selling to the commonwealth wayne waldrop virginia department of business assistance
TRANSCRIPT
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Selling to the Commonwealth
Wayne WaldropVirginia Department of Business
Assistance
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The Virginia Department of Business Assistance
The mission of the Virginia Department of Business Assistance is to deliver economic development programs and services that help create new jobs, retain existing jobs, spur new investment, and encourage new
business formation.
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The Virginia Department of Business Assistance
VDBA supports economic development in the Commonwealth by working with new and existing businesses to provide business and economic development communities with:
workforce incentives financing business information and counseling state procurement assistance Business One Stop (BOS) Virginia Business Information Center (VBIC) Entrepreneur Express seminars (EE) Grow Sales Seminars (GSS)
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WELCOME
Our objective today: Review the end to end purchasing process for the state
eVA registration and system navigation SWaM certification Helpful resources
ASK QUESTIONS !
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$ Virginia Government Market $
The Commonwealth spends over $8 billion annually in goods, services and construction
Localities spend another $5 billion (many, but not all local governments are part of the eVA system)
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An Electronic Marketplace
Access to buyers from 171 state agencies
More than 575 city and county governments
More than 56,000 registered suppliers
Over 9,100 participating buyers
Free market data on transactions and competitors
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Selling to the Commonwealth
Register on eVA, the state’s electronic purchasing system. All state agencies have to place their orders through this system.
http://www.eva.virginia.gov
Obtain your SWAM (small, women, and minority) Certification from the Department of Minority and Business Enterprise
http://www.dmbe.virginia.gov
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Department of General Services (DGS)
Manages eVA, the State’s electronic purchasing system
Mission: Delivery of high-quality, cost-effective, timely services for Virginia taxpayers
DGS oversees all non-technology purchasing and procurement policy
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The eVA system www.eva.virginia.gov
eVA brings buyers and suppliers together using technology
Standardized codes, created by the National Institute of Governmental Purchasing (NIGP), classify supplier products and services
NIGP codes allow buyers to select suppliers over the internet. These codes are crucial since the match is based on these codes
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Buyers
Shop the eVA system using the NIGP codes
An automated system sends e-mail alerts to suppliers of quote requests, purchase orders, change orders
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Supplier Registration and Transaction Fees
Suppliers pay no annual registration fee however, there are transaction fees of .75% capped at $500 if SWAM OR $1500 per transaction
Businesses certified by the Department of Minority Business Enterprise as Small qualify for the $500 cap (women and minority-owned companies may have a double certification)
Firms not certified as “small” by DMBE pay .75% capped at $1500 (per transaction)
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Current Procurement Guidelines for Non- Technology Goods and Services
$5,000 and under: Buyer only has to get one verbal or written quote from a certified small business. Contact the buyer to let them know what commodities you can provide. The public report in eVA will help you identify what buyers are buying your commodity.
$5,000-$100,000: Buyers place an electronic quote in eVA utilizing Quick Quote, if your commodity code matches the code the buyer used, you will be automatically emailed a notice of the opportunity
More than $100K: A formal solicitation, Invitation for Bid or Request for Proposal (VBO), again you will receive an electronic notification of the opportunity
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Technology Companies
VITA contract site www.vita.virginia.gov/scm
Northrop Gruman Contact [email protected]
Computer Aid info ( probably your best way to get in the door) http://www.vita.virginia.gov/default.aspx?id=11906
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Help Resources
eVA customer Care: 1-866-289-7367
From eVA home page
www.eva.virginia.gov , Vendor Information Center
Download tools and specifications for types of catalogs
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eVA and ARIBA
Two separate electronic accounts you will establish and manage separately
Information contained within the two must be synchronized to work smoothly
eVA: for receiving electronic solicitations ARIBA: for receiving electronic orders Each has different user ID and password
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Dun & Bradstreet Number
A “DUNS” number is required for registering with eVA
The DUNS number is a unique identifier used with e-commerce
This is different from your federal ID number or social security number
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How To Get A DUNS Number
Go to www.eva.virginia.gov under “Vendor”; “Vendor Sign Up/Registration”; “Preparing to Register” (option #2)
The number is FREE. However, Free = no tracking of your company’s information
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Double Check….
Make sure NIGP codes are accurate and current Remember to update e-mail address changes in
both eVA and ARIBA accounts Keep track of user IDs and passwords (different for
eVA and ARIBA) Make sure contact information is up to date
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Supplier Diversity
The Department of Minority Business Enterprise certifies small, women and minority-owned businesses (SWAM)
www.dmbe.virginia.gov , (804)786-6585, 1-800-223-0671 in Virginia
DMBE provides state buyers access to a list of SWAM certified suppliers on eVA for use in Virginia’s supplier diversity efforts
DMBE oversees SWAM initiative and policy
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Definition of Small Business
250 employees or less
Gross sales averaging less than $10 million over the last 3 years
To be Certified in Virginia as a Small Business (to do business with the Commonwealth), certification must come from Virginia Department of Minority Business Enterprise
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SWaM certification
If you were previously certified through DMBE as a minority- or woman-owned business; you automatically have the “small” certification attached to your business as well
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What You’ll Find on eVA
Current solicitations Current statewide contracts Reports which summarize historic spending Connection to hundreds of state and local
government buyers who use eVa for procurement Future procurements forecasting tool
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Show Me The Opportunities
Virginia Business Opportunities (VBO); on-line solicitation
Quick Quote – sent via e-mail for solicitation between $5,000 and $100,000 (mandated)
Small Purchases – under $5,000 a single quote over the phone or may be Quick Quote-MEET the BUYER!
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Before You Register
Obtain a Dun & Bradstreet number
Research your NIGP codes
Have your federal tax ID #
Have your email and fax #
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The Rules
39
• on the eVA Home Page
• your guide on the rules and regulations
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eVA customer Care
1-866-289-7367
System issues, changing certain account information, technical questions, password help
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Alternative Dispute Resolution Process
Found in Section 9.17 of the Vendor Manual
Inexpensive and fast way to resolve disputes
Generally used to challenge performance under a contract (not the award of the contract)
The process starts with written notice to the agency head of the agency responsible for the specific contract
For general questions contact the appropriate procurement officer of the agency
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Selling To The Commonwealth
What is your market potential-identify a targeted market in state government
Connecting with decision makers
Networking and continued education
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Other Resources
Resources - Business One Stop
www.business.virginia.gov -DBA site www. VDBA.virginia.gov
Call for Assistance- Virginia Business Information Center, 1-
866-248-8814 (toll free)
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www.vdba.virginia.gov
Our Business is YOUR SUCCESS!
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WHO WE ARE
Virginia Department of Business Assistance
1-866-248-8814 (toll free)- Virginia Business Information Center
www.VDBA.virginia.gov
Wayne Waldrop [email protected] 804-371-8228