Large Business Perspective on Teaming with an 8a Company Georgette Alexander-Morrison Orbital Sciences Corporation February 12, 2014 1National 8a Winter

1National 8a Winter Conference

Large Business Perspective on Teaming with an 8a Company

Georgette Alexander-MorrisonOrbital Sciences Corporation

February 12, 2014


Outline

Working with a Large Business Your Company and Your Strengths Teaming Finding Teammates The Proposal Contract Execution


Working with a Large Business

There are two primary reasons for teaming with a Large Business Large Business as a prime requires niche subcontractors Small Business

− as a prime - needs a Large Business for capabilities or− as a subcontractor - needs a prime for a contract vehicle


Working with a Large BusinessLarge Business Teaming – One Process

Large Business is the Prime Need niche or specialty small businesses and/or Need small (adjective or not) businesses to fulfill procurement requirements

In services contract opportunities Full and Open opportunities usually have

− Small Business Utilization requirements − Small Business Subcontracting goals

Large Businesses may have existing Small Businesses with whom they have previously partnered New businesses are often needed

− Difficulty in finding adjective small business with specific capabilities ◦ e.g., a WOSB with embedded code experience

− Use of region-specific such as HUBZone Small Businesses need to know how to make their presence known to Large Businesses

− Match capabilities/status to procurement− Resource capability to support proposal effort


Orbital reviews known subcontractors and capabilities and searches for new Small Businesses Existing teaming arrangements on competitors or other contracts for that customer Company websites Customer small business databases SBA databases – useful for identifying specialty (adjectival type) small businesses

− NOTE: Keep your company’s listing up to date with past performance, customers, NAICS, and descriptions

Orbital holds a teleconference or meeting to discuss teaming idea with the Small Business Large Business will usually have a brief presentation that is specific to procurement The presentation will accent (further details an following charts) :

− the small business need coupled with specific capability− interface to date with the customer− any employees with important background/connections with customer

Working with a Large BusinessLarge Business Teaming – One Process


Working with a Large BusinessHow to Select a Small Business for Teaming?

Small Businesses Are Selected as a Teammate Because They Improve the Large Business’ Chance of Winning

Decision is based upon What We Know of the Small Business SB Offering

− Provides a unique and needed skill set (maybe one that the prime can not supply)− Has “something special” (e.g. research, technology, software) and applicable to the

opportunity (e.g. cyber security experience, collaboration tools)?− Is a “difficult to find” adjective small business (SDVOSB, HUBZone)

SB Experience / Past Performance− Performs similar services on relevant contracts − Experience is a good past performance reference− On the incumbent team or currently supporting the current effort− Currently has a prime contract or subcontract with this customer

SB Cost Effectiveness− Costs/rates low and will reduce the prime’s overall cost

SB Knowledge− Knows the customer− Has information on the incumbent’s performance


Working with a Large BusinessA Small Business Needs A Large Business

Small Business is pursing an opportunity We will concentrate on the case where the SB needs the Large Business as a

subcontractor Why would the Small Business need a Large Business

Capabilities Past performance Customer knowledge

Once the need is identified, the Large Business may pursue the large or visa versa Discussions can begin Large Businesses will evaluate their probability of winning following a process

similar to the Large Business Prime situation Because the Small Business is the prime, Large Business may place more importance

on the Small Business’ ability to be as cost effective as possible


Working with a Large BusinessA Small Business Needs A Large Business (continued)

Large Business will want to know: what is the small business’ objective for pursuing the contract? Growth Extension of current capabilities New customer or current customer R&D applications

Large Business will want to know if the Small Business has done their homework: Research the procurement and the customer Met and talked to the customer(s)? What do they want? Is it a re-compete of an existing contract or a new effort? Has the size grown? Compare original value vs. current funding levels

− If a federal contract, use the Federal Procurement Data System - Next Generation (www.fpds.gov) to review the funding

Is the incumbent performing well? − Review Award Fee Letters (submit FOIA requests) − Review press releases (safety issues, audit results)− Talk to people via customer meetings, other contractors at that location, contractor councils or

meetings in the local area Give the Large Business your elevator speech .

Be prepared and be ready to use with potential other teammates and customer(s) 2 – 3 minute max summary of your company, the procurement, and why they are a great match


Working with a Large BusinessA Small Business Needs A Large Business (continued)

The Small Business must know the customer decision point: what’s their bottom line Price Technical proposal

Other factors that help a Large Business decide to team with the Small Business Other companies are on the team and their strengths and capabilities Win strategies of the small business

Many times, these items aren’t discussed until after the teaming agreement has been mutually accepted


Your Company and Strengths

Understand the full capabilities of your company and your current personnel What are you producing on your current contracts? What experiences do your staff have that can be applied to a new contract or customer?

Analyze your capabilities for writing a winning proposal for this contract Is this contract similar to something you already produce or provide services?

− You already provide project management services for DOE and this contract provides project management services for NASA.

Is it an extension of complementary capabilities ?− Example: You provide configuration management services and the new customer wants

data management. Compare your small business capabilities with the requirements for the contract

Statement of Work (SOW) Gap Analysis− What does your company technically cover well− Where are the gaps

What areas does your business need additional past performance and who can provide it?− Proposal Consultants – help write your proposal but don’t demonstrate past performance− Teammates (large or small) – can help write the proposal, don’t cost you money, and can

give you relevant past performance


Your Company and Strengths – The Future

Can your company’s infrastructure and assets handle the new opportunity. If you have 25 employees now, can you manage adding 100 more?

− Payroll− HR− Offices

Do you have the funds to cover the additional operating costs?− Do you have the funds on hand− Do you have an adequate line of credit

Companies must be realistic that The SB must have the processes, procedures and assets (management systems, task

management processes, personnel systems) to successfully manage the new job. The team and the customer must be convinced that this is not an issue


Finding Teammates

Look at the current contracts for that customer’s location Identify the existing or recent companies providing support to that customer

− What kind of work did they do and how well◦ Check award fee letters, press releases, web sites

− Any candidates?

Attend national conferences or conferences at that customers’ location or local area NASA routinely holds small business forums as part of their outreach activities Attend local AIAA or AAS conferences Join Contractor Associations (e.g. at MSFC, ARC, GSFC)

Talk to the customer’s Small Business Officer or Specialists Procurement personnel have knowledge of the large businesses that are experienced

with that customer JPL’s Small Business Office sponsors a yearly high tech conference, both large and

small businesses attend this event


Selected Teammates: Things to Consider

NDA executed

Teaming Agreements Suggestions: review recent legal decisions on what/when these documents apply and

what they can contain Get your lawyer involved. The large business will have their legal and contracts

representatives review it.− Be fair− Be direct− Be flexible− Be explicit on the support you need for the proposal− Decide how explicit you want to describe the SOW assignments or support to be

granted during execution.


The Proposal Execution – Things to RememberLarge Business Prime

The Large Business likely has a very capable Business Development group with a method for preparing the proposal Standard processes/templates Data submittals via email or Sharepoint or other collaborative site Schedule RFP Pricing discussions

Guides for successful teaming Meet the deadlines specified in all data requests or immediately counter with a date

change that allows time to respond (don’t wait until the day its due) Have a standard introduction text that describes the Small Business and the capabilities

and experience of the company Have logo ready (multiple file types and transparent backgrounds) Have resumes for company personnel available Participate in all ‘tag ups’ and contribute as required Participate in all reviews of the proposal volumes (as you are invited) or volunteer for

additional reviews (use the reviews as a learning process)


The Proposal Execution – Things to RememberSmall Business Prime

Depending on the age of the company and the experiences, the Small Business’ proposal processes may be very good Others may need advice from the large business, so use their advice and suggestions

If SB process is not developed, there are actions to take Consider bringing in support via a proposal manager and production support Many firms specialize in producing the document; however, these firms usually don’t

take on producing the customized content required for a good score Communication with your teammates is very important

Define the proposal organization and points of contact Define the submission process Use a collaborative effort to dissect the draft and final RFP Define required data calls from the team members

− Set a schedule (as soon as possible)− Collect the routine data requirements early (e.g. logos, histories, past performance,

introductions, resumes) Set out for the pricing goals and strategies that your company expects from all

teammates (as soon as possible” Hold regular ‘tag ups’ to keep the team informed of progress and issues

Documents

Large Business Perspective on Teaming with an 8a Company Georgette Alexander-Morrison Orbital Sciences Corporation February 12, 2014 1National 8a Winter