Hi, welcome to the second episode of deconstructing SBIR.
Which is becoming apart of the new
innovate S&T series.
I am Dusty Lang and todays topic for deconstructing SBIR is
shining light on the proposal submission process.
I have here with me our contracting officer, Tanisha Walcott.
She has been with DHS for 7 years.
She has been awarding SBIR contracts for almost 3 years now
as well as other research and development programs.
So she and her team are very very busy, but they do a great job at awarding
our SBIR contracts. If you've worked with them, I'm sure you've enjoyed it.
So SBIR has been a long time
for those of you not familiar with it.
It's a program that utilizes the agility of small businesses to help tackle
our needs through your innovative small
business solutions so, starting
on why we are here today.
The 18.1 pre-solicitation hit the streets
on the 22nd of November. So thank you very much for helping us with that.
So what is
the purpose of a pre-solicitation? [Tanisha] Well,
we put the pre-solicitation out there to address some issues that
had come to our attention from industry. So one
issue industry and particularly small businesses have brought up to us is issue of time.
They didn't have sufficient time to respond to the solicitation.
They didn't have sufficient time to digest what the solicitation was asking
and to understand how to respond. So the pre-solicitation phase
is out there to one, give the company sufficient time to review the solicitation
to get familiar with it and two, during the pre-solicitation they have the opportunity
to discuss with the topic managers and
so talking with the topic managers who created the specific topics gives them an opportunity
to get a better understanding of the
work that is required of them, so that they will be able to make a better, more informed
decision when they are submitting their responses.
[Dusty] And the legislation mandates that we have to do that for 15 days but
we've actually were working towards providing more days. So we've made it
a few more days and we'll work to making it as long
a few more days and we'll work to making it longer.
[Tanisha] A little bit longer. [Dusty] A little bit longer each time if we can.
So they can ask questions of the topic manager to get clarification
for the requirements.
Can you give, I mean is there limitations
or restrictions on what kind of questions they can ask. [Tanisha] Yes, so
one we ask that questions only come in via email
so that we are clear on what is being asked and so a clear response can be provided.
We ask that it's only limited to clarification of the topics and the need.
And not asking questions about how to do the proposal we want to propose.
Just trying to clarify whats already in the solicitation
is what our main things is what we are trying to get folks to do.
[Dusty] So if I for instance said, I have this idea and this
is how I want to approach it, would you rate this favorably
that's not something that they should be asking. [Tanisha] But if they are not clear
on what the parameters are then they can ask that question for clarification.
[Dusty] Alright and so sometimes
I think we sort of get some enlightenment about an area we should
have addressed in the topic and that's something that we may
from the pre-solicitation to the solicitation, kind of
update the topic description with or. [Tanisha] Yes,
so if we identify certain questions keep coming in
it's honestly not clear. So it needs tweaking, it needs clarification
and we will make it clear once the full solicitation is released.
Or if it is something that lots of people just don't understand or a mistake even.
We are not infallible. There's a possibility that there might have been a mistake
in the pre-solicitation. This is an opportunity for the companies to look at it
and an opportunity for government as well. To understand what the companies are asking us
and make any adjustments that are merited. [Dusty] So it sounds like
this is something that the companies should really try to take advantage of.
[Tanisha] Yes, and this opportunity to correspond
with the technical managers. [Dusty] Right, okay great thank you for that
information. So if I'm a company and I'm
putting together a proposal
what are some of the things that I want to make sure that I don't do
or I do, so I don't put my time into
this and not be able to be considered for evaluation?
[Tanisha] Okay so I will say, read, read, read. I cannot stress enough
to read the solicitation, read the pre-solicitation
[Yes this is a solicitation] and make sure you understand exactly whats in there.
I can't stress that enough because so many times we receive
a submission and then its not following the rules, its not following whats laid out in the
solicitation and that is very difficult on both ends.
So if you take away nothing else, just stress that you read
carefully and follow what is written in the solicitation.
[Dusty] I mean its a considerable document. Its 50-60 pages? [Tanisha] Yes.
[Dusty] But its got a lot of things in there, like the dollar thresholds. {Tanisha] Yes.
[Dusty] Which may be changing,
its got submission deadlines and
deadlines there's a time as well as a date. So you have to make sure you don't
exceed that time and don't wait until the last minute.
If there's internet issues or something happens
it makes us feel bad, but we can't change the rules. [Tanisha] We can't except it.
[Dusty] If theres page limits, make sure
you abide by those and
make sure everything is considered within there.
The required elements are addressed, so make sure
if it says you need a cover sheet or a cost proposal or anything
else. [Tanisha] Make sure its in there. [Dusty] Yeah
and a good reason to read this now is understand it
and so at the last minute, because again its 50-60 pages, if you have questions
contact us with those questions.
So make sure that you understand that we hate to not be able to consider
somebodies proposal that they spent some time on
and be able to take advantage of
the innovative ideas that are being proposed.
So one of the things that I wanted to talk about
is we have some information in this solicitation
about for instance, format
and information on what should be included in the technical proposal.
I wanna make sure that companies understand
be sure to address all of the aspects that are
asked about within the solicitation but also within
the topic description. I wanna make sure that
when your proposing your idea
and we say this is the need, because we're asking
for innovative solutions sometimes the vision that you see
for what you are proposing isn't necessarily going to
immediately be understood by the people reading the proposal.
So make sure as you articulate what you are going to do
you tie it back to what the requirement was.
Tie it back to why this is a need? How this fits what we are trying to do.
And again read the solicitation. I have that here too.
I think a lot of times
especially for the phase one companies
and it's hard for the commercialisation strategy
its hard to really envision what that all looks like.
This is one of the areas where if they put some time into that
they can see some of the areas where they may not be meeting the
real need as the product would be developed.
[Tanisha] This is true, I mean for a lot of companies SBIR is the first time
that they interact with the federal government.
And sometimes, you know we do this everyday, so we think what we wrote is crystal clear
and so sometimes a company may not really understand that this pre-solicitation
that this pre-solicitation is your opportunity to ask all those questions.
If there is something you are not clear about ask us. There is something that is a little bit
confusing please ask us. I'd rather get a hundred questions a day, then not get
that question an then we receive something that we cannot accept.
So your right. Sometimes the commercialization, all those different aspects may be a little hazy, may
not be clear. Ask, ask, ask. This is your opportunity to ask these questions.
[Dusty] Alright. Let's see.
Alright, so phase one. Proof of feasibility. [Tanisha] Yes.
[Dusty] We do contracts. [Tanisha] Yes.
[Dusty] So we do not do grants. [Tanisha] There are no grants.
And the contracts that you can expect if your
selected are firm, fixed price contracts. All of our phase one contracts are firm, fixed-priced.
There's no grants, theres no OT's. There's none of the other
vehicles. What we use are contracts and
for phase one they are firm fixed price contracts.
[Dusty] So thee
contracting team will contact the companies
so at that point if they had questions about
the process of the firm fixed price and the requirements they would have that opportunity
at that time. You would have the opportunity to talk to me and to any members of my contracting team
to ask those questions. Wanted to get clarification. [Dusty] Wonderful team.
Alright. So we've talked about this
pre-solicitation period and how the small businesses can use that
to their advantage. Pre-solicitation ends
on 12 December.
Then what happens? [Tanisha] So the pre-solicitation went out on November 20th.
Was posted on November 22nd. It closes on
December 12th. On December 12th it closes
at noon. In the afternoon we envision to post
the full solicitation and that will be posted and
that will be up there until about mid January.
That's when we expect all the proposals to come in mid January. Before the
end of the solicitation period. [Dusty]
So there is still a period where small businesses
can ask questions after the pre-solicitation ends
but its a little bit different. How does that work?
[Tanisha] During the pre-solicitation all the questions you ask are just between you and
the topic manager or you and myself. I have gotten some questions myself.
That's were it remains. Once the pre-solicitation ends and it is the
full solicitation. Starting December 12th the questions that come in and
answers to those questions will be posted on FBO.
They will be posted to Fed Biz Ops, so that they become public knowledge.
[Dusty] So if they ask a question during pre-solicitation, they can ask something
that may be a little more
specific or tailored to their approach and not give
away their idea, but then if they ask
one afterward it will be collected, all the answers
will gathered and posted as one document and everybody can read their question
and the answer provided. [Tanisha] Yes.
[Dusty] That's important to know. Okay.
Great. And that's
when as of 12
[Tanisha] December. [Dusty] December, that's when they can start submitting their proposals.
[Tanisha] Yes. [Dusty] And this when the solicitation will be posted. [Tanisha nods head yes]
[Dusy] With all of the information that we are telling you to read, read, read.
So in approximately
30 something days they'll have to prepare to the proposal.
[Tanisha] Yes. [Dusty] Great. Once
thee solicitation ends, then
what do we do next? [Tanisha] So solicitation ends and evaluation begins.
The evaluation period begins as soon as
the solicitation closes and once that
goes on, you can expect to receive a response ninety days after the close of the solicitation.
[Dusty] So we'll get the proposals
in. We review them to make sure that they
meet the requirements. If somebody doesn't meet the requirements
for some reason we notify them. [Tanisha] Notify them, let them know.
[Dusty] But the goal is that we are taking these
proposals and we are doing an evaluation based on the criteria in the solicitation.
So they just need to make sure they understand what criteria they'll
be evaluated on and against
the topic description. So if the topic description
says, we're looking for this and they don't have that then we're saying
okay you have not provided information on this.
[Tanisha] Correct. [Dusty] I think the important point of that is
if we say we want this and they don't address
this that's a point of weakness. [Tanisha] Yes.
Very much so. [Dusty] Okay, so then
will be evaluating these and be
assessing strengths and weaknesses of the proposals.
[Tanisha] Yes. [Dusty] Okay and thee
award. So let's say I'm a small company
and I have been notified within the
90 day time frame. You're planning to pursue a
phase one with me. What should be my expectactation
in terms of when, because as a small business I
need to make sure I can line up my resources. When would I expect to begin.
[Tanisha] So you will receive notification within the 90 days.
Once you receive the notification and very shortly after that either myself or a member of my team
will contact you to begin the negotiation process.
The negotiation process can be quick, it can be slow it depends on
where we are. Each individual company is individual. There's no
particular planning timeline on the process, but for planning purposes
the companies can anticipate that they will have
awards firm fixed price awards in place in the beginning of May.
[Dusty] The beginning of May. [Tanisha] Yes.
[Dusty] That sounds like a good timeframe.
Alright so we have covered a lot of information, but I want to
make sure we have an opportunity to address some of the questions that are coming
in from the viewers. So the first one we have
is for small business and for SBIR purposes.
So that would be
the determination of whether your able to participate, whether your a small business.
That's actually determined by thee 13
CFR 121702 for SBIR.
Which it says you have to be 500 people or less.
So hows that
determination done?
[Tanisha] Well the companies are asked to send
us their SBA registration, which shows that they are small businesses
therefore we take it from there.
[Dusty] Essentially a self certification process.
With penalty for [laughter].
So in the 500 person
or less is that on that day. Is it an average
over a year. [Tanisha] That 500 person or less threshold is in our average.
So that's the average over the year I believe.
[Dusty] So if I'm at 501
the day you happen to give me the award
but I've been at 490 for the past
year then it will be fine. [Tanisha] Yes. [Dusty] So it's not a specific year
than it can have some fluctuation.
Another question. [Tanisha] So the question is asked where is the
pre-solicitation? The pre-solicitation is
located on Fed Biz Ops FBO.gov.
[Dusty] You can get
there that way, but there's also a link at the bottom screen (https;//sbir2.st.dhs.gov/portal/SBIR) here.
If you go to that page on
the right hand side, you'll see a couple things. One there will be
a picture on the right hand side of the page with
a finger pointing at some gears and it says, "How to Apply".
That gives some additional guidance on how
to apply to the DHS SBIR program.
Under that, under news and events
on November 22nd we posted "pre-solicitation is out there".
And so if you go into that news and events item. There is a link
that will take you to the FBO page and then when you go there
there's the pre-solicitation instruction but then
there's another document that gives the topic description
so we have 8 S&T SBIR
topics and 4 DNDO topics that are
in that. So make sure you see that document and see what thee
topics are and can respond to that.
Are there any lessons learned for businesses based on what you seen from past years?
I think that's why we said
read the solicitation. [Tanisha] Please read. [Dusty] And I mean I don't think
it's just the businesses. I think we've learned
some lessons over the years.
I mean every time I've been working SBIR. I did at the navy for 10 years
and now here at DHS for just over a year now.
And thee solicitation verbage
is something that is reviewed every time that
we look at it. So a lesson learned
if you think you know whats in there, don't make
an assumption that you know whats in there.
We try to, we update it if we've learned lessons
of our requirements so
again theres some potential changes for
dollar amounts and
other clarifying instructions.
So yes, read
the solicitation. So we're getting another question.
Now...
So what is the difference between
SBIR and the broad agency announcement portals?
So the broad agency announcement portal
if you go out there are basically
are more general topics. So broad agency
announcements will ask for
will have a general subject and it will say
"We would like to hear things that you'd like to do under this area."
The SBIR topics are going to be
worded, described as "Here is our gap,
here is the technology or here is the
thing that we are not able to do right now."
We'll give you the parameters of what that has to
We'll give you the parameters of what that has to satisfy, such as
size, weight and say how would you
solve this problem? What would you do? So we
expect innovative approaches to that but we are
saying what we are trying to solve with
this effort. So how does
DHS DNGO choose solicitiations?
Is it all internal problem solving or
are there external influences? I'm assuming they mean
choose topics. So when we
do a call for topics and
that goes out to our technical community.
The technical community works with the components and end users to determine
what our needs are. They submit the topics
to us during the call, we collect them
and we make determinations, one
if it's appropriate for the SBIR program. So while something may need
an innovative approach it may not necessarily be appropriate for SBIR.
It may be something that falls outside
of the thresholds in terms
of time and dollar that would be feasible to do under SBIR.
We vet those down
to what is actually a good SBIR candidate
an then they are chosen by a board.
And then we take the ones that we are able to do, based on what
our predicted budget is. And we put them out into
the solicitation. So
[Tanisha] So the other questions come up, that if I propose to a DoD topic does that mean
that prevent me to proposing to DHS as well?
[Dusty] No it does not. It doesn't even
preclude you from proposing the same effort
to DHS as another agency. What you
will have to do is there is a question when your
submitting your proposal on what we are calling the cover sheet that says,
are you proposing this and/or
similar effort to another agency. You have to check yes.
And then when Tanisha or her team contacts you
and is preparing for the award
you would have to disclose, that you
either have received thee award from another agency or
that you have received notification that your considered for an award
for another agency. So you cannot accept
an award for the same work or
for two awards that have overlapping same work.
There are
a couple of questions about specific topics
that have come in and
we are not answering those here,
because they are the ones again because during he pre-solicitation your suppose to be
asking directly to the topic managers. So we do not want to
do that but also because we don't know. [Laughter] We are not the technical experts,
but we are the experts on the contracting and the
SBIR process. So if you put in a question and
we haven't had a chance to answer it. We will be answering it
offline. If you come up with a question
right after we go off the air then we will
address it after we go off the air. Before we go
off the air though, I do want to promote
that as part of the new
Innovate S&T series, the office of public
private partnerships under which SBIR falls will be hosting a live
stream conversation on December 12th.
They will be talking about the newly released industry guide. Which is a resource
for you to find out more about S&T and how to work
with DHS and I'm really excited that this is happening because this is like the number 1
questions I get from small businesses when we go and do one on ones
and the road towards our other event, how do I work with DHS S&T?
So please make sure you turn into that
on the 12th at 1 o'clock and
I also want to, we're gonna be posting thee
time line for key events for the 18.1 SBIR
solicitation. It's general time
frames but we wanna just give folks an idea of what
to expect in the very near upcoming future and
then some further out dates.
Is there anything else that you wanted to make
sure we addressed before we're. [Tanisha] No I just wanted to tell everyone to pay attention
to the timeline and the time frames. Please make sure that you read the
pre-solicitation once it is posted.Please make sure you read it very carefully.
Go through it with a fine tooth comb and we are looking forward to seeing your proposals.
We are looking forward to working with you. [Dusty] If you are confused by anything
make sure you ask. [Tanisha] Yes ask the question. Ask, ask, ask. We're here and
we're happy to answer any of your questions. [Dusty] And we very much look forward
to working with you. Thank you very much. [Tanisha] Thanks for joining us.