FY2023 OSDBU Program Overview

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Learn about the mission, authorities, and achievements of the OSDBU program. Understand the impact on small businesses and upcoming opportunities. Resources available.


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FY2023 OSDBU Program Overview

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  1. FY2023 OSDBU Program Overview Presenter: Martina Williams williamsma2@state.gov U.S. DEPARTMENT of STATE

  2. Mission, and Authorities Mission, and Authorities Organizational Placement and Achievements Organizational Placement and Achievements Small Business Impact Small Business Impact Understanding the Department of State Understanding the Department of State FY22 Results and FY23 Initiatives FY22 Results and FY23 Initiatives Upcoming Opportunities Upcoming Opportunities Resources Resources U.S. DEPARTMENT of STATE

  3. OSDBU Mission and Authorities OSDBU works with industry partners, the acquisitions corps, and program offices to maximize prime and subcontracting opportunities for U.S. small businesses. Our efforts help maintain a viable and innovative industrial base, promote worldwide economic development, and support mission critical functions for every bureau within the U.S. Department of State. Small Business Act and Small Business Investment Act of 1958 Public Law 95-507, Section 8 and 15(k) 13 CFR 121 FAR Part 19 DOSAR Part 619 1 FAM 211.5 and 216.1 14 FAH-@ H-241/242 U.S. DEPARTMENT of STATE

  4. Organizational Placement Office of Small & Disadvantaged Business Utilization (OSDBU) Deputy Secretary of State (D) MR Office of U.S. Foreign Assistance (F) Secretary of State (S) Deputy Secretary of State (D) Organization Chart U.S. DEPARTMENT of STATE

  5. OSDBU Workload DS-1910 Reviews Outreach Events Perception Staff Development (FACC, FAC-COR ) Small Business Counseling Reality SBA Scorecard Compliance Market Research Department Order of Preference AQM Training Conference & Industry Day Planning Governmentwide Initiatives (SBPAC, OSDBU Council) Strategic Initiatives (Staff Augmentation Contracts) Policy Development (Small Biz Participation) Acquisition Plan Reviews Procurement Forecast Major Requirements: AQM & PMO collaboration U.S. DEPARTMENT of STATE

  6. FY22 Small Business Achievements $12B Spend 46 Bureaus - 25% Obligated OCONUS, 75% Performed OCONUS ~1K Virtual Vendor meetings & matchmaking sessions 305 Completed Acquisition Reviews (FY2022 Total: 328) 39 Trainings DOS: 23 Events, 2,117 Attendees 8 Staff 6 FTE + 2 Ctr 3 Industry Days U.S. DEPARTMENT of STATE

  7. FY22 Small Business Achievements Cont. Highest number of Actions Highest number of Actions to Small, SDB, WOSB categories; 4-year upward trends across the categories More dollars More dollars awarded in FY2022 to SDVOSBs, WOSBs than FY2021; 4-year upward trend for dollars to Small Disadvantaged Businesses Met and exceeded Met and exceeded SDVOSB and HUBZone goals Agency Equity Plan in Action Agency Equity Plan in Action New entrance of small business vendors increased by 13% over 2021 Simplified Acquisition Threshold (SAT): an 88% increase in the number of small business awards and a 17% increase in dollars. U.S. DEPARTMENT of STATE

  8. OSDBU: Major Program Efforts Look Look- -Ahead Events Ahead Events Small Business Conference, June 2023 Charleston, SC Executive Order 13985 on Equity & DOS Equity Action Plan Executive Order 13985 on Equity & DOS Equity Action Plan Department's Small Disadvantaged Business Goal increased by 320% Tolliver Policy Implementation Tolliver Policy Implementation Government-wide efforts to implement expanded Rule of Two U.S. DEPARTMENT of STATE

  9. Rule of Two Tolliver Case Study 1. The Army s Fort Sill canceled a GSA Schedule SDVOSB set-aside for training services. 2. Instead of setting aside the requirement, Army competed among large businesses on a non-set- aside multiple-award IDIQ contract. Result Result: Agency must apply the Rule of Two In sum, the government s failure to apply the Rule of Two prior to deciding to cancel the solicitations at issue is fatal to that decision, whether because that failure undermines the central rationale of the cancellation decision or whether because the decision to move the work to the TMS MAIDIQ prior to conducting a Rule of Two analysis prior to conducting a Rule of Two analysis constitutes an independent violation of law. Case No. 20-1108C Rule of Two. U.S. DEPARTMENT of STATE

  10. OSDBU AT WORK - EVOLVE Review market research/ DS1910 Championed an Industry Communication Plan Helped develop Sources Sought Retained 8(a) contracts under separate contract vehicles Apply Rule of 2 SB set asides SB reserves SB participation as an evaluation factor Removed unduly restive requirements JV Facilities Clearances SB subcontracting past performance Provided advice on acquisition planning o o o o o o U.S. DEPARTMENT of STATE

  11. OSDBU AT WORK EVOLVE Cont. Government wide o SBPAC- Tolliver implementation Apply Rule of 2 at the TO level o SBA PCR coordination o Executive Order 13985 on Equity Training o Small Business participation vs Subcontracting plan Outreach o Talked about Evolve and events o Evolve SB listening day o Industry 1on1s/Capability briefings - - - U.S. DEPARTMENT of STATE

  12. RESULTS - Top 10 list of SB opportunity improvements to Evolve procurement 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Additional DRFPs and milestone plan time for industry responses Industry communication outreach plan (Ex. Small Business Industry Day) Strategic approach to maintain 8(a) program requirements Consolidation review/avoid bundling Additional sources sought market research to create set aside and partial set sides of the pools SB Participation as an eval factor <$5m SB reserve Solicitation: Fair opportunity stating SB set asides at the TO level following rule of 2 Dept recognizing the facility clearance of JV partners Increased number of small business awards and parity/on ramping U.S. DEPARTMENT of STATE

  13. Understand the Department of State Bureaus and Missions Functional: Vertical focus, worldwide footprint Provide the necessary vision to identify solutions and define the right tasks, to make decisions and to face critical issues such as why this project is being done E.g. security, anti-narcotics, passport issuance, environmental policy Geographic: Regional and/or country focus Speak the language Acronyms, programmatic, and procurement Mind the Culture Diplomacy Driven = collaborative, risk-averse Foreign Service First (Diplomatic corps aren t focused on contracting) People, postings change frequently = your customers leave postings Security is Paramount (ALL ASPECTS of security) U.S. DEPARTMENT of STATE

  14. FY 2023 Small Business Goals & Order of Preference Category Category Prime Prime Contracting Contracting Sub Sub- - Contracting Contracting Small Business Small Business 25.5% 38% 1 1 WOSB WOSB 5% 5% 3 3 SDVOSB SDVOSB 3% 3% 4 4 HUBZone HUBZone 3% 3% 2 2 Small Disadvantaged / 8(a) Small Disadvantaged / 8(a) 21% 5% U.S. DEPARTMENT of STATE

  15. DoS Small Business Goals Prime Contracting SB CATEGORY FY22 GOALS ACTUAL ACHIEVEMENT FY23 GOALS Small Business 28% 27.63% 98% 25.5% Small Disadvantaged 21% 20.10% 95% 21% Service-Disabled Veteran 3% 3.57% 119% 3% Women 5% 3.93% 78% 5% HUBZone 3% 5.91% 197% 3% U.S. DEPARTMENT of STATE

  16. Top 10 Vendors, FY22 Obligations ($M) $1,980 $1,079 $326 $311 $283 $256 $216 $189 $186 $185 U.S. DEPARTMENT of STATE

  17. Top Bureaus, FY2022 Obligations Total = $ 11.83B Small Business = $ 3.25B BUREAU OF INFORMATI ON RESOURCE MGT BUREAU OF INTERNATI ONAL NARCOTIC S BUREAU OF EUROPEAN AND EURASIAN AFF BUREAU OF OVERSEAS BUILDINGS OPS BUREAU OF DIPLOMATI C SECURITY OFFICE OF THE SECRETAR Y OF STATE BUREAU OF CONSULAR AFFAIRS BUREAU OF NEAR EASTERN AFFAIRS BUREAU OF ADMINSTR ATION BUREAU OF AFRICAN AFFAIRS Total Small Biz $333,491,05 $494,861,19 $355,922,46 $383,368,62 $280,516,05 $108,232,61 $203,365,89 $25,894,327 $82,213,873 $33,282,769 $3,986,841, $1,891,990, $1,233,951, $985,154,62 $557,244,91 $353,951,10 $351,808,41 $241,657,67 $201,973,37 $166,499,11 U.S. DEPARTMENT of STATE

  18. Top NAICS, All FY2022 Obligations $167,455,620 (517110)WIRED TELECOMMUNICATIONS CARRIERS $241,180,070 (481211) NONSCHEDULED CHARTERED (541330) ENGINEERING SERVICES $280,315,129 (561210) FACILITIES SUPPORT SERVICES $371,400,513 $617,177,245 (541513) COMPUTER FACILITIES MANAGEMENT $724,051,273 (541611) ADMINISTRATIVE MANAGEMENT AND $809,442,837 (561612) SECURITY GUARDS AND PATROL (541519) OTHER COMPUTER RELATED SERVICES $940,815,396 (541512) COMPUTER SYSTEMS DESIGN SERVICES $1,038,043,364 $3,346,453,896 (236220) COMMERCIAL AND INSTITUTIONAL U.S. DEPARTMENT of STATE

  19. Small Business News and Opportunities Small Business Goals Increasing Acquisition Alerts for Small Business EO on Equity Small Business Participation Plan Updated Procurement Forecast Tool President s EO 13985 On Equity and NDAA 2022 call for increased small business and socioeconomic category goals Cybersecurity Social media presence (LinkedIn) industry and government New requirement for a mandatory evaluation factor and contract clause for any contracts that include Information and Communications Technology or Operational Technologies. Small Business Conference, June 2023 Charleston, SC Possible Governmentwide SDB Goal, FY25: 15% Tolliver Rule of Two U.S. DEPARTMENT of STATE

  20. Upcoming Opportunities (Quarterly Industry Brief) Global Antiterrorism Training Assistance Training Delivery IDIQ Solicitation for DS/T/ATA(GATA III) Est. $620 million Vetting and Linguistics Est. $160M HVAC Program Est. $10M Bern Project Continuation Est $10M Temporary Housing Continuation Est. $40M Worldwide Conventional Weapons Destruction (CWD) Est. $1B GITM/Access Continuation GlobalCap Est. $5B Additional information regarding these requirements can be found within the official OSDBU events website: https://www.state.gov/events-office-of- small-and-disadvantaged-business- utilization/ U.S. DEPARTMENT of STATE

  21. Whats new with IT New CIO/priorities IRM looking for SBIR phase 3 companies Digital services 8(a) program- direct awards that don t have to stay in the 8(a) program Cybersecurity procurement alert IRM has internal CO team working with CORs U.S. DEPARTMENT of STATE

  22. Doing Business Overseas Best Practices Challenges Understand local laws, identify resources Link with well vetted and capable local / international business partners US Dept of Commerce Programs (Trade Office at post) Research best practices for local operations Build solid operation procedures, contingency plans Develop verifiable financial processes Look for OCONUS opportunities that require cleared Americans. Embassy websites are a good place to start Key Offices at Posts GSO (General Service Officer) Political & world events influence, alter priorities Differences in Cultural norms Potential corruption, bribe customs Unreliable electricity, utilities Dangerous conditions: hostility, sanitation, medical International regulatory & compliance requirements Long lead times, short deadlines, transport costs, travel & time zones affect work Expect greater range of performance norms Staffing: U.S. nationals & local personnel Currency fluctuations U.S. DEPARTMENT of STATE

  23. Business Development Insight Build past performance Learn from experience of others Obtain Facility Security Clearance (FCL) esp. for service contracts Leverage partners contracts & vehicles Build relationships with Build relationships with current vendors current vendors Acquisitions is a shared service, not within specific bureaus Vehicles and Category Management are strategic tools Timelines change to reflect priorities, personnel, urgency Understand Programs Understand Programs and Contracting (AQM) and Contracting (AQM) Respond to Sources Sought and RFIs Respond to Sources Sought and RFIs to enable set-asides OSDBU OSDBU - assistance on specific requirements Industry Industry - - program, policy updates, thought leadership, teaming Advocacy Advocacy Agency Competition Advocate , SBA Ombudsman Participate in the Process Participate in the Process U.S. DEPARTMENT of STATE

  24. Set-Asides and beyond Total addressable market is larger than set-aside Competing on the merits is always an option even unrestricted Successful Teaming allows participation on larger programs HUBZone Price preference allows HZs an advantage Smaller-Dollar Acquisitions as an entry point Micro Purchases, Simplified Acquisitions (SAP), and Reverse Auctions (Unison Federal) are a WIN Allow vendor to build past performance on a lower-risk engagement CREATE Set-Asides by responding to Sources Sought & RFIs Set asides can only happen if Rule of 2 is substantiated (except for socio-economic programs that allow for sole source awards) Encourage industry partners, competition to participate to create set-aside opportunities Teaming and Subcontracting Look for Small Business Participation Plans on significant unrestricted procurements Leverage partners credentials, competencies Define team / JV in RFI, SSN, RFP responses so CO understands performance roles, risks, expectations U.S. DEPARTMENT of STATE

  25. Do your Homework Department Generally www.state.gov (Hint: Search for specific key words) Employee Directories: https://www.state.gov/telephone-directory/ Foreign Affairs Manual www.fam.state.gov - functions & missions Specific Bureau Sites, Social Media, Publications, Interviews Industry Liaison LinkedIn Page Strategic plans Procurement Resources www.state.gov/smallbusiness/ - MANY resources Procurement Forecast (freshest in Nov/Dec) DS-1910 publication short-term pending requirements Public Sites: sam.gov, Usaspending.gov, Unison Marketplace Industry Groups and Associations Interviews, briefings, networking, recordings! Where are your customers, primes going / speaking / sponsoring? U.S. DEPARTMENT of STATE

  26. Resources Department of State OSDBU Website www.state.gov/smallbusiness/ Federal Acquisition Regulation: www.acquisition.gov Department of State Acquisition Regulation (DOSAR): https://www.acquisition.gov/dosar Foreign Affairs Handbook (FAH) & Foreign Affairs Manual (FAM): https://fam.state.gov/ Procurement Technical Assistance Centers (PTACs) https://www.dla.mil/SmallBusiness/PTAP/PTAC/ Department of State Procurement Forecast https://www.state.gov/Procurement-Forecast DOS Short-Term upcoming opportunities https://www.state.gov/ds-1910-report/ U.S. DEPARTMENT of STATE

  27. Quiz 4. Which bureau had the most $ obligations in FY2021? 1. What is the Small Business Prime Contracting Goal for FY 2023? a. 24% b. 28.25% c. 25.5 d. 23% a. Overseas Buildings Operations b. Diplomatic Security c. Consular Affairs d. International Narcotics and Law Enforcement 2. What is the primary website for searching DOS contracting opportunities? a. Google b. FPDS c. Sam.gov d. USASpending.gov 5. Which is valid strategy for pursuing work at the Department? a. Responding to Sources Sought and RFIs b. Identifying Teaming and Subcontracting Opportunities 3. 3. True or false: each Bureau has its own acquisition office a. True b. False c. Participating in unrestricted (Full & Open) competitions d. All the Above U.S. DEPARTMENT of STATE

  28. Quiz (Answers) 4. Which bureau had the most $ obligations in FY2022? 1. What is the Small Business Prime Contracting Goal for FY 2023? a. 24% b. 28.25% c. 25.5 d. 23% a. Overseas Buildings Operations b. Diplomatic Security c. Consular Affairs d. International Narcotics and Law Enforcement 2. What is the primary website for searching DOS contracting opportunities? a. Google b. FPDS c. Sam.gov d. USASpending.gov 5. Which is valid strategy for pursuing work at the Department? a. Responding to Sources Sought and RFIs b. Identifying Teaming and Subcontracting Opportunities 3. 3. True or false: each Bureau has its own acquisition office a. True b. False c. Participating in unrestricted (Full & Open) competitions d. All the Above U.S. DEPARTMENT of STATE

  29. Questions Recommendations from Industry We encourage you to ask questions or provide recommendations related to the presentation topic. U.S. DEPARTMENT of STATE

  30. Contact the Department of State OSDBU Office U.S. Department of State OSDBU, SA-6, Room L500 Washington, DC 20522 Phone: (703) 875-6822 Email: smallbusiness@state.gov Please be aware that our office cannot answer questions pertaining to press releases, visas and passports, international matters, foreign governments, state or local governments or other federal Government agencies policies or procedures. U.S. DEPARTMENT of STATE

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