QUESTION #1
What changes in EPA contracting strategy does EPA anticipate
as a result in the change of Administration?
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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:
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 (www.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 Federal
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 SBAs
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: http://www.sba.gov/sdb.
To find out information on the 8(a) program, check the Internet
page at: http://www.sba.gov/med. To find out information on
the HUBZone program, check the Internet page at: http://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
(http://www.ncmahq.org/)
and the National Association of Purchasing Management (http://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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