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DOING BUSINESS WITH EPAKimberly Y. Patrick

Acting DirectorEPA Office of Small Business Programs

and

Lamont O. NorwoodTeam Leader

Procurement Opportunities Support TeamEPA Office of Small Business Programs

202-566-2933

U.S. ENVIRONMENTAL PROTECTION AGENCY

OFFICE OF SMALL BUSINESS PROGRAMS PRESENTS

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The mission of the U.S. Environmental Protection Agency's Office of Small Business Programs is to support the protection of human health and the environment by advocating and advancing the business, regulatory, and environmental compliance concerns of small and socio‐economically disadvantaged businesses.

EPA OSBP MISSION

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Section 15(k) of the Small Business Act requires that all federal agencies with procurement powers establish an Office of Small and Disadvantaged Business Utilization (OSDBU), and specifies the responsibilities of OSDBU Directors in their roles as advocates for small businesses. At EPA, the OSDBU Function is housed within the Office of Small Business Programs.

OSDBU FUNCTION

OSBP OFFICE TEAMS

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OSBP

Asbestos & SmallBusiness

Ombudsman

Direct Procurement

Program

Disadvantaged Business

EnterpriseProgram

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Direct Procurement Program (Acquisition) Small Business Sectors

HUBZone: Historically Underutilized Business Zones SDB: Small Disadvantaged Businesses SDVOSB: Service Disabled Veteran‐Owned Small BusinessesWOSB: Women Owned Small Businesses SBA 8(a) Certified

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Estimated Obligations Negotiated Goal

Direct

Small Businesses 40.00%

Small Disadvantaged Businesses 5.0%

Women‐Owned Small Businesses 5.0%

HUBZone Businesses 3.0%

Service Disabled Veteran Small Businesses 3.0%

Subcontract

Small Businesses 55.0%

Small Disadvantaged Businesses 5.0%

Women‐Owned Businesses 5.0%

HUBZone Businesses 3.0%

Services Disabled Veteran‐Owned Small Businesses 3.0%

Statutory Federal Small Business Goal: 23%

Small Business GoalsFY 2015

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1.92.2

1.71.6

1.4

0

0.5

1

1.5

2

2.5

2010 2011 2012 2013 2014

Billio

ns

Annual Direct Procurement Budget

40.83%

16.02%

5.92% 5.36%

1.85%

42.15%

5.00% 5.00%3.00% 3.00%

0.00%

5.00%

10.00%

15.00%

20.00%

25.00%

30.00%

35.00%

40.00%

45.00%

SB SDB WOSB SDVOSB HubZone

Accomplishment

Goal

8As of 10/29/2014

EPA Small Business AccomplishmentsFY2014

SBA Annual Procurement Scorecard SummaryFY 2009 through FY 2013

Agencies shown in order of total contract spending for FY 2013

Agency FY 2009 Grade

FY 2010 Grade

FY 2011 Grade

FY 2012 Grade

FY 2013 Grade

Grade of "A" or “A+” five years

in a row? DoD B B B B B NoDOE A B F F F NoHHS C A A A A NoVA A A B A A NoNASA C C B A A NoDHS A A A A A YesDOJ D B C A B NoUSDA A A A A A YesGSA C A A+ A+ A NoDOC C A A A A NoDOS B A A A A NoDOEduc A C B C A NoDOI A A A A A+ YesDOTreas B A A+ A+ A NoDOL A A A A A YesHUD B D C A A NoDOT A A A A A+ YesEPA A A A A A YesUSAID F C A B A NoSSA B A A B A NoOPM F D C B A+ NoNSF F C B C B NoNRC B B A A A NoSBA A B A A A NoAll B B B B A No

Observation: Out of the 24 participating agencies, 6 agencies (DHS,

USDA, DOI, DOL, DOT, and EPA) have received a grade of “A” or “A+” five years in a row. 9

EPA SDVOSB Accomplishments

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OSBP Small Business Counseling Sessions

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Below is a list of upcoming procurement conferences that OSBP gives at EPA Headquarters. These conferences are designed to counsel Contractor’s on how to do business with EPA.Date Conference

March 2015 Woman Owned Small Business

April 2015 National HUBZone Conference (San Francisco)

July 2015 HUBZone Small Business

September 2015 Environmental Consulting

November 2015 Service Disabled Veteran Owned Small Business

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The SBVPS has been developed by OSBP to track Small, Small Disadvantaged, Minority, Women‐Owned, HUBZone, Service Disabled Veteran‐Owned, and American Indian/Alaska Native businesses, as well as HBCUs, HACUs and MIs available to do business with EPA.

This database provides a means to search and retrieve vendors by ownership, NAICS Codes, corporate capabilities, SBA 8(a) status, and other designations as desired.

To register your company, visit:http://www.epa.gov/osbp/direct_vendor.htm

Small Business Vendor Profile System (SBVPS)

Tips for Marketing to EPA

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1. Familiarize yourself with your potential client’s goals and objectives. Review EPA’s annual budget information,

Strategic Plan –http://www2.epa.gov/planandbudget/strategicplan

and Annual Performance Plan –http://www.epa.gov/adminweb/budget‐goals.htm

2. Focus on your business successes with other government agencies and use them to help you decide which opportunities you will pursue. If you have had success in one Federal Agency in a specific NAICS category and you learn from your research above that EPA conducts procurements within that same NAICS category‐leverage that past success with strong past performances references.

Tips for Marketing to EPA

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3. Familiarize yourself with Fedconnect. Fedconnect is a web portal that connects agencies and vendors to streamline the process of doing business with the federal government. Agency RFP’s and sources sought notices are posted on the website, and contractors can submit their proposals via the website. https://www.fedconnect.net/

5. 4. GSA Schedules should be in your toolbox. The GSA Schedules program is the premier acquisition vehicle in government, with approximately $50 billion a year in spending or 10 percent of overall federal procurement spending. GSA Schedules are fast, easy, and effective contracting vehicles for both customers and vendors.

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5. Be credit card accessible. As a small business it is critical that you become credit card accessible. The trend in federal procurement increasingly involves the use of credit cards for purchases.

6. DO YOUR HOMEWORK!!! Review the web site of any of the EPA program offices that procure what you have to sell. Review the agency’s strategic and annual performance plans and take a look at the EPA web site http://www.epa.gov/

Tips for Marketing to EPA

What is EPA’s Forecast Database?

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The Office of Acquisition Management (OAM) is responsible for all contracting and related activities to fulfill the Agency's mission to protect and safeguard the environment through its business relationships. As the business organization of the Agency, OAM manages and supports the Procurement and Contracts Management Program's Policies, Procedures, Operations, Contract Planning, Awards, Administration, and Closeouts.

The forecast database is part of EPA's initiative to enhance our electronic communication with the business community and to provide "real time" information about procurement opportunities and allow companies to spend more time bidding and less time searching for opportunities.

The information in the database is based on the best information available at the time of posting and is intended for PLANNING PURPOSES ONLY and does not constitute a commitment by EPA to buy the described supplies or services.

The Forecast Database is available to anyone interested in doing business with EPA located at http://yosemite.epa.gov/oarm/oam/forecastdatabase.nsf

Top Ten NAICS Codes

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No. NAICS CODE

MEANING

1 562910 Remediation Services 2 541620 Environmental Consulting Services 3 541519 Other Computer Related Services 4 541710 R&D in the Physical, Engineering, and Life

Sciences 5 541611 Admin. Management and General

Management Consulting6 541380 Testing Laboratories 7 541210 Facilities Support Services 8 561511 Custom Computer Programming Services

9 541330 Engineering Services

10 518210 Data Processing, Hosting, and Related Services

Small Business Coordinators

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Region 1 – Larry Wells

(617) 918-1674

CT, MA, ME, NH, RI, VT

Region 2 – Karen Giacobbe

(212) 637-3418

NJ, NY, PR, VI

Region 3 – Vacant

(215) 814-5405

DC, DE, MD, PA, VA, WV

Region 4 – Charles Hayes

(404) 562-8377

AL, FL, GA, KY, MS, NC, SC, TN

Region 5 - Adrianne Callahan

(312) 353-5556

IL, IN, MI, MN, OH, WI

Region 6 - Debora Bradford

(214) 665-7406

AR, LA, NM, OK, TX

Region 7 - Chester Stovall

(913) 551-7549

IA, KS, MO, NE

Region 8 - Vacant

(303) 312-6499

CO, MT, ND, SD, UT, WY

Region 9 - Joseph Ochab

(415) 972-3761

AZ, CA, HI, NV, AS, GU

Region 10 – Greg Luchey

(206) 553-2967

AK, ID, OR, WAJerry Dodson – RTP

(919) 541-2249

Veronica Squirrell –HQ

(202) 564-5347 (HQ)

CINN - Vacant

(513) 487-2126

Helpful Websites• Office of Small Business Programs http://www.epa.gov/osbp/

• Small Business Outreachhttp://www.epa.gov/osbp/direct_outreach.htm

• EPA Procurement Forecast http://yosemite.epa.gov/oarm/oam/forecastdatabase.nsf

• EPA Active Contract Listing http://www.epa.gov/oam/ptod/activeindex.htm

• EPA Vendor Database http://www.epa.gov/osbp/direct_vendor.htm

• EPA Small Business Goalshttp://www.epa.gov/osbp/direct_goals.htm

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Multiple Award Contracts and Small Business

Kimberly Y. PatrickActing Director

EPA Office of Small Business Programs

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Multiple Award and Small BusinessEffective December 31, 2013, there are new rules in place that are designed to increase small business participation in Multiple Award Contracts. 13 CFR Parts 121, 124, 125, 126, and 127

Multiple award contracts (MACs) are defined as:A Multiple Award Schedule (MAS) contracts issued by the General Services Administration (GSA) or any agency granted MAS contract authority by GSA;A multiple award task order or delivery order contracts, including government‐wide acquisition contracts; or

Any other indefinite‐delivery, indefinite‐quantity contract entered into with two or more sources pursuant to the same solicitation.

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Partial Set Asides of ContractsThere are (3) ways agencies can ensure that small businesses are included in multiple award contract procurements:

An agency may make a partial set‐aside of a contract when the following conditions are met:

First, the acquisition can be broken into smaller, discrete portions, such as by contract line item number (CLIN), special item number (SIN), or functional area (FA);

Second, the “rule of two” will not be met for the whole acquisition, i.e., there is not a reasonable expectation that the contracting officer will obtain offers from at least two small businesses, and the award will be made at a fair market price; and Third, the “rule of two” can be met for some of the smaller, discrete portions of the contract.

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Partial Set Asides of Contracts

• If those conditions are met, the contracting officer may issue the solicitation as a partial set‐aside, and orders placed against those portions of the contract that were set aside will be competed only among the small businesses that were awarded the set‐aside portions of the contract.

• Notably, there is no requirement that small businesses make an offer on the non‐set‐aside portion of the contract in order to compete on the set‐aside portion, which is a departure from previous rules under the FAR.

• Small businesses may still compete for the non‐set‐aside portion of a multiple award contract with a partial set‐aside, though, as the contracting officer may state in the solicitation that small businesses can compete against all offeror’s on the non‐set‐aside portion of the contract.

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Reserves of AwardsWhen an acquisition cannot be broken into smaller, discrete portions because requirements cannot be clearly identified until individual task orders are drafted, an agency may reserve awards for small businesses. Reserves of awards apply in three different scenarios, as follows:1. First, if market research shows that two or more awards can be made to small businesses that can perform part, but not all, of the requirement, the contracting officer may issue the solicitation as a small business reserve. If the “rule of two” is satisfied for an order placed against the contract, the order is competed solely among the small businesses that participated in the reserve.

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Reserves of Awards2. Second, if market research shows that at least one small business can perform the entire requirement but there is no reasonable expectation of receiving at least two offers from small businesses at fair market prices, the contracting officer may also issue the solicitation as a small business reserve. Orders placed against the contract may be issued directly to the one small business awardee.3. Finally, on a bundled acquisition, if market research shows that the “rule of two” will not be met for the entire requirement and that no small business can perform the entire requirement due to the bundling, the contracting officer may issue the solicitation as a reserve for a small business teaming arrangement (SBTA), and issue an award to an SBTA. Orders placed against the contract are competed among all contract awardees.

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Set‐ Asides of AwardsUnder the new rules, a contracting officer making use of a reserve for a multiple award contract is permitted, but not required, to set forth targets for the dollar value of reserves under the contract.When an agency awards a multiple award contract pursuant to full and open competition, without making use of a partial set‐aside or a reserve, the new rules also permit the agency either to commit to setting aside orders or to preserve its right to consider setting aside orders placed under the contract. When making use of this tool, the contracting officer must state in the solicitation whether orders under the contract will be automatically set aside whenever the “rule of two” is satisfied for that order, or if the agency simply preserves the right to set aside such orders.

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1. NAICS codes must be assigned to all MACs and orders issued thereunder. A single NAICS code must be designated for each order issued

under the MAC. An agency will receive small business credit only if the small

business receiving an order is small under the NAICS code assigned to that order.

2. The rule clarifies size determination requirements. Small businesses must certify size status in accordance with the

NAICS codes assigned to the MAC. For a MAC, self‐certification is at the time of initial offer, including

price. For BPAs, basic agreements, or basic ordering agreements, size

determinations apply at the time of the response to the solicitation; but small business credit is applied only if the small business qualifies as small at time of an order.

Recertification requirements apply if a small business itself acquires another business, or is acquired, or is part of a joint venture involved in a merger or acquisition.

Other Important Provision!

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3. The rule clarifies Limitations on Subcontracting (the 50 Percent Rule) and the Non manufacturer Rule.

Under a set‐aside MAC, the 50 Percent Rule and Non manufacturer Rule apply to the base period and each option; the contracting officer reserves discretion to require compliance at the order level.

Under a MAC subject to small business reserve or set‐aside of orders, the 50 Percent Rule and Non manufacturer Rule apply at the order level.

The SBA may allow 8(a) small businesses’ compliance to be measured every six months.

Compliance with the 50 Percent Rule will be evaluated as part of an offeror's past performance. A contractor’s failure to comply with the Rule can trigger a termination for default.

These changes do not reflect changes to the 50 Percent Rule issued in the 2013 National Defense Authorization Act for FY 2013.

Other Important Provision!

Questions/Comments

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