How to Competitively Respond to Sources Sought Notice

How to Competitively Respond to Sources Sought Notice (SSN) & Request for Information (RFI) Nicola Ohaegbu Small Business Technical Adviser Office of Small & Disadvantaged Business Utilization

Overview q Differences between Market Research Methods q Responding q Do’s and Don’ts q Locating Opportunities 2

What’s the Difference? ØMarket Research ØSources Sought Notice (SSN) ØRequest for Information (RFI) ØPre-Solicitation Notice ØAdvanced Acquisition Forecast (Title V of Public Law 100 -656 requires federal agencies make projection of procurement opportunities available to interested businesses) 3

Why Market Research? ØAccording to FAR Part 10. 001 (a)(2) Market research must be conducted • To ensure legitimate needs exist and to identify trade offs. • Before new requirements are developed. • Before soliciting for offers greater than the simplified acquisition threshold *($250 K). • Before soliciting for offers less than the simplified acquisition threshold *($250 K). • On an ongoing basis. ØAlso per 10. 001(b) when conducting market research, you should not request potential sources to submit more than the minimum information necessary. These are the only constraints found in the FAR with respect to requests for information. • * Class Deviation from the Federal Acquisition Regulation (FAR) by The Civilian Agency Acquisition Council (CAAC) issued CAAC Letter 2018 -02

SSNs versus RFIs SSN FAR Part 5. 205 This may be the only direct reference to the term which also falls under FAR 5. 201(c) "improve small business access to acquisition information and enhance competition by identifying contracting and subcontracting opportunities”. FAR 19. 501(c) states: "The contracting officer shall review acquisitions to determine if they can be set aside for small business, giving consideration to the recommendations of agency personnel having cognizance of the agency's small business programs. The contracting officer shall perform market research and document why a small business setaside is inappropriate when an acquisition is not set aside for small business”. RFI FAR Part 15. 201(e) "RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes”. RFIs are also mentioned at FAR 10. 002(b)(2)(iii) as a technique of conducting market research. An RFI is primarily used to gather information to help make a decision on what steps to take next, developing strategy, preparing for an RFP, and through the analysis of RFI responses, strategic options, lower cost alternatives, and cost reduction opportunities may be identified. RFIs are also use to identify potential sources. 5

Why Respond? 2 3 4 1 Used to identify potential sources. Used to determine small business set-aside or not. Information used to establish small business subcontracting goals if the requirement is not a setaside. Information used to develop the solicitation or request for proposal. 6

Ø Ensure you are searchable in SAM. Ø Be Specific since each SSN or RFI is unique – so respond only to what is requested. Ø Include technical capabilities, past performance, affiliate information and teaming if applicable. Ø Always include; Ø Company Name & Address Ø Point of contact, email, and phone number Ø DUNS number, Cage code, and NAICS Ø Business size and socio economic indicator(s) (Small, WOSB, EDWOSB, SDVOSB, HUBZone, 8 a, etc. ) Ø Capability Statement should address what is being requested and what is relevant. Ø Be mindful of due dates, page limitations, specific method of responses, site visits, etc. When Responding 7

After Responding Ø Follow up with appropriate message relating to the SSN, RFI or agency mission. Ø Engage with the local Small Business Program Managers or Procurement Center Representatives (include them on the SSN/RFI response). Ø Inquire if a sole source opportunity is appropriate. Ø Request a meeting with the Program Managers and end users. 8

Specifics for SSN ØCapability statements should identify past projects with proven experience preferably in the dollar range within the last 3 to 5 years with emphasis on work performed on a Federal installation. ØDon’t provide information on projects that are not relative to the size or scope of the work. ØMake sure past performance was performed within the time period given. ØEnsure you answer the questions asked. ØIndicate ability to meet the subcontracting requirement for the type of work to be performed by the prime contractor. ØProvide relevant examples. 9

Specifics for RFI ØProvide your expert view on the contract type (FFP, Cost, T&M, Labor, etc. ) and what contract duration provides the best approach for this type of work. ØIndicate how the “risks versus rewards” be shared by the Government and contractor. ØHow does the proposed contract type incentivize the contractor to perform high quality work at a reasonable price? ØDiscuss your views regarding factors such as base period and options. ØSuggest any portions of this acquisition for which fixed price contracting could be utilized. Discuss your rationale for each area identified and your thoughts on the feasibility of each area. 10

Do’s and Don’ts Do’s ØEnsure responses are sent in on time. ØCarefully read the sources sought notice or request for information. ØAsk questions prior to the due date if applicable. ØIndicate if you are only interested in performing subcontract opportunities. Don’ts ØSend in your general capability statement or marketing material. ØAssume we know what you mean. ØProvide information or references that are irrelevant or would not give you a glowing reference. Ø Ignore SSNs or RFI if they are in your best interest. 11

Ø Go to Federal Business Opportunities www. fbo. gov ØClick on “Advanced Search form" ØChoose "Posted Date". We recommend choosing last 30 days for most current notices ØSelect Sources Sought under "Opportunity/Procurement Type" ØRefine search with other criteria pertaining to your business (keywords, NAICS, specific agency, etc. ) ØClick “search” for list of opportunities Locating SSNs & RFIs Ø www. Fedconnect. net Ø Ø Ø Click on “Advanced Options" Input “Sources Sought” under title. You can also complete the other sections (NAICS, specific agency) for a more filtered result. Click “search” for list of opportunities Ø DOE Headquarters Acquisition Forecast Ø GSA e. Buy 12

Fed. Biz. Opps 13

Fed. Biz. Opps Sources Sought Example 14

Fed. Connect 15

Fed. Connect Sources Sought Example 16

DOE Acquisition Forecast Opportunities Websites DOE Headquarters Acquisition Forecast Ames Laboratory Lawrence Livermore National Laboratory Richland Operations Office Argonne National Laboratory Los Alamos National Laboratory Sandia National Laboratories Bonneville Power Administration National Energy Technology Laboratory Savannah River National Laboratory Brookhaven National Laboratory National Nuclear Security Administration SRNS, LLC Business Opportunities Bechtel National Inc. Waste Treatment Plant Project National Renewable Energy Laboratory Savannah River Operations Office Carlsbad Field Office New Brunswick Laboratory Savannah River Remediation (SRR) Environmental Management Consolidated Business Center Nevada National Security Site (NNSS) SLAC National Accelerator Laboratory Fermi National Accelerator Laboratory Oak Ridge Institute for Science and Education Southeastern Power Administration Golden Field Office Oak Ridge National Laboratory Southwestern Power Administration Idaho Operations Office of River Protection Thomas Jefferson National Accelerator Facility Idaho National Laboratory Office of Science Field Offices URS CH 2 M Oak Ridge LLC (UCOR) Kansas City Plant Pacific Northwest National Laboratory Western Area Power Administration Lawrence Berkeley National Laboratory Portsmouth/Paducah Project Office Y-12 National Security Complex and Pantex 17

1 Let’s Recap 2 3 4 5 SSNs & RFIs are invitations from the Government to find YOU. Your response can lead to sole source, small business set-aside, or more favorable subcontracting goals/opportunities. Each SSN & RFI is different, so respond accordingly. Follow up with specific questions. Search FBO, Fedconnect, GSA, and other known sources for opportunities. 18

in Millions ($) $200 $150 $170 M $112 M $184 M $134 M Top 5 NAICS $100 $50 $0 $1. 60 In Billions ($) NAICS Prime Action Obligations in FY 17 Facilities Support Services Administrative Management $1. 50 B $1. 10 B $0. 68 B $0. 80 $0. 00 Remediation Services NAICS Subcontract Action Obligations in FY 17 $1. 20 $0. 40 Engineering Services $0. 43 B Engineering Services Facilities Support Services Remediation Services Research and Development 19

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Contact Us: OSDBU Website: Email: smallbusiness@hq. doe. g ov Main: (202) 586 -7377 www. smallbusiness. energy. gov Nicola Ohaegbu: nicola. ohaegbu@hq. doe. gov (301) 903 -7002