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Frequently Asked Questions (FAQs)

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QUESTION #1
What changes in EPA contracting strategy does EPA anticipate as a result in the change of Administration?

ANSWER #1
The Administration has issued some new guidance on contract strategy. The information below is from a memorandum issued by the Deputy Director of the Office of Management and Budget dated March 9, 2001, citing the three management initiatives for fiscal year (FY) 2002.

The first initiative is to make greater use of performance-based service contracts (PBSC). The PBSC goal is to award contracts over $25,000 using PBSC techniques for not less than 20 percent of the total eligible service contracting dollars and this goal increases each year up to 50 percent. For more information, check the Internet site that contains information currently available on Performance-based Service Contracting, which is located at:exiting EPA Web site http://www.arnet.gov/BestP/PPBSC/

The second initiative is to expand the application of on-line procurement. Agencies will post all synopses for acquisitions valued at over $25,000 for which widespread notice is required and all solicitations unless covered by an exemption in the Federal Acquisition Regulation on the government-wide point-of-entry website (exiting EPA Web sitewww.FedBizOpps.gov). The President's commitment is to shift procurement to the Internet at the same rate as the private sector and to increase competition and accessibility.

The third initiative is to expand A-76 competitions and more accurate FAIR Act inventories. Agencies will complete public-private or direct conversion competitions on not less than 5 percent of the full-time-equivalents (FTEs) listed on their Federal Activities Inventory Reform (FAIR) Act inventories. Agency plans will include the number of FTEs by function and location being competed, training requirements and planned contract support. The President's commitment is to open at least one-half of the Federal positions listed on the FAIR Act inventory of commercial functions to competition with the private sector.

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QUESTION #2
Where can we find EPA's 8(a) and small business procurement opportunities?

ANSWER #2
The Office of Acquisition Management (OAM) annually compiles an acquisition forecast that includes information on prospective requirements for the current year and the following fiscal year, and lists all small business procurement opportunities including set-aside competitions, 8(a) and HUBZone opportunities. The forecast lists all procurement opportunities exceeding $100,000 by EPA's major contracting activities: (1) Cincinnati Procurement Operations Division, Cincinnati, Ohio; (2) Research Triangle Park (RTP) Procurement Operations Division (RTPPOD), Research Triangle Park, North Carolina; (3) Headquarters Procurement Operations Division, Washington, D.C.; (4) Superfund/RCRA Procurement Operations Division, Washington, D.C.; and (5) EPA Regional Offices located around the country. The forecast also provides the name of the Contracting Officer, Service Center Manager, or Team Leader responsible for the acquisition. The acquisition forecast is available on the Internet at: http://www.epa.gov/oam/

To locate EPA procurement opportunities, visit the exiting EPA Web siteFederal Business Opportunities Internet site where EPA started posting information in late April 2001. If you register your company e-mail address with the North American Industrial Classification System (NAICS) Codes that apply to your type of business, you will automatically receive e-mail notification the day the procurement opportunities in those NAICS Codes are posted.

EPA encourages teaming arrangements between large and small businesses. For a list of the current EPA Contractors for your use in considering potential teaming arrangements, please view the EPA Active Contracts list available on the Internet at: http://www.epa.gov/oam/ Also on this Internet site you can find the EPA organizational chart with names that you can use to submit an introduction letter or provide information on your firm and your capabilities. In addition, EPA's Office of Small and Disadvantaged Business Utilization's Internet site at: http://www.epa.gov/osdbu/ provides companies with more information on doing business with EPA.

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QUESTION #3
How does the U.S. Environmental Protection Agency identify small businesses that may qualify for a procurement opportunity?

ANSWER #3
EPA uses a variety of tools to locate small businesses to meet the procurement needs of the agency, including SBA's PRO-Net system, sources sought notices published in the Commerce Business Daily, and sources from EPA's OSDBU Office that maintains company profile information.

The most widely used market search tool at EPA is SBA‘s PRO-Net Database in locating small businesses. PRO-Net is a free marketing tool that you can put to work for your business, if you provide the maximum amount of current information. You can register on PRO-Net at http://www.sba.gov and click on "PRO-Net." If you have any questions about using or registering on PRO-Net, click on "Comments" in PRO-Net. Please note that a search in PRO-Net for firms only shows those company profiles that have been updated in the last 18 months. In addition, it is very helpful for the company to include past performance information in their profile that includes a reference point-of-contact.

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QUESTION #4
What are the Government programs that provide preferences for small businesses?
ANSWER #4
The U.S. Small Business Administration (SBA) is responsible for the certification programs that provide preferences for small businesses in Federal contracting. To find out information on how to become certified as a small disadvantaged business (SDB) visit the Internet page at: exiting EPA Web sitehttp://www.sba.gov/sdb. To find out information on the 8(a) program, check the Internet page at: exiting EPA Web sitehttp://www.sba.gov/med. To find out information on the HUBZone program, check the Internet page at: exiting EPA Web sitehttp://www.sba.gov/hubzone. These three programs provide preferences for small businesses, but they vary in their requirements to qualify and they also vary in the type of preference they provide. For further details, please contact SBA.

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QUESTION #5
What assistance is available at EPA for small businesses interested in doing business with EPA?
ANSWER #5
EPA's best resource for small businesses to learn how to do business with EPA is the Office of Small and Disadvantaged Business Utilization (OSDBU). OSDBU conducts one-on-one counseling and monthly training sessions. To find out more, please visit their Internet page at: http://www.epa.gov/osdbu/ or you can call them at (202) 564-4100. The OSDBU conducts scheduled counseling sessions one-day every two months to provide "hands-on" assistance and guidance for small businesses seeking to do business with EPA. These counseling sessions may extend to one-half business day, may also include representatives from program offices who are seeking contractors to provide specific goods or services. Most sessions are divided into two parts. The first focus on informative presentations on how to market your firm to EPA and includes information on doing business electronically. The second half of the session provides an opportunity to market one-on-one to EPA program officials. There is no charge for these counseling sessions. However, seating is limited and primary interest is given to firms who have not done business with EPA. Early registration is urged. If you are interest in attending, please contact OSDBU at (202) 564-4100. Participants are encouraged to bring copies of capability statements or other relevant business information.

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QUESTION #6
Most large EPA contractors have pre-selected their small business teaming partners, so how can a new company join an existing team?
ANSWER #6
Teaming arrangements are negotiated between the prime contractor and the small business. EPA's Office of Small and Disadvantaged Business Utilization (OSDBU) provides assistance in suggesting large and small businesses for potential networking, teaming, or Mentor/Protege relationships; however, it is up to the businesses to finalize the arrangements. To help you meet other companies in your field, you can attend various Federal procurement training sessions. In addition, you can view the source list for the procurement opportunities that fit your company and contact the other businesses on the list to see if any opportunities are available. We can suggest joining professional organizations to meet business partners. The associations that focus on doing business with the Federal Government include the National Contract Management Association (exiting EPA Web sitehttp://www.ncmahq.org/) and the National Association of Purchasing Management (exiting EPA Web sitehttp://www.napm.org/). In addition, we suggest you view EPA's active contract list of the prime contractors that have a current contract with EPA for possible teaming opportunities. The list is available on the Internet at: http://www.epa.gov/oam/active.htm.

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QUESTION #7
How do I prepare a quote or proposal?
ANSWER #7
After determining that you are interested in a particular EPA acquisition, you need to obtain a copy of the solicitation package typically referred to as the Request for Proposal (RFP) or Request for Quotation (RFQ). Each solicitation package will set forth EPA's technical requirements in a Statement of Work, and the package will also contain all the terms and conditions and evaluation criteria that will determine the successful offeror. A contractor needs to carefully review the entire solicitation package to determine what exact information needs to be addressed in the offeror's proposal and clearly respond to all the requested information demonstrating ability to perform the work and a fair and reasonable price. The offeror must address all technical, business, and other considerations requested in the solicitation. It is important to clearly address all the information requested in the solicitation package in order to be considered for award. If you have questions regarding the solicitation, you need to submit them before the proposal due date for them to be considered. Please note that your proposal must be submitted within the time period specified in the solicitation package. If you are not selected for award, make sure to request information on why you were not selected to help improve your chances for success in the future.

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QUESTION #8
How can I match EPA expectations with a reasonable proposal or quote?
ANSWER #8
To meet EPA expectations, it is important to make sure you understand the technical requirements, standard business practices, and the current market for the supplies or services required. If you don't have a substantial amount of experience in the market we suggest teaming with a more experienced contractor through subcontracting and even through the mentor-protege program.

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QUESTION #9
Is there a database with past quotes that were successful bids?
ANSWER #9
There is no database with quote information nor is EPA allowed to release contractor quote information. However, an offeror can submit a Freedom of Information Act (FOIA) request for a copy of the current contract and statement of work to see the Government requirements. For more information on FOIA, check the Internet at: http://www.epa.gov/foia/

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QUESTION #10
Do I need capability in place at the time the quote is submitted before award?
ANSWER #10
If a company does not have the capability at the time a quote is submitted, the company's proposal must demonstrate how the technical capabilities will be in place prior to award. This area would have to be addressed in detail to assure the Government that the technical requirements could be performed upon award. If it is a competitive procurement, not having the capability at the time of quote may impact the ranking of your proposal when compared to other companies who have the capability to perform the work.

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QUESTION #11
Where can I locate a list of contracting personnel at Headquarters and in the Regions?
ANSWER #11
A list of important points of contact for Office of Acquisition Management (OAM) employees in Headquarters, RTP, and Cincinnati, as well as procurement personnel in the Regions and field offices, can be found on OAM's Internet site in the area entitled "About OAM " The site address is http://www.epa.gov/oam/aboutoam.htm.

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Last updated on Tuesday, June 4th, 2002
URL: http://www.epa.gov/oam/faqs.htm