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Give Me 5: Responding to Sources Sought and Rule of 2 Wednesday, October 15, 2014 E. Darlene Bullock Senior Procurement Analyst/Desk Officer (202)

WIPP is a national nonpartisan public policy organization, advocating on behalf of nearly 4.7 million businesses women representing 75 business organizations. WIPP provides timely economic policy information and identifies important trends and opportunities to its membership.

Give Me 5 National program from WIPP & American Express OPEN designed to educate women business owners on how to apply for and secure federal procurement opportunities. Give Me 5 works to increase the representation of Women Business Owners that win government contracts. We provide accessible business education tools to assist both new and experienced federal contractors. Women Business Owners could gain more than $4 billion in annual revenues if the 5% contracting goal set by Congress was reached.

Give Me 5: Responding to Sources Sought and Rule of 2 Wednesday, October 15, 2014 E. Darlene Bullock Senior Procurement Analyst/Desk Officer (202)

U.S. Department of Homeland Security (DHS) DHS Vision: To ensure a homeland that is safe, secure, and resilient against terrorism and other hazards. Core Missions: There are five homeland security missions: – Prevent terrorism and enhancing security; – Secure and manage our borders; – Enforce and administer our immigration laws; – Safeguard and secure cyberspace; and – Ensure resilience to disasters 7

DHS Buying Activities 22  8 Small Business Specialists in each Buying Activity 8 Major Buying Activities: – DHS Headquarters (DHS HQ)/Office of Procurement Operations(OPO) – Customs and Border Protection (CBP) – Federal Emergency Management Agency (FEMA) – Federal Law Enforcement Training Center (FLETC) – Immigration and Customs Enforcement (ICE) – Transportation Security Administration (TSA) – U.S. Coast Guard (USCG) – U.S. Secret Service (USSS) 8

Federal Acquisition Regulation (FAR) Main source of federal procurement information. Guides the procurement process along with agencies rules. On-line at Most Federal agencies use it but several are exempt. 9

What is Acquisition? ---“Acquisition” means the acquiring by contract with appropriated funds of supplies or services (including construction) by and for the use of the Federal Government through purchase or lease, whether the supplies or services are already in existence or must be created, developed, demonstrated, and evaluated. Acquisition begins at the point when agency needs are established and includes the description of requirements to satisfy agency needs, solicitation and selection of sources, award of contracts, contract financing, contract performance, contract administration, and those technical and management functions directly related to the process of fulfilling agency needs by contract. (FAR 2.101)

DHS Small Business Considerations DHS supports ALL of the Federal small business programs: – 8(a) – HUBZone – Service Disabled Veteran Owned Small Business – Woman-Owned Small Business – Traditional Small Business Set-Asides Various MACS, DWACS, FSS (GSA Federal Supply Schedule, etc.) DHS utilizes open market procedures (FedBizOpps, FedBid, Reverse Auctions) Small Business Teams or Joint Ventures Full and Open Competition (Subcontracting, Mentor-Protégé Program, etc.) DHS has small business prime contracting and subcontracting opportunities 11

Three Major Types of Business Opportunities at DHS Contracts and Subcontracts Research and Development Grants to State and Local Governments 12

Agency Identifies Need Procurement Strategy is developed Solicitation Issued Contract Awarded - Seems like a simple process in theory right??? - Often very simple, often very complex -Many steps in between 13

Identification of a Need Who does this? – The Agency, program offices, events, society, etc. – Once the need is identified depending on it’s complexity, several things may take place Identifying how to procure the items – Acquisition Plan Is funding available?? Statement of Work/Specs developed 14

How can firms compete? 15

Firms must meet at least two requirements: 1) Obtain a Data Universal Numbering System (DUNS) number A unique nine-digit identification number for each physical location of a business number.html number.html 2) Register with the government’s System for Award Management (SAM) at Other requirements required by the solicitation. 16

Where can I find Federal opportunities? 17

Federal Procurements over $25,000, if appropriate, are posted on The Federal Business Opportunities (FedBizOpps) website, – Exceptions Agency websites Reverse Auction sites 18

Business Resources – General Services Administration (GSA) – Minority Business Development Agency (MBDA) – Procurement Technical Assistance Program (PTAP) – Small Business Administration – Non-Governmental Resources Various associations, etc. 19

Set-Asides – When, Why? 20

Why Set-Asides? To support small businesses – Types of set-asides Woman-Owned, Service Disabled Veteran-Owned, HUBZone, 8(a), Traditional Small Business Increase competition Ensure that small businesses are afforded an opportunity to provide their goods and services to the federal government To meet agency goals set by SBA as well as higher agency goals Set-Asides are often determined by Requests for Information/Sources Sought. Make sure you respond!!!!!! 21

Sources Sought A Sources Sought is an announcement that the government is looking for sources for an item or service. An RFI is simply a request for different types of information. Method of Market Research. The purpose of a Sources Sought Notice is to determine if there are two (2) or more capable Small Businesses that can perform the requirements of a upcoming acquisition. (Rule of 2) Respond, tell other firms to respond, even your competitors!! 22

Sources Sought How to respond? – Read!!! Differs across the Government. – The notice will indicate what information to provide. – Follow the Instructions. – Choose notices you respond to carefully. – Be straight to the point. – No “canned” information or brochures. – Provide information on time. 23

Sources Sought What happens after a company responds? – The Contract Specialist/Contracting Officer forwards the submissions to the program office/technical reviewer. – Technical Review of submissions is completed. – Submissions are not scored. – Technical review (usually in report form) given to CS/CO who review for completeness/consistency. – CS/CO reviews to see if there are two or more small businesses for set-aside opportunity. (Rule of 2) – CO makes recommendation for set-aside or not and will consult with program office and/or small business specialist. 24

“Rule of Two” Reference FAR (b) Acquisitions over $150,000 are to be set-aside for small businesses participation when there is a reasonable expectation that offers will be obtained from at least two responsible small businesses, and the award can be made at a fair market price. Applies to multiple award contracts including an IDIQ, a GSA Schedule Contract, a GWAC or a multiple award task or delivery order contract. (solicitation language must be clear) 25

Sources Sought What does a Sources Sought not do? – Does not require a firm to submit a proposal – Are not used in place of a solicitation being issued – Award a contract – Increase your firms chance for an award – Give a debriefing based on your sources sought submission – Require any teams to stay together to respond if an RFP is issued – Does not solidify the acquisition strategy – Cannot be protested 26

Summary It’s important to respond to Sources Sought. Program Offices need to know the capabilities and experience exist within the small business community. Not responding does not stop your firm from responding to any solicitation that is issued. Provide the most accurate and relevant information possible. 27

Helpful Websites FedBizOpps or FEDBID (Reverse Auctions) Federal Acquisition Regulations (FAR) Outreach Activities OSDBU Council SAM DHS Forecast Research & Development Grants or Federal Procurement Data System USAspending.gov 28

QUESTIONS 29

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