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Virginia PTAC at George Mason University, an APEX Accelerator

This APEX Accelerator is funded in part through a cooperative agreement with the Department of Defense.

Government Contracts Resources

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Business Certifications

Veteran-Owned and Service-Disabled Veteran-Owned Small Businesses (VOSB/SDVOB)

The Veterans Benefits Act of 2003 allows Federal contracting officers to restrict competition to Service-Disabled Veteran-Owned Small Businesses (SDVOSB), and award a sole source or set-aside contract where certain criteria are met. Certified veteran-owned small businesses (VOSBs) have additional opportunities to pursue sole-source and set-aside contracts at the Veterans Administration (VA) under the VA’s Vets First program. Section 862 of the NDAA 2021 amended the VOSB/SDVOSB requirements to transfer responsibility for certification of VOSBs and SDVOSBs to the SBA as of January 1, 2023 and created a certification requirement at SBA for SDVOSBs seeking sole source and set-aside contracts across the Federal Government. SBA will implement the new Veteran Small Business Certification Program in a new 13 CFR part 128. Self-certified firms seeking these restricted-competition opportunities must apply to SBA for certification by December 31, 2023. Additional background and analysis can be found in the final rule here: https://www.federalregister.gov/documents/2022/11/29/2022-25508/veteran-owned-small-business-and-service-disabled-veteran-owned-small-business-certification   Historical (before SBA took over) Guide to the certification process Verification Program Leaflet dated 3.17.2021 Attend the next Virginia PTAC Webinar on the SDVOSB certification process Website: Formerly vetbiz.gov, now https://www.sba.gov/federal-contracting/contracting-assistance-programs/veteran-contracting-assistance-programs

Women-Owned Small Business (WOSB)

Women owned small businessOn October 7, 2010, the U.S. Small Business Administration published a final rule effective February 4, 2011, aimed at expanding federal contracting opportunities for women-owned small businesses (WOSBs). The Women-Owned Small Business (WOSB) Federal Contract program authorizes contracting officers to set aside certain federal contracts for eligible:

  • Women-owned small businesses (WOSBs) or
  • Economically disadvantaged women-owned small businesses (EDWOSBs)
To be eligible, a firm must be at least 51% owned and controlled by one or more women, and primarily managed by one or more women. The women must be U.S. citizens. The firm must be “small” in its primary industry in accordance with SBA’s size standards for that industry. In order for a WOSB to be deemed “economically disadvantaged,” its owners must demonstrate economic disadvantage in accordance with the requirements set forth in the final rule. For certification application information and instructions, visit the SBA’s WOSB webpage: https://www.sba.gov/contracting/government-contracting-programs/women-owned-small-businesses or https://wosb.certify.sba.gov/

For an additional resource check out the ChallengeHER Program: https://virginiaptac.org/useful-link/challengeher-program/

HUBZone Small Business

HUBZone Small Business The HUBZone Program helps businesses in historically underutilized areas (based on census tracts and unemployment rates) gain access to federal procurement opportunities. To be eligible, a business must:

  • Have its principal office in a HUBZone
  • Be 51% owned by U.S. Citizen(s)
  • Qualify as a small business for its principal NAICS code
  • Have at least 35% of its employees residing in a HUBZone
Application information, including mapping software to find out if a given location is in a HUBZone and the electronic application, can be found at the HUBZone Homepage. Website: https://www.sba.gov/federal-contracting/contracting-assistance-programs/hubzone-program
Watch the latest Virginia PTAC Webinar on HUBZone certification (49 minutes)
Maps: https://maps.certify.sba.gov/hubzone/map

Small Disadvantaged Business (SDB)

On October 3, 2008 an interim final rule was published in the Federal Register stating that small businesses owned and controlled by socially and economically disadvantaged individuals may self-certify its status as a Small Disadvantaged Business (SDB). There is a presumption that individuals belonging to the following groups are socially disadvantaged: Black Americans; Hispanic Americans; Native Americans; Asian Pacific Americans; and Subcontinent Asian Americans. Others that feel they have been subjected to racial or ethnic prejudice or cultural bias within American society because of their identities as members of groups, and without regard to their individual qualities, may also qualify. The self-certification is done by completing the Reps & Certs section within the SAM website www.sam.gov, or by completing a questionnaire sent by a prime contractor. The business’s SAM registration and Small Business Profile (aka Dynamic Small Business Search) registration should also reflect the small disadvantaged business status. Website: https://www.sba.gov/contracting/government-contracting-programs/small-disadvantaged-businesses

8(a) Business Development

The 8(a) BD Program — named for Section 8(a) of the Small Business Act – is a business development program created to help small disadvantaged businesses compete in the American economy. It is also designed to assist such companies in gaining access to federal and private procurement markets. The focus of the program is to provide business development support such as mentoring, procurement assistance, business counseling, training, financial assistance, surety bonding, and other management and technical assistance. The goal, however, is to prepare small disadvantaged firms for procurement and other business opportunities. The 8(a) BD portion of the SBA Website contains an assessment tool that will help a business determine if 8(a) is right for them. Additional information including eligibility requirements and the online application are available at the 8(a) home page. Website: https://www.sba.gov/contracting/government-contracting-programs/8a-business-development-program

Watch the latest Virginia PTAC Webinar on 8(a) certification (57 minutes)
Online Application Guide: https://certify.sba.gov/8a-docs

Register with the Government

Virginia State Corporation Commission (SCC)

Register to do business in the State of Virginia at the State Corporation Commission's Clerk's Information System: https://cis.scc.virginia.gov/

EIN

Apply here for an Employer Identification Number - https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online

Establish your login.gov account to access SAM

Login.gov is a shared federal service that allows for users (both federal and private) to maintain fewer passwords and learn fewer interfaces. It requires two-factor authentication as well as strong passwords that meet new NIST requirements. Learn how to use login.gov and access the beta.sam.gov and other important websites for federal contracting: tutorial video screenshot of using login.gov with beta.sam.gov  

Virginia Procurement Opportunities (eVA)

Sell to Virginia state and local government by registering as a vendor in eVA. More information can be found here: https://eva.virginia.gov/register-now.html

System for Award Management (SAM)

You can register for SAM, the System for Acquisition Management here. SAM is the centralized process of registration for vendors that want to do business with the federal government. It is also the primary repository of the federal government for all of your company’s required representations and certifications [mesh_embed url="https://www.youtube.com/embed/9VPGVYPvch4?rel=0"] https://www.sam.gov/SAM/ Find user guides, FAQs, and assistance with SAM.gov questions at the Federal Service Desk: https://www.fsd.gov/gsafsd_sp  

Transition to the new SAM.gov

Federal agencies, in an effort led by the General Services Administration, are combining over 10 disparate databases of procurement, past performance, and vendor information into a cohesive portal with one interface, a single sign-on, better security, and enhanced search functionality.  Details on the plan and integration can be found here: https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/iae-systems-modernization

DSBS (Dynamic Small Business Search) GLS-PRONET Application Login

This site is used to update your Dynamic Small Business Search (DSBS) profile*. Most information auto populates from SAM.gov but some areas such as Capabilities Narrative, keywords, and past performance must be manually entered by the business owner. DSBS is used by Federal contracting officers, and small business offices, to do market research and is your free advertising to the government and prime buyers. Use this guide to fill in your missing information and keep it current: GLS-PRONET Application Help Document *Note: you must be registered in SAM.gov before you can use the GLS-PRONET Application to edit your DSBS profile

DUNS Number Transition to UEI

DUNS was replaced by the Unique Entity Identifier (UEI) for SAM.gov in April 2022: gsa.gov/entityid   You can still apply to obtain a DUNS number for other purposes, but it is no longer required for contracting with the federal government.

Contracting Opportunities

Government Led Innovation Programs (SBIR/STTR)

Agency specific open solicitations that we are aware of:

To stay apprised of the latest information in this area and learn more about the topic, we recommend
  1. Review the basics here on the Virginia Innovation Partnership Corporations (VIPC) website: https://www.virginiaipc.org/sbirsttr
  2. Get on the VIPC mailing list by signing up for a free class or recorded webinar

FedBizOpps is now Contract Opportunities on SAM.gov

FedBizOpps (FBO) was the place where all the federal government's contracts valued at more than $25,000 were announced. You could find it here - https://www.fbo.gov/ before it transitioned into beta.sam.gov in November 2019.

Interagency Contract Directory (ICD)

The Interagency Contract Directory (ICD) is a central repository of Indefinite Delivery Vehicles (IDV) awarded by the Federal agencies where the IDV is available for use at both the intra agency and interagency levels. IDVs include Government-Wide Acquisition Contracts (GWAC), Multi-Agency Contracts, Other Indefinite Delivery Contracts (IDC), Federal Supply Schedules (FSS), Basic Ordering Agreements (BOA), and Blanket Purchase Agreements (BPA).

Subcontracting Directories

DIBBS Pocket Guide

DIBBS Pocket Guide: Double-sided flyer contains a wealth of information including acronyms, definitions, an overview of the registration, solicitation search, and quoting processes, and links to additional resources. The Defense Logistics Agency (DLA) Internet Bid Board System (DIBBS) is a web-based application that enables the supplier community to search for, view, and submit secure quotes on Request for Quotations (RFQs) for DLA items of supply. Through DIBBS, users can also search for, view, and upload proposals for Requests for Proposal (RFPs) and Invitations for Bid (IFB). Additionally, users can view awards and other procurement information. Link directly to DIBBS: https://www.dibbs.bsm.dla.mil/ 

Challenge.gov

Challenge.gov is a listing of challenge and prize competitions, all of which are run by more than 100 agencies across federal government. - https://www.challenge.gov/

USA GOV

Click the link to view the U.S. government’s official search site – http://www.usa.gov/

Other Transaction Authority (OTA)

Other Transaction (OT) Guide published by the Office of the Under Secretary of Defense for Acquisition and Sustainment

Disaster Contracting Resources

COVID-19 Resources

(note: this page will continue to be updated as we receive additional information)  

Federal Resources

Department of Defense

Federal Reserve

IRS

Small Business Administration

*note as of April 16, 2020:  "SBA is unable to accept new applications at this time for the Economic Injury Disaster Loan (EIDL)-COVID-19 related assistance program (including EIDL Advances) based on available appropriations funding. EIDL applicants who have already submitted their applications will continue to be processed on a first-come, first-served basis. Further information on the availability of the EIDL portal to receive new applications (including those from agricultural enterprises) will be provided as soon as possible."

Sources Sought Notices

  1. Coast Guard Personal Protective Equipment https://beta.sam.gov/opp/1603b60bb798455eb19fdaa22c921770/view?keywords=PPE&sort=-%20modifiedDate&index=opp&is_active=true&page=1
  2. DLA Information Operations is accepting Other Transaction Authority (OTA) whitepapers on the following problem statements that support COVID-19:
    • Personal Protection Equipment (PPE) Re-Use and Decontamination
    • Prototype PPE: N95 Equivalent Masks NOTE: DLA will be reviewing white papers and taking action as they are received due to the critical need for this equipment. The white paper submission period closes May 4, 2020 at 1:00 EDT. The direct link: https://www.dla.mil/HQ/InformationOperations/Accelerate/
  3. DLA Troop Support Medical Face Shields  https://beta.sam.gov/opp/0c910947d1734294a98044ec265aea6f/view?keywords=PPE&sort=- modifiedDate&index=opp&is_active=true&page=3
  4. DLA Troop Support Clothing & Textile Request for Information for PPE in response to COVID-19 https://beta.sam.gov/opp/c30f925480824861860331bc4108b96f/view#contact
  5. Federal Aviation Administration (FAA) Urgent Need The FAA is seeking to identify suppliers who can provide certain supplies and services related to COVID-19. They have asked that Contractors fill out this market research questionnaire: FAA_COVID-19_Market_Research_Questionnaire. Provide as many responses in the yellow highlighted cells as possible. Email completed questionnaire in Excel format and any other relevant documentation with the Subject: “Company Name_FAA COVID-19 Market Research Questionnaire” to this email address: 9-AFN-ACQ-EM@faa.gov
  6. FEMA How to Help https://www.fema.gov/coronavirus/how-to-help
  7. FEMA COVID-19 PPE and Medical Supplies https://beta.sam.gov/opp/3e05e664e606486ca34d1a41b47ff0ff/view?keywords=PPE&sort=- modifiedDate&index=opp&is_active=true&page=1 replaced with *NEW* DLA RFI: https://beta.sam.gov/opp/cf0766e281734dea80bec6678dc786ce/view
  8. GSA COVID-19 PPE Sources Sought https://feedback.gsa.gov/jfe/form/SV_d5WVJ9fHpsaqI0B
  9. GSA PPE https://beta.sam.gov/opp/2ef99b823ce64634a5c623ce44ae817e/view?keywords=ppe&sort=- modifiedDate&index=opp&is_active=true&page=1
  10. Veterans Affairs PPE Items for COVID - 19  https://beta.sam.gov/opp/8e9a8a919f4b4eb48043ab42c476d911/view?keywords=PPE&sort=- modifiedDate&index=opp&is_active=true&page=2
  11. Department of Health and Human Services’ Biomedical Advanced Research and Development Authority (BARDA) reaching out through Other Transaction Agreements, BARDA has issued a Broad Agency Announcement for advanced development and licensing of COVID-19 diagnostics, vaccines or medicines https://www.phe.gov/about/amcg/otar/Pages/default.aspx

Virginia/Local Resources: 

Directories and Guides

Defense Contract Audit Agency (DCAA) Compliance

(limited availability, recordings expire 9/30/2023)

  1. Accounting System Requirements, Contracts Briefs (recorded 8/4/2022, 64 minutes)
  2. Proposal Adequacy, Monitoring Subcontracts (recorded 8/18/2022, 57 minutes)
  3. Incurred Cost Submissions (recorded 8/25/2022, 51 minutes)
  4. Provisional Billing Rates, Public Vouchers, Labor evaluation (recorded 9/1/2022, 57 minutes)
Presenter Joe Greger is the Small Business Program Manager at the Defense Contract Audit Agency (DCAA) Headquarters in Fort Belvoir, Virginia. In this capacity, he serves as the program manager and audit expert for the small business program with responsibility to provide assistance, consultation and internal control with regard to audit requirements and their application to small business. Mr. Greger graduated from California University of Pennsylvania with a Master of Science in Business Administration and a Bachelors in Accounting. He began his DCAA career as an Auditor at the Herndon Branch Office in Northern Virginia. He then was promoted to supervisor and Branch Manager for the Springfield Branch Office. Mr. Greger has also served in Headquarters as an OWD Program Manager in the Operations Directorate. Learn more about DCAA here: https://www.dcaa.mil/guidance/audit-process-overview/

Cybersecurity Compliance (and CMMC)

  1. Learn about NIST 800-171 requirements (currently applicable to all levels of DoD contractors including - including lower tier subcontractors): https://csrc.nist.gov/publications/detail/sp/800-171/rev-2/final
  2. Learn about Cybersecurity Maturity Model Certification (CMMC):
  3. Follow the CMMC AB (accreditation body) for news: https://cmmcab.org/
  4. TO BE COMPLIANT:
Other resources:

Procurement Storyboard (Courtesy of AFCEA)

At-a-glance of "Bid/No Bid" decision checklist and government needs assessment. Procurement storyboard AFCEA

DIBBS Pocket Guide

DIBBS Pocket Guide: Double-sided flyer contains a wealth of information including acronyms, definitions, an overview of the registration, solicitation search, and quoting processes, and links to additional resources. The Defense Logistics Agency (DLA) Internet Bid Board System (DIBBS) is a web-based application that enables the supplier community to search for, view, and submit secure quotes on Request for Quotations (RFQs) for DLA items of supply. Through DIBBS, users can also search for, view, and upload proposals for Requests for Proposal (RFPs) and Invitations for Bid (IFB). Additionally, users can view awards and other procurement information. Link directly to DIBBS: https://www.dibbs.bsm.dla.mil/ 

Federal Acquisition Regulations

Federal Procurement Acronyms

View Common Federal Procurement Acronyms

Sources Sought Guidance

Elements you need to address a Sources Sought. Please read this information to understand how and when to respond. Sources Sought handouts

Personnel Clearances (PCL), Facility Clearances (FCL), and Facility Security Officer (FSO) training

The Department of Defense – Defense Security Services issues the personnel security clearances (PCL) for U.S. citizen employees of a contractor who require access to classified information. Clearances may be at the CONFIDENTIAL, SECRET and TOP SECRET level.  Individuals cannot apply for a personnel security clearance application on their own. Rather, the company determines whether an employee will require access to classified information in performance of tasks or services related to the fulfillment of a classified contract. Once the company makes this determination, the individual may be processed for a security clearance. Review the Defense Security Service website of Frequently Asked Questions for additional information: http://www.dss.mil/psmo-i/ps_faqs.html A facility clearance (FCL) is an administrative determination that, from a national security standpoint, a facility is eligible for access to classified information at the same or lower classification category as the clearance being granted. The FCL may be granted at the Confidential, Secret, or Top Secret level. A contractor or prospective contractor cannot apply for its own facility clearance. A procuring activity of the Government, or cleared contractor in the case of subcontracting, may request the clearance when a definite, classified procurement need has been established. Review the Defense Security Service website of Frequently Asked Questions for additional information: http://www.dss.mil/isp/fac_clear/per_sec_clear_proc_faqs.html and the checklist for application: http://www.dss.mil/isp/fac_clear/fac_clear_check.html  Facility Security Officers (FSO) are a required to establish and maintain a FCL and information about training to become a certified FSO can be obtained here: https://www.cdse.edu/toolkits/fsos/new-fso.html Additional resources: FAQ on Industrial Security Clearances - Bureau of Diplomatic Security Department of State DCSA Facility and Personnel Clearance Procedures and Requirements

Controlled Unclassified Information (CUI) Registry

Established by Executive Order 13556, the Controlled Unclassified Information (CUI) program standardizes the way the Executive branch handles unclassified information that requires safeguarding or dissemination controls pursuant to and consistent with law, regulations, and Government-wide policies.

Federal Office of Small and Disadvantaged Business Utilization Directors Interagency Council (“OSDBU Council”)

The OSDBU Council is an informal organization of Federal small business program officials that exchanges and discusses information on acquisition methods, issues and strategies; small business program initiatives and processes; and small business related outreach events. This interaction enables respective agencies to increase their utilization of small businesses as prime and subcontractors to meet their annual requirements for  goods and services. The OSDBU Council is led by the Directors of the Federal OSDBUs who individually work closely with the Office of Federal Procurement Policy, U.S. Small Business Administration, and Heads of Contracting for each agency along with stakeholders in the implementation and execution of the Federal small business contracting programs. The OSDBU Council hosts monthly meetings with agencies rotating as hosts. Contact information for each OSDBU council member is on the Members page.

Joint Venture Guidelines

Here are the Small Business Administration’s rules on 8(a) mentor-protege joint venture agreements - https://www.sba.gov/contracting/government-contracting-programs/8a-business-development-program/about-8a-business-development-program

Small Business Size Standards

Use these tables to determine whether your business is a small business - https://www.sba.gov/contracting/getting-started-contractor/make-sure-you-meet-sba-size-standards.

FSC/PSC Search

You can use this search engine to find Federal Supply Codes and Product Service Codes. These are also needed to complete registration in SAM - http://support.outreachsystems.com/resources/tables/pscs/ The Product and Service Code (PSC) Selection Tool, a tool designed to help you navigate and select PSCs quickly and accurately. - https://psctool.us/

NAICS CODES

Here you can view a guide to finding your NAICS codes. NAICS is the uniform classification system for all contracting activity in the U.S., Canada, and Mexico and is needed to register in SAM for federal contracting - https://www.census.gov/naics/ Virginia PTAC blog entry on the topic (recommended reading!): https://virginiaptac.org/ode-to-the-naics-code/

Transition to the new SAM.gov

Federal agencies, in an effort led by the General Services Administration, are combining over 10 disparate databases of procurement, past performance, and vendor information into a cohesive portal with one interface, a single sign-on, better security, and enhanced search functionality.  Details on the plan and integration can be found here: https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/iae-systems-modernization

DSBS (Dynamic Small Business Search) GLS-PRONET Application Login

This site is used to update your Dynamic Small Business Search (DSBS) profile*. Most information auto populates from SAM.gov but some areas such as Capabilities Narrative, keywords, and past performance must be manually entered by the business owner. DSBS is used by Federal contracting officers, and small business offices, to do market research and is your free advertising to the government and prime buyers. Use this guide to fill in your missing information and keep it current: GLS-PRONET Application Help Document *Note: you must be registered in SAM.gov before you can use the GLS-PRONET Application to edit your DSBS profile

Links

Procurement

Mentor Protégé Program

Associations

Vendor Outreach Resources by Agency

Other Small Business Resources

Small Business Innovation Research