SBA 1 - Help for Government Contracting - APTAC - Association ...

SBA 1 - Help for Government Contracting - APTAC - Association ...

1 Contract Bundling SBA 1st First Wednesday Virtual Learning 2017 Hosts 2 Jan Kaiser, Procurement Center Representative SBA Office of Government Contracting, Area IV, Chicago [email protected] (312) 353-7442 Deborah Crumity, Procurement Center Representative SBA Office of Government Contracting, Area IV, Rock Island Arsenal [email protected] (309) 782-5734

Welcome to SBA Virtual Learning 2017 3 1. Questions answered during the final 10 minutes. 2. Technical problems: Contact the moderator with a note or call AT&T Connect Support at 1-888-796-6118. 3. Page numbers stated for those working off hard copies of the program. 4. We cover the SBA Quick Reference as time allows. 5. For more SBA training visit the SBA Learning Center website https://www.sba.gov/tools/sba-learning-center/search/training 4 Association of Procurement Technical

Assistance Centers posts past First Wednesday programing Check this link for past programs: http://www.aptac-us.org/for-contracting-officerssba-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 FIRST WEDNESDAY VIRTUAL LEARNING SERIES 2017 SCHEDULE 9:30 to 10:30 Central Time 5 FY 2017 Date

Topic 1 October 5, 2016 Non-Manufacturer Rule 2 November 2, 2016 Market Research: Using FPDS & DSBS 3 December 7, 2016

New All SB Mentor-Protg Program 4 January 11, 2017 SBA Surveillance Reviews 2017 5 February 1, 2017 Certificate of Competency Program 6 March 1, 2017

Historically Underutilized Business Zones 7 April 12, 2017 Subcontracting Plan Compliance 8 May 3, 2017 Woman Owned Small Business 9 June 7, 2017

Size and Affiliation 10 July 12, 2017 Consolidation and Bundling 11 August 2, 2017 8(a) Business Development The program schedule above is for information only and is subject to change. One Continuous Learning Point

6 Self-service: Using the PowerPoint that was sent with your invitation for this training event, fill in your name on the certificate slide and save. Download the certificate and print for your records. You submit your request for training credit IAW your agency policy, i.e. FAITAS. Phoning in only: If you listen in groups and you want all attendees to be included on the future mailing list, send email addresses of participants in an excel document to [email protected] Contract Bundling Mr. Michael McLaughlin Assistant Director, Office of Policy and Research

Small Business Administration First Wednesday| July 12, 2017 | Discussion Topics References Definitions Pre-Award Acquisition Requirements Documentation Notification Post-Award Requirements Congressional Report Scenarios and Recommended Best Practices 8 References

FAR Part 2: Definitions of Words and Terms DFARS Part 205: Publicizing Contract Actions FAR / DFARS Part 7: Acquisition Planning FAR Part 8: Federal Supply Schedules FAR / DFARS Part 10: Market Research FAR Part 15: Contracting by Negotiation FAR Part 16:

Types of Contracts FAR / DFARS Part 19: Small Business Programs 13 C.F.R 125.2 9 Bundling vs Consolidation Universe of Consolidation Consolidation but not Bundling Consolidation and Bundling Consolidation Soliciting a single contract (including MACs) to satisfy two or more requirements for supplies or services

valued in excess of $2M that have been provided to or performed for the Federal Agency under two or more separate contracts lower in cost than the contract for which offers were solicited OR To satisfy requirements of a Federal Agency for construction projects to be performed at two or more discrete sites. 11 Bundling Consolidating two or more requirements for supplies or services, previously provided or performed by a small business under separate small contracts, into a solicitation for a single contract (including MACs) that is likely to be unsuitable for award to a small business concern 12

Substantial Bundling DoD any bundling whose estimated contract or order value is $8M or more NASA / GSA / DoE $6M or more Other Federal Agencies $2.5M or more 13 Acquisition Planning Requirements FAR 7.103(u): Agency-Head is responsible for ensuring that acquisition planners, to the maximum extent practicable, 1. Structure contract requirements to facilitate

competition by and among SB concerns and 2. Avoid unnecessary and unjustified consolidation or bundling 14 Acquisition Planning Requirements FAR 7.104(d): Planner coordinates acquisition plan/strategy with SB specialist for acquisition meeting threshold for substantial bundling. SB specialist notifies Agency OSBP/OSDBU if bundling is unnecessary/unjustified or the bundled or consolidated requirement is not identified as such FAR 7.105(b): Acquisition plan must consider impact of consolidation/bundling for acquisition; if bundled, must identify incumbent contractors and contracts affected. 15

Acquisition Planning Requirements: Consolidation FAR 7.107-2(a): Agencies shall not consolidate contract requirements with an estimated total value exceeding $2M unless the agency: 1. Conducts adequate market research 2. Identification of any alternative contracting approaches that would involve a lesser degree of consolidation; 3. Makes a written determination signed by the SPE that is coordinated with the OSDBU/OSBP that the consolidation is necessary and justified 4. Identify any negative impact on small business concerns 5. Ensure steps will be taken to include small business concerns 16 Acquisition Planning Requirements:

Consolidation FAR 7.107-2(b): Market Research must demonstrate that the benefits of the acquisition strategy substantially exceed the benefits of each of the possible alternative contracting approaches. FAR 7.107-2(c): Benefits may include cost savings or price reduction and, regardless of whether quantifiable in $ amounts 1. Quality improvements (save time or improve/enhance performance/efficiency 2. Reduction in acquisition cycle times 3. Better terms and conditions or 4. Any other benefit 17 Acquisition Planning Requirements: Consolidation FAR 7.107-2(d):

1. Quantifiable ($) benefits that individually or combined lead to benefits equivalent to If the award value is $94M or less: 10% savings If the award value is greater than $94M $9.4M or 5% of the award value (whichever is greater) 2. Non-quantifiable ($) benefits must be identified and quantified to the extent feasible 3. Administrative cost savings alone are considered to be substantial alone if they are at least 10%. 18 Acquisition Planning Requirements: Bundling FAR 7.107-3(a): MR must demonstrate that the agency would obtain measurably substantial benefits as compared to meeting its agencys requirements through separate smaller contracts or orders. FAR 7.107-3(b): Agency must quantify specific benefits

identified through MR and other techniques FAR 7.107-3(c): Benefits may include cost savings, price reduction 1. Quality improvements (save time or improve/enhance performance/efficiency) 2. Reduction in acquisition cycle times or 3. Better terms and conditions. 19 Acquisition Planning Requirements: Bundling FAR 7.107-3(d) Quantifiable ($), measurable, substantial benefits that individually or combined lead to benefits equivalent to If the award value is $94M or less: 10% savings If the award value is greater than $94M $9.4M or 5% of the award value (whichever is greater)

Administrative convenience alone can be classified as cost savings alone are considered to be substantial alone if they are at least 10%. 20 Acquisition Planning Requirements: Substantial Bundling FAR 7.107-4(b): When the proposed acquisition strategy involves substantial bundling, the acquisition strategy must additionally: 1. Identify the specific benefits anticipated to be derived from bundling; 2. Include an assessment of the specific impediments to participation by small business concerns as contractors that result from bundling; 3. Specify actions designed to maximize small

business participation as contractors, including provisions that encourage small business teaming; 21 Acquisition Planning Requirements: Substantial Bundling FAR 7.107-4(B) (cont): 4. Specify actions designed to maximize small business participation as subcontractors (including suppliers) at any tier under the contract, or order; 5. Include a specific determination that the anticipated benefits of the proposed bundled contract or order justify its use; and 6. Identify alternative strategies that would reduce or minimize the scope of the bundling, and the rationale for not choosing those alternatives

22 Bundling Notification Requirements Notification Initial Each FollowOn Bundled or Consolidated Requirement Incumbent SBC SBA PCR FBO

X X X 30 days prior to solicitation 30 days prior to solicitation FBO SB (Annually) Specialist*

X X Rationale : List and Planning: Before Rationale : Thresholds issuance 30 days for of within Substantial solicitation V&V Bundling

X 30 days prior to solicitation * Engages OSDBU when bundling unnecessary/unjustified or unidentified 23 Acquisition Planning: Notifications FAR 7.107-5(a): Notification provided to affected incumbent small business concerns 1. At least 30 days before release of the solicitation, notify any affected incumbent small business concern of Governments intention to bundle the requirement and provide name and POC

information of applicable SBA PCR or SBA Area Office of Government Contracting Area Office 2. Document contract file 24 Acquisition Planning: Notifications FAR 7.107-5(b): Notification provided to public 1. Agency must publish on its website list and rationale for bundled requirement for which agency solicited offers or issued an award. Provide this notification within 30 days of agencys certification of contract data in Federal Procurement Data System to OFPP. 2. Agency is encouraged to provide notification of rationale for any bundled requirement to GPE, prior

to issuance of the solicitation 25 Acquisition Planning: Notifications FAR 7.107-5(c): Notification provided to SBA 1. For follow-on bundled or consolidated requirements, the CO notify / provide SBA PCR within 30 days before release of solicitation Amount of savings & benefits achieved under prior consolidation or bundling

Whether savings & benefits will continue to be realized if contract remains consolidated or bundled Whether such savings and benefits would be greater if procurement requirements were divided into separate solicitations suitable for award to SB concerns 26 List of requirements that have been added/deleted Acquisition Planning: Notifications FAR 7.107-5(d): Agency must publish Governmentwide policy regarding contract bundling, including the solicitation of teaming and JVs, on agencys website FAR 7.107-6: In solicitations for multiple-award

contracts above substantial bundling threshold of the agency, CO must insert FAR 52.207-6 (Solicitation of Offers from SB concerns and SB Teaming Arrangements or JVs (Multiple-Award Contracts) 27 Contract Bundling - Concerns Focus on initial justification for substantial bundling $8 million or more for the Department of Defense Visibility of contract file documentation to support continued bundling Lack of definition for Cost savings realized by bundling the contract requirements over the life of the contract; Projections of continued cost savings 28

Contract Bundling - Concerns Compliance with the contracting agencys small business subcontracting plan total dollar value awarded to small business concerns as subcontractors vs prior status as prime contractors Impact of bundling contract requirements on SBCs unable to compete as prime contractors and industries of such SBCs 29 Contract Bundling - Trends Limited number of reported bundling activity 12 contracts in FY16 Improved FPDS-NG Reporting Capability Required for all agencies Consolidated and Bundled reporting Service Pack 33 on 2/3/2017

https://www.fpds.gov/wiki/index.php/V1.4_SP_33.0 FAR Case 2014-015 Consolidation of Contract Requirements Phase 1 30 Contract Bundling - Trends Increased authorities for OSDBUs (FAR Case 2017-008) Annual reviews of consolidated/bundled documentation Increased collaboration with Procurement Center Representatives Assignment of SB Technical Advisor to pair and assist PCRs Full time, qualified, trained, familiar with requirements 31

Contract Bundling - Trends Annual Assessment Reporting to Agency Head and SBA Fair share of opportunities Adequacy of consolidated/bundled documentation and justifications Mitigating actions 32 Annual Contract Bundling Report to Congress 15 U.S.C. Section 644(p)(4)(B) requires SBA to submit report on contract bundling to House and Senate Committees on Small Business A. Number of displaced SB concerns by NAICS

33 Annual Contract Bundling Report to Congress B. Description of the activities with respect to previously bundled contracts during the preceding year, including number and total dollar amount of all bundled contracts For each bundled contract: Justification for the bundling of contract requirements; Cost savings realized by bundling the contract requirements over the life of the contract; Projections of continued cost savings 34 Annual Contract Bundling

Report to Congress C. Compliance with the contracting agencys small business subcontracting plan, including the total dollar value awarded to small business concerns as subcontractors and the total dollar value previously awarded to small business concerns as prime contractors D. Impact of bundling contract requirements on SBCs unable to compete as prime contractors and industries of such SBCs. 35 Consolidation & Bundling *************** Practical Application

examples provided by Christopher E. Harris Scenario One OUSD(I) has three different contracts for sign language support. The contract values are $500K, $400K, and $1M, respectively. The incumbent contracts business sizes include two smalls and one other than small. The agency has determined that it would be more efficient and cost effective to have one contract. Market research has determined that the price of service would be reduced by $200K , allow the agency to assign just one COR to manage it, and the requirements should be set aside for small business. Is this consolidation or bundling as defined by the Small Business Act? Why or Why not? SB LB SB Small

Business Answer--Scenario One For the Purposes of the Small Business Act, Scenario One is Not Consolidation or Bundling because: It is not Consolidation because the total value of the merger does not exceed two million dollars as required by the definition of Consolidation It is not Bundling because the transaction does not consolidate requirement in a manner that is unsuitable for small business. Scenario Two Program JP2 acquired engineering services from a small business IDIQ. The ceiling of the IDIQ was $25M. There was a reorganization in the Government and JP2 now falls under JP3. JP3 has a single award BPA with a large business for $130M. No small businesses submitted a capability statement or quotations for the J3 BPA. J3 does not desire two multiple award vehicles for

the same type of requirements; therefore the J2 IDIQ requirements will be folded into the J3 single award BPA. Does this constitute consolidation or bundling as defined by the Small Business Act? JP2 SB SB SB JP3 & JP2 LB Answer--Scenario Two The agency planned to consolidate all small business task order requirements into a large business multiple award vehicle. These requirements were

previously performed by one or more small businesses; therefore, this constitutes bundling. See Sigmatech, Inc. B-296401 Consolidation Checklist Solicitation for single contract (including MACs) that combines 2 or more requirements valued in excess of $2M Previously performed for the Federal Agency/Program Two or more separate contracts lower in cost than the contract for which the offers were solicited ________________________________________ Construction to be performed at two or more discrete locations ($2M threshold does not apply)

Bundling Checklist Solicitation for single contract (including MACs) that combines 2 or more requirements Previously performed for the Federal Agency/Program Requirements combined in a manner that is unsuitable for small businesses? If No, no further analysis is needed. If Yes, proceed to the next question. Separate Smaller Contracts Provided by a SB or Was Previously Suitable for One or more SBs (If Yes, this is Bundling) Questions 44 SBA Quick Reference

Dynamic Small Business Search 45 46 Summary of CFR Regulations 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 124.513 Small Disadvantaged Business 13 CFR 124.1002(f) WOSB Program 13 CFR 127

SBA Prime Contracting 13 CFR 125.2 SBA Subcontracting 13 CFR 125.3 Types of SBA Contacts and Offices 47 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 Offices D. SBA Headquarters Six SBA Government Contracting Areas at hyperlink: https://www.sba.gov/content/pcrdirectory 48 A. SBA Quick Reference - SBA Area Offices 49 1. Size protests (with recertification) 13 CFR 121.1001 13 CFR 121.1010 2. Locating nearest SBA staffer 3. Certificate of Competency FAR 19.302

FAR 19.4 FAR 19.6 13 CFR 125.5 4. COC Limitations on Subcontracting Compliance FAR 19.601 13 CFR 125.6(f) 5. Receiving copies subcontracting plans FAR 19.705-6 50 B. SBA Quick Reference SBA Procurement Center Representatives (PCRs) 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 PCRs, cont. 51 1. SBA PCR coordination records FAR 19..501(b) 13 CFR 125.2 2. 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 126.61 4. SDVOSB set-aside appeal FAR 19.1405 FAR 19.1406 13 CFR 125.22 5. 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 Small Business Coordination Forms Sent To SBA PCRs Agency Form Title 1 Commerce

CD 570 Small Business Set-aside Review 2 Defense 2579 Small Business Coordination Record 3 Energy 4220.2

Small Business Review Form 4 GSA 2689 Small Business Analysis Record 5 HHS 653 Small Business Review Form

6 Homeland Security 700-22 Small Business Review Form 7 Interior 1886 Acquisition Screening and Review Form 8

Labor DL1-2004 Small 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 AD-1205 Small Business Program Procurement Review

2268 Procurement Request Review For Small Business 52 12 13 USDA VA Document that you have provided SBA Area Directors with copies of subcontracting plans 53 19.705-6 Postaward responsibilities of the contracting officer. :

(a) 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. C. SBA Quick Reference - SBA Commercial Market Representatives (CMRs) link at: https://www.sba.gov/content/cmr-directory 54 1. Prime contractor portfolio management 13 CFR 125.3 2. Reviews of subcontracting plan holders 13 CFR 125.3 3. Matchmaking

13 CFR 125.3 4. SBA SUB-Net link at: http://www.sba.gov/content/sub-net 5. SBA Subcontracting Opportunities Directory link at: http://www.sba.gov/subcontracting-directory 6. SBLO Handbook link at: http://www.sba.gov/content/small-business-liaison-officerhandbook D. SBA Quick Reference SBA Regional and District Offices 55 Link to district offices at: http://www.sba.gov/about-offices-list/3 D. SBA Quick Reference - SBA District Offices, cont. 56

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/districtoffices E. SBA Quick Reference - SBA Headquarters 57 1. HUBZone status protests FAR 19.306 13 CFR 126.801 2. NAICS code appeal FAR 19.30 3 13 CFR 121.1103 3. Non-manufacturer rule waivers

FAR 19.102(f)(1)-(7) 13 CFR 121.1204 4. SDVOSB status protest FAR 19.307 13 CFR 125.23 5. WOSB Program status protest FAR 19.308/13 CFR 1275.600 FAR 19.102 (f ): No class waiver to NMR? Check out an individual waiver* 58

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*: 59 B. A WAIVER FOR A SET-ASIDE IS NOT NEEDED WHEN: 1. ONE SMALL BUSINESS MANUFACTURER: * SMALL BUSINESS SET-ASIDE 2. SMALL BUSINESS MANUFACTURER, BRAND SPECIFIC OF ANY DOLLAR SIZE WITH FAR 6 JUSTIFICATION: * SMALL BUSINESS SET-ASIDE 3. LARGE BUSINESS, BRAND SPECIFIC (OR BRAND EQUIVALENT) REQUIREMENT $25,000 OR LESS WITH FAR 6:

* SMALL BUSINESS SET-ASIDE C. 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)) *NOTE: THE FAR HAS NOT BEEN UPDATED TO AGREE WITH THE SBAS CHANGE IN MAY 2016 TO $150K OR LESS IN 13 CFR 125.6 NMR Program Office 60 The preferred and most expeditious method for asking questions and submitting waiver requests is by email to [email protected] 61

Find your PCR at https://www.sba.gov/content/pcr-directory SBA 1st First Wednesday Virtual Learning 2017

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