Transcript Slide 1

BY: Barbara Weaver, PCR-CMR, SBA-OGC, Area II
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PCR – Procurement
Center Rep
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Review procurement
actions issued by federal
agencies
Help make decisions
about small business setasides [SDB, 8(a) WOSB,
HZSB, SDVets]
CMR – Commercial
Market Rep
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Monitor small business
programs of large federal
prime contractors
Conduct compliance
reviews
Inform COs of findings
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PCRs help ensure that a fair portion of
agency purchases go to small businesses
of all types by:
 representing SBA at major buying activities
 reviewing proposed acquisitions, including bundled
procurements
 recommending requirements to be set-aside for small
businesses
 advising agencies & small businesses on SBA
programs
 initiating secretarial appeals
FAR Part 19.402
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Form 653
 JOFOC
 Statement of Work
 Acquisition Plan
 Market Research
 Government Estimate
 ….anything else needed to
make a determination
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13 CFR 125 and FAR Part 19
Review all unrestricted actions over $150,000
Conduct periodic review/training
Review task/delivery orders [+$2 Million]
placed against MACs, MAS, GWACs for
bundling
Review subcontracting plans over $650,000
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HHS PCR Change – August 6, 2013
 153 procurement actions reviewed to 9-30-13
 22 of 153 actions set-aside for SB – 14%
 PCR-Impact – 6 actions
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Learning Curve
Volume, rhythm and timing
Tracking system
Subcontracting plans
. . . And especially market research
FAR
7.102. Requires market research for all
acquisitions; promotes and provides for acquisition
of commercial items/services and full and open
competition
FAR 7.105. Requires Acquisition Plans to address
extent, results, and impact of market research
FAR 7.107. Requires market research to determine
necessity and justification for bundling
(“measurably substantial benefits”)
WHAT is Market Research?
The continuous process of collecting and
analyzing information about capabilities
within the market to satisfy agency needs
and make acquisition decisions.
Includes Strategic and Tactical Research
Technical Team
Cost/Price Analyst
Finance
Legal Counsel
The Acquisition Team
Program Manager
Contracting
Officer
DCAA/
DCMA
Customer
SBS/PCR
 Helps develop general knowledge and
understanding of the government marketplace
relevant to your business lines
 Is iterative, on-going, and not aimed at any
specific procurement action.
 Builds the knowledge base that becomes the
foundation for more focused tactical research.
Reviewing trade journals and articles
Newspaper articles – business pages
Trade association conferences
Electronic forums & webinars
A veritable cross-section of information
 For the “instant” requirement
 Begins early in the acquisition process
 Is used to identify potential prime contractors,
sources of supplies & materials
 Assists in acquisition decision-making
Sources Sought Synopses
Requests for Information
SBA’s Dynamic Small Business Search
Draft Solicitations for Comment
Surveys of the Marketplace
Face-to-face contact with vendors
Required on every acquisition, as appropriate –
• Before developing NEW requirements documents
(Statements of Work, Statements of Objectives, Purchase
Descriptions)
• Before soliciting offers/bids exceeding the SAT ($150k)
• Before soliciting offers/bids under the SAT if adequate
information is not available and circumstances justify.
• Before soliciting for an acquisition that could lead to a
bundled or consolidated contract.
If Bundling is considered, the SBA PCR
should be consulted 30 days prior to the
acquisition strategy being finalized.
At least 30 days before the release of the
solicitation, any incumbent contractor(s)
must be notified that the government
intends to bundle the requirement.
Internet – search engines, company web sites, trade
groups forums, ebiz newsletters, government sites
(FBO, FPDS), on-line bulletin boards.
Print media – Business Times, newspapers, trade
journals, catalogs & line cards received from
contractors & suppliers, business cards, yellow pages,
source lists.
SBA – Dynamic Small Business Search, PCRs, BOS’,
etc.
Verbal – phone conversations with industry
and/or Small Business Specialists at Federal
agencies; conversations with small business
development center representatives, etc.
Networking – trade fairs & expos, networking
luncheons, professional organizations, prebid/solicitation meetings.
Procurement Technical Assistance Centers
(PTAC) and Small Business Development
Centers (SBDC) set up by SBA and DOD to
help small businesses.
Other – civilian business associations for
assorted socioeconomic groups who sponsor
outreaches for their member businesses.
Select a healthy mix of targets to include
dependent on the acquisition.
 Tactical Market Research is generally
considered “current” if accomplished
within 12 months
 For Strategic Market Research, 12 months
may be too long! Industry and information
technology drives a fast-paced
environment!
Start with a subject or description. What
targeted information are you looking for?
Decide how complex the research needs to
be based on URGENCY, TECHNOLOGY,
AVAILABILITY, COMPLEXITY.
 NOTE: When Agencies conduct MR thru a sources-sought
announcement, they must not request more information from
potential sources than is necessary to gather the data
needed to make acquisition decisions.
Once completed, market research results
must be analyzed. Source lists compiled
from the research results are compared
directly to the online information for each
vendor that asserts that their capabilities
are compatible with the government’s
needs. A narrative is required that
addresses the market research process,
each firm’s capability and capacity to
perform – or not, and the reason for the
ultimate decision.
Rule of Two Reminder
FAR 19.502-2(b)
b) The contracting officer shall set aside any
acquisition over $150,000 for small business
participation when there is a reasonable
expectation that:
(1) offers will be obtained from at least two
responsible small business concerns…. and
(2) award will be made at fair market prices.
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What is the history of this acquisition? What did you
do last time?
Is there existing market research within your
agency?
Is there existing market research outside of your
agency?
Have you issued a sources sought?
Have you reviewed the Dynamic Small Business
Search?
Have you been in touch with the small business
community? The SBA?
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Keep an open mind
Use market research to craft a strategy, not
to validate a pre-existing thought
As possible, provide a positive assessment
of small business capacity and capability.
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Acquisition Sequence
SBA
Concurrence
Market
Research
Requirement
Release
to Industry
Acquisition
Strategy &
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Issue
Solicitation
Solicitation
Preparation
Pre-Solicitation notice
issued in FedBizOpps
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Procurement Identifying Number
Title of Procurement
North American Industry Classification System
(NAICS) Code: http://www.census.gov/naics
Total Estimated Value
New or follow-on requirement?
If a follow-on, what is the status of the incumbent
contractor (large business, small business, 8(a),
etc.)?
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Is a bundled contract anticipated?
[If so, comply with FAR 7.107, FAR 10.001(c) and 19.202-1(e)]
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Small Business Set-Aside?
Points of Contact
Description of Requirement
Description of Market Research actually
accomplished (who, when and how).
Describe the results of the Market Research
conducted.
Describe, to the extent applicable for this procurement
action:
 Whether sources capable of satisfying the agency’s
requirements exist, and if not, what they are lacking,
 The extent commercial items are available and could
be incorporated,
 The contract type, warranty terms, financing,
maintenance, packaging and marking,
 The maximum practicable use of recovered materials,
 The availability of electronic and information
technology as required by 36 CFR 1194.
If this procurement action contemplates the use of a
multiple award schedule contract, be advised that under
the Small Business Jobs Act of 2011, agencies may:
 Set aside part or parts of a multiple award contract for
small business;
 Set aside orders placed against multiple award contracts
for small businesses; and
 Reserve one or more contract award(s) for small
businesses under full and open competition multiple
award procurements
FAR 19.203(a) Policies:
Relationship among small business programs (parity) for
procurements valued over $150,000 based upon market research
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First consider HUBZone or 8(a) or SDVOSB or WOSB or
EDWOSB set-asides
#2 Then, small business set aside
#3 Finally, full and open competition
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Central Contractor Registration (CCR)
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Dynamic Small Business Search (DSBS)
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Input into the 8(a) and HUBZone sections can
ONLY be accomplished by SBA Central Office
upon formal SBA certification.
DO NOT RELY ON SAM FOR THIS
INFORMATION…check under “DSBS”
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Key to acquisition success . .
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Start market research early and invite
team members to assist
Research all solicitations over $100K
Document the research process
Send research with Form 653 and other
acquisition documentation
Describe government needs in sufficient
detail when doing market research
Understanding small business programs and
market research is essential to successful
acquisition planning and the outcome of the
solicitation/contract award processes. It is our
responsibility to conduct and document market
research as stewards of taxpayer dollars and
advocates for SMALL BUSINESS.
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U. S. Small Business Administration
[email protected]
Rev. 2-2013