Getting ready to make your bid
CCC's International Prime Contractor Service
Promoting your bid
Preparing your bid and negotiating your contract
Monitoring and Administering your project
CCC's International Prime Contractor Service Package – Put the Power of Canada Behind your Export Sales
Financing your project
CCC's fee structure
When should CCC be involved in my dealings with All Other U.S. Government Departments and Agencies?
Take the next step with CCC
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 bid 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, or get more information on how to pursue them yourself.
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.
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 opportunity synopsis.
If you have simply browsed the available opportunities and wish to pursue the documents yourself, click on "more information to view the opportunity 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 opportunity synopsis.
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 number 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) quick reference guide online at http://farsite.hill.af.mil/, it is still recommended that you let CCC help you interpret these regulations.
I would like assistance with the terms and conditions of my 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 opportunity.
The Canadian Department of Foreign Affairs and International Trade 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.
CCC can 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 instruction on how to obtain Solicitation document at your request.
If you or your buyer is not familiar with CCC and its services, we can also provide you with a CCC Package. Alternatively, you can click here to view this package now.
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 DUNs.
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 though 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).
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 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.
CCC's International Prime Contractor Service
When CCC signs the sales contract as Prime Contractor, your customer receives a government-backed guarantee of contract performance. This increases your credibility and your customer's confidence when buying from your company.
When CCC assumes the role of Prime Contractor, you'll receive the help from one of CCC's experienced project managers in:
Read on for a more detailed description of each of CCC's services.
Promoting your bid
You can use any of CCC's Project Promotion services on a fee-for-service basis when you need an extra edge in the international marketplace, or you can receive them as a part of its International Prime Contractor Service Package.
A Letter of Introduction from CCC carries the weight of the Government of Canada. An export-project-specific Letter of Introduction makes the prospective client aware of the benefits of a government-to-government arrangement. It is a valuable tool in your marketing strategy with your prospective buyer.
How you benefit:
- A high-impact tool to introduce the benefits of having CCC undertake the due diligence and price analysis for your prospective buyer, giving the buyer added confidence in your credibility.
A Letter of Reference from CCC carries the weight of the Government of Canada. If you've worked successfully with CCC in the past and you're selling to a foreign buyer, an export-project-specific Letter of Reference will make the buyer aware of the benefits of purchasing through CCC. The Letter includes references to past projects that CCC has supported and that you've delivered on successfully. It also introduces your prospective buyer to the added benefit of a government-to-government arrangement for the purchase of your products or services.
How you benefit:
- A high-impact sales tool to reinforce your credibility, based on CCC's past experience with you.
An export-project-specific Letter of Support from CCC allows you to offer your prospective buyer the added assurance of a guarantee of contract performance. The Letter tells your buyers that CCC has performed its due diligence and is ready to act as Prime Contractor in the project, under certain conditions.
How you benefit:
- Reassurance for your buyer that the project has the support of the Government of Canada, under certain conditions;
- The enhanced credibility provided by a government-backed guarantee of contract performance.
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 U.S. government clients. 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.
Preparing your bid and negotiating your contract
You can use any of CCC's Contract Structuring and Negotiation services on a fee-for-service basis when you need an extra edge in the international marketplace, or you can receive them as a part of CCC's International Prime Contractor Service Package.
Bid/Proposal Preparation structures the sale to make it attractive to the buyer and to enhance your company's competitiveness.
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.
Monitoring and Administering your project
You can use any of CCC's Contract Monitoring and Administration services on a fee-for-service basis when you need an extra edge in the international marketplace, or you can receive them as a part of CCC's International Prime Contractor Service Package.
Services provided through Contract Monitoring and Administration are designed to assist CCC clients implement and manage an export contract. The services include: contract performance monitoring; compliance monitoring to contract terms and conditions; implementation services; billing services; accounts receivable tracking; and collection services.
How you benefit:
- Reduced administrative burden associated with complex or lengthy international contracts.
- Reduced payment lead times.
- Stabilized liquidity flows while minimizing the risk of non-payment.
CCC's International Prime Contractor Service Package – Put the Power of Canada Behind your Export Sales
CCC's International Prime Contractor Service Package allows you not only to take advantage of all of the project promotion, bid preparation, contract structuring and negotiation, and contract monitoring and administration services, but also provides your buyer with a government-backed guarantee of contract performance.
When CCC acts as Prime Contractor, 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.
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 deemed frequently 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.
This service package may be available to you based on CCC's fee-for-service, and includes the following activities to help you win the opportunity on the best possible terms and manage your project:
- Issue a Letter of Introduction at your request.
- Issue a Letter of Reference (for inclusion in your proposal) at your request.
- Issue a Letter of Support (usually brought forward at negotiations).
- In-country buyer briefing (to introduce your prospective buyer to CCC).
- Sign Prime Contract with buyer.
- Issue Domestic Contract with your company.
- Management of delivery of performance milestones by your company.
- Management of Performance acceptance from buyer.
- Process all payments in accordance with the terms and conditions of the contract.
If you or your buyer is not familiar with CCC and its services, we can also provide you with a CCC Package. Alternatively, you can click here to view this package now.
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?
There are two portions to the fees that apply to CCC's services: a variable cost for any pre-contract activities including Project Promotion, Bid Preparation, Contract Structuring and Contract Negotiation services required, and a fixed cost for the post-contract award Contract Monitoring and Administration services required.
When CCC assumes the role of Prime Contractor, the variable costs are calculated taking into account a number of conditions. This can include such things as contract duration and complexity. More intangible measurements of the contract environment are also considered: geo-political risk, company management experience, the product to be exported, the ratio of the size of the contract to company equity, and references from international governments. Finally, it is determined whether it is likely that a CCC representative will have to travel to meet the buyer, and if so, on how many occasions.
Project Promotion, Bid Preparation, and Contract Structuring and Negotiation fees
These services involve a time element for both you and your CCC project manager, and there is little control as to events they will play out. This is why the costs for these services are all first estimated, then billed on a monthly basis to the exporter based on usage at an agreed per-diem rate.
Contract Monitoring and Administration fees
Based on over 50 years of contracting experience, CCC provides these services at a cost based on a percentage of the contract value. This allows these costs to be factored into the exporter's cash flow since it starts as a real dollar value. This percentage is taken off every payment CCC receives from the buyer before paying the supplier.
Why does CCC charge me to use 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.
You can either choose to use our International Prime Contractor Service Package, or you can choose to use some of the individual services that make up this package, providing you with a flexible menu of service options.
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.
When should CCC be involved in my dealings with All Other U.S. Government Departments and Agencies?
CCC builds win-win export deals. We can improve your contract terms and conditions, and lower the costs of doing business.
How can we help you save money when contracting internationally? When CCC assumes the role of Prime Contractor:
- We'll work to negotiate a contract that excludes or reduces requirements to purchase performance bonds from your bank.
- CCC will process your invoice in accordance with the domestic contract
- You'll save on contract management costs with CCC monitoring and administering your project.
- Both you and your buyer will benefit from our government-backed guarantee of contract performance.
Additionally, 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.
Contact us for help when:
- You've identified a sale involving a foreign government, international organization or private sector buyer, and you're interested in pursuing the opportunity.
- Your products or services are not well known to the buyer, and your need the credibility of the Government of Canada to make the sale because your customer would like the added reassurance that the contract will be completed according to its terms and conditions.
- You're concerned about the buyer's terms, such as the requirement for performance bonds.
- Your buyer might be interested in a government-to-government transaction for your product or service.
- You need help understanding foreign government procurement procedures and regulations.
- You're concerned about the complexity of a sale, and need practical advice.
Take the next step with CCC
To put the power of Canada behind your export sales, contact CCC and get our experienced contracting professionals on your team, applying their expertise to help you with your opportunity.
If you already know which of our services you would like to use, please download and complete our CCC Exporter Services Application.
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