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Large Business Perspective on Teaming with an 8a Company
Georgette Alexander-MorrisonOrbital Sciences Corporation
February 12, 2014
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Outline
Working with a Large Business Your Company and Your Strengths Teaming Finding Teammates The Proposal Contract Execution
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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)
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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