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1: HOW TO GET STARTED
The DoD is ready to do business, on a competitive basis, with competent firms that can supply the products or services it needs. Defense purchasing activities are particularly interested in establishing contacts with small business firms, small disadvantaged business firms, and women-owned small business firms. Interested firms must help themselves by learning how DoD conducts its business, and by seeking out those military purchasing offices that buy the products and services they can supply. Actually, there are few differences between your commercial business and selling your products or services to the various DoD organizations. Basic principles followed in selling within the commercial business field generally apply in dealing with DoD. Two principles especially appropriate in establishing and keeping a working relationship with military purchasing activities are:
This handbook is intended to provide firms that have little or no experience in selling to DoD with basic information about how DoD conducts its business, and with specific information for locating sales opportunities.
DoD CONTRACTING PRINCIPLES AND PRACTICES The basic contracting rules for all Federal Government agencies are set forth in the Federal Acquisition Regulation (FAR). Additional rules unique to DoD are set forth in the DoD FAR Supplement (DFARS). These publications can be reviewed at any DoD purchasing or contract administration office, at any Small Business Administration (SBA) office, and at many local libraries (where they are known as Chapters 1 and 2 of Title 48 of the Code of Federal Regulations). The FAR and DFARS are also available on numerous world wide websites, including the OSD SADBU website ( http://www.acq.osd.mil/sadbu ) under "Links". If you need to own copies, ordering information for them (and for all other publications mentioned in this handbook) is set forth in Appendix A. To be a successful Defense contractor, you must have a working knowledge of both of these regulations.
Almost 98 percent of DoD's purchase transactions are for $100,000 or less. Although they account for less than 20 percent of DoD's procurement dollars, they total in the billions of dollars each year. Most of these millions of actions are accomplished using simplified acquisition procedures. Oral solicitations or very brief written requests for quotations are issued to prospective suppliers in the local purchasing area. The successful quoter is issued a purchase order, and compliance with the order (i.e., delivering the product or performing the service) constitutes contract acceptance and fulfillment. Purchases over $100,000 are made by sealed bidding by competitive proposals, or (in unusual circumstances only) by other-than-competitive procedures. Sealed bids are used when the Government knows exactly what it needs, while competitive proposals allow flexibility in defining the exact requirement or the terms and conditions of the procurement. Procurement by sealed bidding begins with the issuance of an invitation for bids (IFB) containing all the information bidders need to respond. The IFB states the needs of the purchasing activity and defines the work in sufficient detail to permit all bidders to compete on the same basis. It also identifies all factors to be considered in evaluating the bids. A standard form is provided on which bids are submitted, and a specific time is set for bid opening. The opening is held in public (you can attend), and the contract is awarded to that responsible bidder whose bid offers the best value to the Government. When sealed bids are not appropriate, competitive proposals are solicited. The purchasing office issues a request for proposals (RFP). After reviewing the proposals received, the contracting officer ordinarily will negotiate with those suppliers that have submitted acceptable proposals, seeking the most advantageous best value contract for the Government.
DoD generally uses fixed-price contracts to acquire products and services. Cost-reimbursement contracts are used only when fixed-price contracts are not feasible. Most research and development (R&D) contracts are of the cost-reimbursement type. Fees under cost-reimbursement contracts are either fixed at the outset or subject to adjustment in accordance with a formula established in the contract. When unusual circumstances exist, a letter of intent may be used to authorize a contractor to start work before the final contract is executed.
Special Help for Small Businesses It is national policy that a fair proportion of the products and services used by DoD shall be purchased from small, small disadvantaged, and women-owned small businesses. Certain factors limit DoD's ability to contract with small business. Vast amounts of facilities and working capital are required to produce major weapons systems. In many cases, even the resources of large business can be strained by performance and cost risks. To offset these factors, DoD has implemented a major program to ensure the award of a fair proportion of its contracts to small businesses. This program includes special personnel to assist small businesses, and the following purchasing procedures:
In addition to helping all small business firms, DoD provides special emphasis to increase participation by small disadvantaged business firms. The main features are as follows:
Preaward Determination of Responsibility DoD awards contracts only to contractors found to be responsible. The purchasing activity must evaluate the offerors in order to make a positive finding as to responsibility. Getting accepted as a "responsible" contractor is not like getting on a qualified products list. You can't arrange for a survey at your convenience and wait until you are approved before submitting an offer. The determination of responsibility is done only in connection with an offer when you are the apparent low or otherwise successful offeror. To be found responsible, you must be able to demonstrate that you (1) have, or are able to obtain, adequate financial resources; (2) are able to comply with the delivery requirements; (3) have a satisfactory record of performance; (4) have a satisfactory record of integrity and business ethics; (5) have, or are able to obtain, the necessary organization, experience, accounting and operational controls, and technical skills; (6) have, or are able to obtain, the necessary production, construction, and technical equipment and facilities; and (7) are otherwise qualified and eligible to receive an award under applicable laws and regulations. Sometimes a contracting officer proposes to reject the apparent successful offer of a small business firm because of doubt as to whether the firm is sufficiently responsible to perform the contract. In that event, the case must be referred to the SBA. If the SBA determines that the small business firm is responsible, it issues a Certificate of Competency (CoC) to the contracting officer, who then must award the contract to the small business firm.
THE DoD SYSTEM OF SPECIFICATIONS AND STANDARDS DoD has exact specifications for many of the products and services it buys repeatedly. You should be familiar with the types of specifications, and you should know how to obtain them. Specifications are comprehensive descriptions of the technical requirements for material, equipment, and services. In addition to its specifications, DoD uses standards that establish the engineering and technical limitations and applications of items, materials, processes, methods, and engineering practices. Standards are used to ensure maximum uniformity in materials and equipment and to foster interchangeability of parts used in these products. Standards may be separately stated in a description of a need, but frequently they are also included in military specifications. Though use of Military specifications and standards continues within DoD, there is increasing emphasis on maximizing the utilization of commercial specifications and standards whenever practicable.
Department of Defense Single Stock Point (DoDSSP) was created to centralize the control, distribution, and access to the extensive collection of Military Specifications, Standards, and related standardization documents either prepared by or adopted by the DoD. The DODSSP mission and responsibility was assumed by the Defense Automated Printing Service (DAPS) Philadelphia Office, in October 1990. The responsibilities of the DODSSP include electronic document storage, indexing, cataloging, maintenance, publish-on-demand, distribution, and sale of Military Specifications, Standards, and related standardization documents and publications comprising the DODSSP Collection. The DODSSP also maintains the Acquisition Streamlining and Standardization Information System (ASSIST) management/research database.
Document Categories in the DODSSP Collection Military / Performance / Detail Specifications Military Standards DoD-adopted Non-Government / Industry Specifications and Standards Federal Specifications and Standards Military Handbooks Qualified Products / Manufacturer's Lists (QPLs/QMLs) USAF / USN Aeronautical Standards / Design Standards USAF Specifications Bulletins Although the DODSSP Collection contains over 50,000 line items, not all documents specified in Government procurements are included (e.g.: engineering drawings, some Departmental documents, and the majority of all Non-Government / Industry Standards). The Department of Defense Index of Specifications and Standards (DODISS) contains the complete list of Standardization documents in the DODSSP Collection. This reference publication is available online to all ASSIST subscribers, on CD-ROM for single issue or subscription purchase or in paper format from the Superintendent of Documents. Superintendent of Documents U.S. Government Printing Office Washington, DC 20402 (202)512-1800
A complete and descriptive list of products and services is available electronically on the World Wide Web at: http://www.dodssp.daps.mil or contact: DoDSSP Standardization Document Order Desk 700 Robbins Avenue, Bldg. 4D Philadelphia, PA 19111-5094 (215)697-2667/2179
Acquisition Streamlining & Standardization Information System (ASSIST) ASSIST is a database system for DOD-wide standardization information management. The ASSIST database system resides at the DODSSP, located at the Defense Automated Printing Service (DAPS) in Philadelphia, Pennsylvania. ASSIST-Online is a Windows-based version accessible via Telenet. It is comprised of four parts: The Department of Defense Index of Specifications and Standards (DODISS), the SD-1 Standardization Directory, the SD-4 Status of Standardization Projects, and the Acquisition Management Source Data List (AMSDL). ASSIST Online is available as a yearly subscription service. The ASSIST-Online subscription includes a copy of the current ASSIST Computer base Training (CBT) CD. The DODSSP also offers an ASSIST-CD. This standalone product consists of primary DODISS information and selected DODSSP document information, and boasts extensive report-generation capabilities.
ASSIST Products ASSIST-Online, annual subscription - $1,500.00 ASSIST-CD, single issue - $100.00 ASSIST-CD, annual subscription (6 discs) - $500.00
Department of Defense Index of Specifications and Standards (DODISS) The DODISS, as its name implies, is a comprehensive index of Federal and Military specifications and standards, guide specifications, military handbooks and bulletins, Commercial Item Descriptions, adopted non-government standards, and other related standardization documents used by the Department of Defense, and all available in the DODSSP Collection. It is an invaluable reference tool for anyone interested in identifying specific standardization documents for purchase. The DODSSP issues complete revisions of the DODISS every other month, and several formats are available. The DODISS is available on CD-ROM, in standard Portable Document Format , with the appropriate reader software included; this product can be ordered either in single issue or as a yearly subscription with bi-monthly issues. The DODISS is also available on-line as a part of the ASSIST Standardization Document Management Database, and can be ordered with your ASSIST subscription. Finally, The Superintendent of Documents offers the DODISS in printed form.
DODISS-CD Single Issue - $50.00 Annual Subscription (6-CDs) - $150.00
Individual Documents Individual documents are available from the DODSSP in paper format. The cost of these documents is determined by page count, with a set price of $.09 per page side. The minimum DODSSP order (for all orders up to 55 pages) is $5.00. For example: if you order a 100 page document that is printed on both sides, front and back (50 sheets of paper) the cost would be $5.00 for the first 55 pages, and $.09 X 45 ($4.05) for the remaining 45 pages, or $9.05 for one copy of that document. The Customer Service Representatives at the DODSSP Special Assistance Desk can help you determine accurate page counts for the documents you require. Just ask for a "page count call-back." The Special Assistance Desk number is: (215) 697-2667 / 2179
Data Item Descriptions define the data required of a contractor in order to perform for a government contract. DIDs specifically define the data content, preparation instructions, format, and intended use. The DODSSP issues DIDs as a complete set twice a year, in April and October. Included in this DIDs set is a current index of all active and cancelled DIDs - called the Acquisition Management System and Data Requirements Control List (otherwise known as the AMSDL 5010.12L). The complete DIDs set (with the AMSDL) can be ordered in paper format. Annual subscriptions of DIDs updates are also available.
DID Sets Complete Set, Single Issue - $150.00 Updates, Annual Subscription - $25.00
Mail Subscription Requests to: DoDSSP Standardization Document Order Desk 700 Robbins Avenue, Bldg. 4D Philadelphia, PA 19111-5094 Phone (215) 697-2667/2179
Contractors using the subscription service are not relieved of any responsibilities in complying with military contracts. Special Assistance Desk - A special assistance desk is available Monday through Friday 7:30 AM to 4:30 PM (Eastern Time) to assist you in matters such as: Inquiries about DoDSSP services, status of orders previously placed; establishing a customer account; sources for documents not at the DoDSSP; and special requests such as obtaining a complete set of documents. (215) 697-2667/2179 7:30 AM to 4:30 PM (Eastern Time) Note: Orders not accepted on these lines
or write to: DoDSSP Special Assistance Desk 700 Robbins Avenue, Bldg. 4D Philadelphia, PA 19111-5094
Order Forms Orders for individual documents can be made by using the DODSSP Specifications and Standards Order Form (DAPS-Philadelphia 1425/7). Orders for all other DODSSP products can be made by using the DODSSP Products/ Subscriptions Order Form (DAPS-Phila 5270/5). These downloadable order forms in Portable Document Format (.pdf) can be accessed using Adobe's free Acrobat Reader Version 3.0 or later. You will find that these forms are interactive, with various "live" buttons and text fields allowing you to complete them on-screen. Currently, your only options for submitting these forms are by mail or fax. Address and fax information is on the forms. If you prefer, mail or FAX orders can also be made on official company letterhead.
Contractors Please Note Commercial contractors using the DODSSP subscription service for documents are not relieved of any responsibilities in complying with military contracts.
The Federal Government buys, stocks, and uses over 7 million items. As a prospective supplier, you should know some basics about the system that manages those items. The catalog of the supply systems assigns National Stock Numbers (NSNs) to each item the Government uses. The NSN is a 13 digit number assigned by the Defense Logistics Service Center (DLSC), Battle Creek, Michigan. The first four digits identifies the Federal Supply Class (FSC (FSC) of the product. The next nine numbers represent the National Item Identification Number (NIIN). The first two numbers of the NIIN identifies the country of origin. The remaining seven digits identifies the specific item. DLSC currently lists over 7 million NSNs. For information on NSNs, telephone customer service, (616) 961-4725; for NATO countries telephone (616) 961-4334. The FSC system has three major subdivisions, which are dealt with in three different ways. The first major subdivision is R&D. See Part 3 of this handbook for information about contracts for R&D. All other services - as distinguished from R&D - are coded, in the FSC system, with a code that consists of one letter and three digits. The initial letter serves to group similar services. Table 1 lists these service group identifiers. These groups are subdivided, sometimes into only a few specific codes and sometimes into many. You should know which letter group seems to cover the service you can furnish.
The Federal Government, especially DoD, buys many different products. If your firm makes a product, there is a good chance that DoD already buys something like it. If so, the advice in the following section may help you find a purchaser. You may feel, however, that your product is unique. How then should you proceed? The Federal catalog system, described above, is based on the idea of one NSN for any one item, and the assignment of each particular class of product to a single manager. To sell your item, you need to get it assigned an NSN. The first step is for you to find out what the Government already buys. You should obtain the specifications (and standards, if applicable) for products similar to yours. Any Government small business specialist can help you review the indexes mentioned above under "Types of Specifications." You should study the differences between your item and those now in the system. You can then get in touch with the organization that writes specifications for items such as yours. You can try to persuade it to modify the specification so that your product will be acceptable under an existing NSN, or to write a new specification to cover your product. Before doing this, the organization will need to determine the potential need for the product; you may be able to help at this point. If your new item has been accepted in the commercial marketplace but does not yet have an NSN, you may be able to arrange for it to be put on a New Item Introductory Schedule. The General Services Administration (GSA) uses that process when various Federal agencies might be interested in the new product. GSA's Business Service Centers are listed in Part 6 of this handbook. Their World Wide Web address is: http://www.gsa.gov/oed/regions.htm.
DoD Central Contractor Registration (CCR)
DoD will be requiring contractors to register in the Federal CCR in order to obtain future solicitation awards, or payments, for goods or services provided to the DoD. You must be registered by May 31, 1998 . For information on "Free" registration contact: Department of Defense Electronic Commerce Information Center 1-800-334-3414 or visit Website at: http://www.acq.osd.mil/ec A sample of the CCR’s EZ Registration Form can be found at Appendix C-29.
The Government Purchase Card is playing a key role in the drive to streamline the Federal Acquisition Process. It provides DoD Military and Civilian personnel with the authority to purchase their own small dollar ($2,500 and less) commercial supplies and services without having to go through a contracting office. What this means is that DoD personnel can satisfy their needs faster and more economically. Savings are being found with commercial vendors as well. When the card is used for purchasing, the vendor does not have to submit invoices and wait the usual 30 days for payment. With the purchase card, vendors are paid within 72 hours. If your company already accepts credit cards, transaction procedures are identical. If your company does not currently accept credit cards, contact your local bank or financial institution. Once your application is complete, it takes about 21 days to begin accepting transactions. As with all credit card transactions, there is a fee assessed to the merchant when cards are used. Cost is based on the volume of your card business and the average size of your transactions. Be sure to shop around for the lowest fee possible - rates are competitive.
SOURCES OF INFORMATION ON DEFENSE PROCUREMENT If you want to do business with DoD, you should determine whether there is a DoD market for your products or services. Parts 2, 3, and 4 of this handbook identify the products and services used by DoD and the offices that buy them. Note also the website address included in Page 52 which will provide information on historical buys by 4 digit federal supply code. A review of these parts of the handbook will indicate whether there is a potential market for your products or services within DoD. Note that while DoD purchases products and services to meet specific operational or inventory level requirements, the timing of the purchases depends on the Federal Government's budget process. In addition to the existence of the potential need and the specific purchase office you may sell to, you need to know when your products or services will be purchased.
Every DoD purchasing office has at least one small business specialist. These specialists can provide information about contracting and subcontracting opportunities with that office and at other DoD purchasing offices. The telephone number provided for each activity listed in this handbook is that of this specialist. In addition, DoD publishes a directory of its small business specialists listing, by name, location, and phone number, every such specialist in DoD.
Every DoD purchasing activity maintains lists of prospective suppliers that have indicated their desire to sell their products or services to that activity. These solicitation mailing lists (SMLs) are the key to obtaining maximum opportunities to compete for DoD requirements. When your name is placed on an SML, most solicitations for that product or service will automatically be issued to you. When an SML is extremely long, the purchasing activity may use only a portion of it for any one solicitation. In such situations, a prorata number of small businesses will be included in the solicitation. If you do not respond, either by an offer or by a request for retention on the list, to each solicitation you receive, your name may be deleted from the SML. Detailed instructions for getting listed in SMLs are provided below, in the section entitled "Making Your Capabilities Known." Note: SMLs may not be used when electronic commerce methods are used which transmit solicitation or presolicitation notices automatically to all interested sources participating in electronic contracting with the purchasing activity.
Every DoD purchasing activity maintains, in a public place, a bulletin board on which is displayed a notice or copy of each proposed contract action between $10,000 to $25,000. If it is impractical to post a copy of the proposed action, the bulletin board notice describes the action and tells where a copy may be examined. The action or notice is posted on the bid board on the date the solicitation is issued and is kept there for at least 10 days or until after quotations have opened, whichever is later.
Another way to learn of proposed purchases is through the Commerce Business Daily (CBD). This paper, published every working day by the Department of Commerce, lists virtually every proposed DoD procurement estimated to exceed $25,000. It lists major DoD prime contract awards that have potential subcontracting opportunities. It also contains information about DoD needs for R&D efforts in fields in which unsolicited proposals may be appropriate. Each issue of the CBD contains large amounts of information in highly condensed form. Explanatory notes are included only in the Monday edition. It may be advisable to review a copy before subscribing; only you can determine its utility for your particular needs. The CBD is available for inspection at each DoD purchasing and contract administration activity and at all field offices of the SBA, the Department of Commerce, and GSA, as well as some local chambers of commerce and libraries. The CBD is also available electronically on the DoD World Wide Web at: ( http://www.acq.osd.mil/sadbu ). Subscription information is provided in Appendix A. The purpose of DoD’s SBIR and STTR programs is to harness the innovative talents of our nation’s small technology companies for the benefit of the U.S. military and the U.S. economy. DoD’s SBIR program funds early-stage R&D projects at small technology companies -- projects which serve a DoD need and have the potential for commercialization in private sector and/or military markets. The program, funded at roughly $530 million per year, is part of a larger ($1.1 billion) federal SBIR program administered by ten federal agencies. (For information on the ten-agency federal SBIR program, call the Small Business Administration at (202) 205-6450, or see the SBA’s SBIR/STTR Home Page, at : (http://www.sbaonline.sba.gov/Research_And_Development.) As part of its SBIR program, the DoD issues an SBIR research solicitation twice a year, describing its R&D needs and inviting R&D proposals from small companies. Companies apply first for a six-month phase I award of up to $100,000 to test the scientific, technical, and commercial merit and feasibility of a particular concept. If phase I proves successful, the company may be invited to apply for a two-year phase II award of up to $750,000 to further develop the concept, usually to the prototype stage. Proposals are judged competitively on the basis of scientific, technical, and commercial merit. Following completion of phase II, small companies are expected to obtain funding from the private sector and/or non-SBIR government sources to develop the concept into a product for sale in private sector and/or military markets. In 1992, Congress established the STTR pilot program. STTR is similar in structure to SBIR but funds cooperative R&D projects involving a small business and a university, federally-funded R&D center, or nonprofit research institution. DoD’s STTR program, funded at $30 million in fiscal year 1997, is part of a larger ($60 million) federal STTR program administered by five federal agencies. (For information on the five-agency federal STTR program, call the Small Business Administration at (202) 205-6450, or see the SBA’s SBIR/STTR Home Page, at http://www.sbaonline.sba.gov/sbir/). DoD issues one STTR research solicitation each year. To obtain hard copies of current and future DoD SBIR and STTR solicitations, place your name and address on the SBIR/STTR mailing list by calling 800/382-4634 or by sending an e-mail message to sbirhelp@us.teltech.com. You can also access each solicitation electronically on the DoD SBIR/STTR Home Page (http://www.acq.osd.mil/sadbu/sbir), starting four to six weeks before the official opening date (i.e., before October 1 or June 1 for SBIR, and before December 1 for STTR). If you have general questions about the DoD SBIR or STTR programs, please call the DoD SBIR/STTR Help Desk at 800/382-4634.
Procurement Technical Assistance (PTA) Cooperative Agreement Program The PTA Program is a Congressionally authorized DoD initiative designed to establish a network of assistance offices for business entities seeking to market their goods and/or services to federal, state and local governments. The Defense Logistics Agency awards cost sharing cooperative agreements for this purpose. Recipients of these agreements are state and local governments, private nonprofit and tribal organizations and Indian economic enterprises. Recipients provide technical expertise in such areas as identifying bid opportunities through bid matching, bid and proposal preparation, preaward surveys, quality assurance and accounting systems. Business firms interested in marketing their products and/or services to the federal, state and local governments should contact these centers. More information regarding this Program and a current list of cooperative agreement recipients are available from the Program Manager, Small and Disadvantaged Business Utilization, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Room 1127, Fort Belvoir, VA 22060-6221, telephone (703) 767-1650. You may also visit the DLA PTA page at http://www.dla.mil/db/procurem.htm, or the DLA Small Business Page, at http://www.dla.mil/ddas/.
Subcontracting offers small business firms an important means of participating in DoD purchasing; particularly, if your capabilities are such that prime contracts are not within your reach. Some of the most significant factors to consider in deciding whether you want to be a subcontractor to a DoD prime contractor are listed below:
If you are interested in pursuing DoD subcontracting opportunities, there are two major sources of information. One is the CBD, which lists awards of contracts in excess of $100,000 that provide subcontracting opportunities. The other stems from DoD's efforts to maximize small business subcontracting opportunities. Large business firms receiving DoD construction contracts in excess of $1,000,000 or other contracts in excess of $500,000 offering subcontracting possibilities are required to establish plans for subcontracting to small and small disadvantaged business. These contractors must designate a small business liaison officer to administer these plans. DoD annually publishes Subcontracting Opportunities with DoD Major Prime Contractors, which lists all these prime contractors, their product lines, and the names and telephones numbers of their small business liaison officers. This directory is a major source of leads to subcontracting opportunities with DoD prime contractors and is available on the OSD SADBU website (http://www.acq.osd.mil/sadbu) under publications.
MAKING YOUR CAPABILITIES KNOWN If you find a potential market between DoD's needs and your firm's capabilities, you need to make these capabilities known. The ways to do this vary depending on the nature of your business. The suggestions provided here are in addition to your normal marketing procedures.
Getting on Solicitation Mailing Lists (SML) The most common way to match your capabilities with the potential DoD market is to have your firm listed on the appropriate SMLs of those activities you hope to contract with for your products or services. To accomplish this, you should get advice from the small business specialists at your selected purchasing activities. Virtually every DoD purchasing activity uses Standard Form 129, Solicitation Mailing List Application. However, this basic document almost always needs to be supplemented by other documents or listings useful only in the individual activity. You must submit a separate application to each activity you hope to sell to. Note that each activity may have slightly different instructions for this information. To ensure that your capabilities will be made known at each purchasing activity, be sure you follow the specific procedures and suggestions of that activity. The small business specialist at any activity will furnish the forms free and will help you with their preparation. Purchasing activities identify source lists by means of the FSCs. This means you should know the FSC codes applicable to your products and services and enter them on your SML applications. Note that Part 2 of this handbook identifies the FSCs for products purchased by major military purchasing offices. You will expedite the processing of your SML application if you also complete and submit a DD Form 2051, Request for Assignment of a Commercial and Government Entity (CAGE) Code. The CAGE code is a five position alpha numeric identifier assigned by the Defense Logistics Services Center, Battle Creek, Michigan. The code identifies the contractor plant or establishment as a unique entity. CAGE numbers are used by many purchasing activities to identify the firms with which they do business. To obtain a CAGE contractors can now submit DD Form 2051 (request for CAGE Code) on-line. The Defense Logistics Services Center has a bulletin board for CAGE Code assignment and maintenance. On-line submission allows a 3 to 5 days turn around. To request a CAGE Code, long-on to: http://www.dlsc.dla.mil/cagebbs.htp and select "Request for CAGE Code - DD Form 2051. A copy of DD Form 2051 is contained in Appendix C of this publication on pages C-27 and C-28.
Research and Development Brochures If you are interested mainly in obtaining R&D contracts, you should consider preparing an R&D brochure covering your organization and its capabilities. Obtaining an R&D contract requires a selling job to the technical personnel of the appropriate DoD purchasing activity. Experienced firms report that a well-thought-out brochure quickly establishes their basic qualifications and field of endeavor. At a minimum, an R&D brochure should identify work you have done or are doing, the type of work for which you are specially qualified, and the names and qualifications of key scientific and primary technical personnel on your staff or available to you, and should describe your facilities and equipment. Note any Government prime or subcontract work you may have done, together with any DoD or other Government agency security clearance you may have. When you contact a DoD purchasing office, you should present your brochure to both the contracting and the technical personnel.
Sometimes you can create your own contracting opportunities by submitting unsolicited proposals to perform R&D work or to introduce a new or improved item that may be of interest to DoD. You can learn about DoD R&D needs from advance notices in the CBD. Informal contacts with agency personnel are also a good means of obtaining this information. To be considered, an unsolicited proposal must offer a unique and innovative concept to the Government. Your proposal should contain an abstract of the proposed effort, the method of approach, and the extent of the effort. It should also include a proposed price or estimated cost. If it includes any proprietary data you wish to protect against disclosure to third parties, you should clearly mark such data with a restrictive legend. Part 3 of this handbook provides detailed guidance for preparation of unsolicited proposals.
Special Procedures for Architect-Engineer Firms Architect-engineer (A&E) services are contracted for under a special procedure established by law. It does not involve submission of bids, and SMLs are not maintained for A&E services. The selection of A&E firms for DoD contracts is based upon the professional qualifications necessary for satisfactory performance of the services required. Selection is subject to the following criteria:
Firms wishing to be considered for A&E contracts should send their qualifications to the activities responsible for the geographic area(s) in which the firm desires to work. These qualifications must be submitted by filing Standard Form 254, Architect-Engineer and Related Services Questionnaire, with the selected activities. In response to a specific project announcement, interested firms should submit Standard Form 255, Architect-Engineer and Related Services Questionnaire for Specific Project. A copy of each of these forms is included in Appendix C. Additional forms may be obtained from any military or other Federal Government construction office. All requirements for A&E services are publicly announced. When a contract is not expected to exceed $10,000, an agency evaluation board or the chairperson of such a board will review the current data files on eligible firms (i.e., Standard Forms 254, Architect-Engineer and Related Services Questionnaire, and 255, Architect-Engineer and Related Services Questionnaire for Special Project, and performance reports) and evaluate those firms in accordance with the above criteria. A designated individual in the agency reviews this evaluation and establishes a listing, in order of preference, of at least three firms considered most highly qualified to perform the work. This list of "selected firms" is then provided to the contracting officer, who obtains a proposal from and negotiates with the most preferred firm. If a mutually satisfactory contract cannot be negotiated, the contracting officer so notifies that firm and proceeds to the next most preferred firm. For contracts expected to exceed $10,000, the agency's evaluation board must hold discussions with at least three of the most highly qualified firms regarding concepts and the relative utility of alternative methods of furnishing the required services. Contracts estimated to cost under $85,000 are generally reserved for small business firms. For more detailed information on A&E procedures, see Subpart 36.6 of the FAR.
Virtually all military installations are authorized to make local purchases and to contract for various services. Typically, local purchases are made under the following conditions:
Examples of products and services purchased locally are office supplies, automotive spare parts, tools and equipment, some perishable food items for troop meals, laundry and dry cleaning, refuse collection, job-lot printing, and repair and maintenance. For the most part, local purchases are made from sources near the purchasing installation. While proposed local purchases in excess of $25,000 will be published in the CBD, most of those for lesser amounts will not. The marketing strategy for firms whose products and services correspond to the typical local purchase situation should be directed toward the requirements of military installations within their geographic area.
Electronic Commerce (EC) and Electronic Data Interchange (EDI) Background - The DoD is rapidly moving to an electronic environment in the conduct of business transactions with private industry. The bulk of DoD business transactions associated with procurement and contract administration are increasing being electronically integrated. Business firms, both large and small, interested in doing business with the DoD will need to make appropriate adjustments to maintain a sound business relationship with the DoD. EC & EDI - Consider EC as the conduct of business transactions (including the supporting functions of administration, finance, logistics, procurement, and transportation) between the DoD and private industry, using an integrated automated information environment. Consider EDI as the computer-to-computer exchange of routine business information using standard electronic formats. Translation software aids in that exchange by converting data extracted from your application data base into a standard EDI format for transmission to one or more trading partners. It also converts EDI-formatted data received from those trading partners into a file format your application system recognizes. Ultimately, the data is processed and written to your data base. Benefits of Using EC/EDI - EC/EDI uses technology resources readily available commercially. Some firms currently possess the necessary technology and, accordingly, will not need to invest in capital resources. The generally acknowledged benefits of using EC/EDI are: improved business opportunities; improved record-keeping, fewer mistakes, reduced processing delays, less reliance on human interpretation of data; greater competition and reduced prices; reduced order time; savings from reduced inventories, elimination of lost documents; and better information for management decision-making. Electronic Commerce Information Center (ECIC) - The ECIC was formally established in November 1994 to provide all necessary information to current and potential contractors and governmental activities on how to conduct business electronically with the DoD and other federal agencies. The ECIC can be reached by phone from 8AM to 8PM EST at 1-800-EDI-3414 or (703)681-0211, by facsimile at (703) 275-5691, or by mail at the following address: Electronic Commerce Office Information Center, 7676 Old Springhouse Road, McLean, VA 22102. The World Web Website address is: http://www.acq.osd.mil/ec.
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