EMPOWERED MARKET RESEARCH - PowerPoint Presentation

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EMPOWERED MARKET RESEARCH

THROUGH FPDS & DSBS

“SBA 1

st

First Wednesday Virtual Learning

2017”Slide2

Dwight A. Johnson, Procurement Center Representative

SBA Office of Government Contracting, Area IV, Omaha

sbalearning@sba.gov

(402) 221-7206Jan Kaiser, Procurement Center Representative SBA Office of Government Contracting, Area IV, Chicago janis.kaiser@sba.gov (312) 353-7442

Hosts:Slide3

Reminder:Contracting officers now have access to the WOSB Repository available on the SBA website at https://certify.sba.gov. The Repository is accessible through MAX.gov. REF: FAR 19.1505(e)Visit the SBA website at http://www.sba.gov/WOSB and click on the phrase “What you need to know if you are a Contracting Officer” for more information.May 3, 2017 - “SBA 1st Wednesday Virtual Learning 2017” training will be regarding the WOSB Program.SBA Government Contracting Area Directors, Office of Government Contracting(https://

www.sba.gov/content/pcr-area-directors

)Slide4

Questions answered during the final 10 minutes.

Technical problems? Contact the moderator with a note or call AT&T Connect Support at 1-888-796-6118.Page numbers stated for those working of hard copies of the program.We cover the “SBA Quick Reference” as time allows.For more SBA training visit the SBA Learning Center website https://www.sba.gov/tools/sba-learning-center/search/training Welcome to “SBA Virtual Learning 2017”Slide5

Check this link for past programs:

http://www.aptac-us.org/for-contracting-officers- sba-webinar-library/Contracting officer resources: “How PTACs partner with federal agencies”: http://www.aptac-us.org/federal-partners/ Find your nearest Procurement Technical Assistance Center at http://www.aptac-us.org

Association of Procurement Technical Assistance Centers posts past “First Wednesday” programingSlide6

The program schedule above is for information only and is subject to change.

FY

2017

 Date

 Topic

1

October

5, 2016

Nonmanufacturer

Rule

2

November

2, 2016Market Research: Using FPDS & DSBS3December 7, 2016New All SB Mentor-Protégé Program4January 11, 2017Subcontracting Plan Evaluation5February 1, 20178(a) Business Development 6March 1, 2017SDVOSB 7April 12, 2017SBA Surveillance Reviews 20178May 3, 2017WOSB9June 7, 2017HUBZones 10July 12, 2017SB Subcontracting Compliance11August 2, 2017Certificates of Competency

1102 FIRST WEDNESDAY VIRTUAL LEARNING SERIES 2016”

9:30 to 10:30 Central TimeSlide7

Self-service: Fill in your name on the certificate slide and save. You submit your request for training credit IAW your agency policy, i.e. FAITAS.

Phoning in only? Send an email immediately to the link at sbalearning@sba.gov to verify your participation. If you listen in groups, send emails of participants in an excel document. Post program email. This contains a time sensitive .wmv recording, a transcript of the program, along with another copy of the program PowerPoint.One Continuous Learning PointSlide8

Randall Johnston

Deputy Area Director, Area 2 U.S. Small Business Administration Office of Government Contracting (202) 503-6853 randall.johnston@sba.gov

Presenter:

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Today’s market research needs to use current and valid sources when assessing the supply chain. There are no better sources than the Federal Procurement Data System or “FPDS” and SBA’s Dynamic Small Business Search “DSBS” tool when trying to find sources of supply/services for Government procurements.

FPDS and DSBS importance is supported by OMB, OFPP, and all Federal agencies that analyze buying trends, obtain needed contract data for strategic analysis, and small business goaling. We will first address each database for this training session.MARKET RESEARCH USING FPDS & DSBS

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The Federal Procurement Data System (FPDS) website is located at: https://www.fpds.gov/fpdsng_cms/index.php/en/

and you can use this database while following my presentation. FPDS data is a tactical & strategic market research tool.Either register as a user to query live procurement data with the enhanced ability to save reports, or simply use the “ezSearch” tool at the start of the FPDS home page.MARKET RESEARCH USING FPDS

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FPDS data provides contract history for acquisition team, contracting officers, and the small business office:

Each party has ability to search the whole database for contract awards for the same or similar requirement.Helps establish acquisition strategy or planHelps determine small business capability without the use of FBO, which can save procurement lead timeMARKET RESEARCH USING FPDS(continued)Slide12

MARKET RESEARCH USING FPDS(continued

)FPDS data is value added:Provides buying trends: what the Government is buying and how often, and answers the who, what, where, and when questions.It’s the best known source for contract history.Provides small business representation data. Who, what, and how many small businesses are doing business with the Federal Government.

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Go to following website:

https://www.fpds.gov/fpdsng_cms/index.php/en/ and type in NAICS Code 541330:Quick FPDS Demo

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You will see a list of contract actions (awards and mods) pop up, click on “Date Signed” in the “Sort By” box to get the most recent contact actions:

Quick FPDS Demo (continued)

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Scroll to the top of the screen and click on “Advanced Search”. You will then click on the “Add” button and a drop down menu will appear. Select “Description of Requirement” and type in “fiber optic”, then press “Search”:

Quick FPDS Demo (continued)

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Your search screen should now have contract actions involving NAICS Code 541330 and “fiber optic” related contract actions as indicated in the “Search Criteria” box:

Quick FPDS Demo (continued)

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Select the “Advanced Search” button again and then the “Add” button, select “Socio Economic Indicators” from the drop down menu. Enter the word “small” in the “Like” field and press “Search”:

Quick FPDS Demo (continued)

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You now have “drilled down” the contract actions set-aside for small business related to 541330, and fiber optic requirements as indicated in the Search Criteria box:

Quick FPDS Demo (continued)Slide19

Click on the MS Exel “CSV” botton to the right of the screen and save the data for sorting and analysis of contract history:

Quick FPDS Demo (continued)Slide20

Contract History analysis involves sorting the data and making sense of it by either contacting the list of firms based on the data you sort and utilize in your analysis, or taking the data at face value:

Quick FPDS Demo (continued)Slide21

If Contract History

analysis cannot produce the market research to support your acquisition decision for either an unrestricted or SB set-aside procurement, then the next step would involve using the Dynamic Small Business Search tool or “DSBS” and is located at: http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfmDSBS can provide you a list of potential small business firms that are affiliated with a specific NAICS code and key words related to the procurement.Market Research Decision Step Slide22

The Dynamic Small Business Search tool or DSBS can be used to generate lists, and to solicit the small business industry for capability. This can be done by accessing the DSBS and web page at:

http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm Quick DSBS Demo (continued)Slide23

Scroll down to the “Specific Nature of Business” Section within DSBS and input NAICS Code 541330, and put in the key words “fiber optic”:

Quick DSBS Demo (continued)Slide24

Before you generate a list, scroll down to the “Search

Results Display Options” Section of DSBS which then provides you three formating options:Table FormatHTML Import FormatMail Merge FormatVertical Format for mobile users.If you know the capabilty of the small business market and want to provide lists to Government officials, use options 1, 2 or 4 respectively.If you want to solicit the small business industry within SAM, use option 3 or the Mail Merge Format.Quick DSBS Demo (continued)Slide25

If you want to solicit the small business industry within SAM, pick Option 3 or the Mail Merge Format and then click on “Search Using these Criteria”:

Quick DSBS Demo (continued)Slide26

This will provide you the capability of saving all e-mail addresses and

formating them into a email message by simply picking the “semi-colon and space” option. Use this option since Microsoft Outlook uses this format to separate email addresses: Quick DSBS Demo (continued)Slide27

Quick DSBS Demo (continued)

All the emails generated can simply be copied and pasted into a Microsoft Outlook email and sent to all small businesses. NOTE: You must use the blind copy line to protect the identity of all small business firms. Slide28

You should use the blind copy “Bcc” line when sending out an email in order to protect the identity of all small business firms you are soliciting.

Your email should provide the purpose of the email and attach a copy of the instructions on submitting capability statements.The email should also have attached a draft Statement of Work or Performanced Based Statement of Work for the firms to reference.Capability Statements should be no more than 5 to 10 pages in length, depending upon the complexity and size of the procurement.Your email must outline how you will be assessing each capability statement. Be very specific on how you will assess their capability.Be specific on what information you are asking for, much like in Section L and M of an RFP.Do not use RFP words such as “evaluation” or “qualified” when assessing capability statements. Your just assessing the market, not doing a technical evaluation. DSBS Guidelines for Soliciting SB firms Slide29

”SBA Quick

Reference”Slide30

SBA size regulations 13 CFR Part 121

HUBZone regulations 13 CFR 126.616

SBA Certificate of Competency 13 CFR 125.5

Service-disabled veteran 13 CFR 125.15(b)8(a) and SDB regulations 13 CFR 124.513Small disadvantaged business 13 CFR 124.1002(f)WOSB Program 13 CFR 127SBA Prime Contracting 13 CFR 125.2SBA Subcontracting 13 CFR 125.3

Summary of CFR regulationsSlide31

A. SBA Government Contracting Area Offices

1. SBA Procurement Center Representatives (PCRs) 2. SBA Commercial Market Representatives (CMRs) B. SBA District Offices 1. Business Opportunity Specialists (BOS)C. SBA Regional OfficesD. SBA HeadquartersTYPES OF SBA CONTACTS & OFFICESSlide32

Six SBA Government Contracting Areas at

hyperlink: https://www.sba.gov/content/pcr-directorySlide33

1. Size protests (with recertification) FAR 19.302

13 CFR 121.1001 13 CFR 121.10102. Locating nearest SBA staffer FAR 19.4 3. Certificate of Competency FAR 19.6 13 CFR 125.54. COC Limitations on Subcontracting Compliance FAR 19.601 13 CFR 125.6(f)

5.

Receiving copies subcontracting plans FAR 19.705-6

A. SBA Quick Reference - SBA Area Offices

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FAR 19.402  Small Business Administration procurement center representatives.

(a)(1) The SBA may assign one or more procurement center representatives to any contracting activity or contract administration office to carry out SBA policies and programs…(2) If a SBA procurement center representative is not assigned to the procuring activity or contract administration office, contact the SBA Office of Government Contracting Area Office…..

(b) Upon their request and subject to applicable acquisition and security regulations, contracting officers shall give SBA procurement center representatives….access to all reasonably obtainable contract….

B. SBA Quick Reference -SBA Procurement Center Representatives (PCRs)Slide35

1. SBA PCR coordination records FAR 19..501(b)   

13 CFR 125.22. Small business set-aside appeals FAR 19.505 13 CFR 125.2(b)(7)3. HUBZone set-aside appeals FAR 19.1305 FAR 19.1306 13 CFR 126.614. SDVOSB set-aside appeal FAR 19.1405 FAR 19.1406 13 CFR 125.225. Reporting bundling to SBA (MATOCs) FAR 19.202-1(e)(1) 13 CFR 125.2

6. SBA subcontracting plan reviews-copies FAR 19.705-5(3)

13 CFR 125.2(b)(6)(iii) FAR 19.705-6(c) 13 CFR 125.2(b)(6)(iii)(C)7. SBA subcontracting program review FAR 19.707(4) 13 CFR 125.2(b)(6)(iii)(C)8. Small business TFD FAR 49.402-3 (e)(4))

(Termination for default)

9. Surveillance review of agency contracting

B. SBA Quick Reference SBA PCRs, cont.Slide36

Agency

FormTitle

1

Commerce

CD 570

Small business set-aside review

2

Defense

2579

Small business coordination record

3

Energy

4220.2Small Business Review form4GSA2689Small Business Analysis Record 5HHS653Small business review form6Homeland Security700-22Small business review form7Interior1886Acquisition screening and review form8LaborDL1-2004Small Business Procurement Determination.9

NASA

NF 1787

Small business review sheet

10

State

DS-1910

Small Business Clearance Form

11

Transportation

4250

Small Business Program Review Form

12

USDA

AD-1205

Small Business Program – Procurement Review

13

VA

2268

Procurement Request Review For Small Business…

Small business coordination forms sent to SBA PCRsSlide37

19.705-6 Postaward responsibilities of the contracting officer. …:

Notifying the SBA of the award by sending a copy of the award document to the Area Director, Office of Government Contracting, in the SBA area office where the contract will be performed.(c) Giving to the SBA procurement center representative….a copy of— (1) Any subcontracting plan submitted in response to a sealed bid solicitation; and (2) The final negotiated subcontracting plan that was incorporated into a negotiated contract or contract modification. (d) Notifying the SBA procurement center representative…. of the opportunity to review subcontracting plans in connection with contract modifications. Document that you have provided SBA Area Directors with copies of subcontracting plansSlide38

Prime contractor portfolio management 13 CFR 125.3

Reviews of subcontracting plan holders 13 CFR 125.3

Matchmaking 13 CFR 125.3

SBA SUB-Net link at: http://www.sba.gov/content/sub-netSBA Subcontracting Opportunities Directory link at: http://www.sba.gov/subcontracting-directory

“SBLO Handbook” link at:

http://www.sba.gov/content/small-business-liaison-officer-

handbook

C. SBA Quick Reference - SBA Commercial Market Representatives (CMRs) link at: (

https://www.sba.gov/content/cmr-directory

)Slide39

Link to district offices at:

http://www.sba.gov/about-offices-list/3D. SBA Quick Reference – SBA Regional and District Offices

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To locate SBA 8(a) business development servicing office, check Dynamic Small Business Search at the link:

http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm

and then local resources at the link

http://www.sba.gov/tools/local-assistance/districtofficesD. SBA Quick Reference - SBA District Offices, cont.Slide41

1. HUBZone status protests FAR 19.306 

13 CFR 126.8012. NAICS code appeal FAR 19.30 3 13 CFR 121.11033. Non-manufacturer rule waivers FAR 19.102(f)(1)-(7) 13 CFR 121.12044. SDVOSB status protest FAR 19.307 13 CFR 125.23

5. WOSB Program status protest FAR 19.308/13 CFR 1275.600

E. SBA Quick Reference - SBA Headquarters

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FAR 19.102 (f ):

No class waiver to NMR? Check out an individual waiver*Slide43

B. A waiver for a set-aside is not needed when:1. One small business manufacturer: * Small business set-aside2. Small business manufacturer, brand specific of any dollar size with FAR 6 justification: * Small business set-aside3. Large business, brand specific (or brand equivalent) requirement $25,000 or less with FAR 6:

* Small business set-asideC. GSA schedule: Use the closest code listed on the schedule. Then same as above if no class waiver. D. Exception to “NMR” if procurement $25,000 or less.

(FAR 19.102 (f)(7)(B))

A.

If you find no class waivers, an SBA

individual waiver

to the Nonmanufacturer Rule (NMR) may help you to achieve small business goals if*:Slide44

The preferred and most expeditious method for asking questions and submitting waiver requests is by e-mail

to mrwaivers@sba.gov NMR Program OfficeSlide45

“SBA 1

st First Wednesday Virtual Learning 2017