SIAEA Seminar. Public Sector Procurement/MWBE Certification. r6catalyst evolve

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1 SIAEA Seminar Public Sector Procurement/MWBE Certification r6catalyst evolve

2 SIAEA Seminar Public Sector Procurement / MWBE Certification Introduction to Public Sector Contracting What does the government buy? Doing business with NYS Doing business with NYC Federal Contracting AGENDA Certifications Types Benefits Resources

3 SIAEA Seminar Public Sector Contracting / MWBE Certification r6catalyst r6catalyst drives transformative results by delivering strategic business management consulting, coaching, marketing, and process improvements to substantially enhance an organization s competitive positioning and operational excellence. r6catalyst is a NJ-based certified M/W/DBE. Since 2006, the firm has provided guidance to small and mid-sized firms in the A/E/C industry. Recent Projects: NJDOT DBE Training Program (Prime Consultant) NYCEDC Blueprint to Success (Prime Consultant) NYCSCA Advanced Mentor Training Program Project Management Training, J&J CAPM Bootcamp & Training, Prudential NJ We are driven by the success of our clients our proven success/hit rate in public procurement is greater than 90% Maddie Chandran, Managing Partner Maddie Chandran is a versatile business professional with demonstrated success in strategic business planning, leadership skills, teaming and strategic alliances, and marketing. Her diverse multinational career experience of twenty years encompasses various industry sectors including A/E/C, management and financial consulting, and international trading. Her past professional experience includes PB Americas and STV, Inc. Maddie is a strong advocate for MWBE compliance. Maddie holds an MBA (International Business), and is a LEED Accredited Professional.

4 Introduction to Public Sector Procurement What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Introduction to Public Sector Procurement

5 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting annual spend ($B) FEDERAL NYC NYS annual spend ($B)

6 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting So, What does the Government Buy? Commodities. A/V Equipment Athletic Equipment Fuels Furniture Microfilm Equipment Copy Paper Office Supplies Medical Equipment Vehicles Services.. Professional Services Administrative Services Janitorial Services Moving Services Heavy Equipment Rental Temporary Personnel Security Guard Services Financial & Accounting Services Technology. Telecommunications Computer Hardware IT Services Printers Computer Software Networking

7 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Public Procurement Pros Publicly advertised opportunities Process open to all qualified bidders Transparency regarding award/awardee info (almost) Guaranteed payment Larger spending Large number of opportunities Small & MWBE set-aside goals Teaming possibilities Cons Procurement lifecycle Too much paperwork Policy & Regulation Cost-driven

8 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting So, What does the Government Buy? Commodities - IFB Invitation For Bid used in procurement of goods/commodities, awarded to the responsive and responsible bidder on the basis of lowest price. Services and Technology - RFP Request for Proposals used for procurements when factors in addition to cost are weighed and awarded to the responsive and responsible proposer offering the best value.

9 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Finding bid opportunities - NYS New York State Contract Reporter ( All procurements >$50,000 Central Source for finding procurement opportunities: OGS DASNY State University Construction Fund SUNY/CUNY (located statewide) MTA NYSDOT Thruway Authority Private and Public Institutions Vendor Identification Number ( Vendor Responsibility Questionnaire

10 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting NYS Procurement Process Centralized State Contracts: Office of General Services (OGS) $2.5B on behalf of State Agencies, municipalities, public and private schools, universities, Nonprofit Institutions Agency or Multi-Agency Established Contracts Agencies Conducts Its Own Procurement Discretionary Spending - <$50,000 (up to $200,000 for MWSBE & SDVOB)

11 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Finding Bid Opportunities - NYC The City Record On-Line (a856-cityrecord.nyc.gov) All NYC solicitations >$100,000 Bidders List - Register in the Payee Information Portal (PIP) vendor ID Individual Agencies websites Enroll in Prequalified Vendor Lists or PQLs

12 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Finding Bid Opportunities - NYC Mayoral Agencies (50) Department of Buildings Department of Citywide Administrative Services Department of Correction Department of Design & Construction Department of Environmental Protection Department of Parks & Recreation Department of Small Business Services Fire Department Police Department Department of Transportation Department of Health and Mental Hygiene Department of Housing Preservation & Development Non-Mayoral Agencies and Authorities City University of New York New York City Board of Education New York City Economic Development Corporation New York City Health and Hospitals Corporation New York City Housing Authority New York City School Construction Authority

13 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Finding Bid Opportunities - NYC NYC contracting methods: Opportunities not publicly advertised Micro: < $5,000 Small: < $100,000 - Five + five certified M/WBE vendors (others may be added) Opportunities Publicly advertised Large: > $100,000 Competitive Sealed Bids (CSB)/ IFB Used for: goods, construction, and standard services Competitive Sealed Proposals (CSP)/Request for Proposals (RFP) Used for: human and professional services Fill out VENDEX questionnaires ( (>$100,000)

14 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Before you bid Do you have a federal EIN? (irs.gov) Are you registered to do business in NYS? ( The bidding process responding to a bid Become a Subcontractor or Supplier (especially if M/WBE) If bidding as Prime, demonstrate full familiarity with bid/rfp requirements Attend pre-bid meeting/ pre-proposal conference Watch for amendments Submit On time - Submit a timely bid (one minute late may be a late bid resulting in bid rejection) Be Responsive - Submit a signed and completed bid package, and all mandatory forms (SFs) Be Competitive - Price bid competitively Provide References - Provide proper licenses, insurance, previous work experience and current references

15 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting The bidding process post-bid/award Post-bid/award: Attend interview/presentation Contract negotiations/ Contract review & Other administrative forms If not selected: If unsuccessful in receiving an award, request an agency debriefing Moving forward.. NYS - Monitor Bid results and upcoming opportunities ( NYC - MOCS construction project pipeline report Continue Marketing to agencies Network, Network, Network

16 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Finding Bid Opportunities - Federal 23% of all Federal Government contracting dollars is awarded to Small Businesses. FedBizOpps: Federal Business Opportunities. All federal contract solicitations > $25,000 Obtain a D-U-N-S Number Register your Business with the Federal Government's Central Contractor Registration (CCR) ( Register with the System for Award Management (SAM.gov)

17 Introduction to Public Sector Contracting What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Finding Bid Opportunities - Federal Prime Contract Goals Targeted sub-goals are established for the following small business categories: Women Owned Small Business 5% Small Disadvantaged Business 5% Service Disabled Veteran Owned Small Business 3% HUBZone 3% Small Business Set Aside Micro-Purchase - $3,500 - $150,000 Contract opportunities>$150,000 (Rule of Two) $700,000 or $1.5M for Construction

18 SIAEA Seminar Public Sector Procurement / MWBE Certification What does the government buy Doing business with NYS Doing business with NYC Federal Contracting Typical general registration requirements FEIN: Federal Tax Identification Number (TIN or EIN) NAICS codes: The North American Industry Classification System SIC codes: Standard Industrial Classification DUNS: The Data Universal Numbering System CSI: (Construction Specifications Institute) codes for construction NIGP codes: (National Institute of Governmental Purchasing) for goods

19 Certifications NYS NYC Federal Certifications Overview

20 Certifications NYS NYC Federal Certifications - NYS Minority/Woman-Owned Business Enterprise (M/WBE) Certification Port Authority of New York / New Jersey (for MWBE Certification only) New York City Small Business Services* (for MWBE Certification only) Online Process Empire State Development (esd.ny.gov) Service-Disabled Veteran-Owned Small Business (SDVOB) NYS OGS

21 Certifications NYS NYC Federal Certifications - NYS MBE - is a business enterprise in which at least fifty-one percent (51%) is owned, operated and controlled by citizens or permanent resident aliens who are: Group Black Definition Persons having origins from any of the Black African racial groups. Hispanic Asian-Pacific Asian-Indian Subcontinent Native American or Alaskan Native Persons of Mexican, Puerto Rican, Dominican, Cuban, Central or South American descent of either Native American or Latin American origin, regardless of race. Persons having origins from the Far East, Southeast Asia or the Pacific Islands. Persons having origins from the Indian subcontinent. Persons having origins in any of the original peoples of North America. WBE - is a business enterprise in which at least fifty-one percent (51%) is owned, operated and controlled by citizens or permanent resident aliens who are women.

22 Certifications NYS NYC Federal Certifications - NYS Eligibility Requirements Owner s Personal net worth not greater than $3.5 Million The business must be in operation for at least one year Out-of-state firms must have "Authority to do Business in NYS" from the New York Department of State Apply for Fast-track Application Federal 8(a) Business Development Program Currently certified as a Disadvantaged Business Enterprise (DBE) If certified with: New York City Small Business Services NY/NJ Minority Supplier Development Council The Women's President Educational Organization Port Authority of NY / NJ (as MWBE)

23 Certifications NYS NYC Federal Certifications - NYS Benefits of Certification NYS MWBE goal 30% = $2 billion in contracts with MWBEs Increase your bidding opportunities Access to Set-aside MWBE procurement and/or contracting opportunities Attract new business - Get sought by agencies seeking contractors and subcontractors Solicited by Prime contractors Listed in the public Directory of Certified Minority and Women-Owned Business Enterprises Free technical and business resources, workshops, seminars, and networking/matchmaker events Small Business Development Center (SBA/SUNY) - free business consulting and training Access to lending and bonding programs exclusively for certified MWBEs Technical Assistance from DASNY (on DASNY contracts) and DASNY Surety Bond/ Capital Access Program Enroll in the Business Mentor NY Program

24 Certifications NYS NYC Federal Certifications - NYC M/WBE, LBE, EBE Local Law 1 of 2013 (Local Law 1) NYC Department of Small Businesses (SBS) and the Mayor s Office of Contract Services (MOCS) Online Application Fast Track Application (not online) if certified by: New York City School Construction Authority Port Authority of New York and New Jersey Women President's Educational Organization New York & New Jersey Minority Supplier Development Council Inc. New York State Department of Economic Development Is certified as DBE

25 Certifications NYS NYC Federal Certifications - NYC M/WBE - Eligibility Requirements Goal various on agency/type of procurement A Sole Proprietorship, General Partnership, Limited Partnership, Limited Liability Partnership, Limited Liability Company or Corporation Authorized to do business in New York State. At least 51% owned, controlled and operated by US citizen(s) or permanent resident(s) who is/are member(s) of a designated minority group(s) including Black, Hispanic, Asian Pacific, and Asian-Indian OR a woman or women. An eligible business also must have: Been selling products or services for a period of at least one year prior to the date of application. A real and substantial presence in the geographic market of New York City, which includes the five boroughs of New York City and the following counties: Nassau, Putnam, Rockland, Suffolk, and Westchester in New York, and Bergen, Hudson, and Passaic in New Jersey. Businesses located outside of New York City must have a significant tie to the City's business community (e.g., have derived 25% or more of gross receipts from business conducted in the City, possess a license issued by the City, etc.)

26 Certifications NYS NYC Federal Certifications - NYC LBE (Locally-Based Enterprise) - Eligibility Requirements 10% goal A Sole Proprietorship, General Partnership, Limited Partnership, Limited Liability Partnership, Limited Liability Company or Corporation. Not-for-Profits are ineligible. Authorized to do business in New York State. Performing at least 25% of its work in an economically depressed area in New York City, or employ a workforce of which at least 25% are economically disadvantaged persons. Earning annual gross receipts of less than $2 million for all construction and construction -related work within the last three years. Selling products or services for a period of at least one year prior to the date of application.

27 Certifications NYS NYC Federal Certifications - NYC Emerging Business Enterprise (EBE) Certification - Eligibility Requirements A Sole Proprietorship, General Partnership, Limited Partnership, Limited Liability Partnership, Limited Liability Company, or Corporation. Not for Profit organizations are not eligible for EBE certification. Authorized to do business in New York State. At least 51% owned, operated, and controlled by persons who can demonstrate social and economic disadvantage who has have experienced chronic and substantial negative treatment in the United States. Socially and economically disadvantaged owner(s) whose combined interest totals 51% or more ownership of the business Owner net worth must be less than $1 million. An eligible business also must have: Been selling products or services for a period of at least one year prior to the date of application. A real and substantial presence in the geographic market of New York City, which includes the five boroughs of New York City and the following counties: Nassau, Putnam, Rockland, Suffolk, and Westchester in New York, and Bergen, Hudson, and Passaic in New Jersey. Businesses located outside of New York City must have a significant tie to the City's business community (e.g., have derived 25% or more of gross receipts from business conducted in the City, possess a license issued by the City, etc.).

28 Certifications NYS NYC Federal Certifications - NYC Benefits of Certification Listing in the city-wide online Directory of Certified Businesses SBS programs for MWBEs Financial assistance and creative loan solutions through Citibank and Capital One Basic business training courses: Financing & Accounting, Business Planning & Operations, and Marketing. Technical Assistance in the form of workshops and one-on-one sessions NYC Teaming to learn more about partnering with other vendors to bid on larger contracts Contract Financing secure low-rate loans up to $150,000 across all industries can access in capital to cover contract-related labor and equipment costs NYC Construction Mentorship and the Bond Readiness program (for Construction Firms) NYC Goods & Services Mentorship (for non-construction professional services, standard services, and goods industries) Strategic Steps for Growth, an executive business management education program provided in partnership with New York University Corporate Alliance Program, which allows certified firms to network with and learn from the private sector - Navigating the Corporate Supply Chain workshops and the CAP/NYCEO Construction Mentorship Program.

29 Certifications NYS NYC Federal Certifications - NYC Benefits of Certification NYCEDC programs for MWBEs ConstructNYC program Prequalified List of S/M/W/DBEs to work on NYCEDC projects through contracts of up to $1 million Kick-Start Loan Program mobilization and manage cash flow - loans of up to $250,000 Manage Forward Program - customized training for businesses with revenue of at least $250,000 Construction Mentor Programs SBS - NYC Construction Mentorship (for HPD, DDC, DPR) NYCSCA MTA PANYNJ Mentor-Protégé Program

30 Certifications NYS NYC Federal Certifications - Federal SDB - Small Disadvantaged Business (voluntary) The firm must be 51% or more owned and control by one or more disadvantaged persons. The disadvantaged person or persons must be socially disadvantaged and economically disadvantaged. The firm must be small, according to SBA s size standards 8(a) Business Development Program The business must be majority-owned (51 percent or more) by an individual(s). The individual(s) must be an American citizen, by birth or naturalization. The business must be majority-owned (51 percent or more) and controlled/managed by socially and economically disadvantaged individual(s). The individual(s) controlling and managing the firm on a full-time basis must meet the SBA requirement for disadvantage, by proving both social disadvantage and economic disadvantage. The business must be a small business* 8(a) - Participants can receive sole-source contracts, up to a ceiling of $4 million for goods and services *depends on your NAICS code and gross revenue

31 Certifications NYS NYC Federal Certifications - Federal Hubzone Program: Historically Underutilized Business Zones business must be located in an area designated as a Historically Underutilized Business (HUB) Zone (HUBZone Maps) Owned and controlled at least 51% by U.S. citizens At least 35% of all of its employees must reside in a HUBZone. Benefits The federal government has a goal of awarding 3% of all dollars for federal prime contracts to HUBZone-certified small business concerns. Competitive and sole source contracting 10% price evaluation preference in full and open contract competitions, as well as subcontracting opportunities.

32 Certifications NYS NYC Federal Certifications - Federal Women-Owned Small Businesses (WOSB) Federal Contracting Program The firm must be at least 51% owned and controlled by one or more women; The firm must be primarily managed by one or more women; The women who own and control the firm must be U.S. citizens; The firm must be small in its primary industry in accordance with SBA s size standards for that industry. Third Party Certifiers (TPC) - Only SBA-approved Third Party Certifiers (TPC) can give an authorized certificate of eligibility as a WOSB or EDWOSB: El Paso Hispanic Chamber of Commerce National Women Business Owners Corporation US Women s Chamber of Commerce Women s Business Enterprise National Council (WBENC)

33 Certifications NYS NYC Federal Certifications - Federal Disadvantaged Business Enterprise (DBE) Unified Certification Program NYSDOT, MTA, NJDOT, PANYNJ, Niagara Frontier Transportation Authority small business concern that is at least 51% owned and controlled by individuals who are citizens or permanent residents socially and economically disadvantaged personal net worth < $1.32 million

34 Certifications NYS NYC Federal Certifications - Federal Set-aside contracting opportunities Listing in GSA Subcontracting Directory for Small Businesses GSA mentor-protégé Program: Financial management Organizational management; Overall business management/planning Direct support can also include: Engineering and other technical assistance Loans Rent-free use of facilities and/or equipment Temporary assignment of personnel to the protégé for purpose of training.