Tag: SAM Database

MasterMind Monday: How to Prepare for Your Call and Get Invited Back?

Posted on by Eric Coffie

Learn how to prepare for your call and get invited back in this blog highlight of our second Mastermind Monday video!

GETTING THE FEDERAL BUYER’S ATTENTION IS NOT EASY

Winning contracts in the federal marketplace is a long cycle and it can really be disheartening for the folks who never experience success because they expect something to happen in the first few months. 

As Carrie Fisher said, “Instant gratification takes too long,” and if that resonates with you, then the federal market is not your happy place.  

Why is this? Because getting your federal buyer’s attention is not easy.  The federal buyer needs to trust you.

“All the contract door openers in the world can’t do that, if you haven’t done the work to win and earn the real trust.”

With this in mind, you need to consider the fact that getting in a meeting with the federal buyer is just the first step, the real win is to get invited back. 

So, how can you stay committed and stay engaged in the effort of winning the federal business when nothing seems to happen for the longest time? Continue reading this blog. 

THE FEDERAL BUYER DOESN’T RETURN MY CALL

When someone doesn’t return your calls, our brains start to make up answers that they’re not interested in your product or they have already found other people, among other things. 

However, the only reason is if they didn’t call you back. Until you talk to them, you have no way of knowing what happened to your inquiries. 

“The only thing you can know when your federal buyer is not returning your calls is that they didn’t return your calls.”

Remember, in a really distracted universe, when everybody and everything is vying for your attention, it can take 15 to 30 instances to get from contact to contract.

THINGS TO DO TO GET THE FEDERAL BUYER’S ATTENTION

1. Think in very human terms. 

When somebody is trying to sell you something, but they don’t know about you and your company, what would you feel?

Remember, we are humans, and so are your federal buyers; so grasp the concept of thinking generously in very human terms about the person you’re trying to reach.

“If you’re too busy to learn about your federal buyer, they sure don’t have time to learn about you.”

2. Experiment.

It can take from 15 to 30 instances to get from contact to your first contract, so don’t just stop after a few call.

With this, you also need to consider experimenting how you communicate with them and what time of the day. 

Remember, as business owners, we are open to take calls every time, so let’s also consider that towards our federal buyer. 

3. Dress the part. 

Are your online profiles well-alined? Is the information about your business the same as it was written in the SAM database?

Consider that your average federal buyer checks you out 12 times online before they have the first contact with you, so if your online profiles are not aligned, that might be the reason they don’t respond to your calls. 

Remember, you want to be taken seriously as a federal contractor, so you should dress for the occasion and this includes your online wardrobe.

“When you’re showing off in the federal arena, your electronic wardrobe also matters.”

4. Pay attention to customer experience. 

Pay attention to the experience that you’re giving somebody when you are wooing them. 

What is going on for them? How could I be of service to them? What happens when we treat marketing and sales as acts of service? 

“Give somebody the quality of experience when you’re wooing them that they’re gonna start to believe that you’re going to continue to give them when they say yes.”

5. Solve small problems.

As small businesses, you might not have the huge capabilities that are needed in million-dollar contracts.

In this case, why not solve small government problems? There are state and local contract opportunities. If you are part of a set-aside, you can also do a joint venture or a partnership. 

The reason why these are recommended is the fact that this can help you in improving your past performance while also letting the federal buyer learn more about you. 

“Somebody who has already done business with you is more likely to do business with you again than somebody who has never heard of you.

HERE’S OUR CHECKLISTS TO HELP YOU!

Every profession has their own checklist in every process that they follow. This is also the same in meeting your federal buyer.

With this in mind, here is the checklist in every stages of the process and the things to do:

Pre-meeting

    • Why: What are your goals? Why are you meeting with them? 
    • Who: Who’s gonna be there? Who’s gonna be the hosts, guests, speakers, and notetakers?
  • Where: Where or what platform? What location? What facility? 
  • How: How will you get there? What are the security, the clearance, rehearsals needed?
  • What: What are you gonna do? What is your agenda? What are the kinds of handouts you are allowed to have? What kind of equipment and media to use? 
  • Emergency: What are your backup plans? What will you do if the technology fails? What will you do if somebody doesn’t arrive? What would you do if you couldn’t get into the building? What would you do if the security clearance papers couldn’t get there? 

Meeting day

    • Final Checks: Check your technology and look for the point of contact upon arrival.
    • Where: Use the necessary transportation and arrive ahead of time. 
    • Who: Sign-in sheets are really important. Know who’s in the room.
    • What: Set up something that you can deliver in 10 minutes and consider the 60% of your time for Q&A, discussions, and engagement.
  • How:  Relax. Your federal buyer is just human. Be grateful and show empathy.

Follow-up

  • Who: Have an internal and agency debriefing. 
  • What: Send what you said you would. 
  • When: Send it when and how you said you would.
  • How: Send follow-up in a thorough manner and with gratitude. 

RESOURCES

No one is entitled to a federal contract, but you can earn the federal buyer’s trust. So, continue building their trust and wait for the response that will yield more contracts!

“I remember another story about calling them. Calling, calling, and calling. And finally when they needed me, they called me more than I called them.”

If you want to learn more about how to prepare for your call and get invited back, then check our full Mastermind Monday video with Judy Bradt. 

You can also visit the GovCon Giant website or the new GovCon Edu where you learn everything about government contracting!

How to prepare for your call and get invited back with Judy Bradt

https://www.youtube.com/watch?v=p4-3y9RcOaM

SOURCES SOUGHT: Exhibit Design Services for the National Mounted Warrior Museum

Posted on by Eric Coffie

The Government intends to issue the RFP in the next 30 days with receipt of proposals due 30 calendar days after issuance of RFP. The solicitation, amendments, and other miscellaneous documentation will be posted to the beta sam website at https://beta.sam.gov. It is the responsibility of each Offeror to review the website for notices of amendments, amendments, and changes of information. Hard copies of documents will not be made available.

Contact with Government personnel outside of ACC-DTA, by a potential Offeror regarding this acquisition is strictly prohibited. In order to be eligible for the award, registration in the System for Award Management (SAM) database is required. To register, go to http://www.sam.gov.

  • Original Set Aside: Total Small Business Set-Aside (FAR 19.5)
  • Product Service Code: E1JA – PURCHASE OF MUSEUMS AND EXHIBITION BUILDINGS
  • NAICS Code: 712110 – Museums
  • Place of Performance: Fort Hood, TX 76544 USA
  • Updated Response Date: May 17, 2021
  • Full details via beta.sam.gov

    govcon giants logo Check out our RESOURCES page for a sample letter that we use in response to government market research.

Mohanchand Raghbeer Shares How He Finds All the Search Results on the SAM database

Posted on by Eric Coffie

With FedBizOpps being moved to the SAM.gov, the latter platform provides more advantages for government contractors. But what could it be? Well, in the recent live show, Mohanchand Raghbeer shares how he finds all the search results on the SAM database and how he took advantage of it. 

BACKGROUND

Mohanchand Raghbeer has over 20 years of experience in Information Technology and nine years of technology workforce development program experience.

With this, he built his own company, Accelerated Partners LLC, to provide services for the government as well as honing professionals for in-demand positions.

MO’S SEARCH AND FILTER PROCESS

When the Federal Business Opportunities (FedBizOpps) website was moved to the System for Awards Management (SAM) database, Mo directly thought of ways to develop his style in viewing thousands of contract opportunities and taking advantage of it.

“Large companies have all the tools and all the resources and we don’t have many so again anything that we can do to give us a slight advantage is tremendously helpful.”

1. Sign in with your SAM ID.

The first step is to enter your SAM ID and password because the website information such as contract data and opportunities can easily be viewed by the public but in order to download it for the next step, you must sign in first. 

2. Type your preferred keyword.

You will then type the keyword based on what you are looking for in the search bar. You can use one keyword depending on locations, dates, year, and codes or you can combine it together.

However, the most beneficial keyword to use is the product service code (PSC) because it describes a  product, service, and research and development that the government buys.

The key is to just use keywords that will help you broaden your search but also focus on the things that you primarily provide to the government. 

3. Filter the results.

Then, you should also filter the search results according to your specific preferences. 

In Mo’s case, he chose to look for “Active Only” contracts that have his preferred date while also crossing out all of the options under the Type of Notice section except sources sought, pre-solicitation, and combined synopsis.

“I’m basically narrowing down my search to the notices that I’m interested in and the one that’s going to give me, you know, exactly what I’m looking for.”

4. Choose CSV over PDF.

Afterwards, Mo downloaded the results data to make it easier for his research because the SAM database only shows 10 contract opportunities for each page. 

5. Filter the data in your CSV file.

Then, you should open the CSV file on the Excel application and filter the results for easy navigation. 

In doing so, Mo looked at all of the information under the title column and unchecked or deleted information using the filter option in Excel.

6. Save, follow, or email.

Lastly, look for a specific contract opportunity that you want to deal with later, highlight the notice ID, and then use the SAM search options to look for the information about it.

Most importantly, when the results and information show up, save it for later. You can choose to get notification by tapping the follow button or email to yourself or to other government contractors.  

“It might be something out of my bucket but I just sometimes it’s so big that you know you gotta you got to dig it deeper.” 

RESOURCES

If you want to watch the full video with Mohanchand Raghbeer as he shares how he finds all the search results on the SAM database, then be sure to click the links below.

Finding all the search results on beta.sam.gov with Mo and Eric Coffie

https://www.youtube.com/watch?v=TcxGZ87hw70

What is a PSC (product service code) and how to use it?

https://www.youtube.com/watch?v=_SXK_1NyyFg

Finding opportunities. How to determine potential untapped markets?

https://www.youtube.com/watch?v=eCtnAM0j5gY&t=579s

Register System for Award Management “SAM.gov” to win Federal Contracts

https://www.youtube.com/watch?v=mIXcaPYrqMU&t=68s

How to win government contracts as a small business?

Posted on by Eric Coffie

You might already be asking yourself on how to win government contracts. Well, there are a handful of routes that you can take in order to start working with the federal government and that’s going to be the focus of today’s blog. 

PREPARE YOUR BUSINESS.

Primarily, you need to make sure that your business is prepared to work with the government by meeting the necessary requirements.

These include having all the required business information such as the DUNS number and NAICS code in registering on the System for Award Management (SAM) database. 

Also, part of your SAM registration is uploading your capability statement and identifying that you have met the size standards to be considered as a small business and be able to take advantage of small business programs.

This is of utmost importance because before awarding the contract, each agency does a research first to see if you have the necessary resources in place. If you think, you are not qualified in doing so, then this should be the stage to see what you can do to make you more qualified. 

UNDERSTAND THE BIDDING PROCESS.

Before you land into a contract, you will most likely need to undergo a bidding process so it is key to understand how the bidding process works and what the types of government solicitations are there. 

To give you an idea, the four types of government solicitations include the request for a quote, request for proposal, an invitation for bid, and request for information. 

Regardless of the type of solicitation the government agency asks, you need to provide a responsive bid or proposal that complies to the procurement requirements and procedures.

Most importantly, you need to make sure that whatever the requirements are, you have looked upon it and resolved any issues that might compromise the project before agreeing on doing the contract. 

BUILD YOUR NETWORK.

Attend small business training workshops either online or offline to improve your understanding of how government procurement works and to assess the products and services each agency needs as well as communicate with other government contractors and learn from their experiences in the field.

Also, look for a mentor who can help you navigate the contracting process and to guide you on your decisions.

In doing so, the SBA is offering free workshops that you can join regardless of what state you are located and there are a handful of government contractors and consultants who are willing to assist you. 

FIND A CONTRACT.

There are a handful of platforms that you can use to find contracts and one of these is the Dynamic Small Business Search (DSBS) which is mainly used by government agencies. You can also use this to search for subcontractors to do half or a little portion of your overall contract. 

Then, there are also other federal business opportunities listed in the FedBizOpps.gov which is now under the SAM database that government agencies ought to use to advertise all contracts over $25,000

Lastly, you can also secure a contract with the  U.S. General Services Administration (GSA). However, you first need to pay for a Past Performance Evaluation report and also provide six to 20 email addresses of your past customers. 

SEARCH FOR SUBCONTRACTING OPPORTUNITIES. 

If you are a small business and you don’t have the experience in becoming a prime contractor, there are a handful of subcontracting opportunities that you can look at on SubNet. 

The SBA, GSA, and the Department of Defense also maintains a directory of prime contractors with subcontracting plans.

Lastly, you can also search for contracts over $25,000 on the Federal Procurement Data System, USASpending.gov or on any small business offices such as the Office of Small and Disadvantaged Business Utilization (OSDBU) or the Office of Small Business Programs (OSBP). 

RESOURCES

If you want to learn more about winning in this federal contracting arena, then be sure to click the links below.

https://www.sba.gov/federal-contracting/contracting-guide/how-win-contracts

https://www.youtube.com/watch?v=Y_-uiGSnkSQ

https://govcongiants1.wpengine.com/can-you-successfully-win-government-contracts/

A Guide to Becoming a Federal Government Contractor

Posted on by Eric Coffie

The United States government is urging small businesses to take on contracting opportunities to fulfill the needs of each government agency. But what does it take to become a federal government contractor and what are the things to prepare? Well, here is a guide to become a federal government contractor.

1. Research about the market. 

You need to know who your market is, what their demands are, and what can you provide. 

Consider it this way, regardless if you have a high-quality product, when there’s still no demand for that product, you will never make a profit out of it.

This is also the same way with pricing, if you offer too high or too low, there’s a huge chance that agencies will choose other contractors apart from yours.

In doing so, you can research about past contracts and learn about pricing your products and services through the Federal Procurement Data System, USA Spending, and the SAM database.

2. Understand the contracting rules.

Because the government is using the taxpayer’s money to fulfill the demand of the government agencies, they have certain rules and regulations all throughout the contracting process that you must follow. 

Although most of these regulations only take place when you start your contract, you still need to research about these matters to prevent you from facing potential legal problems that will most likely terminate your contract in the future. 

3. Create a business plan.

You need to create a business plan as this helps you structure and run your business.

This doesn’t mean that you need to create a complex business plan but to just highlight and include an effective marketing plan, business details, and resources calculations.

This way, you can easily describe and present your business towards the government and investors.

4. Determine your business category.

The federal government provides an opportunity for small businesses to be certified as women-owned small businesses, small disadvantaged businesses, service-disabled veteran-owned small businesses, and HUBZone program participants. 

Each certification has their own purpose and process in helping small businesses but regardless of what category you are in, the Small Business Administration will help you get acquainted with the procurement process and win contracts. 

Apart from that, the organization will also provide assistance in terms of finances, management, training, and other opportunities for small businesses to compete with huge government contractors. 

5. Provide a matched NAICS code.

The North American Industry Classification System (NAICS) code is a six-digit code classifying the types of products that you sell.

If you also provide a wide variety of multiple products and services, then you can certainly have a multiple NAICS code. 

You can view the NAICS code list from the U.S. Census Bureau or by contacting the bureau through 1-888-756-2427 or on their email address, [email protected].

6. Register for a DUNS number. 

A Data Universal Numbering System (DUNS) number is a nine-digit identification number assigned to your business in order to identify your business and to track your company’s credit record.

If your business is in various locations, then you need to get a different DUNS number for each business location.

To obtain a DUNS number, you can either request via this toll-free telephone number, 1-(866) 705-5711, or through the D&B website. 

7. Register in SAM. 

With lots of businesses across the United States, the government uses this platform to store information about any businesses as well as look for a specific business before awarding any contract. 

So, in order for your business to start working with the federal government, you must register in the System for Award Management (SAM) database first. 

Also, if there are certain changes in your business, you must keep your SAM profile updated. 

8. Find contract opportunities. 

There are a handful of certified online government platforms that you can use to search for contract opportunities. These include the SAM database and the U.S. General Services Administration (GSA). 

You can also look for subcontracting opportunities through SubNet, the SBA Subcontracting Assistance Directory, USA Spending, and on the Department of Defense Prime Contractor Directory. 

Lastly, you can also communicate with any small business offices in your area such as the Office of Small and Disadvantaged Business Utilization or the Office of Small Business Programs.

9. Bid or submit an offer. 

Government agencies either award a contract through sealed bidding or negotiation.

The difference between these two is that with sealed bidding, the offers are spoken in public and the one with the lowest responsive bid is awarded with the contract; however, with negotiation, contractors and the agency will have a chance to negotiate about the proposal. 

Regardless of what type of contract award you want to bid or submit an offer, just make sure that you have read all of the clauses and you have filled the necessary information. 

10. Comply with the contracting rules. 

The contracting officer and the government are very particular with their purchases and any factors not being followed will most likely cause termination. 

These rules include the size standards, the sourcing of the materials, legal requirements, subcontracting limits, and documentation.

The government also imposed various unique business practices and ethical responsibilities that you should follow under the Federal Acquisition Regulation. 

However, if you think that you have met all of the rules and standards above but your contract was still terminated, you have the right to appeal by following the Contract Dispute Act.

Resources

If you want to learn more about the specific processes written in this article regarding how to become a federal government contractor, then be sure to click the links below.

https://www.sba.gov/federal-contracting/contracting-guide/governing-rules-responsibilities

https://www.sba.gov/starting-business/write-your-business-plan

https://www.gsa.gov/portal/category/100635

https://www.sba.gov/federal-contracting/contracting-guide/basic-requirements

https://www.usa.gov/become-government-contractor

https://www.sba.gov/business-guide/grow-your-business/become-federal-contractor