone.

HUBZones 2

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Customer Centric Selling

• REMEMBER: Sales are made when the customer is convinced you will solve the problem as they see it.

• DEMONSTRATE: That you understand the problems as presented by the customer and what specific benefits the customer wants

• LISTEN: The knowledge you gain by taking a customers perspective is what you will need to write a successful proposal in response to a RFP.

• REMEMBER: You do not have all the answers.

Listen carefully to what your potential customer says:

don’t sell what you have, sell them what they want.

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LAST BUT NOT LEAST

• Ask for information & help…beg if you must - all vendors are supposed to be treated in the same manner.

• Be persistent and patient• Develop a pipeline of sales calls and keep calling• Don’t use e-mail as a substitute for personal contact• Always have a reason to come back another time• Don’t be adversarial or a “know-it-all”

• AND REMEMBER: Government employees and prime contractors are people just like you.

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Here are some Don’ts

• Don’t rely on “outsiders” or contract sales teams to do the direct selling for you

• Don’t rely solely on marketing; always follow a marketing piece with a sales call

• Don’t rely on small, disadvantaged, woman, veteran-owned business status to “make” your sale

• Don’t rely on having a GSA Schedule as you still need to sell

• DON’T assume a member of Congress will open doors for you - it is important to have a solution to a problem once you are let inside

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7-3-3

• Don’t rely solely on marketing; always follow a marketing piece with a sales call

• 7 (seven) contacts in 3 (three) months

• 3 (three) methods of contact in 3 months

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Here are the Don’ts

• Don’t rely on “outsiders” or contract sales teams to do the direct selling for you

• Don’t rely solely on marketing; always follow a marketing piece with a sales call

• Don’t rely on small, disadvantaged, woman, or veteran-owned business status to “make” your sale…

• Don’t rely on having a GSA Schedule as you still need to sell…($25,000 per year?)

• DON’T assume a member of Congress will open doors for you - it is important to have a solution to a problem once you are let inside…

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Review: What PTAP’s Provide

INDIVIDUALIZED COUNSELING• Government marketing strategies• Government certifications and

registrations• Government policies and regulations• GSA Schedule application guidance• Bid and proposal assistance• Pre and post award audits• Business Assessment• Proposal Support

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How to Find a PTAC

• Association of Procurement Technical Assistance Centers

• http://www.aptac-us.org

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How to become a MDPTAP client….

• Have a primary place of business in Maryland• Go to our website: www.mdptap.umd.edu• Click on Contact Us and fill out the online

request for counseling.

For All PTAPs• Be a viable government contractor/supplier • Be willing to provide data about your company

and its operations (held confidential)• Be willing to actively pursue bid opportunities• Be willing to submit Semi-Annual Client Award Reports• Be willing to submit an annual evaluation survey on the PTAP

services you have received

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The Maryland PTAP Staff

• Mary Lee Kolich Program Director• Ralph Blakeney Procurement Technology

Specialist• Arthenia Le Flore Procurement Specialist• Benjamin Simmons Procurement Specialist• Morgan Allyn

Procurement Specialist & Trainer

• Melissa Simpson

Intake & Program Coordinator

Maryland Procurement Technical Assistance Center (MDPTAP)7100 Baltimore Avenue, Suite 402College Park, Maryland 20740

Call Toll Free: 866-228-0432 x27 for a PTAP office in your area