CLICK HERE TO GO BACK TO THE HEARTLAND PTAC HOME PAGE
CLICK HERE AND
HERE FOR MORE INFO ABOUT THE PTAC PROGRAM
FIRST STEPS - TO DO BUSINESS WITH THE FEDERAL GOVERNMENT
IMPORTANT CCR CHANGE:
Beginning on December 21, 2008, all Central
Contractor Registration (CCR) Primary and Alternate Points of Contact (POC) when
updating their CCR registrations will be instructed to convert their Trading
Partner Identification Number (TPIN) login to a self-assigned User ID and
Password. The deadline to make this change is December 21,
2009.
For detailed instructions see
http://www.ccr.gov/handbook.aspx
TALK WITH YOUR HEARTLAND PTAC COUNSELOR FOR MORE INFORMATION
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 (Select Option #3, then Option #1; you are considered
a "Federal Government Contractor").
All
companies wanting to do business with the Federal Government need a DUNS
Number before they can register in the CCR and ORCA databases. Call Dun and
Bradstreet (D&B) directly to obtain this nine-digit identification number. When you call D&B, explain
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. MAKE SURE THEY HAVE THE CORRECT COMPANY
NAME AND ADDRESS (ASK THAT THEY REPEAT IT BACK TO YOU WHEN YOU CALL)
because D&B "pushes" (pre-populates) your CCR record - if
it's not correct in CCR, you'll have to call them again (that may delay
your CCR for several days).
3. COMPLETE CENTRAL CONTRACTOR REGISTRATION (CCR) - ONLINE: http://www.bpn.gov or direct link http://www.ccr.gov
For detailed CCR registration instructions go to http://www.ccr.gov , click on “Help”, then look at the “CCR User’s Guide” and “CCR New Registration Screenshots” (or “CCR Renewal/Update Screenshots if you are renewing/updating your registration)..
CCR is required for any company wanting to do business with
the Federal Govt. After registration, it's your responsibility to renew/update
your CCR registration annually (earlier if
there are any company changes - address, email address, tel., bank acct. info, etc.).
When you complete your CCR registration, you will automatically be assigned a
Commercial and Government Entity (CAGE) Code.
There are 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 time, you'll see 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. 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 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 to complete. This used to be called
"PRO-Net" - it's now referred to as the "SBA Dynamic Small Business Profile".
Click
HERE to see
SBA Dynamic Small Business Profile screenshots.
3) 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
and SBA 8(a) ELIGIBILITY
AND APPLY FOR CERTIFICATION IF ELIGIBLE:
HUBZone
If your business is located in a designated HUBZone area,
and you meet some of the other qualifications, you can and should apply for
SBA HUBZone certification. To see if your
business IS located in a designated HUBZone area, enter your address at
this SBA HUBZone website:
http://map.sba.gov/hubzone/init.asp#address .
HUBZone program web site "home' page - look at
the Frequently Asked Questions.:
https://eweb1.sba.gov/hubzone/internet/
http://www.sba.gov/aboutsba/sbaprograms/gcbd/index.html (SBA online
training)
Basic requirements a HUBZone applicant (business) must meet:
Click HERE for
more application info (talk with your Heartland PTAC counselor before you begin
the application process):
To see eligibility guidelines for SBA 8(a) Certification see this web site: http://www.sba.gov/aboutsba/sbaprograms/8abd/faqs/index.html
General info about 8(a) program: : http://www.sba.gov/aboutsba/sbaprograms/8abd/application/index.html
6. IF YOUR COMPANY IS AT LEAST 51% OWNED AND CONTROLLED BY ONE OR MORE VETERANS:
1. Register in the CVE VIP Data Base
NOTE: 1) Be sure to read carefully all information on these web pages for updated
material (fax numbers, etc. may have changed; 2)
You must be registered in CCR before you can register in VIP.
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.
CLICK ON THIS LINK TO REGISTER IN THE VET DATABASE:
http://www.vetbiz.gov
2. Apply for "Verification" as a Veteran Owned Small Business (VOSB) or Service Disabled Veteran Owned Small Business (SDVOSB).
Per 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
HERE ARE THE STEPS TO GET
"VERIFIED":
1. Register your business
(e.g., answer some questions about your business) at this Center for Veterans
Enterprises (CVE) “Vendor Information Pages” (VIP) web site (as discussed
previously above) at
http://www.vip.vetbiz.gov/ .
2. Click on this link:
http://www.vetbiz.gov/vip/verifydef.htm , read and click on the link that
says “Click here to Continue” after the statement: “ I certify that I have read
and understand the control requirements for inclusion in the Verification
Program.”. You may have to click twice on the statement “Click here to
Continue” before the correct page will be displayed.
3. Download and submit VA Form 0877, then FAX it to the Center
for Veterans Enterprise (CVE) at the following number: (202) 303-3330. To
download the form, you'll see the link at the bottom of the page displayed in
Step 2 (above) that says "Click here to open the VA Form 0877", OR you can
click
HERE
to get this form. As the "registering agent" for your business, complete your portion of the form,
and, if you are not at least 51% owner of your business, your other veteran
business partner(s) must also complete and sign their own verification form(s). In addition to the info requested on the form,
include your DUNS NUMBER and your
COMPANY TELEPHONE NUMBER.
Also, print and save the
fax transmittal confirmation sheet to document that you faxed the form.. Once
the form is received in CVE, an electronic acknowledgement will be sent to you to you. Again, you
must register in VIP before submitting VA Form 0877.
Note: The verification process will take 30-60 days if a
complete correct application is submitted for a company that is 100% owned and
operated by the veteran who has a verifiable record in the VA benefits database.
Others may take longer, if for example, 51% owner(s) of the company are
not involved full time or if the company is 49% owned by those who also
own other companies and work full time in those other companies.
END STEPS IN VERIFICATION PROCESS
After you fax your 0877 you should receive an email
similar to this:
"Thank you for submitting VA
Form 0877 to participate in VA’s
VetBiz.gov Verification Program. At this time we will initiate steps to
verify eligibility of the owners. If we identify any missing information you
will receive a follow-up message from us within the next 30 days.
When all information on VA Form 0877 is complete, you will receive a message
informing you that your application has been forwarded to our Examining
Officials."
Verified companies will be "annotated"(a logo will be displayed next to your business) in the VetBiz Vendor Information Pages (VIP) database and you will receive a "verified" logo that you can include in your marketing materials (email, stationary, web site, etc.).
Make sure after you are "verified", include that information on all of your marketing literature (web site, stationary, email, etc,). Here's a good web site with an example:http://www.uniquetruck.com/Military_Fleets_W11.cfm
Contact the Center for Veterans Enterprises if you have any questions:
CVE Staff/Contact Info: http://www.vetbiz.gov/about/contact.htm
Tel: 866-584-2344
or 202-303-3260
Email: vip@mail.va.gov
The Center for Veterans Enterprise
1722 I Street, N. W.
Washington, D.C. 20420
Mailing Address:
U.S. Department of Veterans Affair
The Center for Veterans Enterprise (CVE)
810 Vermont Avenue, N. W.
Washington, D.C. 20420
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
See this 12 page "guidance" paper on joint ventures and teaming agreements for veteran owned companies:
http://www.vetbiz.gov/library/jtventure.pdf
VETERANS RESOURCE WEB SITES:
7. CHECK NAICS CODES:
One or more NAICS and Standard Industrial Classification System (SIC) Codes are needed for CCR registrations.
The 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 (2007 NAICS Codes)
http://www.census.gov/naics/2007/index.html
http://www.census.gov/naics/2007/NAICO607.HTM
http://www.census.gov/epcd/www/naicstab.htm (Use this web
site to locate NAICS cross-referenced to Standard Industrial Classification
(SIC) Codes - enter the NAICS to see the cross-reference to NAICS).
OR see this SIC web site:
http://www.osha.gov/pls/imis/sicsearch.html
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:
What is a Small Business?
The Small Business Act states that a small business
concern is "one that is independently owned and operated and which is not
dominant in its field of operation." The law also states that in determining
what constitutes a small business, the definition varies from industry to
industry.
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 at the time they submit their bid/proposal, based on
the size standard (NAICS) specified in the solicitation. Non-profit companies are
considered "non-small". When a company completes 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 NAICS
codes entered in their CCR registration and may be considered "large" for
some NAICS
code, and "small" for others.
This pdf document ("table") shows
what the size standard is (based on number of employees or 3 year average
receipts for each NAICS Code):
http://www.sba.gov/idc/groups/public/documents/sba_homepage/serv_sstd_tablepdf.pdf
Small Business Size Regulations are contained in Title 13 of the Code of Federal Regulations, part 121 (13 CFR §121).
Also see
http://www.sba.gov/gc
What is a Small Business Set-Aside?
A "set-aside for small business" is the reserving of an acquisition exclusively for participation by small business concerns. For a procurement to be totally set-aside, a contracting officer must have reasonable expectations that offers will be obtained from at least two responsible small businesses and awards will be made at reasonable or fair market prices. For more information on small business set-asides, go to FAR Subpart 19.501.
For small business set-asides, other than for
construction or services, any small business concern proposing to furnish a
product that it did not itself manufacture must furnish the product of a small
business manufacturer unless the SBA has granted either a waiver or exception to
the non-manufacturer rule.
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
10. FedTeDS
Note: 10/2008 - FedTeDS registration no longer needed; documents are now posted directly on FBO.
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
12. JOINT CERTIFICATION PROGRAM (JCP)
CERTIFICATION
Some solicitations may require
your company to be certified with the US/Canada Joint Certification Program (JCP)
before you obtain restricted technical data/drawings (once you become certified,
a copy of the Certified DD Form 2345 is required to be submitted in order to
receive the technical data/drawings). For information on becoming certified, and
to download DD Form 2345, see web site below (contact the JCP office at
1-800-352-3572 for additional info). Processing takes at least a week after the
JCP office receives your Form 2345 and other required documents.
www.dlis.dla.mil/jcp
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 1300 other state, local, international, and misc. federal sites that are searched daily. You will be provided a web link where you can access search results for the last 20 business days. Bid-matching is provided, without charge, for 6mths; if you then want to continue, the fee is $15/mth ($180/yr.).
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).
The "shelf life" represents at least a 24.5% markup.
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
10. Southwest Area Manufacturers Association
If you are a manufacturer, see this web site (select
"Current Calendar" for a list of current training/networking events).
http://www.samamo.org/
11. If company is 8(a) Certified look at Mentor-Protege
program:
http://www.sba.gov/aboutsba/sbaprograms/8abd/mentorprogram/index.html
12. RECOVERY INFO:
http://www.whitehouse.gov/omb/assets/memoranda_fy2009/m09-10.pdf
http://www.recovery.gov/sites/default/files/m09-15.pdf
13. Teaming Agreements/Joint Ventures
See this pdf document: DoD OSBP Guidebook for Facilitating Small Business Team Arrangments (Sept 2007)
Also:
http://www.acq.osd.mil/osbp/
http://www.vetbiz.gov/library/jtventure.pdf
QUICK LINKS
FBO
CCR/ORCA
D&B
DIBBS
GSA eLibrary
FAR-1 FAR-2 FAR-3 FSGs NAICS DOI/NBC Fedbid
US Census Info (locate your
Congressional District - needed for ARRA Reporting):