Getting ready to make your bid
Submitting your bid
Promoting your bid
Financing your project
CCC's fee structure
Why is CCC often involved in my dealings with U.S. DoD?
Getting ready to make your bid
How do I get more information on this opportunity and make my bid?
How do I get the solicitation documents for my opportunity?
Once you have identified or been e-mailed an opportunity you wish to pursue, you can ask CCC to pursue the solicitation documents on your behalf. You can pursue them independently, but we suggest that the first few times you allow CCC to assist you.
How to request solicitation documents from CCC:
Contact Ron Linton at CCC by phone (613) 995-0140, by fax (613) 995-2121, or by email
to request your solicitation documents.
How do I get the solicitation documents on my own?
If you have received the opportunity from our opportunity matching service through SourceCAN and wish to pursue the solicitation documents yourself, click on the web link supplied within the e-mailed opportunity to view the bid synopsis.
If you have simply browsed the available opportunities and wish to pursue the documents, click on "more information to view the bid synopsis.
If you only have the SourceCAN Opportunity ID, go back onto the SourceCAN site and "Search Opportunities. Enter the SourceCAN Opportunity ID and hit enter. When the opportunity announcement is returned, click on "more information; this will allow you to view the bid synopsis.
What are my chances of receiving a copy of the solicitation documents?
Regardless of who requests the documents, there is no guarantee that either party will receive them; sometimes the buyer has only a certain number to distribute. This is becoming less of a problem as more and more opportunities are posted electronically on various web sites, and are available online for companies to download.
If CCC pursues the solicitation documents on your behalf and is successful in obtaining a copy, we will ensure that you will receive them.
There are so many terms and conditions - how do I complete a proposal?
Canadian companies who have never dealt with the U.S. government in the past are often surprised with the volume of terms and conditions that they include in their opportunities. While many more terms and conditions do apply in this situation than with most commercial contracts, they can be interpreted fairly easily with a little assistance.
This is why companies who wish to submit proposals will often seek the assistance of CCC. We can help Canadian companies interpret the numerous terms and conditions that are incorporated into opportunities by reference, and not by text. CCC can provide Canadian companies with the applicable texts, what they mean, how they impact Canadian companies, and advice on how to respond.
While you can access the Federal Acquisition Regulations (FAR), as well as the Defence Federal Acquisition Regulations Supplement (DFARS) quick reference guide online at http://farsite.hill.af.mil/, it is still strongly recommended that you let CCC help you interpret these regulations.
I would like assistance with the terms and conditions of my U.S. DoD opportunity
Contact Ron Linton at CCC by phone (613) 995-0140, by fax (613) 995-2121, or by email
for assistance in interpreting the regulations found in your U.S. DoD opportunity.
The Canadian Department of Foreign Affairs and International Trade also has produced the guide How to Read a U.S. Government Solicitation that may help you in responding to your opportunity, as well as a solicitation guide.
As a Canadian company, which social programs do I qualify for in my proposal with the U.S. government?
Canadian companies do not qualify for any social programs with the U.S. government, unless they have an in-country U.S. division and are paying income tax to the U.S. Federal Government and have a U.S. Tax Identification Number (TIN).
As you are completing your contract bid, you will notice that the Section K that is included in most U.S. government contract bids prompts you to describe what kind of company you are, which determines if you qualify for any U.S. social programs. In fact, Canadian companies can only be classified as ‘non-resident aliens' unless they have a TIN, and are not able to claim as a 'small business', or for any other social set-aside.
It is strongly recommended that you let CCC help you to complete Section K of your opportunity. It is often a long and complex portion of the contract bid, and the company submitting the bid is liable for any false claims.
Who can I speak to about my opportunity with the U.S. government?
If you have a question regarding an opportunity you are interested in pursuing with the U.S. government, contact Ron Linton at CCC. He can be reached by phone (613) 995-0140, fax (613) 995-2121, or email
.
Ron Linton administers CCC's Advisory Service for SourceCAN Opportunity-Matches and can work to:
- Provide you with a Central Contractor Registry questionnaire.
- Provide you with a CAGE Code Form.
- Provide you with a Military Technical Data Agreement Form.
- Provide instructions on how to get a SIC number.
- Provide instructions on how to get a DUN.
- Sponsor your company's CAGE Code application and forward to the Department of National Defence.
- Register your company in the Central Contractor Registry (U.S. government).
- Provide Solicitation document at your request.
How do I prepare my company to do business with the U.S. government?
In order to sell to the U.S. government, Canadian companies have to be registered with the Central Contractor Registry (CCR). Read on to learn how CCC can assist you in this process.
Getting a Central Contractor Registry (CCR) Questionnaire to fill out from CCC
Registration with the CCR is mandatory in order for companies to receive any contract award from any U.S. Federal Government department. The first step in the registration process involves getting a NCAGE Code, SIC Code and/or a NAICS, and a DUN.
Canadian companies can register themselves independently, but it can be difficult since the process is structured for U.S. companies. Simply complete the information on the CCR Questionnaire and return it to CCC, and we will take the necessary measures to ensure your company is registered in the Central Contractor Registry.
Approximately 48 hours later, you will receive a Trading Partner Identification Number (TPIN) as confirmation by email. At that point you have a one day window to go online on the CCR website to finish your registration in CCR by providing your confirmation number and DUN.
Your registration is valid for one year. One month before the end of your registered period, you will be asked to update your registration, or your account will be deactivated. You can re-activate your registration quite easily through the CCR website.
Where to send your CCR questionnaire when completed.
Send your completed CCR Questionnaire to Ron Linton at CCC by faxing it to (613) 995-2121, or by emailing it to
.
How do I update or renew my CCR profile?
You may enter the CCR website at any time to change or update your company profile. Just have your TPIN and DUNS handy.
Getting a NCAGE Code application form to fill in
An NCAGE code is a NATO Commercial and Government Entity specification code, and is an identifier of who you are and where your company is located. You need this code before you can do business with the U.S. Federal Government, as well as with the defence forces of other NATO countries. It also allows you to register your company with the U.S. government's Central Contractor Registry (CCR).
To get an NCAGE Code, download the NCAGE Code form and either send the completed form to CCC at 1100 – 50 O'Connor Street, Ottawa ON, K1A 0S6, fax it to (613) 995-2121, or email it to
.
Getting CCC sponsorship of your NCAGE Code application when completed
Once your NCAGE Code form has been completed and sent to CCC, we ‘sponsor' your company and forward your application to the Canadian Department of National Defence (DND) to have a code assigned. The process takes three to four days.
How to get a SIC number
Standard Industrial Classification codes identify the type of product or service your company provides. You can get your codes at www.theodora.com/sic_index.html.
How to get a NAICS code
While the NAICS code is not often used, it can give a buyer a better idea of what you do, and differs from the SIC number because it takes into consideration how many employees you have, and your annual revenue. You can determine your NAICS code by visiting the U.S. DoD's online SIC to NAICS converter and inputting your SIC code.
How to get a DUN
A DUN, or Dun and Bradstreet number enters you into a database of corporate information, and is required in order to pursue U.S. Federal Government opportunities. You can obtain your Dun and Bradstreet number by calling 1-800-463-6362 (8:00a.m. to 7:00p.m. EST).
How do I prepare my company to do business with the U.S. Department of Defence (U.S. DoD)?
Getting a Military Technical Data Agreement form (form DD2345, or JCO form)
The Canada/U.S. Joint Certification Office (JCO) assigns a Military Critical Technical Data number to Canadian companies needing to access secure documents, or needing to visit any U.S. military establishments. Begin by downloading and completing the Military Technical Data Agreement form.
Where to send your Military Technical Data Agreement form when completed
Send the signed original form, along with proof of incorporation or legality (either your company's provincial business licence, incorporation certificate, articles of incorporation, federal or sales tax ID number), directly to the United States/Canada Joint Certification Office, Defense Logistics Services Centre, Federal Centre, Battle Creek, MI, USA 40917-3084.
Getting security clearance for your company and/or its employees
In your export contract, your company and/or its employees may be required to have security clearance granted to them by the Canadian & International Industrial Security Directorate (CIISD), an organization under Public Works and Government Services Canada (PWGSC).
Visit CIISD's web site to learn more about the security screening process. You should keep in mind that there is a time element to getting security clearance, and that the security screening of an organization requires sponsorship from a Canadian Federal Government department or agency.
Are there export controls for selling to the U.S. government for my product or service?
Export controls may still exist for some products or services when selling to the U.S. government. Visit the Canadian Department of Foreign Affairs and International Trade Web site Sell2USGOV in order to determine if you must meet various Canadian and American requirements concerning the transfer and re-export of controlled items. Canadian firms interested in exporting certain advanced technology or defence related goods should pay special attention to these requirements.
Submitting your bid
CCC's Prime Contractor Service Package for Sales to U.S. DoD/NASA
CCC specializes in sales to the U.S. DoD and NASA through its free prime contractor service package, where these sales take place under the Canada-U.S. Defense Production Sharing Arrangement (DPSA), or the NASA/CCC Letter of Agreement respectively. Working with us gives you privileged access to one of the largest procurement markets in the world, and provides additional benefits that include waiver of U.S. cost accounting standards, waiver of requirements to submit cost and pricing data to the U.S. DoD, and waiver of the regulations of the Buy America Act.
U.S. DoD procurement regulations (DFARS) specify that all direct purchases over U.S. $100,000 from Canadian suppliers are to be contracted through CCC.
You submit your response to the opportunity directly to the buyer, with a full copy of your response, including a full pricing proposal, sent to CCC. CCC analyzes the bid, determining your technical ability to do the job, and your company's managerial and financial stability. In some instances the reasonableness of the price and your ability to deliver or complete the bid is also verified upon request by the U.S. government. This process assists CCC to support your bid.
CCC knows your U.S. government buyer
One of CCC's roles is to advise the U.S. government buyer on how to do business with Canadian companies under the DPSA and the NASA/CCC Letter of Agreement. Occasionally, the buyer is not accustomed to doing business with Canada, and is not aware that CCC does a lot of their due diligence work for them, or that Canadian companies must be considered for all intents and purposes domestic sources of supply. CCC representatives are frequently in contact with U.S. buyers, briefing them on the advantages of buying from Canadian companies, as well as to the various trade agreements that exist between Canada and the U.S.
What kind of relationship will I have with CCC as Prime Contractor if my bid is accepted?
Once CCC is satisfied with your bid, we endorse your offer to the U.S. buyer. This means that the Government of Canada is stating that if this offer is accepted, it guarantees performance of the contract at the price quoted and within the delivery time frame, minimizing or eliminating any risk evaluation concerns the buyer may have in dealing with a small Canadian company.
If the offer is accepted, the buyer awards the contract to CCC, which in turn sub-contracts 100% to you by issuing a Domestic Contract. This is particularly advantageous for smaller firms: in spite of the fact that the product or service is being exported, the receivable remains domestic and is with CCC, and not with a distant buyer. Having your receivable remain domestic is often required in order for financial institutions to consider it to be an asset. Foreign receivables are frequently deemed by financial institutions to have little value, making your finances appear less favourable.
You perform in accordance with the terms and conditions of the domestic contract, and then bill CCC. Subsequently, CCC pays you in accordance with the terms and conditions of the contract, billing and collecting from the buyer itself.
What do I get as a part of the Prime Contractor Service Package for Sales to U.S. DoD/NASA?
This service package is available to you at no charge, and includes the following activities to help you win the opportunity on the best possible terms and manage your project:
- Provide Solicitation document at your request.
- Provide a CCC Package and a CCC officer as a contact for your company. You can also click here to view this package now.
- Issue Letter of Acknowledgement of Receipt of Offer to U.S. DoD, and send a copy to you.
- Coordinate Public Works and Government Services Canada (PWGSC) technical/managerial/financial review of your company.
- Issue Endorsement as per DFARS to U.S. DoD buyer, and send a copy to you.
- Issue Advance Notice of Award to your company if CCC is awarded the contract.
- Forward Prime Contract to PWGSC.
- Pay your claims/invoices (within 30 days from receipt of a payable invoice).
- If required, complete Contract Close Out documents after PWGSC completes finance audit for time and materials.
Additional service you can request
The use of Electronic Data Interchange (EDI) has become a major focus of the U.S. government, allowing them to transmit contract documents between two computer systems, and eliminating the need to mail, fax, or email these documents.
An advantage of contracting through CCC is that it is EDI capable. Since CCC's system is compatible with that of the U.S. government, we can ensure you receive contract documents promptly rather than having to wait up to two weeks to receive them.
Promoting your bid
Enhance your U.S. DoD/NASA Prime Contractor Service Package with these options:
You can enhance your basic Prime Contractor Service Package for Sales to U.S. DoD and NASA by choosing from any of our other Project Promotion and Contract Advisory services, designed to complement the basic services we provide. Supplementary services are available on a fee-for-service basis; naturally, you pay only for the extra services that you require.
How does my company benefit from CCC's Project Promotion Services?
Through CCC's In-Country Buyer Briefing, you can use the expertise of CCC's export contracting professionals to present your potential project – and your company – to your client. CCC will travel with you to your potential buyer to outline our involvement in the proposed project.
How you benefit:
- The participation of CCC export contract specialists on your business development team;
- The opportunity to offer the benefits of government support for your company's efforts to develop export opportunities;
- The ability to highlight the benefits that CCC delivers when it acts as Prime Contractor and offers its guarantee of contract performance;
- Added credibility from having the Government of Canada at the negotiation table.
How does my company benefit from CCC's Contract Advisory Services?
Bid/Proposal Preparation structures the sale to make it attractive to the buyer and to enhance your company's competitiveness when you require extensive assistance.
How you benefit:
- CCC's extensive expertise, and knowledge of terms and conditions, in the preparation of a bid or proposal;
- CCC's experience to help you enhance the attractiveness of your bid.
Through its Contract Structuring and Negotiation service, CCC provides a proposal of terms and conditions to enhance your offering, and the expertise to negotiate the best possible commercial terms and conditions. Prospective clients who require additional in-house contracting experience will benefit from CCC's expertise in structuring and negotiating export contracts.
How you benefit:
- CCC's extensive experience in export contract structuring and negotiation, including strategies to shorten the bid process;
- Mitigation of the financial risk of the contract being negotiated;
- Additional expertise to negotiate the terms and conditions of a contract for a specific export project;
- The industry knowledge and experience of our export contract advisors.
Financing your project
Receivables Discounting
Canadian companies, having receivables on a contract with CCC, have access to immediate payments for their invoices through Receivables Discounting. This allows you to meet your immediate financial obligations without increasing your debt.
If you have a contract with CCC, have delivered on the contract, the goods have been accepted and your buyer's risk is satisfactory, Receivables Discounting may be the solution for you to avoid the cash flow waiting game. For more details, please contact your project manager at CCC.
Foreign Exchange Service
Through an agreement with TD Canada Trust, CCC can help provide foreign exchange services to clients on export sales where CCC acts as the Prime Contractor. The services agreement provides companies, in particular small- and medium-sized enterprises (SMEs), access to highly competitive rates. CCC clients can take an active role in managing foreign exchange risks and gain access to near wholesale level pricing on foreign exchange and forward instruments.
How you benefit:
- A simple and straightforward transaction;
- Competitive rates on foreign exchange and hedging products;
- Removal of security requirements for hedging transactions;
- Access to TD Canada Trust's foreign exchange specialists;
- Information on forwards and other hedging vehicles to protect SME's foreign exchange exposure on trade transactions.
For more details, please contact your project manager at CCC.
CCC's fee structure
How does CCC's fee structure work for Sales to the U.S. DoD/NASA?
CCC's Prime Contractor Service for Sales to the U.S. DoD and NASA is provided at no cost to you and your buyer.
Mandatory contract services offered under the Defense Production Sharing Arrangement (DPSA) or the NASA/CCC Letter of Agreement continue to be funded by government allocations. If you are pursuing an opportunity with the U.S. DoD or NASA and would like to hire the services of a project manager to assist you with your bid preparation, our fee-for-service would apply.
Project Promotion and Contract Advisory fees
These services involve a time element for both you and your CCC project manager, and the supplier is aware of the fluid situation and how events can change. This is why the costs for these services are first estimated, then billed on a monthly basis based on usage at an agreed per-diem rate.
Why does CCC charge me to use some of its services?
In order to respond to the expressed needs of clients and to maintain our capacity to serve exporters, CCC has implemented a more commercial, value-based approach to delivering and pricing its services.
CCC employs a team of export contract professionals who have specialized knowledge of the area of international business that you are pursuing, and would be pleased to apply their expertise to help you with your project. Charging for our services ensures that CCC employees will continue to be able to deliver superior service to consistently meet your expectations.
Why is CCC involved in my dealings with the U.S. DoD?
CCC and the U.S. Department of Defense – the DPSA connection
Since 1956 CCC has provided privileged access for Canadian exporters to the U.S. aerospace and defence market, under the U.S.-Canada Defense Production Sharing Arrangement (DPSA) and a related agreement with NASA.
Working with CCC gives Canadian exporters privileged access to one of the largest procurement markets in the world. Canadian companies are considered for all intents and purposes a domestic source of supply when selling to the U.S. Department of Defense (U.S. DoD). The acquisition policies of the U.S. DoD specify that all of its defence purchases from Canada above US $100,000 must be done through CCC. This service is available at no charge to Canadian companies.
How you benefit:
- Waiver of U.S. accounting standards for contracts;
- Waiver of requirement to submit cost and pricing data to the U.S. DoD;
- Waiver of the regulations of the Buy America Act.
The agreement between NASA and CCC, first signed in 1960, is based on the DPSA model. It provides for discretionary use of CCC as prime contractor to NASA.
When is CCC involved in my dealings with the U.S. DoD?
If the value of the U.S. DoD contract is more than US $100,000, CCC automatically takes on the role of Prime Contractor as required under the DPSA. For contacts less than US $100,000, CCC's involvement is at your discretion.
With CCC acting as Prime Contractor – signing a contract with the foreign buyer and a matching contract with the exporter – your foreign customer receives a government-backed guarantee of contract performance.
Your company will also benefit from the use of Canadian procurement rules. This includes the waiver of U.S. cost accounting standards for contracts; the waiver of requirements for submitting cost and pricing data to the U.S. DoD; the waiver of the regulations of the Buy America Act; and duty-free entry for goods and services.
When you are contracted to provide research and development services for the U.S. military - The Defense Development Sharing Agreement (DDSA) connection
The Defense Development Sharing Agreement, signed in 1963, was designed to establish a cooperative agreement in defence research and development between the U.S. Department of Defense (U.S. DoD) and the Canadian Department of Defence Production (CDDP). The CDDP has since become Public Works Government Services Canada (PWGSC).
It complements the DPSA, and affects Canadian suppliers who are involved in research and development contracts solely funded by the U.S. military: the U.S. buyer may contract directly with the Canadian supplier, no matter the value of the contract. In this case CCC's involvement is not required, but both parties may wish to use its services.
Useful contacts with respect to the DDSA include the Department of Research and Development Canada, and National Research Council Canada.
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