Selling to the Commonwealth

1. Wayne Waldrop Virginia Department of Business Assistance Selling to the Commonwealth

2. 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

3. 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) The Virginia Department of Business Assistance

4. Our objective today: Review the end to end purchasing process for the state eVA registration and system navigation SWaM certification Helpful resources ASK QUESTIONS ! WELCOME

5. 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) $ Virginia Government Market $

6. 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 An Electronic Marketplace

7. 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 Selling to the Commonwealth

8. 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 Department of General Services (DGS)

9. 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 The eVA system www.eva.virginia.gov

10. Shop the eVA system using the NIGP codes An automated system sends e-mail alerts to suppliers of quote requests, purchase orders, change orders Buyers

11. 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) Supplier Registration and Transaction Fees

12. $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 Current Procurement Guidelines for Non- Technology Goods and Services

13. 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 Technology Companies

14. 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 Help Resources

15. 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 eVA and ARIBA

16. 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 Dun & Bradstreet Number

17. 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 How To Get A DUNS Number

18. 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 Double Check….

19. 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 Supplier Diversity

20. 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 Definition of Small Business

21. 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 SWaM certification

22. 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 What You’ll Find on eVA

31. 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! Show Me The Opportunities

32. Obtain a Dun & Bradstreet number Research your NIGP codes Have your federal tax ID # Have your email and fax # Before You Register

33. The Rules • on the eVA Home Page • your guide on the rules and regulations 39

34. 1-866-289-7367 eVACustomerCare@dgs.virginia.gov System issues, changing certain account information, technical questions, password help eVA customer Care

35. 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 Alternative Dispute Resolution Process

36. What is your market potential-identify a targeted market in state government Connecting with decision makers Networking and continued education Selling To The Commonwealth

37. 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) Other Resources

38. Our Business is YOUR SUCCESS!

39. 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 WHO WE ARE