Selling to the Commonwealth

Wayne WaldropVirginia Department of Business

Assistance

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.

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)

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 !

$ 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)

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

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

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

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

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

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)

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

Technology Companies

VITA contract site www.vita.virginia.gov/scm

Northrop Gruman Contact swam@ngc.com

Computer Aid info ( probably your best way to get in the door) http://www.vita.virginia.gov/default.aspx?id=11906

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

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

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

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

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

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

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

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

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

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!

Before You Register

Obtain a Dun & Bradstreet number

Research your NIGP codes

Have your federal tax ID #

Have your email and fax #

The Rules

39

• on the eVA Home Page

• your guide on the rules and regulations

eVA customer Care

1-866-289-7367

eVACustomerCare@dgs.virginia.gov

System issues, changing certain account information, technical questions, password help

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

Selling To The Commonwealth

What is your market potential-identify a targeted market in state government

Connecting with decision makers

Networking and continued education

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)

www.vdba.virginia.gov

Our Business is YOUR SUCCESS!

WHO WE ARE

Virginia Department of Business Assistance

1-866-248-8814 (toll free)- Virginia Business Information Center

www.VDBA.virginia.gov

Wayne Waldrop wayne.waldrop@vdba.virginia.gov 804-371-8228