How we do Market Research

Kelly L. RubioSmall Business Specialist

NASA Johnson Space CenterIndustry Assistance Office

April 11, 2013

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How we do Market Research

All procurements above the micro-purchase threshold (equal to or >$3,000) require a NASA Form 1787 “Small Business Coordination.”

• The Contracting Officer is required to perform market research on the proposed requirement: • Information needed:

• Detailed description of the proposed requirement• Total estimated value • Small Business size standard

• NAICS• Number of employees, or average annual receipts • Whether estimated value meets the subcontracting plan requirements

threshold (equal to or >$650K)• Acquisition history (first-time, bundled, consolidated, incumbency, socio-

economic category)• Synopsis required• Recommendation to be a set-aside, or full and open competition

• Requires the concurrence of the Small Business Specialist and Small Business Administration (SBA) Procurement Center Representative (PCR)

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How we do Market Research

We do Market Research in the following ways:

•Current contract information•Historical information on predecessor contract(s)•Benchmarking with other NASA Centers or other government installations with same/similar requirements•One on One’s with companies•Input from the Industry Assistance Office

• Joint Counseling• Counseling sessions• Outreach (local or nation wide) (Industry Days, matchmaking, other

events)• SBA contact information• Technical Small Business Coordinators input

•Dynamic Small Business searches•Sources Sought and/or Requests for Information

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How we do Market Research

The Contracting Officer utilizes market research to determine the following: • Set-aside:

• Socio-economic (sub)categories considered• “Rule of 2” in any sub-category

NOTE: depends on the strength of the response

• Full and Open Competition:–Determination of small business goals:

» Use of market research results» Current and historical actuals» Changes and evolution of contract requirements, such as

phase-down considerations, de-scope(s), etc.» Statutory mandates (SDB goal of 5%)

–Approvals at the Center or Agency level depending on the total estimated value of the procurement.

» NOTE: SBA PCR approval required

Responding to Sources Sought and Requests for

Information

Presentation by Charles T. Williams, modified with permission by Kelly L. Rubio

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Sources Sought vs. Request for Information

Sources SoughtThe federal government uses Sources Sought Notices as a way to

perform market research, verify requirements, validate an approach to a solution (i.e. socio-economic goals), and ensure competition.

Request for InformationAn 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.

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Why Respond ?

• Used to identify potential sources

• Used to determine if Small Business Set-aside or Full and Open Competition, other

• Information used to set Small Business goals if the requirement is not a set-aside

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General Information

• Name and address of firm

• Size of business

• Average annual revenue for past 3 years • Number of employees

• Ownership

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Example of a recent RFI

Advanced Technology and Integration Contract (ATIC):

The National Aeronautics and Space Administration (NASA) Johnson Space Center (JSC) is seeking capability statements from all interested small business parties, including Small (SB), Small Disadvantaged (SDB), 8(a), Woman-owned (WOSB), Veteran Owned (VOSB), Service Disabled Veteran Owned (SDVOSB), Historically Underutilized Business Zone (HUBZone) businesses, and Historically Black Colleges and Universities (HBCU)/Minority Institutions (MI) for the purposes of determining the appropriate level of competition for the Advanced Technology & Integration Contract (ATIC). The Government reserves the right to consider a Small, 8(a), Economically Disadvantaged Woman-owned (EDWOSB), Service Disabled Veteran Owned (SDVOSB), Historically Underutilized Business Zone (HUBZone) businesses, or Historically Black Colleges and Universities (HBCU)/Minority Institutions (MI) set-aside based on responses hereto.

 This notice is issued by NASA’s Lyndon B. Johnson Space Center (JSC) as a Request for Information seeking

capabilities from industry. This document is for information and planning purposes and to allow industry the opportunity to verify reasonableness and feasibility of the requirement, as well as promote competition, subject to FAR Clause 52.215-3, entitled “Requested for Information or Solicitation for planning purposes.” It does not constitute a Request for Proposal, Invitation for Bid, or Request for Quotation, and is not to be construed as a commitment by the Government to enter into a contract.

 The NAICS Code for the proposed acquisition is 541511 and the small business size standard is $25,000,000. The

maximum award value is anticipated to be under $25,000,000 over a 5-year period of performance.  No solicitation exists; therefore, do not request a copy of the solicitation. If a solicitation is released, it will be

synopsized in FedBizOpps and on the NASA Acquisition Internet Service. It is the responsibility of potential offeror’s to monitor these sites for the release of any solicitation or synopsis.

 

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Example of a recent RFI

Summary: 

It is anticipated that JSC will issue a solicitation for the Advanced Technology & Integration Contract (ATIC). NASA/JSC is seeking potential Offerors/Contractors to provide managerial, administrative, and technical support needed to provide the functions, products, and services in support of the Mission Operations Directorate (MOD) and NASAs human spaceflight programs at JSC in Houston, Texas. The work will involve project integration, configuration and data management (CDM) support, information technology (IT) resource management (ITRM) planning, and office automated systems (OAS) support. The contractor shall establish and maintain a comprehensive working knowledge of MODs project information system. This may include, but is not limited to:

 • data management and administration, analysis and reporting,•  maintenance of all database tables, fields, and correlations,•  upload of data files, •  configuration and data management, • documentation archiving and records management,•  Configuration Management (CM) of MOD control board (CB),• IT planning and investment management, (e.g. Exhibit 300, MOD IT budget planning• support, baseline drawings (computer-aided design and drafting (CADD) and engineering• processes), ……………

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Example of a recent RFI

Primary and vital requirements are as follows:  

• Software engineering and application development (C, C++, C#, JAVA, JAVA Script, Bash, PERL, TCL/TK, GTK)• Web based application development with database backend• Database installation, configuration, programming and administration using Oracle,• Structured Query Language (SQL) and MultiTiered Architectures• Open source tools and expertise in using these tools for advanced technology projects• Net, Active Server Pages (ASP), Winchill, and Extensive Markup Language (XML)• Linux System administration of Unix and Windows platforms to include Red Hat Enterprise Linux (RHEL),

Community ENTerprise Operating System (CentOS), Scientific Linux, Windows XP, Windows 7, and Windows server 2003 & 2008

•  Linux clustering and directory services Web administration including Apache and Squid • VMware vSphere (machine creation, Vmotion, High Availability (HA), Vcenter, Data Recovery, and Update

Manager)• Network switching and routing, including multicast with Cisco and Fortinet Solutions• Configuration and management of “next generation” firewalls• Storage Area Network (SAN) and Fiber Channel (FC) experience to include Zone configuration, logical unit number

(LUN) management and Multipathing•   Other requirements not considered primary and vital are as follows:

•  Design, planning and management of facility and construction related projects•  Microsoft products (Access, Excel, Word, Project, and PowerPoint•  IT planning and investment resource management •  NASA Property (NPROP), JSCs Customer Service System (CSS), and NASA Headquarters IT Planning ProSight

database,…  

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Example of a recent RFI

Small business concerns that are capable of performing as prime contractors that meet therequirements of the synopsis are asked to submit capability statements.  Capability statements must include the following information:• Name and address of firm• Company size and note each category: Small Business (SBs), Small Disadvantaged Businesses

(SDBs) 8(a), HUBZones, Woman-Owned Small Business (WOSBs), Veteran-Owned Small Businesses(VOSBs), Service Disabled Veteran Owned Small Businesses (SDVOSBs), and Historically Black Colleges and/or Universities (HBCU/Minority Institutions (MIs)

• Number of years currently in business• Affiliate information such as parent company or joint venture partners for this requirement In addition, capability statements must address the following: 1) A list of customers covering the past three years. Highlight relevant work, contract numbers, role (prime or

subcontractor), contract type, dollar value of each procurement, and point of contact (address and phone numbers). If work was performed as a subcontractor, please indicate percentage of work/subcontract dollar value.

 2) If the requirement is a small business set-aside, show ability to meet the 50% requirement of work to be performed by the prime contractor as set forth in FAR 52.219-14 “Limitations on Subcontracting.”

 RESPONSES DUE: Interested parties having the capabilities necessary for the primary and vital functions are invited

to submit appropriate documentation and references as requested. Responses are required by 2:00 p.m. Central Time on January 10, 2013. Please reference NNJ13ZBR001L in any response.

(End)

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General Information

• Indicate company status as either Certified 8(a), HUBZone, SDVOSB, etc.

• Number of years in business

• Affiliate information: parent company, joint venture partners, potential teaming partners, etc…

• CAGE Code (if available)

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Specific Requirements in a Sources Sought

Capability statements should identify past projects with proven experience preferably in the estimated dollar range within the last five (5) years with emphasis on work performed on a Federal installation • Do not provide information on projects that are not relative to the size

or scope of the work.• Make sure that they were performed within the time period stated.• Answer the question • Do not refer to another question

Ability to meet the subcontracting requirement for the type of work to be performed by the prime contractor.• Provide examples.

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Specific Requirements in a Request for Information

• Please provide your view regarding what type of contract and what contract duration provides the best approach for the proposed type of work.

• How should the “risks versus rewards” be shared by the Government and contractor?

• How does the proposed contract type incentivize the contractor to perform high quality work at a reasonable price?

• Discuss your views regarding factors such as base period and options.

• Suggest 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.

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Important Tips

Do not:

• Send in you general capability statement or marketing material, such as a website link or brochure(s)

• Assume we know what you mean.• Provide references that would not give you a positive reference.

Do:

• Make sure that responses are submitted by the due date.• Read the sources sought or request for information thoroughly.• Ask questions to the Contracting Officer prior to the due date and

in enough time for your company to respond by the due date.• If you are only interested in performing as a subcontractor make

sure that you indicate that and respond to the questions accordingly.

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Insights from a Small Business Specialist

Small Businesses can make a big difference!

• You can affect change by responding completely and thoroughly• Ask clarifying questions, don’t hesitate

• Be realistic and yet creative• Your company structure, capacity• Prime or subcontract, capability• Consolidation, or• Break-out for set-aside opportunities

• Systematic approach, not fragmentation• Innovative and critical strategies• Your people are your company. • Do your homework early:

• Follow-on: Up to 2 years in advance of a re-competition• Join the NASA Acquisition Internet Service for on-the-spot synopsis

opportunities• Have a partnering perspective• Build alliances or consortiums • Do not let “incumbency” take the edge

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Submit a quality response!

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Keep in touch with NASA

NASA/JSC Business Opportunities Home Page:Set up your user profile and obtain synopsis informationhttp://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=D&pin=73

External JSC Procurement Website for Small Business: http://procurement.jsc.nasa.gov/smbus.html

JSC Procurement Website:http://procurement.jsc.nasa.gov/

NASA Office of Small Business Programs: http://osbp.gov

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The Industry Assistance Office at the Johnson Space Center

Contact information:

Charles T. Williams, Lead, Small Business Specialist: 281-483-5933; charles.t.williams@nasa.gov

Kelly L. Rubio, Small Business Specialist: 281-244-7890; kelly.l.rubio@nasa.gov

OR: jsc-industry-assistance@mail.nasa.gov

The Industry Assistance Office has moved to Building 1, on-site and NASA JSC, room 453.