Government Contracting Resources

Embarking on the journey of government contracting can be a powerful way to expand your veteran-owned business and contribute to the nation’s economy. However, the process can seem daunting if you’re unsure where to start. These resources are designed to help you navigate getting your business ready for government contracts. From ensuring your business is established to obtaining essential certifications, we will walk you through the critical steps. You’ll learn about SAM registration, the importance of NAICS codes, and how to connect with resources like the Veterans Business Outreach Centers (VBOCs) to gain the knowledge and tools you need to succeed. What to do once you’ve won the contract and how to get paid! Whether you’re a seasoned entrepreneur or just starting, these resource will guide you in to turning your service and dedication into contracting success.

Phase 1: Getting your business ready to do government contracting

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1. Have an existing business
   • Before diving into government contracting, ensure your business is established and operational.
     
2. Sam Registration
   • Register your business on the System for Award Management (SAM) to be eligible for government contracts. This is a mandatory step for all federal contractors. https://sam.gov/content/home
     
3. What Certifications are available?
   • – Veteran-Owned Small Business (VOSB)
   • – Service-Disabled Veteran-Owned Small Business (SDVOSB)
   • – Women-Owned Small Business (WOSB)
   • – HUBZone

Veterans Business Outreach Centers (VBOCs) offer workshops and training to help you navigate the certification process and government contracting.

VIEW WORKSHOPS

1. How do I get certifications and how long does it take?  
   • The certification process varies by type but generally involves submitting an application with supporting documents. The SBA aims to process applications within 90 days.
     
2. Review Contracts on Sam (get idea of what it looks like) matching to your certifications, and products or services your company provides.
   • Examine contracts on SAM.gov to understand what government contracts look like and identify opportunities that match your certifications and services.
     
3. What is a NAICS code and what does mean? https://www.census.gov/naics/
   • A NAICS (North American Industry Classification System) code classifies businesses based on their primary activities. It’s essential for identifying relevant contract opportunities.
     
4. Do I need a NAICS code?
   • Yes, NAICS codes are crucial for government contracting as they help match your business with suitable opportunities.
     
5. Do I reach out to The Office of Small and Disadvantaged Business Utilization (OSDBU)
   • Contact the Office of Small and Disadvantaged Business Utilization (OSDBU) to connect with agencies focused on small business contracting. There are 24 active agencies with small business programs.
     
6. There are 24 active agencies that focus on small business contracting
   
   
   • Agency for International Development (USAID) – https://www.usaid.gov/about-us/organization/office-small-and-disadvantaged-business-utilization
   
   
   • Department of Agriculture (USDA) – https://www.usda.gov/da/osdbu
   
   
   • Department of Commerce (DOC) – https://www.commerce.gov/osdbu
   
   
   • Department of Defense (DOD) – https://business.defense.gov
   
   
   • Department of Education (Education) – https://www2.ed.gov/about/offices/list/ofo/osdbu/index.html
   
   
   • Department of Energy (DOE) – https://www.energy.gov/osdbu/office-small-and-disadvantaged-business-utilization
   
   
   • Department of Health and Human Services (HHS) – https://www.hhs.gov/about/agencies/asfr/ogapa/osdbu/index.html
   
   
   • Department of Homeland Security (HHS) – https://www.dhs.gov/osdbu
   
   
   • Department of Housing and Urban Development (HUD) – https://www.hud.gov/program_offices/sdb
   
   
   • Department of the Interior (DOI) – https://www.doi.gov/pmb/osdbu
   
   
   • Department of Justice (DOJ) – https://www.justice.gov/osdbu
   
   
   • Department of Labor (DOL) – https://www.dol.gov/agencies/oasam/centers-offices/office-of-the-senior-procurement-executive/office-of-small-and-disadvantaged-business-utilization
   
   
   • Department of State (State) – https://www.state.gov/bureaus-offices/office-of-small-and-disadvantaged-business-utilization/
   
   
   • Department of Transportation (DOT) – https://www.transportation.gov/osdbu
   
   
   • Department of Treasury (Treasury) – https://home.treasury.gov/policy-issues/small-business-programs/small-and-disadvantaged-business-utilization/office-of-small-and-disadvantaged-business-utilization
   
   
   • Department of Veterans Affairs (VA) – https://www.va.gov/osdbu/
   
   
   • Environmental Protection Agency (EPA) – https://www.epa.gov/aboutepa/about-office-small-and-disadvantaged-business-utilization-osdbu
   
   
   • General Services Administration (GSA) – https://www.gsa.gov/about-us/organization/office-of-small-and-disadvantaged-business-utilization
   
   
   • National Aeronautics and Space Administration (NASA) -National Science Foundation (NSF) – https://new.nsf.gov/osdbu
   
   
   • Nuclear Regulatory Commission (NRC) – https://www.nrc.gov/about-nrc/contracting/small-business/overview.html
   
   
   • Office of Personnel Management (OPM) – https://www.opm.gov/about-us/doing-business-with-opm/
   
   
   • Small Business Administration (SBA) – add link
   
   
7. Review your forecast (procurement products/services you plan to provide for the fiscal year.)
   • Plan your procurement products/services for the fiscal year, which runs from October 1, 2024, to September 30, 2025.

Phase 2 – Certified and established, let’s get the contract

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1. I received my certifications and am registered on Sam, where do I go next?
   • Connect with OSDBU to identify program managers and understand procurement needs for the upcoming year.
     
2. Follow-up and respond to proposals
   • Participate in workshops to learn how to effectively respond to Requests for Proposals (RFPs) and influence the decision-making process. View Workshops
     
3. Influence the decision and get the job!

Phase 3 – Contract received, now what?

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1. Quality assurance, Quality control.
   • Ensure you have quality assurance and control measures in place to meet contract requirements.
     
2. Proper equipment in place (lease, buy, loan?)
   • Evaluate whether to lease, buy, or loan equipment and ensure you have the necessary staffing to fulfill contract obligations.
     
3. Reporting requirements and response to contract (scope creep).
   • Understand and adhere to reporting requirements to avoid scope creep and ensure timely payments.
     
4. Getting paid (how does his work)
   • How Does the Federal Government Pay Contractors?
   • Electronic Funds Transfer (EFT)
   • The federal government uses EFT to pay contractors whenever feasible. This method ensures that payments are directly deposited into the contractor’s bank account, making the process efficient and secure. The EFT information is sourced from the Central Contractor Registration (CCR) database, now part of the System for Award Management (SAM).
   • Invoice Submission and Payment Terms
   • Contractors must submit a proper invoice to the designated billing office.
   • The government is required to pay small businesses within 30 days of receiving a proper invoice. If payment is delayed beyond this period, an interest penalty is automatically applied.
   • The payment is considered made on the date the EFT is processed or the check is dated.
   • Government-Wide Commercial Purchase Card
   • In addition to EFT, the government may use a government-wide commercial purchase card for payments. This card functions similarly to a commercial credit card and is used for financing and delivery payments for supplies and services.
     
5. Systems Used for Payments
   • System for Award Management (SAM)
   • SAM is the primary database where contractors must register to be eligible for federal contracts and receive payments. Contractors must ensure their EFT information in SAM is accurate and up to date to avoid payment delays.
   • Invoice Processing Platform (IPP)
   • The IPP is a secure, web-based service designed for federal agencies and their vendors. It streamlines the invoicing process, making it easier for vendors to submit invoices and receive payments quickly. The IPP enhances financial management and reduces administrative tasks.
   • Defense Finance and Accounting Service (DFAS)
   • For Department of Defense (DoD) contracts, the DFAS handles payments. DFAS uses various systems, including the Procurement Integrated Enterprise Environment (PIEE), to manage contract, invoice, and payment processes. PIEE helps automate and streamline these processes, ensuring accuracy and efficiency.
   • GSA SmartPay
   • The GSA SmartPay program provides payment solutions through master contracts with banks like Citibank and U.S. Bank. This program supports various payment needs, including purchase, travel, and fleet payments, and offers tools for transaction reporting and data analytics.
     
6.  Summary
   • The federal government primarily uses EFT to pay contractors, utilizing systems like SAM, IPP, DFAS, and GSA SmartPay to facilitate and manage payments. Contractors must ensure their registration and payment information are accurate and up to date in these systems to receive timely payments.
   • Workshops, consulting, capabilities statements, trainings. How do these tie in?  
   • Add in PTAC partners ( link to their services)

FAQs

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