With the recent devastating storms and floods in Texas and Oklahoma – and hurricane and wildfire seasons just around the corner – it seems timely to reprint this article on how small businesses can best participate in responding to natural disasters in their regions.
By Carter Merkle, Oklahoma Bid Assistance Network PTAC
The Thomas T. Stafford Disaster Relief and Emergency Assistance Act, passed in 2007, requires FEMA to contract with businesses located in the affected area when feasible and practicable, which brings unexpected and often substantial contracting opportunities in the wake of a disaster.
FEMA needs certain types of items most frequently following a disaster, such as office supplies, dumpsters, shredders and other disposal equipment, janitorial supplies, locks, portable toilets, hand washing stations and sometimes material moving equipment such as forklifts. In many areas they need certain services such as certified translators.
If the goods or services you provide are relevant to disaster response, the following steps can help you to position yourself to take advantage of such contracting opportunities when a disaster strikes.
- Establish relationships with municipal and county governments, as well as state procurement offices. Often these offices control much of the work that is done. In fact, FEMA doesn’t do anything without request and concurrence from the state, local and (when applicable) tribal governments. The type, kind and quantity of assistance FEMA provides is entirely up to state and local authorities. If debris removal contracts are already in place for routine incidents, such as wind or ice storms, those contracts will probably be used for major disasters first.
- Be aware that, like most federal buyers, FEMA buyers often perform quick and dirty market research via Google. Make sure your company is well represented on the internet, with an up to date website that clearly describes the goods and services you offer. Also, check your SAM (System for Award Management) and DSBS (Dynamic Small Business Search) profiles periodically to ensure that your status is “active”, the contact information is current, and your list of capabilities is complete.
- FEMA buys some things at the region level and some at the national level. Establish contracting relationships with the appropriate offices ahead of disasters. Buyers often turn to the contractors they know rather than to local businesses.
- Never rest on special databases or designations. FEMA and other federal buyers don’t necessarily use the Disaster Relief designation in SAM or the GSA Disaster Response designation. The FEMA Industry Liaison Program (http://www.fema.gov/about-industry-liaison-program) is only one point of access for vendors to FEMA buyers, and not necessarily the primary one. Do not depend on these alone for visibility during a disaster.
Your local PTAC can assist you – most often free of charge – with any of the steps outlined above. And of course, don’t neglect to take the necessary steps to ensure that your business can “weather” the disaster in the first place; see my colleague Liz Kallen’s post on that topic.
For help in positioning yourself to take advantage of disaster response contracting opportunities, contact your local PTAC.
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Carter Merkle has been Program Manager of the Oklahoma Bid Assistance Network PTAC since 1992. Previous to that, he managed the agency’s eCommerce training initiative, in addition to work in retail and corporate management and journalism.
Procurement Technical Assistance Centers (PTACs)
Ninety-eight PTACs – with over 300 local offices – form a nationwide network of procurement professionals dedicated procurement professionals working to help local businesses compete successfully in the government marketplace. Funded under the Defense Logistics Agency’s Procurement Technical Assistance Program through cooperative agreements with state and local governments and non-profit organizations, PTACs are the bridge between buyer and supplier, bringing to bear their knowledge of both government contracting and the capabilities of contractors to maximize fast, reliable service to our government with better quality and at lower costs.
PTACs provide a wide range of government contracting help – most free of charge!
Assistance topics include (but are not limited to!):
- Determining Suitability for Contracting
- Securing Necessary Registrations (including SAM registration)
- SDB, 8(a), HUBzone and other certifications
- Researching Procurement Histories
- Identifying Bid Opportunities
- Proposal Preparation
- Contract Performance Issues
- Preparing for Audit