Presented by Cheryl W. Chandler March 10, 2011 U. S. Army Corps of Engineers Philadelphia District...

Presented by Cheryl W. ChandlerPresented by Cheryl W. ChandlerMarch 10, 2011March 10, 2011

U. S. Army Corps of EngineersU. S. Army Corps of EngineersPhiladelphia DistrictPhiladelphia District

Working for the CorpsWorking for the Corps

Working For The CorpsWorking For The Corps

Agenda Agenda ►Organizational StructureOrganizational Structure► The 4PsThe 4Ps► Pointers to help you get workPointers to help you get work►Mistakes to avoidMistakes to avoid► Tips for submitting successful proposalsTips for submitting successful proposals► SummarySummary►Q&AQ&A

The Small Business OrganizationThe Small Business Organization

HQ Small Business Office HQ Small Business Office

Division Small Business Office Division Small Business Office

District Small Business OfficesDistrict Small Business Offices

NONENONE of these offices award contracts of these offices award contractsCorps of Engineers contracts are Corps of Engineers contracts are

awarded by Districts, Laboratories and awarded by Districts, Laboratories and Centers. Centers.

Contracting OrganizationContracting Organization

The Office of the Principal Assistant Responsible for The Office of the Principal Assistant Responsible for Contracting (PARC) at Headquarters ensures that the Contracting (PARC) at Headquarters ensures that the contracting interests of the Head of Contracting contracting interests of the Head of Contracting Activity (HCA) and USACE are safeguarded. Activity (HCA) and USACE are safeguarded.

The PARC also serve Corps contracting by providing The PARC also serve Corps contracting by providing guidance, assistance, contracting automation guidance, assistance, contracting automation support, training and updates on acquisition related support, training and updates on acquisition related subjects. subjects.


The PARC office doesThe PARC office does NOT: NOT:

Issue solicitations or award contracts Issue solicitations or award contracts

Collect, maintain, or coordinate market Collect, maintain, or coordinate market research or other vendor related material research or other vendor related material

If you want to know about future If you want to know about future requirements, contact the District Small requirements, contact the District Small Business Office in your area. Business Office in your area.


Visit the web siteVisit the web site for the division, for the division, district, or laboratory with which you district, or laboratory with which you want to do business in order to learn want to do business in order to learn about the missions and the types of about the missions and the types of services/supplies each office procures. services/supplies each office procures.

AfterwardsAfterwards— — make an appointment make an appointment to meet with the small business to meet with the small business program manager face-to-face.program manager face-to-face.


Discuss your capabilitiesDiscuss your capabilities, interest and , interest and capacity to perform with the Small capacity to perform with the Small Business Program Manager or with a Business Program Manager or with a Contracting Officer in the area where you Contracting Officer in the area where you want to workwant to work

Ask for the forecastAsk for the forecast of upcoming work of upcoming work Also,Also, ask for their Department of Defense ask for their Department of Defense

Activity Address Code (DODAAC) Activity Address Code (DODAAC) Search FedBizOpps.gov Search FedBizOpps.gov regularly using regularly using

the DODAAC the DODAAC RespondRespond to Sources Sought Notices to Sources Sought Notices


Check out announcementsCheck out announcements of Business of Business Opportunity Conferences, workshops, trade Opportunity Conferences, workshops, trade fairs and other federally sponsored or fairs and other federally sponsored or attended liaison meetings in your area attended liaison meetings in your area

These eventsThese events create great networking create great networking opportunities opportunities

VisitVisit a Corp website; they all link to each a Corp website; they all link to each other other

Door-Opening QualitiesDoor-Opening Qualities

The four P’s of SuccessThe four P’s of Success::PersistencePersistencePreparationPreparationPerformancePerformancePatiencePatience

It doesn’t matter how good you know you are— It’s how good the PM thinks you are

You get only 1 chance to make a first impression so bring your A-game KOs stick their necks out for you!

Door-Opening TipsDoor-Opening Tips

It’s really about relationships!

Unless you are really good, let someone else do your marketing

Be willing to sub or team

More Door-Opening TipsMore Door-Opening Tips

Door-Closing BlundersDoor-Closing Blunders

Working for the CorpsWorking for the Corps Some of the things I have heard Some of the things I have heard ► I have been marketing you for three I have been marketing you for three

months and I haven’t gotten work!months and I haven’t gotten work!►What do you have for me?What do you have for me?► I want to meet with your project I want to meet with your project

managers..managers..►When can I start?When can I start?► I know the Commanding General….I know the Commanding General….

Big KO OffendersBig KO Offenders

#5 #5 Not Not payingpaying subcontractors subcontractors

#4 Going over the KO’s head (or behind his back)#4 Going over the KO’s head (or behind his back)

#3 Unannounced visits#3 Unannounced visits

#2 Misleading comments or lying#2 Misleading comments or lying

#1 Poor performance!#1 Poor performance!

#5 #5 Lack of communication (missed Lack of communication (missed

meetings, no calls or infrequent visits)meetings, no calls or infrequent visits)

#4 Missed schedules (late submittals)#4 Missed schedules (late submittals)

#3 Unwilling to partner or being inflexible#3 Unwilling to partner or being inflexible

#2 Low opinion of government employees #2 Low opinion of government employees (arrogance)(arrogance)

#1 Dishonesty (cutting corners)#1 Dishonesty (cutting corners)

The PM’s Pet Peeves:The PM’s Pet Peeves:

My Personal FavoritesMy Personal Favorites

#5 #5 Telling me what you are before who you are Telling me what you are before who you are and and what you dowhat you do

#4 Incomplete or sloppy capability packages#4 Incomplete or sloppy capability packages

#3 Believing that you are #3 Believing that you are “entitled” “entitled” to workto work

#2 Not leaving your phone number with your #2 Not leaving your phone number with your message message

#1 Poor performance!#1 Poor performance!

How it Really Works

It’s all About-- It’s all About--

RELATIONSHIPS!RELATIONSHIPS!

►CommunicationCommunication►TrustTrust► PerformancePerformance

Top 10 Tips Top 10 Tips to Improve to Improve

Your ProposalYour Proposal


Tip #1 Tip #1 Read the RFPRead the RFP thoroughly! thoroughly!

Ask questions Ask questions earlyearly to ensure there is to ensure there is sufficient time to respondsufficient time to respond

Pay attention to the Pay attention to the criteria ordercriteria order and and weights – it indicates what is important weights – it indicates what is important to usto us

Working for the Working for the CorpsCorps


Tip #2 - Understand the Type of RFPTip #2 - Understand the Type of RFP

How will How will source selectionsource selection be be accomplished?accomplished?

Lowest Price Technically AcceptableLowest Price Technically Acceptable

Best Value Trade OffBest Value Trade Off


Tip #3 - Address all aspects of the CriteriaTip #3 - Address all aspects of the Criteria

Create a matrixCreate a matrix of the Scope of Work, by of the Scope of Work, by paragraph, with each requirement to use as a paragraph, with each requirement to use as a checklistchecklist to ensure your proposal is complete. to ensure your proposal is complete.

Include your checklistInclude your checklist with your proposal. with your proposal.


Tip #4 - Be succinctTip #4 - Be succinct

AvoidAvoid being too wordy being too wordy

Use Use bullets, underlines, bolding bullets, underlines, bolding

When a limited page count is provided When a limited page count is provided – – stick to it!stick to it!


Tip #5 - Your experience should Tip #5 - Your experience should relate to the project in terms of relate to the project in terms of scope, size, $ value, complexityscope, size, $ value, complexity

Should be recentShould be recent – within the past 5-10 – within the past 5-10 years or as required by RFPyears or as required by RFP

Be clearBe clear – is it experience of firm or – is it experience of firm or people? people?

or, is it experience of subcontractor or or, is it experience of subcontractor or mentor?mentor?


Tip #6 - Make sure qualifications Tip #6 - Make sure qualifications of staff match RFPof staff match RFP

EnsureEnsure that each team member’s that each team member’s qualifications address EACH ASPECT of the qualifications address EACH ASPECT of the criteriacriteria

List List relevant experiencerelevant experience of team members of team members Ensure team members are Ensure team members are available


Tip #7- Organization Chart – Tip #7- Organization Chart – Who’s in Charge?Who’s in Charge?

IdentifyIdentify one person to be in charge of entire one person to be in charge of entire teamteam

PersonPerson should be from YOUR company, not a should be from YOUR company, not a subcontractor or your mentorsubcontractor or your mentor

Indicate Indicate clear lines of communicationclear lines of communication

IdentifyIdentify person and company person and company (with location) for each role(with location) for each role


Tip #8 - Address QualityTip #8 - Address Quality

Include the quality teamInclude the quality team on the Organization on the Organization Chart – even if not requiredChart – even if not required

QualityQuality is important to us – indicate it’s is important to us – indicate it’s important to youimportant to you

Show/describeShow/describe how the quality control how the quality control

team interacts with the execution teamteam interacts with the execution team


Tip #9 - Address Performance Tip #9 - Address Performance Problems Problems

Head-OnHead-On Get copiesGet copies of your Construction Contractor of your Construction Contractor

Appraisal Support System (CCASS) Appraisal Support System (CCASS) evaluations evaluations

ExplainExplain any “Marginal” or “Unsatisfactory” any “Marginal” or “Unsatisfactory” items within the evaluation as well as overall items within the evaluation as well as overall ratingsratings

Check out the Check out the past performancepast performance of your of your proposed subcontractorsproposed subcontractors


Tip #10 - QC your ProposalTip #10 - QC your Proposal Have an Have an independent reviewer independent reviewer ensure all ensure all

items are addressed (someone not involved in items are addressed (someone not involved in putting the proposal together)putting the proposal together)

If you If you copy another proposalcopy another proposal, make sure you , make sure you only refer to the current projectonly refer to the current project

Uze spel cheque!Uze spel cheque!


Register in Central Contractor Register in Central Contractor Registration, Registration, www.ccr.gov

Refer to Federal Business Refer to Federal Business Opportunities, or to obtain Opportunities, or to obtain solicitation information, go to solicitation information, go to www.FedBizOpps.gov

Remember!Remember!

Marketing Marketing mishaps,mishaps, mistakes,mistakes, misstepsmissteps

Will lead to Will lead to mistrust,mistrust, misjudgmentmisjudgment missed opportunitiesmissed opportunities andand

MISERYMISERY


U.S. Army Corps of Engineers website:U.S. Army Corps of Engineers website: www.usace.army.mil Philadelphia District Website:Philadelphia District Website:

www.nap.usace.army.milContact Information:Contact Information:MY Phone 215-656-6867MY Phone 215-656-6867My e-mail address:My e-mail address:[email protected]@usace.army.mil


U.S. Army Corps of Engineers Website:U.S. Army Corps of Engineers Website: www.usace.army.mil Philadelphia District Website:Philadelphia District Website:

www.nap.usace.army.mil

Contact Information:Contact Information:My Phone 215-656-6867My Phone 215-656-6867My e-mail address:My e-mail address:[email protected]@usace.army.mil

Questions?Questions?

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Presented by Cheryl W. Chandler March 10, 2011 U. S. Army Corps of Engineers Philadelphia District...

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