Getting ready to make your bid
CCC's Prime Contractor Service
Receivables Discounting
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
U.S. Government procurement opportunities including DoD can be found at: Federal Business Opportunities.
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 Tom DeWolf at CCC by phone (613) 996-0034, 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 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 Tom DeWolf at CCC. He can be reached by phone (613) 996-0034, fax (613) 995-2121, or email
.
CCC can:
- 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.
- Support your company's CAGE Code application and forward to the Department of National Defence.
If you or your buyer is not familiar with CCC and its services, we can also provide you with a CCC Package.
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.
Registering at the Central Contractor Registration (CCR) Home
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 by going to the CCR website.
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 Michael Hahn or Diane Brisson.
Getting CCC support of your NCAGE Code application when completed
Once your NCAGE Code form has been completed and sent to CCC, we ‘support' 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 Industrial Security Sector (ISS), an organization under Public Works and Government Services Canada (PWGSC).
Visit ISS'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 support 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 Export Permits and Export Controls 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 Prime Contractor Service
CCC signs a contract with a foreign government buyer and a contract with the Canadian exporter. As the intermediary, CCC ensures that the contract will be completed according to the conditions of the agreement and flows the contractual obligations down to the Canadian exporter.
The result is a secure government-to-government contract on the best possible terms and conditions for all parties concerned. In addition, CCC manages the cycle of payments from the foreign government buyer to the Canadian exporter in order to establish and maintain a predictable and timely payment schedule. CCC's International Prime Contractor Service 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 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.
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.
CCC's fee structure
How does CCC's fee structure work?
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.
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.
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.
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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