NCMA
Space City/ Houston Chapter
Presents
th
12
Annual Small Business
Conference & Trade Fair
April 10, 2014
1
Agenda
8:30 a.m. – 9:00 a.m.
– Welcome/Conference Overview
Kelly Rubio, NASA
Penny L. White, The Boeing Company
– NCMA Welcome
Delene Sedillo, President, NCMA Space City Houston
Chapter
2
Agenda
Welcome/Conference Overview
Kelly Rubio, NASA
Penny L. White, The Boeing Company
3
Committee
Penny White, Co-Chair (Boeing)
Kelly Rubio, Co-Chair (NASA)
Jannette Bolden (NASA)
Toni Hall (Boeing)
Jack Harrison (QTS, Inc.)
Christie Pillar (USA)
Luz Wood (USA)
4
Sponsors
Level I
Jacobs Technology
Lockheed Martin Space Systems
The Boeing Company
United Space Alliance
Wyle Integrated Science & Engineering
5
Sponsors
Level II
LZ Technology, Inc.
UTC Aerospace Systems
MEI Technologies, Inc.
Anadarko Industries, LLC
Wichita Tribal Enterprises, LLC
MRI Technologies
PAE Applied Technologies, LLC
6
Sponsors
Level III
SGT, Inc.
QTS, Inc.
Logical Innovations, Inc.
Space X
Dyn Corp International
JesTech
Houston Precision Fasteners
es2 technologies, inc.
7
Participating Resource
Organizations
City of Houston
Houston Minority Supplier Development Council
(HMSDC)
National Aeronautics and Space Administration
(NASA)
National Contract Management Association
(NCMA)
Port of Houston Authority
Space Alliance Technology Outreach Program
(SATOP)
8
Participating Resource
Organizations
Small Business Administration (SBA)
U.S. Army Corps of Engineers
U of H Procurement Technical Assistance
Center (PTAC)
Women’s Business Enterprise Alliance (WBEA)
METRO
9
Door Prize Donations
University of Houston PTAC
Houston Minority Supplier Development
Council (HMSDC)
SGT, Inc.
United Space Alliance
LZ Technology, Inc.
Barrios Technology
Logical Innovations, Inc.
Wyle Integrated Science & Engineering
MEI Technologies
10
Door Prize Donations
Space X
Jacobs Technology
QTS
The Boeing Company
Jes Tech
Dyn Corp International
Anadarko Industries, LLC
Wichita Tribal Enterprises, LLC
MRI Technologies
Houston Precision Fasteners
11
Agenda
NCMA Welcome
Delene Sedillo, President
NCMA Space City Houston Chapter
12
Chapter Officers for 2014-2015
President – Delene Sedillo
NASA-JSC
Vice President– Leon Beard
Boeing
Secretary- Mike Hamm
es2 technologies, inc.
Treasurer- Robert Kolb
NASA-JSC
Membership – Miyoshi Thompson
NASA-JSC
VP/Education- Michele Wilkinson
VP/Programs- Scott Stephens
Jacobs Technology
NASA-JSC
13
Chapter Events
National Education Seminar
Date:
May 15, 2014
Topic:
Risk Management for Complex U.S. Government
Contracts and Projects
Location: Gilruth
Speaker: Mr. Mark Lumer and Ms. Shene’ Commodore
14
Agenda
9:00 a.m. – 10:00 a.m.
“JSC Procurement Initiatives”
 JSC Acquisition Forecast: Kelly Rubio
 Strategic Acquisition Forecast: Brad Niese
 E-Contracting Initiatives: Christina Hibbs
10:00 a.m. – 10:15 a.m.
Networking Break
15
Acquisition Forecast
NASA
Johnson Space Center
Kelly L. Rubio
Small Business Specialist
Industry Assistance Office
April 10, 2014
Acquisition Forecast
NASA/JSC publically posts an annual Acquisition Forecast on
October 1st of each year.
The JSC Acquisition Forecast can be viewed at:
http://procurement.jsc.nasa.gov/geninfo.html
The JSC Small Business website can be viewed at:
http://procurement.jsc.nasa.gov/smbus.html
Current Significant Acquisitions at JSC can be viewed at:
http://procurement.jsc.nasa.gov/
17
Acquisition Forecast
For more information contact the
JSC Industry Assistance Office:
Small Business Specialists:
Charles T. Williams: charles.t.williams@nasa.gov
281-483-5933
Kelly L. Rubio: kelly.l.rubio@nasa.gov
281-244-7890
18
NASA Johnson Space Center
Strategic Acquisition Forecast Evaluation (SAFE)
Brad Niese
JSC Office of Procurement
April 2014
19
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SAFE Overview
• Strategic Acquisition Forecast Evaluation
• JSC 2.0 Initiative
– Advance Strategic Goal #3 “Excel in Leadership, Management and Innovation”
– Using Strategy 3.1, Lead through innovative technical and business
management practices
• Objectives
– Efficient & effective manner to acquire goods & services to meet goals/mission
of the center and programs
– Longer-term, strategic acquisition outlook with an integrated center-wide focus
with goals to optimize interdependencies and reduce redundancies
– Leverage flexibilities to develop integrated business and acquisition solutions
20
SAFE Process
21
SAFE Team Activities
• Portfolio categorization
– Categorizing contracts by type of supply or service being acquired, Center or
Program support, recurring or nonrecurring requirement, periods of
performance, socioeconomic categories, etc.
• Deep Dive Analysis & Recommendations
– Looking for synergies across center contract statements of work
– Focusing recommendations on contracts in time horizon to influence future
decisions
– Socioeconomic focus with recommendations
• Acquisition Dashboard
– Electronic tool to integrate pertinent contract data in a single location
– Enables & reinforces SAFE concepts through information availability to
acquisition stakeholders (internal and external)
– Will enable more complete and longer acquisition forecasting in future
22
SAFE Benefits
• Will enable NASA to…
– Forecast future opportunities further into the future (> 1 year)
– Enhanced integration of socioeconomic goals with acquisition strategy
• Will enable small businesses…
– More time to establish partnerships and teaming arrangements
– More insight and time to make bid strategy decisions
23
Electronic
Contracting Initiatives
and their Impacts on the Small
Business Community
NCMA Small Business Conference
April 10, 2014
Christina A. Hibbs
Contracting Officer
Office of Procurement
NASA Johnson Space Center
What is the Electronic
Contracting Initiative?
 JSC’s Office of Procurement has created an
Electronic Contracting Team to explore and initiate
electronic procurement processes
 The team’s goal in implementing these electronic
processes is to ensure cost and time savings for both
the Government and Contractors, smoother
workflows, and a reduced carbon footprint for
contract actions
E-Processes
Implementation
Current Processes Being Implemented:
 Electronic Purchase Orders
 Electronic Data Requirements Deliverable (DRD)
submission
 Electronic invoice submission and processing
 Electronic signatures (on certain documents)
Upcoming E-Processes:
 Electronic proposal submissions
Expected Benefits to the
Small Business Community
Cost Savings
 Elimination of the requirement to print and mail hard
copy letters and certain deliverables
 Lower bid and proposal costs on acquisitions
competed electronically
Expected Benefits to the
Small Business Community
Time Savings
 Less time spent printing and compiling hard copy
documents
 Elimination of hand delivery for identified items
 Quicker turnaround time on many actions can be
achieved on both the Government and Contractor
sides
Expected Benefits to the
Small Business Community
Other Benefits
 Smoother workflow processes as there will be less
administrative burden associated with preparing
and delivering hard copy proposals, invoices, and
deliverables.
 Overall reduced carbon footprint and increased
environmental responsibility
Questions
or Comments?
Agenda
10:00 a.m. – 10:15 a.m.
Networking Break
31
Agenda
10:15 a.m. – 11:00 a.m.
Small Business Update
Valerie Coleman, Procurement Center/ Commercial Market
Representative, U.S. Small Business Administration
32
SBA Updates
Valerie Coleman
PCR/CMR
Office of Government Contracting
U. S. Small Business Administration
Administrator


Maria Contreras-Sweet
Sworn in – April 7, 2014
NAICS & Size Standards

Effective July 22, 2013
 Sector
11 – Agriculture, Forestry, Hunting & Fishing
 Subsector 213 – Support Activities for Mining
 Sector 52 – Finance & Insurance
 Sector 55 – Management of Companies
 Sector 71 – Arts, Entertainment & Recreation

Effective January 22, 2014
 Sector
22 – Utilities
 Section 23 - Construction
NAICS

Acquisitions for supplies must be classified under the
appropriate manufacturing or supply NAICS code,
not under a Wholesale Trade (Sector 42) or Retail
Trade (Sector 44-45) NAICS code. They also shall
not be used by Federal Government contractors
when subcontracting for the acquisition for supplies.
The applicable manufacturing NAICS code shall be
used to classify acquisitions for supplies.
13 CFR 121.4902(b)(2)
SBA Size Standard Table
SET-ASIDES
Effective 12/31/2013
37



The SBA final rule provides:

Set-aside for part or parts of multiple award contracts for small business
concerns;

Set-aside orders placed against multiple award contracts; and

Reserve one or more contract awards for small business concerns under full and
open competition, when the agency intends to make multiple contract awards.
For partial set-asides, small businesses are allowed to bid on:

Non-set-aside portion

Set-aside portion

Both
Prior to Act, no set-asides for Schedule contracts, only “reserved”
awards.
TOTAL SET-ASIDES
38


The final rule expressly provides that contracting officers must setaside for small businesses an acquisition that will result in multiple
award contracts when:

There is a reasonable expectation that two or more small businesses can
provide the required services; or

Supplies at a fair market price.
The contracting officer may (in lieu of small business set aside) choose
to set aside the contract for:

8(a) businesses;

Qualified HUBZone small business concern;

Service-disabled veteran owned small business concerns (“SDOV SBC”);

Disadvantaged woman-owned small businesses/women-owned small businesses
(“EDWOSB/WOSB”).
FINAL RULE – ADDITIONAL POINTS
39


Notes that FSS contracts now included under the umbrella
definition of “multiple award contracts”.
Guidance on the assignment of NAICS codes to individual
contracts and SINs.

In assigning NAICS codes and size standards to multiple award
contracts, agencies would have two alternatives under the final rule:

(1) assign one NAICS code and size standard to the contract if all of the
orders are expected to be classified under the same code: or

(2) divide the contract into discrete categories and assign different NAICS
codes to each discrete CLIN, SIN, etc. Orders issued under the different
categories would need to have the same NAICS code assigned to that
category in the contract.
National Defense Authorization Act for 2012




SBA authorized to establish a Mentor-Protégé
Program for all small business concerns.
SBA must approve each agency’s Mentor-Protégé
Program.
Current Mentor-Protégé agreements shall be
permitted to continue until expiration date in
agreement.
Proposed regulations will probably be available
within the next 6-9 months.
National Defense Authorization Act for 2012

Section 1651 changes the rule for “Limitations on
Subcontracting”
‘‘(b) SIMILARLY SITUATED ENTITIES.—Contract amounts
expended by a covered small business concern on a subcontractor that is
a similarly situated entity shall not be considered subcontracted for
purposes of determining whether the covered small business concern has
violated a requirement established under subsection (a) or (d). Law
defines “Similarly situated” as any one of the following socio-economic
groups:
8(a), WOSB, ED/WOSB, HUBZone, SD/VOSB
Example: If the procurement was set aside for SD/VOSB, SD/VOSB
subcontractors are not considered subcontractors for purposes of the
“Limitations in Subcontracting” rule
GSA’s Office of Government-wide
Acquisition Policy


OMB’s Prompt Payment initiative directs
agencies to accelerate payment to all prime
contractors, including large businesses, in order
to pay small business subcontractors on an
accelerated basis.
OMB Policy Memorandum M-13-15 extended
the prompt payment initiative by one year, to
July 11, 2014.
SAM

Must be updated annually

If not, the firm will not be listed as
small until it recertifies its size.
13 CFR 121.109 (new)
Utilization of Small Businesses

Prime contractors (even SBs) that





received a contract more than $150,000
that will be performed inside the U.S.
is not for services that are personal in nature
are responsible for ensuring that SBs have the maximum practicable
opportunity to participate in performance of the contract, including
subcontracts for subsystems, assemblies, components, and related
services for major systems
Equivalent to FAR 52.219-8
13 CFR 125.3(b)
Bait & Switch

Prime contractors must use the subcontractors that were
used in preparing & submitting bid/proposal, in the same
scope, amount and quality, if:
Offeror referenced the SB in the bid/proposal/ SB plan;
 Offeror has an Agreement in Principal to subcontract with the
SB to perform a portion of the contract;
 SB drafted any portion of the proposal;
 Offeror used the SB’s pricing or cost information, or technical
expertise in preparing the proposal; or
 There is written evidence of an intent or understanding that the
SB would be awarded a subcontract if the offeror is awarded
the contract.

Bait & Switch

If a prime contractor does not use a subcontractor, it
must:
 Provide
COs with a written explanation prior to
submission of the invoice for final payment and contract
close-out
Subcontracting
47

Large prime contractors are responsible for assigning
NAICS codes and corresponding size standards to
subcontracts

Should use guidance in SBA’s regulations governing CO’s
assignment of NAICS codes to prime contractors

Prime contractors may rely on the representations made in
subcontractors’ SAM profiles, but may not make SAM registration
a requirement for size or socioeconomic representation at the
subcontract level
Subcontracting

The contractor may not prohibit a
subcontractor from discussing any
material matter pertaining to payment or
utilization with the contracting officer
13 CFR 125.3(c)(1)(iii)
Jobs Bill Act of 2010
WOSB

The National Defense Authorization Act
removed the dollar value caps on WOSB /
EDWOSB contract awards. The SBA’s
regulation change was effective May 7,
2013.

Contract must be awarded at fair market
price
Questions???
Valerie J. Coleman
Procurement Center/Commercial Market Representative
U. S. Small Business Administration
2101 NASA Parkway, MC: BA111
Houston, TX 77058
281-483-1549
Valerie.j.coleman@nasa.gov
Valerie.coleman@sba.gov
Agenda
11:00 a.m. – 11:15 a.m.
Networking Break
51
Agenda
11:15 a.m. – 12:45 pm
Lunch: JSC Office of the Center Director
Presentation of NASA JSC Small Business Awards for 2013



JSC Large Prime Contractor of the Year: Wyle
JSC Small Business Subcontractor of the Year: Houston
Precision Fasteners
JSC Small Business Contractor of the Year: Tejas Office
Products
52
Agenda
12:45 p.m. – 1:00 p.m.
Networking Break
53
Agenda
1:00 p.m. – 2:00 p.m.
Workshops
54
Agenda
1:00 p.m. – 2:00 pm
Workshops
Steuben/Baccarat Rooms- How to Respond to Sources
Sought (Valerie Coleman, SBA and Chuck Williams, JSC)
Lalique Room –Twenty-One Mistakes in Submitting Proposals
for Government Contracts (Ronald Marta, UH-PTAC)
Poolside Salon– NASA JSC Technology Transfer Office
(Kathryn Packard, NASA)
55
Agenda
2:00 p.m. – 2:45 p.m.
General – Presentation – Federal Procurement Data
Systems - New Generation: “Market Research from a
Government and Industry Perspective”
NASA JSC: Ida Horton, DB Consulting, Lead
Data Analyst for the Procurement Policy and
Systems Office
Industry: Denise Navarro, Logical Innovations,
Inc.
56
Using Federal Procurement Data
Systems for Marketing Research
Workshop at the
NCMA Space City Houston Chapter
12th Annual Small Business Conference & Trade Fair
April 10, 2014
57
FPDS-NG—what is it?
www.fpds.gov
FPDS-NG is an automated system used to collect and
report on federal procurement spending
It is the single authoritative repository for federal
procurement award data
58
FPDS-NG, cont’d.
•Transparency and visibility into contracting
Contracting information is available across the federal spectrum
down to the contract action
•Powerful business decision-making tool for the public
and contracting communities
Anyone can view data and analyze trends
A Tool used for Market Research to find where the market is for a
certain service or product
•Self-service, web accessible reporting tools
Used by the Public, government officials at all levels, IG &
auditors, FOIA requests
Small Business Goals, Competition, Total Awards
Data is Available to the public within 90 days of award.
Data is Organized to Compare data from all federal departments.
59
Who can use FPDS-NG?
Designed for Use by:
•All interested public parties such as the media,
research groups, marketing groups, students,
and commercial businesses
•Contracting Officers
•Program and Procurement Analysts
•Senior Procurement Executives
•Congress, state, and local governments
•Procurement System Administrators
60
How You can use FPDS-NG in your
marketing efforts
•Identify what your target government customer buys
•Identify ongoing contracts and key factors of interest—
-Description
- Contractor
-- Period of Performance
- Dollar Value
-- contract type (fixed price? Cost-plus-award-fee?
--Does it have a subcontracting plan, with targets for
subcontract with small business?
--Was it competed or sole-sourced?
•Get a sense of how a particular target contract operates—
•Lots of funding mods?
•Lots of contract changes or task orders?
•Are options usually/always/rarely exercised?
61
A Basic Strategy for Utilizing FPDS-NG
Think of FPDS-NG as a dual-purpose tool:
1. A scanning tool, to capture the whole
landscape—all of a customer’s contracts &
acquisitions
2. A microscope, to zero in on details of
contracts that you identify as potential targets
of opportunity
62
A Potential Strategy for Marketing—Steps for
Identifying Prime Contract Opportunities
1. Target your potential customer—using the contracting organization
codes in FPDS-NG
2. Perform an ad-hoc search for current contract actions, perhaps using a
date range of the current fiscal year, or the last 2 fiscal years. Select
key data fields, including:
- contract number (PIID)
- contract description
- NAICS code
- contract type
- type of setaside
- Subcontracting Plan Required
- contractor (vendor)
- type of business (e.g., small, SDB)
- total obligations
- total contract value
- total potential value
- period of performance (start & end
dates, including potential completion
date)
- extent of competition
- number of offers received
- place of performance
63
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65
66
67
Export to
Excel
68
Steps for Identifying Prime Contract
Opportunities, cont’d.
3.
4.
5.
6.
Download the ad-hoc report to excel
- Eliminate duplicates in the PIID column; this will give you a
list of all basic contracts, with contract mods summarized
Sort by NAICS code, contract value, and period of
performance end date.
Identify your potential target pool:
- dollar range you could compete for & perform
- period of performance end date 2 to 2 ½ years hence
- NAICS code fits your core capabilities
Study key aspects of these contracts:
- dollar value
- any options
- funding profiles
-task/delivery orders issued
- setaside?
- competed or sole-sourced?
69
Steps for Identifying Prime Contract
Opportunities, cont’d.
7.
Select the likeliest prospects to target, based on the contract data
and your company’s core capabilities
8. Get a copy of the Contract: Request, under Freedom of
Information Act (FOIA), a company of the contract.
“Conformed” copy (updated through all modifications issued), if
available, could be the most useful, but the basic copy will be
adequate. At this point, you may not want to request a copy of
all contract modifications.
9. Read & understand the contract terms and conditions, the
Statement of Work, and the deliverable data/reporting
requirements. This includes the unique safety/health
requirements associated with on-site performance.
10. Access FPDS-NG again, use EZ-Search to look up the contract
(select “view” mod 0, and the last-numbered mod). You can
access over 100 pieces of information (data fields) about the
contract! And, every contract modification. This is an in-depth
look at a potential target contract.
70
Type Search
Criteria
71
Click on View to
see Entire
Contract
72
73
Steps for Identifying Prime Contract
Opportunities, cont’d.
11. If the contract appears to be a high-potential opportunity:
Upon request under FOIA, additional information may be made
available
•
A copy of all contract modifications
•
The Source Selection Statement (SSS) or Justification for Other
than Full and Open Competition (JOFOC) associated with the
contract award. The SSS provides key insight into previous
competitors, how proposals were ranked, and what the customer
considered important and valuable about the winning proposal.
It’s also a lead for identifying potential teaming partners. The
JOFOC will tell you what about the incumbent contractor’s
capabilities is unique and required for successful performance.
•
The contractor’s award fee scores, if applicable
•
The contractor’s Contract Performance assessment Reporting
System (CPARS) ratings, if applicable
•
The contractor’s Construction Contractor Appraisal Support
System (CCASS) ratings (for construction and
architect/engineering contracts)
74
Steps for Identifying Prime Contract
Opportunities, cont’d.
12. Do more research: For your identified target of
opportunity, do further research on the government
customer—the specific technical/program directorate
• Vision, mission statement
• Organizational structure, branches and offices (this
will help you understand the focus and emphasis of
the customer, and the key players
• Any recent accomplishments, planned new projects,
etc.
• Find out the customer’s planned budget for the
upcoming fiscal year! For example, NASA’s planned
budget for construction & environmental work is laid
out in detail on our agency website:
http://www.nasa.gov/pdf/622634main_FY13_NASA
_Budget_CECR.pdf
75
Steps for Identifying Prime Contract
Opportunities, cont’d.
13. Now, begin your marketing outreach. Arrange for meetings
with key government technical/program representatives, with
the customer’s small business office, and with potential
contractor team members.
14. Proposal Decision Time: By the time the planned
procurement is published on the Acquisition Forecast or is
posted on FedBizOpps, you’ll be well along the way to a
knowledgeable bid/no bid decision and a potentially-successful
proposal!
76
Additional Steps for Identifying Potential
Subcontracting Opportunities
The basic steps for targeting prime contract opportunities still apply.
Extra sources of information for identifying subcontract opportunities:
In FPDS-NG, using the ad-hoc search steps, identify the contracts
with subcontracting plans. (They have goals for subcontracting with
small business in various socio-economic categories, such as
disadvantaged, woman-owned, and veteran-owned.)
The contract (which you requested under FOIA, earlier) will define
the percentage goals in each socio-economic category (usually in
Section H, sometimes as an attachment in Section J)
Upon request under FOIA, a copy of the latest Individual
Subcontracting Report (ISR) for a target prime contract may be
available.
•The ISR will show the prime’s accomplishments against its goals
Match up your company’s status (woman-owned, SDB, etc.) with
prime contractors who are not meeting their goals in these categories
Target your marketing to the primes identified above.
77
A few other ideas for using FPDS-NG . . .
Target companies that you’re interested in—large businesses for
subcontracting opportunities, or other small businesses that might be
potential teaming partners. (Especially if they’ve just won a big
contract!) Do a vendor search in FPDS-NG (E-Z Search) to identify
government contracts that your target companies have, and look for
contracts that your company may be able to contribute to.
Search FPDS-NG (EZ -Search) for contracts with businesses in
your socio-economic category (e.g., woman-owned small business),
and cross-reference the current vendors’ entries in SAM to check
whether the vendor is still certifying in that category. This may
identify incumbents who may be ineligible to compete for a follow-on
contract (because they’ve outgrown the size standard or they’ve
graduated from the 8(a) program, for example). The relevant
contracts may be targets of opportunity for your company.
78
One more idea for using FPDS-NG in your
marketing
Focus on a specific government agency, & do a search in FPDS-NG
(ad hoc, using contracting agency code) for contracts under your
NAICS code, currently with large businesses, that you think are within
the capability of your company and at least 1 or 2 other small
businesses. Sort the list of potential contracts by dollar value and
period of performance end date. Select contracts that are in a dollar
range that is feasible for your company to perform, and which have an
end date 2 or 2 ½ years away. Reach out to the agency and market the
potential to set aside any followon contract to the ones you’ve
targeted.
This will give the agency time to do its market research and
preparation, and will give you the time to prepare a good
capabilities statement in response to a Request for Information
(part of the government’s market research to support a setaside
decision) and to pursue potential teaming arrangements.
79
Agenda
2:45 p.m. – 3:00 p.m.
Networking Break
80
Agenda
3:00 p.m. – 4:00 p.m.
Workshops
81
Agenda
3:00 p.m. – 4:00 p.m.
Workshops
Steuben/Baccarat Rooms- (Source Board Updates –
Anna Carter, Wally Khan, Jannette Bolden and
Suzan Thomas, NASA JSC)
Lalique Room –Twenty-One Mistakes in Submitting
Proposals for Government Contracts (Ronald Marta,
UH-PTAC)
Poolside Salon– NASA JSC Technology Transfer
Office (Kathryn Packard, NASA)
82
Agenda
4:00 p.m.
Adjorn
83
Visit our website
http://www.ncmaspacecity.org
You can also check us out on Facebook
84
Special Thanks to the Sponsors
and Committee
85