FIRST STEPS  -  TO DO BUSINESS WITH THE FEDERAL GOVERNMENT

1. REGISTER AS A CLIENT WITH HEARTLAND PTAC:

At the Heartland PTAC web site, http://www.heartlandptac.org, select "Register for Services" , then complete the information and submit it online..

2. CALL DUN & BRADSTREET TO GET A DUNS NUMBER:  Tel. #: 866-705-5711 . All companies wanting to do business with the Federal Government must have a DUNS Number. Call Dun and Bradstreet (D&B) directly to obtain this nine-digit identification number. A DUNS number is needed before you can register in the Central Contractor Registration (CCR) System. When you call D&B, explain that you are going to do business with the Federal Government. D&B Telephone:  There is no charge to obtain a DUNS Number from D&B - if the D&B representative indicates otherwise, contact your Heartland PTAC counselor and they will call D&B.

3. COMPLETE CENTRAL CONTRACTOR REGISTRATION (CCR) - ONLINE: http://www.bpn.gov

CCR is required for any company wanting to do business with the Federal Govt. After registration, requires annual update (earlier if any company changes - address, tel., etc).  CCR MUST BE UPDATED ANNUALLY.

IMPORTANT:  During CCR registration, you must create and enter a 9 digit code called a Marketing Partner Identification Number (MPIN). When you begin your registration, you will be given a "temporary password" called a "Confirmation Number" (SEE STEP 7 BELOW). After you complete  your registration,  you'll receive  an email and a web link to receive your "permanent  password" called a Trading Partner Identification Number (TPIN).  Keep your TPIN and MPIN Confidential. Access to your TPIN could compromise your bank account and cause electronic funds transfer (EFT) payments to be routed to an unauthorized bank. Do NOT place your TPIN or MPIN on your company web site or any marketing material. If anyone would ever ask you for your TPIN or MPIN, contact your Heartland PTAC counselor immediately.

1. Go to the CCR registration web site, at  http://www.bpn.gov  (the direct link to CCR is http://www.ccr.gov )

2. Select "Central Contractor Registration (CCR)"

3. Click on the tab titled "Help" at the menu on the top of the CCR home page, then click on and look over  "CCR Handbook" and "CCR Registration Screenshots".  Pay special attention to "Information Needed to Register".   Read and write down all "mandatory"  information needed before you begin the registration.

Info needed, includes your bank account number, bank name, bank telephone number, and bank ABA (Am. Banking Assn.) routing number (banking info is needed for the federal govt. to pay you  by electronic funds transfer). You will also need the approx. 3 year average annual revenue for your business, and number of employees.

4. Click on "Start New Registration" to begin your registration,.

5. Leave the default "I am not a U.S. Federal Government Entity", then hit "continue"

6. Enter your DUNS number, and confirm company name/address that is displayed by D&B, select "Yes" info is correct, if info is NOT correct, QUIT and then call D&B at 866-705-5711.

7. A Confirmation Number should then be displayed – this is a ‘temporary password” – write this number down, then print the page with the number and hold on to it (see Notes below).
8.. There will then be 6 SECTIONS of information to enter:  1)General 2)Corporate  3) Goods and Services, 4) Financial (bank account info)  5)Points of Contact, and 6) IRS Validation. Complete all MANDATORY FIELDS ONLY in these 6 SECTIONS.  To save you time, you'll see that you can "CREATE", then "SAVE" what's called a "TEMPLATE". This allows you enter "Point of Contact" info ONE TIME, then "paste" it each time it's requested.  One person can be listed as both the "Primary" and "Alternate" Point of Contact.
9. After you complete each Section, select "Validate Save Data".

Important CCR Registration Notes: 

1) CCR registration,  requires you (in Section 5 - "Points of Contact") to create and enter what's called a "Marketing Partner Identification Number" (MPIN). . The MPIN must have 9 digits containing at least one alpha character (upper or lower case) and one number (no spaces or special characters permitted) - be sure to write it down.

2) Most companies will be considered a "small business" (by SBA Small Business Size Standards). If your business is considered a "small business", after completing the 6 SECTIONS in CCR, there is a 2nd set of information (2ND PART OF CCR) that is optional but recommended. This used to be called "PRO-Net" - it's now referred to as the  "Dynamic Small Business Profile" - your Heartland PTAC counselor will help you complete that information.

 
3) Within a few days after you complete your CCR registration, you will receive an email with a web link to access a permanent password called a "Trading Partner Identification Number" (TPIN). You’ll need your DUNS number to access that permanent password. Don’t ever give your permanent password (or bank account information to anyone).  

4) The Emerging Small Business (ESB) program is part of the Competitiveness Demonstration Program, described in the Federal Acquisition Regulations, Section 19.10. This program is restricted to certain NAICS codes (for construction, architecture and engineering, landscaping, pest control, and non-nuclear ship repair). One of the 6 mandatory sections in CCR requires you to list at least one North American Industry Classification System (NAICS) Code - if you entered a  NAICS Code  that is listed in the ESB program language, your business may be considered an  "emerging small business" in addition to a "small business". An "emerging small business" is a small business whose size is no greater the 50 percent of the numerical size standard applicable to the specific NAICS Code.

4. COMPLETE ONLINE REPRESENTATIONS AND CERTIFICATIONS APPLICATION (ORCA) REGISTRAION - ONLINE:

It takes about  48 hours after you do you  CCR registration , before you can start your ORCA record will be  recognized in the ORCA system so wait at least 2 business days to begin  your ORCA registration. ORCA MUST BE UPDATED ANNUALLY.

You will need your DUNS NUMBER AND  MPIN to register. 

1. At the ORCA web site, http://www.bpn.gov, select "Vendor" under the menu titled "Online Representations and Certification Application (ORCA)

2. Select "Help", then "ORCA Handbook", to see a list of questions you will be asked when you complete your ORCA registration.  Take time to read and answer the list of (about 30 questions) BEFORE YOU START YOUR REGISTRATION - do your best at answering the questions.

3. To begin, enter your DUNS Number and MPIN. (when you did your CCR registration, it required you to create and enter what's called a "Marketing Partner Identification Number" (MPIN). The MPIN must have at least 9 digits, and contain at least one alpha character (upper or lower case) and one number (no spaces or special characters permitted).

4. Answer all questions.

5. At the bottom of the last page check the box that says:  "As of (date/time),  I certify that the information presented above is current, accurate, and complete", THEN click on the "Submit Certification" icon. You'll then see the message: "You have successfully submitted your Online Representations & Certifications".

AFTER YOU HAVE COMPLETED YOUR CCR AND ORCA REGISTRATIONS YOU CAN BID ON FEDERAL CONTRACTS.  HOWEVER, DEPENDING ON THE REQUIREMENTS OF THE SPECIFIC AGENCIES/INSTALLATIONS THAT YOU INTEND TO DO BUSINESS WITH, YOU MAY HAVE TO ACCESS AND REGISTER ON OTHER WEB SITES.

5.  CHECK FOR SMALL BUSINESS ADMINISTRATION HUBZONE ELIGIBILITY AND APPLY FOR CERTIFICATION IF ELIGIBLE:
 

If your business is located in a designated HUBZone area, and you meet some of the other qualifications, you can and should apply for HUBZone certification with the Small Business Administration. To see if your business is located in a designated HUBZone area, just enter your address at this SBA HUBZone website:
http://map.sba.gov/hubzone/init.asp#address .

Here's the home page about the HUBZone program - look at the Frequently Asked Questions there:
https://eweb1.sba.gov/hubzone/internet/

TALK WITH YOUR HEARTLAND PTAC COUNSELOR ABOUT OTHER SBA CERTIFICATIONS ( SDB, 8(a) Business Development )

6. IF YOU ARE A VETERAN:

Public Law 106-50, the Veterans Entrepreneurship and Small Business Act of 1999, requires small business participation by small business concerns owned and controlled by service-disabled veterans at not less than 3% of the total value of all prime contract and subcontract awards as a Government-wide goal for each fiscal year.  In addition, to help carry out their responsibility under this law,  the Department of Veterans Affairs’ Center for Veterans Enterprise (CVE) has developed an Internet database of veteran-owned small businesses called “VetBiz Vendor Information Pages (VIP)”.  This resource is available to Federal and commercial buyers as a tool to quickly locate businesses that are at least 51% owned and controlled by veterans or service-disabled veterans.  All veteran owned companies should register their company in this free database. To access and register in the database, at the link below, SELECT 1) "Access Vendor Information Pages Web Site”, and 2) “See If you Qualify”. You will then be asked to check appropriate boxes (e.g. circles).  If you have checked the appropriate boxes and qualify, you will then be asked for your email address and a password that you want to use.  This database is available to any veteran owned business. Purchasing officials are using this database to find Veteran owned companies to buy from. Note: While not required by Federal rules, some corporations ask to see a veteran’s DD214. To obtain a replacement form, contact:
National Personnel Records Center
Military Personnel Records
9700 Page Boulevard, St. Louis, MO 63132-5100

CLICK ON THIS LINK TO REGISTER IN THE VET DATABASE:
http://www.vetbiz.gov

See this 12 page "guidance" paper on joint ventures and teaming agreements for veteran owned companies:

http://www.vetbiz.gov/library/jtventure.pdf

Verification of Veteran-Owned and Service-Disabled Veteran-Owned Small Businesses per Public Law (P.L.) 109-461. Verification allows veteran owned businesses to participate in the "Veterans First Buying Authority" program. Click on links below to read more:
http://www.vetbiz.gov/acquisition/vetsfirst.htm

http://www.vetbiz.gov/vip/verify.htm

Verified businesses will be annotated in the VetBiz Vendor Information Pages (VIP) database and will receive the rights to display the Verified logo in their marketing materials.

7. CHECK NAICS  CODES:
 

One or more NAICS and Standard Industrial Classification System (SIC)  codes are needed for  CCR registrations.

North American Industry Classification System (NAICS pronounced "Nakes") is the industry classification system used by the statistical agencies of the United States to describe with a "numbering system" what the business does. More than one NAICS code may be needed.  Several NAICS may apply to any company that provides more than one products and/or service.. At web site below, you can search by "keyword" to help locate appropriate NAICS codes.

http://www.census.gov/epcd/www/naics.html (Use the 2007 NAICS Search for the appropriate, most updated NAICS Code(s), then if you enter those NIACS Codes in the 2002 NAICSs Search box you can see the cross-referenced SIC Code).

http://opeserver.induscorp.com/sfpds/info.html   (Service/Supply Codes, NAICS, SIC, Funding Agency Codes, etc.)

A list of all of the 2007 NAICS Codes can be found here:

http://www.census.gov/naics/2007/naics07-6.xls

The U. S. Government web page dealing with NAICS can be found here:

http://www.census.gov/epcd/www/naics.html

8. SMALL BUSINESS ADMINISTRATION (SBA) SIZE STANDARDS:
 

SBA's size standards define whether a business entity is "small" and, thus, eligible for Federal Government programs and preferences reserved for "small business'' concerns. Size standards have been established for types of economic activity, or industry, generally under the North American Industry Classification System (NAICS). For Federal procurement, the firm "self certifies" small business status as of the time its bid is submitted, based on the size standard specified in the solicitation.  Non-profit companies are considered "non-small". When a company does their CCR registration, they enter their 3 year average annual revenue and number of employees - the size standard is then determined "automatically" by SBA in the CCR system for each NAICS code that the company has entered. A company may have several NAIC codes entered in their CCR registration and may be considered "large" for some  NAICS code, and "small" for others.

This is a pdf document ("table") that shows what the size standard is (based on number of employees or 3 year average annual revenue) by NAICS Code:

http://www.sba.gov/idc/groups/public/documents/sba_homepage/serv_sstd_tablepdf.pdf

This is the SBA web site that goes into detail about SBA "size standards":

http://www.sba.gov/services/contractingopportunities/sizestandardstopics/indexguide/index.html

9. FEDERAL SUPPLY/SERVICE CODE/GROUP (FSC/FSG):

Federal Solicitations that are advertised by Federal Contracting Officials assign a 6 digit NAICS code and a 1 or 2 digit FSG (Federal Supply/Service Group).

FSGs for services are alpha (A-Z), while supplies are numeric (10-99)

Visit these web sites to see a list of those codes.

http://www.softshare.com/tables/pscs/ 

http://ptassist.com/webview/structs/federal_procurement_bf.pdf

http://www.dlis.dla.mil/h2/

10. FedTeDS

Some solicitations posted on the federal government web site called Federal Business Opportunities (FBO),  http://www.fbo.gov , .may require you to access additional information  on "FedTeDS". To access those, you  must use the direct FedTeDS link within the specific solicitation on FBO. You will need first to register there (free) for a "user name" and "password" at https://www.fedteds.gov .

11. NATIONAL PARK SERVICE SOLICITATIONS:INTERIOR DEPT. ELECTRONIC ACQUISITION CENTER:

To access solicitations for the National Park Service, you may need to access and register on this web site:
http://ideasec.nbc.gov

MARKETING/CORRESPONDENCE  TIPS:

1. Find bidding/contracting opportunities

Heartland PTAC can help you find government advertised bidding opportunities through our web based bid-matching service.  Working with your Heartland PTAC counselor, you will develop a "search profile" (keywords) that will be used to "search"  for open bidding opportunities and contract awards advertised on "Federal Business Opportunities" ( http://www.fbo.gov ) and over 1283 other state, local, international, and misc. federal sites that are being searched daily.   You will be provided a web link where you can access search results for the last 20 business days.   

2. In marketing email,  make sure to state that your company is CCR and ORCA registered;  include your DUNS Number and company business types (small, woman-owned, vet-owned, SDB, HUB-Zone, etc.) and briefly describe your "capabilities" (e.g. what your company does), and list  your company web address if you have a web site. If you are responding to a specific solicitation, to help prevent your email going to "spam", always include the solicitation number in the "subject" line of your email..

3.  Contact Small Business Specialists (see "links" on the Heartland PTAC web site - talk with your PTAC counselor). Email is usually the preferred contact method.

4. Federal Procurement Data System (FPDS)

Use FPDS to locate fed offices and points of contact (federal contracting officials) at offices that purchase your product/service.. The Federal Procurement Data System is the Federal Government's central database of information about its procurement contracts. This is a great site to find past contracting information. FPDS stores information on over $250 billion worth of federal contracts awarded each year for goods and services, providing detailed information on contracts above $25,000 and summary data on procurements below $25,000. Once you register there (free), in addition to selecting from several standard reports, you can do advanced searches by NAICS, PSC, Funding Agency,  Vendor Name, etc.  For example, if you have a list of competitors, you can see detailed contract info (by fiscal year) of awards that company has received - it's much more complete and efficient than looking at FedBizOpps (FBO) or the archived award info in Commerce Business Daily (CBD - replaced by FBO).  READ the USERS MANUAL on the FPDS web site that helps explain some of the search functions - PARTICULARLY THE SECTION ON "AD HOC REPORTS". GSA administers the FPDS web site, under contract with a private company.
https://www.fpds.gov/   (be sure you enter the "https" instead of just "http")

Another portal for FPDS is  http://www.ffata.org/ffata/ (by entering, for example, a competitors DUNS Number, you can see contracts awarded to that company).

5. USAspending.gov
USAspending.gov collects data about the various types of contracts, grants, loans, and other types of federal government spending. Use contracting info like described above for the Federal Procurement Data System.
http://www.usaspending.gov/

6. WebFLIS (Web access - Federal Logistics Information System)
Can search WEBFLIS using National Stock Number (NSN), CAGE Codes of your competitors, etc. to see products they supply to fed govt. At web site below click on "Public  Search"). You can also cross-reference Part Numbers to National Stock Numbers. There is however no batch retrieval in public WebFLIS - it is a one to one or one to many return. You can enter a NIIN, NSN, Part Number, or Partial Part Number to retrieve data. If you enter a Part Number or Partial Part Number, you will receive associated NSNs in a pick list format - there may be one associated NSN, or thousands ( the output number is limited to 3,000 associated NSNs).
http://www.dlis.dla.mil/webflis/default.asp

7. Research and locate potential subs (data comes from FPDS):  http://www.usaspending.gov/

8. Become familiar with federal government agencies :  http://www.usa.gov/Agencies/federal.shtml

9. Society of American Military Engineers (SAME)
If you are in the construction business, consider membership and participating in SAME monthly meetings.  Future construction projects are discussed in addition to a great opportunity to network. Kansas City has a Chapter, for more info view their web site at http://www.samekc.org

To find other Chapter locations contact SAME Headquarters:
The Society of American Military Engineers
607 Prince St.
Alexandria, VA 22314-3117
Telephone: 703-549-3800
http://www.same.org