National 8(a) Association Fall Summit October 29, 2013 E. Darlene Bullock U.S. Department of Homeland Security Office of Small and Disadvantaged Business Utilization (OSDBU)

What governs the procurement process? Federal Acquisition Regulation (FAR) Agency Supplemental Regs/Rules (HSAR, HSAM, DFARS, etc.) FAR Deviations Agency specific policies/procedures Activity specific policies/procedures Local Clauses

Identification of a Need Who does this? – The Agency, program offices, society, unsolicited proposals, etc. – Procurement offices do not identify needs but will assist with the development of SOWs, SOOs, Acquisition Plans, 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

Strategic Sourcing What is this? – Another way that needs are identified. – “The process of managing a Department's spending in a logical category to emphasize various characteristics. These characteristics can include performance, price, total life cycle management costs, small business participation, vendor access to business opportunities, etc and are typically specific to the individual category. Procurement offices to not identify needs but will assist with the development of SOWs, SOOs, Acquisition Plans, etc.” – Not limited to just supply type contracts. – DHS has a wide range of strategically sourced contracts.

How does the Government buy what’s needed? Mandatory sources GSA Schedules Agency Pre-existing contract vehicles Open Market Agency required sources Using electronic commerce (i.e, reverse auctions) DHS Supports all set-aside programs

Finding Opportunities in General Reverse Auction Websites Commercial subscriptions Federal Websites Conferences Word of Mouth Does that Agency buy your product/service….Homework!!

Finding Opportunities at DHS DHS has 8 Major Buying Activities: – Customs and Border Protection (CBP) – DHS Headquarters/Office of Procurement Operations – Federal Emergency Management Agency (FEMA) – Federal Law Enforcement Training Center (FLETC) – Immigration and Customs Enforcement (ICE) – Transportation Security Administration (TSA) – U.S. Coast Guard – U.S. Secret Service

Finding Opportunities at DHS The Legacy DHS Advanced Acquisition Planning system was created in 2005 to respond to a Congressional request to make agency planned purchases available to the public. Up to 2011 more than 1.2 million people have visited. 4,000 DHS employees and contractors have created 80,000 plans with anticipated funding of $232 billion - New site. The Forecast data is for planning purposes and is not a commitment by the Government to purchase the desired products and services.

Finding Opportunities at DHS The Department of Homeland Security (DHS) Forecast of Contract Opportunities includes projections of all anticipated contract actions above $150,000 that small businesses may be able to perform under direct contracts with DHS, or perform part of the effort through subcontract arrangements with the Department’s large business prime contractors. For additional information on procurements not expected to exceed $150,000, please contact the appropriate DHS Small Business Specialist for each Component.

Ok. Now what?? Contact Small Business Specialist and POC at particular component. If an RFI or Sources Sought is issued make sure you respond! See if you can meet with the program office before any solicitation is issued. Have strategic business partners (other socio-economic groups). Think about how the government can access your firm. Look for subcontracting opportunities particularly within Agency contracts (IDIQs). Stay on top of how the solicitation will be issued.

What Contracting Officers Don’t Do Procurement offices do not identify needs* but will assist with the development of SOWs, SOOs, Acquisition Plans, etc. Control funds from program offices. Use public office for private gain. Give preferential treatment to any person or company. Don’t predetermine winners. Lose complete independence or impartiality. Make a Government decision outside official channels. Affect adversely the confidence of the public in the integrity of the Government. Discriminate, contrary to any law, rule, or regulation, on the grounds of race, color, religion, national origin, sex, age, handicapping condition, marital status, or political affiliation. Direct internal activities of a program office. Contractors also have responsibilities.

Proposal Response Tips Read!! Read!! Read!! Develop a checklist while reading the RFP. Follow instructions!!!! Reread Sections B,C, L, and M!!! Provide a solution. Don’t paraphrase the RFP. Spell out any teaming agreements. Ensure Joint Venture information is complete and accurate. Relevant prime past performance is critical but not always required to win award. Pricing is critical – sharpen your pencil. If using a proposal writer make sure they are familiar with your firm and the government agency. Make sure graphics/tables make sense. Edit as needed!! One voice! Triple check (spelling, page numbering, consistency of headings/fonts/etc.) Respond as requested! Follow Instructions! Address potential Organizational Conflicts of Interest (OCI) up front! Understand the technical evaluation factors! Ask Questions prior to the solicitation closing. 12

SUCCESS!!! -Win – Win..May have been some concessions -Government received the services as requested in the contract to meet their mission; the contractor providing the services performed well and profited from providing the services.

QUESTIONS