DOING BUSINESS

 WITH 

CAMP PENDLETON

MARINE CORPS REGIONAL CONTRACTING OFFICE - SW

BLDG. 22180

MARINE CORPS BASE, CAMP PENDLETON, CA

HOME PAGE: www.rcosw.com

Thank you for your interest in doing business with the Marine Corps Regional Contracting Office (RCO) at Camp Pendleton.

The RCO provides acquisition support to MCB Camp pendleton, MCAS Camp Pendleton, MCAS Miramar, MCAS Yuma, MCRD San Diego, Marine Corps Base 29 Palms, MCMWTC Bridgeport, MCLB Barstow, PAO Los Angeles, and the 8th, 9th, and 12th Marine Corps Districts. We also support other Department of Defense and Federal agencies that may request our assistance.

The mission of these organizations is varied and complex and requires acquisition support that will meet those individual needs. We need goods and services that meet our specifications, and are delivered on time, to keep these organizations functioning efficiently and economically.

You, as a businessman/businesswoman are invited to join that representative cross- section of American Industry currently participating in the successful accomplishment of the Marine Corps’ mission. Experienced, reliable suppliers are vitally important to the Marine Corps, and are a valuable asset to our National defense.

This booklet is designed to provide information to assist you in doing business with the Marine Corps, as well as other Contracting Offices located at Camp Pendleton. You will find additional information and resources on our home page at: http://www.rcosw.com. Comments or suggestions for improving this booklet are welcome and may be faxed to Capt Heskett at 760-725-4346 or email to Capt Heskett

Mr. John Cavadias

Director, Regional Contracting Office Southwest

Marine Corps Installation West

INTRODUCTION

It is the fundamental objective of Government purchasing to do business on a competitive basis with competent firms that can supply the needed products and services in a timely manner. The Marine Corps, along with the rest of the Department of Defense, is interested in expanding its sources of supply and encouraging competition and material improvements. The following information is designed to help you get acquainted with our objectives and procedures.

RCO CONTRACTING MISSION

It is the mission of the RCO to provide Marine Corps activities within the Regional Southwestern United States, and other customers, with contracting support for supplies and services not available through normal supply channels by providing responsive, best value purchasing services, consistent with applicable regulations.

SMALL BUSINESS ADMINISTRATION

The Federal Acquisition Regulation provides that procurements or portions thereof may be set aside exclusively for small business participation. A small business concern is defined by Small Business regulations as set forth in Title 13, Code of Federal Regulations, Section 121.3-8. If you are not sure you qualify as a small business, contact the Small Business Administration, or go to: http://www.sba.gov.

TELEPHONE NUMBERS AND ADDRESSES FOR CONTRACTING OFFICES LOCATED AT CAMP PENDLETON

As a courtesy, please call for an appointment before visiting the contracting offices listed below.  Company brochures and/or product line cards are very useful. Unless directed otherwise one copy of each will usually suffice.

1.     General supplies and services:

Regional Contracting Office - Southwest

Marine Corps Base, Camp Pendleton

P.O. Box 1609

Oceanside CA 92051-1609

Telephone: (760) 725-3233

http://www.rcosw.com

Director:  Mr. John Cavadias

Deputy Director: LtCol Anderson

Small Business Specialist: Capt Heskett

Procurement Chief: Master Sergeant Lerma

Branch Supervisors:

   Formal Contracts -          Ms. Stephanie Perez

   Simplified Acquisitions-    Ms. Patty Langdon

2.  Construction.

Navy Facilities Engineering Command

Office-in Charge of Construction

P.O. Box 209

Oceanside CA 92051-0209

Telephone:  (760) 725-3136

http://www.esol.navfac.navy.mil

3. Marine Corps Tactical Systems Support Activity (MCTSSA):

Commanding Officer

Attn:  Contracts

Box 555171

Camp Pendleton CA 92055-5171

Telephone: (760) 725-9194

http://www.mctssa.usmc.mil

4. Medical supplies and services:

Naval Hospital

Purchasing Department

Building H-100

Camp Pendleton CA 92055

Telephone:  (760) 725-1425

5. Marine Corps Community Services (MCCS).  MCCS consists of food and hospitality, fitness, recreation, retail, services, personal services, Marine Corps Family Team Building and the support divisions.

a. Merchandise procured for resale:

AC/S, MCCS

Attn:  Retail Division

Box 555020

Camp Pendleton, CA 92055-5020

Telephone:  (760) 725-6233

http://www.mccscamppendleton.com

b. All other types of procurements:

AC/S, MCCS

Attn:  Procurement

Box 555020

Camp Pendleton Ca 92055-5020

Telephone:  (760) 725-5339/1174

http:// www.mccscamppendleton.com

A GUIDE TO THE DEPARTMENT OF THE NAVY MARKETPLACE:
A STEP-BY-STEP APPROACH

The following information is reproduced in part from a brochure produced by the Department of the Navy Small and Disadvantaged Business Utilization Office. It was developed as a tool for small business to use in their search for potential Navy/Marine Corps markets.

1. Identify your Product or Service

Know the Federal Supply Classification Code (FSC) and North American Industry Classification Systems (NAICS) Code for your product or service. Many government product/service listings and future procurements are identified by FSC ( http://www.scrantonrtg.com/secrc/fsc-codes/Groups_new.html ) or NAICS ( http://www.census.gov/epcd/www/naics.html ).

2. Register in the Central Contractor Registration (CCR) System to obtain a Data Universal Numbering System (DUNS) Number; register in the Automated Clearing House Payment System for Electronic Funds Transfer, and obtain a Commercial and Government Entity (CAGE) Code.
The Central Contractor Registration (CCR) (http://www.ccr.gov/vendor.asp) is the primary vendor database for the U.S. Federal Government. The CCR collects, validates, stores and disseminates data in support of agency acquisition missions.
Both current and potential government vendors are required to register in CCR in order to do be awarded contracts by the government. Vendors are required to complete a one-time registration to provide basic information relevant to procurement and financial transactions. Vendors must update or renew their registration annually to maintain an active status.
CCR validates the vendor’s information and electronically shares the secure and encrypted data with the federal agencies’ finance offices to facilitate paperless payments through electronic funds transfer (EFT). Additionally, CCR shares the data with government procurement and electronic business systems.
Please note that any information provided in your registration may be shared with authorized government offices. Registration does not, however, guarantee business with the government.
All firms must have a Taxpayer Identification Number (TIN). Call 1-800-829-1040 or visit their web site at http://www.irs.ustreas.gov
As of December 2002, the CCR system has eliminated the requirement to register separately within the Small Business Administration's PRO-Net database. A vendor only needs to input business information in one database (CCR), which will then automatically populate the SBA database. Please note that if you are interested in receiving Small Disadvantaged Business, HUB Zone, or 8(a) certifications, you will need to refer separately to SBA to complete that process.

3. Familiarize yourself with Federal, DOD and Navy/Marine Corps Contracting procedures.
Be familiar with Federal Acquisition Regulations (FAR) (http://www.arnet.gov/far), the Defense Federal Acquisition Regulation Supplement (DFARS) (http://www.acq.osd.mil/dp/dars), and the Navy/Marine Corps Acquisition Regulation Supplement (NMCARS) (http://www.abm.rda.hq.navy.mil).
Selling to the Military http://www.acq.osd.mil/sadbu/publications/index.htm is an introduction to the broad subject of contracting with agencies within DOD. This handbook provides A Step-by-Step Approach to the DoD Marketplace.
4. Identify the Navy/Marine Corps contracting activity that purchases your product or service and contact the Small Business Specialist on-site.
Department of the Navy contracting functions are decentralized. Each Navy/Marine Corps major buying activity purchases supplies and services that support its own mission. Each buying activity has a Small Business Specialist assigned who is the small business entrepreneur’s focal point for upcoming procurements and their source for counsel on small business matters at that particular activity.
Locate a contracting activity that purchases the product and/or service your company offers, and its corresponding Small Business Specialist by utilizing the Department of the Navy Marketing Information Service http://www.hq.navy.mil/sadbu/Marketinfo.htm. This Marketing Information Service is designed to tell you not only who buys what, but also, whom to contact in the initial introduction of your firm to the contracting center. The contact points are Small Business Specialists, who are trained to advise you on the contracting center's procurement functions.
Marketing information has been gathered into a database for the current Fiscal Year and is organized according to Federal Supply Codes/Product Service Codes. All procurement actions for a particular code are included if 10 or more procurement actions were completed for that code or the total dollar value of those actions was at least 10 million dollars.
While you are there, be sure to visit other sections of the Department’s Office of Small and Disadvantaged Business Utilization Home Page at http://www.hq.navy.mil/sadbu. The Head of the Contracting Activity (HCA) page provides a list of small business specialist assigned to each subordinate buying activity and direct links to each Navy and Marine Corps major contracting activity homepage, many of which contain procurement forecasts and solicitation information.
The Procurement Conferences page contains a schedule of upcoming outreach events with Navy and Marine Corps participation. The Procurement Resources page provides direct links to Federal, DOD, and Navy acquisition and procurement information.
5. Identify current and future Navy and Marine Corps procurement opportunities.
The Department’s Long Range Acquisition Estimates (i.e. procurement forecast) is an excellent tool for identifying projected contractual requirements from fiscal year to fiscal year. This information is available at http://www.abm.rda.hq.navy.mil/navyaos/content/view/full/187 . Search results provide projected contractual requirement descriptions, dollar values, buying commands, technical and buying points of contact, and acquisition strategies (full and open, set asides, etc.).
Search for current procurement opportunities in a specific product or service area by checking the Navy Electronic Commerce Online (NECO) website: http://www.neco.navy.mil. All Navy/Marine Corps business opportunities are either on this site or linked to it. To use this site, a vendor must register in the CCR System. NECO has a searchable database of Requests for Quotations, Requests for Proposals, and Synopsis. NECO also has an entire page of useful links to other Electronic Commerce Sites, Navy Business Opportunity sites, and DOD specifications and standards.
Accessing the electronic version of the Federal Business Opportunities website will identify Navy, as well as other DOD and Federal government procurement opportunities. Visit the Federal BizOpps website at http://www.fedbizopps.gov.
6. Investigate Federal Supply Schedules (FSS) contracting opportunities.
Many Navy and Marine Corps supplies and services are purchased utilizing Federal Supply Schedule (FSS) contracts and the SmartPay International Merchant Purchase Authorization Card (GCPC). Contact the General Services Administration (GSA) at http://gsa.gov for information on how to obtain a FSS contract and why you should accept the GCPC card (www.fss.gsa.gov) when doing business with the Navy and Marine Corps.
7. Investigate other DOD programs.
There are several DoD small business programs that may be of interest to you, including the Indian Incentive Program, Mentor-Protégé, Small Business Innovation Research, Women-Owned Small Business, Veteran Owned Small Business, and the Historically Black Colleges and Universities/Minority Institutions Program. Information on these programs, DoD publications, and much more is available for downloading the DoD Office Small and Disadvantaged Business Utilization website: http://www.acq.osd.mil/sadbu.
8. Explore subcontracting opportunities.
Regardless of your product or service, it is important not to neglect the very large secondary market, Subcontracting Opportunities with DoD Prime Contractors http://www.acq.osd.mil/sadbu/publications/index.htm. This website lists all major DoD prime contractors by state and provides a point of contact (Small Business Liaison Officer) within each firm. We encourage you to investigate potential opportunities with these firms. Many also have websites that may be useful and we encourage you and them to team with each other.
9. Seek additional assistance as needed in the Navy and DoD marketplace.
Procurement Technical Assistance Centers (PTACs) http://www.gmu.edu/gmu/PTAP/about.html). The Procurement Technical Assistance Program is a not-for-profit organization funded by the Defense Logistics Agency and George Mason University.
PTACs exist to increase contracting activity between small businesses, prime government contractors and the government.

PTAC's mission is:
• To generate employment and improve the general economy of a locality by assisting business firms in obtaining and performing under DoD, other federal agencies, and state and local government contracts;
• To expand the industrial base of the DoD and other federal agencies; to provide a link between the federal government, major prime contractors, and small businesses;
• to provide technical assistance to small businesses interested in federal, state and local government contracting;
• and last but not least, to apply George Mason University resources to improve the business climate and economic development in local communities.
Exchange System. If your company is engaged in retail activities, visit the Navy Exchange System website http://www.navy-nex.com and the Marine Corps Exchange website http://www.usmc-mccs.org. The exchanges are retail operations that provide quality products and variety of services to the men and women of the Armed Forces, retirees, reservists, and their families.

HOW TO DO BUSINESS WITH THE GOVERNMENT

In addition to the information above, thoroughly understanding procurement documents is an important step to successful performance. Here are a few suggestions that may be helpful.

1. Thoroughly Read the Solicitation/Proposal/Request for Quote. Be sure you understand the government’s requirement and know what you are offering on before submitting an offer. Comply with all instructions directing you to fill in information, complete forms or submit information with your offer. Should you discover ambiguities or errors in the documentation, call it to the attention of the Contracting Officer in writing for resolution prior to submission of your offer.  Once you submit an offer, and the Government accepts it, you will be legally bound to perform under those criteria.

2. Freedom of Information Act (FOIA). Under the Freedom of Information Act a contractor, or private citizen, can request information from the Government. If you are being asked to provide pricing for a previously purchased product or service you may contact the local, responsible FOIA Office and request previous purchase information, which will be provided within in the confines on the law. Be as specific as possible and include the previous contract number or whatever other information you may have to clarify your request and insure it is sent to the proper office. All requests must go directly to the FOIA Office, who will forward the request to the appropriate office for action. The FOIA Office at Camp Pendleton can be reached by calling (760) 725-5312, or mailing your request to: Commanding General, FOIA Office, Box 555010, MCB, Camp Pendleton, CA 92055-5010. Depending upon the complexity of your request there may be a fee for this service.

3. Read the Awarded Contract/Purchase Order After Receipt. The contract/purchase order sets forth your obligations and your rights. It mutually protects both the contractor and the Government.  If any problems are identified, or arise after award, bring it to the attention of the Contracting Officer immediately.

4. Comply with the Specifications. The specifications precisely describe the Government’s requirements. The contract commits the contractor to perform according to the specification/statement of work. Your failure to follow all instructions may result in rejection of your shipment or acceptance of your performance, which will result in delay of payment.

5. A Brief Overview of the Regulations. The Federal Acquisition Regulation (FAR) (http://www.arnet.gov/far) is the primary document governing all DoD contracting. It consists of procurement policies and many detailed procedural and administrative requirements that apply to all procurements by Federal agencies. The Defense FAR Supplement (DFARS) (http://www.acq.osd.mil/dp/dars/index.html), on the other hand, contains instructions for implementing the FAR within DoD, and supplementary regulations that are unique to DoD. The DFARS is not a stand-alone document; it must be used in conjunction with the FAR.

6. Only a warranted contracting officer can obligate the U.S. Government.  This authority is delegated from Headquarters Marine Corps; Washington, D.C. Buyers in the RCO are warranted at different dollar levels based on the buyer's certification level.  Purchase Card holders outside the contracting offices have limited authority up to  $2,500 per transaction, with limited exceptions.  Vendors should insure the person requesting supplies or services has the authority to obligate the Government to pay for supplies or services received.

7. Types of Procurements.

a. Simplified purchases. Simplified acquisition methods are used for all open market procurements under $100,000, and purchases for supplies or services placed against an established contract or with Government sources. Methods of simplified acquisitions are as follows.

                    (1) Micro-Purchase. Acquisition of supplies or services, the aggregate amount of which does not exceed $2,500. Micro-purchases may be awarded without soliciting competitive quotations if the purchaser determines that the price is reasonable. Purchases are not bound by the Buy American Act and are not reserved for purchase from small businesses.

                    (2) Purchase Orders. Purchase orders are for the acquisition of supplies or services, the aggregate amount of which exceeds $2,500, but does not exceed $100,000. The Buy American Act applies and all open market procurements are reserved for purchase from small businesses. Exceptions to the small business rule include: (1) ordering from intergovernmental agencies or pre-established contracts; or (2) the Contracting Officer determines there is no reasonable expectation of obtaining quote from two or more responsible small business concerns that would be competitive in terms of market price, quality and delivery. Delivery orders from pre-established Government contracts are also an exception to the small business rules.

(3) Blanket Purchase Agreement (BPA). A simplified method of filling

anticipated repetitive needs for supplies or services by establishing "charge accounts" with qualified sources of supply. Orders may be placed orally with firms having a written BPA with the RCO and the vendor submits invoices periodically, usually each month.  Small business reservations are the same as for purchase orders.

                    (4) Government-Wide Commercial Purchase Card (GCPC) Program. This is the newest method available for the Government to acquire needed supplies and services and is the fastest growing.  Technically it is a method of payment and not a procurement method. It is generally mandated for procurements under $2,500 (activity level personnel), and also utilized by RCO buyers for many other simplified acquisition procurements.  This procedure allows authorized Government personnel to use the card to buy goods in the same manner that private citizens utilize their credit card. The process is expeditious and economical for both the vendor and the Government. Currently the RCO has issued over 300 cards for use by personnel aboard the base.

If you are interested in this method of payment contact your local bank just as you would for any other credit card account. The current contractor for the Government is Citibank.

b. Formal Contracts:

(1)  Sealed Bidding. “Sealed bidding”, formerly “formal advertising”, is a

method of contracting that employs competitive bids, public opening of bids, and award. Great care must be taken to ensure that all qualified bidders understand the Government’s requirements and that each vendor has an equal opportunity to submit a bid.

Sealed bidding can be described as a “one-shot-deal”.  Essentially, the Government has only one chance to describe its requirements (although these requirements can be amended before bid opening), and the bidder has only one chance to offer a price (although he too, may modify or even withdraw his bid before bid opening).  Once the bids have been publicly opened, neither party may change its mind.  The government must either make an award or cancel the procurement.

Sealed bidding has six basic procedural steps.  (1) Prepare the Invitation for Bid (IFB).  (2) Publicize the IFB in the Commerce Business Daily.   (3) Issue the IFB to interested vendors. (4) Receipt of IFBs by the date specified. (5) Open and record bids received in response to the IFB.  (6) Evaluate bids to determine the responsive and responsible bidder whose bid is the best value to the Government with price and price related factors considered. 

                    (2) Negotiation. In many procurements, the conditions necessary for sealed bidding are not present.  Negotiation procedures are then used.  Negotiation is a procedure that includes the receipt of proposals from offerors, permits discussions, and usually affords offerors an opportunity to revise their offers before award of a contract.

Negotiations may apply to price, schedule, technical requirements, delivery, type of contract, or other terms of a proposed contract.

The basic goal of negotiated procurements is to award contracts to qualified sources that offer the best value to the government on purchases exceeding the simplified purchase threshold where price, although important, is not always the controlling factor.

Requests for Proposals (RFP’s) are used to communicate the Government's requirement to prospective contractors and to solicit proposals.  RFP’s (or solicitations) contain the necessary information and direction to enable prospective contractors to prepare proposals properly and completely so that the Government may evaluate.

A vendor’s proposal received in response to an RFP is an offer that can be accepted by the Government to create a binding contract, either following negotiation, or without discussions.

The negotiation process has seven basic steps:  (1) Prepare the RFP, (2) Publicize the RFP in the Commerce Business Daily, (3) Issue the RFP, (4) Receipt of offers by the date specified, (5) Evaluation of offers, (6) Discussions and negotiations (if determined necessary by the Government), (7) Contract award.

INTRODUCTION TO REVERSE AUCTIONING

1. Reverse Auctioning is an innovative pricing technique using secured internet based technology. The sense of competition is heightened as suppliers compete in real time by bidding lower as they see other offers. Savings have ranged from 2-25%, with a weighted average of 18%. Please go to http://www.rcosw.com/ra.html for additional information on this subject.

SUGGESTED SOURCES OF ADDITIONAL INFORMATION

The Internet is a valuable source of current acquisition information. The following contains a partial list of information areas you may wish to investigate. Once you get into these pages, you will find references to many other areas of interest.