Joyce Thurmond404/331-7587 ext. 205

Joyce.thurmond@sba.gov

Procurement Center Representative:

An Advocate, A Resource

Basis for SBA Programs

• Small Business Act– Implements Congressional Policy to aid,

counsel, assist & protect the interests of small business concerns

– Goal of policy is to ensure that a fair proportion of purchases, contracts & subcontracts be placed with small businesses

Small Business Contract Assistance Programs

• Prime Contract Assistance– Small business set-aside program– Procurement Preference Goaling– Size Determination Program– Waivers to the Non-Manufacturer Rule– Natural Resources Program– Certificate of Competency (COC)

• Subcontracting Assistance

PCRs

Coordinate with contracting activities

Review acquisitions Recommend Set-asides

Review Bundling Cases Review Solicitations

PCRs• Help ensure a fair portion of purchases

go to Small Businesses of all types– represent SBA at major buying activities– review proposed acquisitions, including bundled

procurements– recommend requirements to be set aside for

HUBZone, 8(a), SDB & SB firms– advise agencies & SBs on SBA programs– initiate secretarial appeals

Procurement Programs

• Small business

• Small disadvantaged business (SDB)

• Women-owned small business (WOSB)

• HUBZone small business

• Veteran-owned small business (VOSB)

• Service-disabled VOSB (SDVOSB)

What PCRs Do Perform Market

Research Provide Training Perform Surveillance

Reviews Interface with Others Perform Outreach

What PCRs Do

Attend Training Events Promote SBA Programs Mediate SB Issues Monitor Public Notices Counsel small & large

businesses, Federal Agencies

What PCRs See

Small Business Review Form

Government Estimate J&A Statement of Work Acquisition Plan Market Survey

What PCRs See

Procurement Request

Purchase History Synopses Source Selection

Criteria A-76 Information

What PCRs See

Sensitive Information Set-aside appeals Certificate of

Competency Request Subcontracting Plans Bid Abstracts

What PCRs Hide

Procurement Sensitive Proprietary Information Source Selection Information Prices Subcontracting Plans Classified drawings “FOUO”

Handling Congressional Inquiries

What PCRs Share

General Information“In the Public Domain”

Forecasts Synopsis Notices Solicitations

Encourage Freedom of Information Act Requests

Size Determinations IAW 13 CFR 121

Firm must:• Meet size standard

for NAICS code specified in solicitation

• Self-certify size status

• Be small at time of self-certification

If Questioned, Protest must be:

• Specific to a buy• Received in a timely

manner• Forwarded to Area

Director for formal determination.

POC for Area 3: Mitchell Morand - 404-331-7587

Size Protests• Copy of the Protest and all attachments.• Date Contracting Officer received the protest. • For IFB’s, the date bids were opened or for RFP’s, the date unsuccessful offerors were

notified of apparent successful offeror. The protest must be timely, specific, and not premature. The protested company must be in line for award, or the successful offeror. Otherwise, the protest is premature under 13 C.F.R. Part 121.1004 (e).

• Contracting Officer’s name, address, phone number, FAX number, and e-mail address. (If the protest is untimely, is the contracting officer protesting)?

• Excerpts from the offer and/or solicitation, or supplemental information showing:• name, address, point of contact, phone and FAX numbers of protested offeror• protested offeror’s small business certification and date• solicitation number• NAICS code• size standard• small business set-aside statement• brief description of product or service• telephone and FAX numbers for all parties; K/O Protestor, and Protested Company

Certificates of Competency

When determined to be non-responsible, a small business is entitled to independent review by the SBA for the areas of:Capability Competency Credit

Capacity Perseverance & Tenacity

Integrity Limitations on Subcontracting

Written referrals for firms located in GA, AL, FL, MS, TN, KY, SC and NC must be sent to: SBA Area Director; 233 Peachtree Street Suite 1805;

Atlanta, GA 30034.For firms in other states, go to www.sba.gov/GC/

What are the time constraints imposed on the COC program?

• The CFR allows SBA only 15 working days to complete a COC determination from the time an acceptable referral is received by SBA. This time is broken up to six days allowed the firm to submit its application and the remaining nine days for the Area Office to complete its investigation, submit a report to the COC committee and provide a response to the contracting officer.

What happens after an acceptable referral has been received?

• After an acceptable referral has been received, the SBA Area Office sends a COC application package to the small business in question. This package includes a SBA Form 1531 “Application for COC”, an SBA Form 355 “application for Size Determination” and a request for capacity and financial information from the firm. This includes copies of current quotes from all suppliers and subcontractors, facilities list, milestone chart , price build up and copy of the firms quality manual as well as listing of current and completed government contracts and their status. Also required is a completed cash flow projection, financial statements for the past three completed fiscal years, balance sheet dated within the past 90 days, aging of accounts receivables and payables.

What happens after the SBA decision?

• The SBA decision to deny a COC to a small business allows the contracting officer to proceed to the next low offeror or bidder. The small business cannot appeal denial of a COC as the COC process is the government appeal process provided to the firm. The GAO will not consider a protest of the decision to deny a COC by SBA unless SBA acted in an arbitrary and capricious manner.

Regulatory Compliance

Market Research:

Is research used to make set-aside decisions?

Is it used to expand the source list and thereby solicit additional small businesses?

Are the results included in the contract file or small business coordination record?

Regulatory Compliance

Publicizing Acquisitions:

Use of FedBizOpps.

Timing of synopses and length of time to respond.

Availability of copies to small businesses.

Use of electronic means to post opportunities.

Regulatory Compliance

Encouraging Participation:

Solicitations contain reasonably small lots to allow SBs to offer;

Buys are restructured when possible to encourage SBs;

Multi-award scenarios consider one to 8(a), one to HUBZone, etc.

Delivery schedules are reasonable.

Regulatory Compliance

Did the PCR have 30 days to review and comment?

Was market research conducted and considered?

What efforts were made to mitigate adverse impact on SBs?

Are evaluation factors & sub-factors included to reduce adverse impact?

Is bundling justified?

Are benefits documented?

Are personnel trained in bundling issues?

Bundling Issues

Required Clauses

Representations & Certifications

Set-asides Subcontracting

Limitations Utilization of SBs Subcontracting Plan Liquidated Damages –

Subcontracting 8(a) contract conditions

8(a) special conditions Reps for Comp Demo

Program (DOD) SDB Price Evaluation

Preference SDB Participation HUBZone Price

Evaluation Preference Equal Low Bids

Subcontracting Plans

Plans are required, submitted, negotiated, reviewed by SBS & PCR, approved, incorporated into the contract, distributed to the cognizant CAO & SBA Area Office.

“No opportunities” determinations are documented and approved.

Low and zero goals are challenged. SDB goals less than 5% are challenged.

Subcontracting Plans

Large businesses commit to using SUB-Net and SAM tools to publicize opportunities and identify sources.

Compliance with past plans is considered.

Approved plans are monitored for future compliance.

Subcontracting Plans

Commercial plans are renewed annually;

Comprehensive plans are renewed annually;

Liquidated damages or contract termination are considered for non-compliance with plans;

Plans are revised when mods exceed $500,000;

Training & workshops are presented to acquisition personnel.