Vendor Day Moldova Slides_Aurochs Partner 25.pptx

Command & Staff 27 October 2021 Mr. Bryan R. Samson Deputy to the Commanding General

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Vendor Conference Chisinau, Moldova

As of 18 JUN 25

CUI

CPT LaPread, Thomas B.

SFC Evans, Shalynn A.

928th Contracting Battalion Regional Contracting Office Bavaria

Mr. Scott Safer (Planner) United States Army Europe and Africa (USAREUR-AF)

Good morning Ladies and Gentlemen! Welcome, and thank you for joining us for the 1st Vendor Day/Conference here in Chisinau, Moldova.

Before we began, we have bottled water located XXX so please feel free to take one. The restrooms are located right around the corner, so if you feel the need to step out, please do so.

There will be two presenters this morning myself and Mr. Magrino. There will be a break in between presenters to allow time to transition between presentations.

Without further ado, let’s begin.

Name: SFC Shalynn A. Evans.

Professional Title: Contracting Non-Commissioned Officer (NCO)

Background:

US Army since Feb 2006 with the DoD Contracting professional since 2012

Achievements: I don’t measure my achievements; I let my work speak for itself Briefer

I’m SFC Shalynn Evans, Contracting NCO with the 928th Contracting Battalion. Also joining me today is CPT Thomas LaPread, Contracting Officer with the 928th CBn, and Mr. Daniel Magrino, Contracting Officer with the Navy Facilities Engineering Systems Command (NAVFAC).

A little about me- I enlisted in the U.S. Army in 2006, and since 2012, I’ve been a contracting professional, helping bridge the gap between military needs and industry capability.

Together, we’re here to provide you with information on the registration process and show how your business can partner with the government to support Army operations.

NEXT SLIDE

Agenda Purpose and Impact of Government Contracting Importance of Industry Engagement Contracting Framework Common Requirements Vendor Eligibility Understanding Solicitations Dos and Don’ts for Proposals Common mistakes on proposals Compliance and Ethics in Government Contracting Questions

Type of Brief: Information Decision Guidance Desired Outcome: 1) Effectively communicate the 409th Contracting Support Brigade's current and future support initiatives within the European Command (EUCOM) Area of Responsibility (AOR) to the International Stability Operations Association (ISOA) conference attendees.

This morning, I will cover essential topics to help you successfully navigate government contracting. Topics discussed will include:

Understanding the purpose and impact of Army Contracting The importance of industry engagement Key qualifications and regulations for vendors How Army contracts are structured and awarded What businesses need to be eligible for Army contracts Understanding Solicitations Best practices to submit competitive bids Pitfalls to avoid when engaging in government contracting Maintaining integrity and adherence to regulations Open floor for discussion and clarification

Purpose and Impact of Government Contracting

Enhance Interoperability!

Contribute to Regional Security!

Why are we here?

Well, the U.S. Army relies on private sector expertise to support a wide range of missions, from logistics and technology to construction and equipment supply. Our goal is to build strategic relationships, enhance interoperability, and to help develop a larger vendor base for both U.S. and Moldova contracting efforts.

As I stated before, we serve as the bridge between military needs and industry solutions, ensuring that businesses like yours contribute to national security while expanding the market.

Importance of Industry Engagement

Education Increase Competition Drive Innovation Creative problem-solving

Let us help you!

Industry engagement as known as vendor day/vendor conference, plays a vital role in shaping effective government procurement strategies. By actively connecting with businesses, the Army enhances the contracting process in several key ways:

Educating Businesses- We understand that many companies are unfamiliar with government contracting procedures. Industry engagement provides essential guidance on registration, compliance, and navigating procurement systems like SAM.gov and NAICS classifications.

2. Increasing Competition- A broad and diverse vendor base leads to better pricing, improved service quality, and a wider range of solutions. More competition ensure that the government receives cost-effective, high-quality products and services.

3. Driving Innovation- Your businesses brings fresh ideas and emerging technologies that strengthen military operations. Engaging with industry encourages creative problem-solving, leading to new advancements in logistics and equipment development.

In short, industry participation isn’t just a formality-it’s a strategic necessity because when businesses understand the process and actively compete for Army contracts, it leads to stronger partnerships, better solutions, and mission success.

Contracting Framework Methods of Payment:

U.S. contracting efforts are governed by:

Taxpayers Money:

https://www.acquisition.gov/

DOD FY24 $455.76B

What governs federal procurement? Army contracting operates under strict rules and regulations outlined in the Federal Acquisition Regulation (FAR). This is what governs federal procurement and is the framework that defines our left and right limits of federal contracting, ensuring transparency, fairness, and responsible management of taxpayer dollars.

As stewards of these funds, we must adhere to FAR guidelines to guarantee that every contract serves the best interest of the government, the military, and the public.

For FY24, the total DOD spending amounted to $455.76B, covering a broad spectrum of operations, including equipment procurement, logistics, infrastructure, and technology.

Vendors who contract with the Army can expect payments through established government methods, including EFT- primary and most secure method for receiving payments, GPC-often used for smaller purchases to streamline procurement, Cash (Field Ordering Officer) funds are used in specific operational environments where electronic transactions are not feasible.

These payment options are structured to maximize efficiency while maintaining compliance with government financial protocols.

Common Contracting Requirements Portable latrines Portable hand-washing stations Custodial Services Refuse/Waste Removal Laundry Services Material Handling Equipment (MHE) Rentals (Crane, Backhoe, Forklift and etc.….)

Truck & Flatbed Rentals Bus and Car Rentals, and Transportation Services Catering Services Interpreter/Translation Services Tent rental

Taking care of soldiers is non-negotiable. We’re always seeking comprehensive services — from food to laundry and everything in between. We know that many of you have years of experience in this marketplace which makes it easy for us to partner and provide a quality product for our supported units.

Moving forward to provide stability in the EUCOM AOR, these are the areas we're anticipating increased requirements for, and we are eager to collaborate with partners who bring innovative solutions and reliable service. We need your continued support to maintain operational readiness and enhance the quality of life for our service members and allies as they train and execute missions to provide the consolidated deterrence to our adversaries.

Of these common requirements, the one’s that are anticipated here in Moldova for an upcoming exercise includes: Portable latrines/hand wash stations, MHE, Interpreter services, refuse/waste removal.

Where to look for these opportunities?

SAM.gov, partnering with DLA, LOGCAP or WEXMAC prime contractors, reach out to contracting organizations to get onto their vendor list.

Vendor Eligibility for Army Contracts

How do you get started?

Registering on our platforms is the first step to doing business with the Army. I know majority of you are already SAM.gov registered, however, another platform that you may be interested in registering for is WEXMAC, in which I will provide additional details as we go through the slides.

What is a NCAGE Code ?

What does it stand for?

NATO Commercial and Government Entity (NCAGE) Code What is it?

This code, is assigned to businesses providing a product or service to the U.S. and NATO Why is it needed?

Faster more streamlined payment process (EFT) Is it required?

No, but it can take up to 6 months for the vendor to be paid via EFT.

Prior to registering on SAM.gov, you must have a NATO Commercial and Government Entity (NCAGE) Code. This code is assigned to businesses providing a product or service to the United States (U.S.) Government.

Why is it needed?

Obtaining an NCAGE Code allows foreign vendors to register in the system for award management (SAM.gov) and it enables a faster more streamlined payment process (EFT).

This is not a requirement, however, if a vendor does not obtain a NCAGE Code and requests EFT as the method of payment, it can take up to 6 months for the vendor to be paid via EFT.

Therefore, we highly suggest completing the registration for an NCAGE code to streamline the process.

Registration Instructions – NATO Commercial And Government Entity (NCAGE) Code NATO Commercial And Government Entity (NCAGE) Code.

To register for your NCAGE Code you will need to visit this website and complete the steps. This process can take up to 3 days https://eportal.nspa.nato.int/Codification/CageTool/home

Listed is the website to register for an NCAGE code. Once the registration steps have been completed, the process of receiving an NCAGE can take up to 3 days.

I do have a separate powerpoint slide deck that provides step by step instructions on how to obtain an NCAGE, as well as the SAM.gov registration process. For those that would like this powerpoint slide deck, please get with me after this presentation and I will ensure to email it out to you.

What is SAM.gov?

SAM is a database listing company capabilities and other independent information accessed by the Internet and managed by the U.S. Government.

Registration You must have an active registration in SAM to do business with the Federal Government.

Registrations are FREE and valid for one year.

Website: https://SAM.gov

We can provide assistance, however, we do not have the same access to the system that Vendors have as we are not system admin.

What is the System for Award Management (SAM.gov)

All businesses must register on the System for Award Management (SAM) to be eligible for government contracts. This ensures compliance with federal regulation.

The SAM Registration is valid for one year. SAM.gov will send a reminder email approximately 30 days before your Registration expires.

It is FREE to register and maintain your registration in SAM. If you get an email from any address that does not end in .gov or .mil, be cautious. These parties do not represent the U.S. Government.

At first notification of SAM registration renewal and expiration, please log in and complete these instructions as it takes 10-14 days until your SAM registration is renewed/extended.

Once registered, you will be able to search for opportunities on the SAM.gov website. The contracting opportunities listed in SAM.gov are not just for large corporations; small businesses, startups, and specialized providers all play a crucial role and can compete, if they are registered.

Procurement Integrated Enterprise Environment (PIEE) Introduction to WAWF What is WAWF?

WAWF is a convenient online solution that allows vendors to electronically submit invoices and receiving reports; allows the Government to perform inspection and acceptance of goods and services, and interfaces with payment systems to receive transactions electronically.

With WAWF, Vendors can:

Submit invoices and receive reports real-time Without registration EFT payments are significantly delayed.

Be paid in a timelier fashion due to the reduction of lost or misplaced documents, and quicker document routing.

Have total visibility of document status.

Receive system-generated e-mails advising you of action taken by the government inspection and acceptance officials, or if an invoice is rejected.

The electronic transmission of the invoices is mandatory as stated in contract clause 252.232-7006 Wide Area Workflow Payment Instruction.

Register at, https://www.piee.eb.mil

Another platform I would like to bring your attention to is the Procurement Integrated Enterprise Environment (PIEE)

What is PIEE and how does it relate to WAWF?

This is a cloud-based enterprise platform, managed by the Defense Logistics Agency, that hosts many of DoD's enterprise procurement capabilities. It provides single sign-on and account management tools and streamlines operations and data management. piee.eb.mil is the website that houses WAWF.

Within the PIEE enterprise platform, is the website that houses Wide Area Workflow (WAWF) which is the system by which vendors can electronically submit invoice and receiving reports. Also within WAWF, vendors can be paid in a timelier fashion, have total visibility of document status, and receive system generated emails advising you of any action needed if your invoice is rejected.

As with registering to receive an NCAGE code, WAWF registration is not required, however, EFT payments made outside of this system can take more than 6 months to process.

World Wide Expeditionary Multiple Award Contract (WEXMAC 2.0) What is it?

An application developed to assist the Navy Expeditionary Combat Force (NECF) to have logistics, lodging, medical and other supplies readily available during ashore operations. Department of Defense (DOD) and Department of Homeland Security (DHS) are authorized users of this tool.

Army Contracting utilizes this tool to assist end users in building missions in support of Humanitarian Assistance/Disaster Relief Support, Contingency Support, Exercise Support, Lodging Support, and Logistics Support.

How to Register?

Contact Mr. Thomas Kunish, thomas.r.kunish.civ@us.navy.mil

I have discussed the importance of registering for an NCAGE, SAM.gov, PIEE, WAWF, and now I will discuss WEXMAC 2.0

This system was developed to assist the Navy Expeditionary Combat Force to have logistics, lodging, and other supplies readily available during ashore operations. It has since allowed the DOD and DHS to utilize this tool.

Army Contracting utilizes this tool to assist in Contingency Support, Exercise Support, and Logistics Support.

All locations outside the United States and United States outlying territories are the places of performance in WEXMAC.

To register, contact Mr. Thomas Kunish

Understanding Solicitations

Requirements are posted SAM.gov, WEXMAC, Unison, GSA, CHESS. These postings are referred to as Solicitations. Understanding what to pay attention to within a solicitation is extremely important and can be the difference of submitting an acceptable quote/proposal or a nonacceptable quote/proposal.

The solicitation document is created on a Standard Form 1449 that is used for Commercial Items. Important blocks to pay close attention too when reviewing this document is blocks 5- Solicitation #, block 6- the date the solicitation was issued, and block 8- time/date of submission of offers.

Contracting POC SAM AND WAWF Info

Read the Addenda!

The Continuation Sheet of the solicitation will give you the Contracting POC information; this includes the Contracting Specialist and Contracting Officer. SAM/WAWF Info is important to note as well, because it clearly states that entities must have an active registration in SAM.gov to do business with the Government.

Wide Area Workflow background informs entities of the convivence of vendors to electronically submit invoices and receiving reports.

Lastly, Read the Addenda!!!! Within the Addenda, instructions for written submittals are provided, pre-award compliance informing entities on what must be provided/completed with their submitted proposal/quote, also any technical evaluation factors that will be evaluated with submissions. Many vendors fail to submit the required documentation and by not doing so, excludes their quote from being accepted.

Over 90% of solicitations are evaluated by price only (as long as salient characteristics are met). Majority of remaining solicitations are Price and Technical Acceptability factors

CLIN

CLIN

Description

Quantity

Unit of Issue

Unit Price, Estimated Amount, and NET Amount filled out by YOU!

This is a screenshot of a solicitation continuation of deliveries or performance page. You will have the Item Number, referred to as the CLIN, CLIN Description of the supplies or services being requested, Unit of Issue. The green circles symbolize what you as the vendor will provide/fill in as your offer for the requested supplies/services.

52.212-2 Evaluation - Commercial Products and Commercial Services

(a) The Government will award a contract resulting from the solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

Common Other Factors: (i) technical capability of the item offered to meet the Government requirement (Performance Work Statements, ELIN, and Technical Exhibits); (ii) price; (iii) past performance (positive and negative)

Included in the relative order of importance of the evaluation factors

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

Unlikely to win by having a low base year and high option years.

Over 90% of solicitations are evaluated by price only (as long as salient characteristics are met). Majority of remaining solicitations are Price and Technical Acceptability factors.

Understanding Solicitations Provision

Dos and Don’ts for Proposals Do’s Ask questions prior to submission and during the question period authorized in the solicitation Include all requested documents in submission Format attachments in PDF or other appropriate manner Sign all amendments when submitting offer Don'ts Submit late quotes/proposals Submit questions after the question phase has ended Forget to submit signed amendments Forget to attach documents with submission

Here are some best practices when submitting competitive offers. Ask questions prior to the submission and during the question phase of the solicitation, sign all amendments when submitting your offer, include all requested documents in submission, and ensure all attachments are in the correct format.

Do not submit late quotes/proposals as they will not be accepted. Another big one that we see a lot is not submitting all required documents per the solicitation with your quote, and asking questions after the Q/A phase of the solicitation has ended.

Common Mistakes on Proposals/Quotes Non-compliance with solicitation requirements Inaccurate Cost Estimates Failing to Understand the Scope of the Work Lack of Detail Not demonstrating value Ignoring past performance Missing deadlines Ignoring amendments

Some common mistakes we see with proposals/quotes:

Inaccurate cost estimates Failing to understand the scope of work (it is imperative to ask questions during the question phase of the solicitation) Missing deadlines Ignoring amendments

Compliance and Ethics in Government Contracting Government contracting is primarily guided by key regulations, notably the Federal Acquisition Regulation, or FAR, and the Defense Federal Acquisition Regulation Supplement, known as DFARS.

Ethical Concerns:

Conflicts of interest Bribery Violations of Procurement Integrity

Importance of Compliance:

Terms of the contract Meeting deadlines Providing the quoted supplies or services

Federal Procurement is guided by key regulations to ensure ethical concerns are not being violated such as conflicts of interest, bribery, any violations of procurement integrity

As well as ensuring businesses are complying with the terms and conditions of the contract, they are meeting the required deadlines and providing the quoted supplies and services.

Email:

usarmy.bavaria.409-contr-spt-bde.mbx.928th-cbn-spo@army.mil

Questions

The Army is committed to working with businesses that bring expertise, innovation, and reliability. By following the registration process and staying informed about available opportunities, your business can take full advantage of the contracting landscape and contribute to vital military operations.

We encourage you to explore the possibilities and reach out with any questions—we’re here to support you in navigating the process.

Now I will open the floor for any questions and or additional clarification.

Let’s take a 15-minute break and your next presenter will be Mr. Daniel Magrino.

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