Survey of OSDBU Directors
U.S. Government Accountability Office
Contents
- Introduction
- Background of Your OSDBU
- OSDBU Roles in Agency Procurement
- Acquisition Planning
- Solicitation Development
- Proposal Evaluation
- Monitoring
- Other Areas
- Facilitation of Small Business Participation
- Agency Personnel
- Interaction with the Small Business Administration (SBA)
- Other Functions
- Challenges
- When Your Questionnaire Is Complete
- Print and Exit
Introduction
The United States Government Accountability Office (GAO) is conducting a study on small
business contracting for the Senate Committee on Small Business and Entrepreneurship. As
part of this effort, we are surveying directors of the Offices of Small and Disadvantaged
Business Utilization (OSDBU) at 25 federal agencies. (We are using the term "OSDBU" to include
an office that is known as the Office of Small Business Programs.) We are interested in
how the OSDBU directors are carrying out the duties and functions of their offices.
This survey should take less than 60 minutes to complete and does
not need to be completed in one sitting. Your responses can be saved and
accessed at a later date. To learn more about completing the questionnaire and
printing your responses, please click here.
To find out whom to contact if you have questions,
please click here.
Your response by November 15, 2010, is greatly appreciated.
Thank you in advance for your assistance and cooperation in taking part in our survey.
Background of Your OSDBU
For the purposes of this survey, "small business" also includes small disadvantaged businesses, women-owned small businesses, HUBZone small businesses, service-disabled veteran-owned small businesses, and veteran-owned small businesses.
1. How long have you been Director of the Office of Small and Disadvantaged Business
Utilization (OSDBU)? Please enter your approximate years of service.
Years:
2. Please briefly describe the overall mission of your office. Type your answer in the box, which will expand if needed.
OSDBU Roles in Agency Procurement
The following sections ask you about the functions and duties that your
office might perform under Section 15(k) of the Small Business Act. For each of the
following activities, please tell us whether each is currently a role or function that
your office can perform, even if it has not yet done so. For those activities that fall to your
office as official roles or functions, please tell us the extent to which your office actually
engages in those activities and describe that involvement.
If an office other than the OSDBU carries out any of the following functions at your agency,
please describe that office and its role at your
agency in the appropriate questions.
Acquisition Planning
3. Is involvement in acquisition planning, as defined in Part 7 of the Federal Acquisition Regulation, currently a role or function of your office?
4. In general, to what extent is your office involved in acquisition planning?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 6 | 9 | 6 | 1 | 1 | 23 |
Please briefly explain your answer.
5. If your office is not currently involved in acquisition planning, what entity is involved in acquisition planning that advocates for small business consideration?
1. N/A - OSDBU involved in acquisition planning
2. None (Please describe in the box below)
3. Procurement officials
4. SBA procurement center representatives
5. Agency program officials
6. Other (Please describe in the box below)
If you checked "None" or "Other," please describe:
6. Is determining small business set-asides for individual acquisitions currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 8.
7. How often is your office involved in determining small business set-asides for individual acquisitions?
Please briefly explain your answer.
8. Is determining small business set-asides for a class of acquisitions currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 10.
9. How often is your office involved in determining small business set-asides for a class of acquisitions?
Please briefly explain your answer.
10. In the event of a formal disagreement between your office and procurement officials during the acquisition planning process concerning small business matters, what is the first level of appeal for your office if the situation is not resolved?
| N/A - OSDBU cannot formally disagree |
No specific first level of appeal |
Agency head |
Deputy agency head |
Chief financial officer |
Other |
Number of respondents |
|---|---|---|---|---|---|---|
| 0 | 3 | 3 | 4 | 1 | 13 | 24 |
If you checked "Other," please describe below:
11. Does your agency require written justification from procurement officials if they disagree with your office's objections?
If you checked "Written justification required," please describe below:
12. Has your office formally disagreed with the procurement officials during acquisition planning concerning small business matters in the past 24 months?
13. How often has your office formally disagreed with procurement officials during acquisition planning concerning small business matters in the past 24 months?
Typically, what were the outcomes of these disagreements?
Solicitation Development
14. Is developing proposed solicitations currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 16.
15. In general, to what extent is your office involved in developing proposed solicitations?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 0 | 0 | 2 | 0 | 1 | 3 |
Please briefly explain your answer.
16. Is attempting to identify proposed solicitations that involve bundling of contract requirements currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 18.
17. In general, to what extent does your office attempt to identify proposed solicitations that involve bundling of contract requirements?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 9 | 7 | 2 | 5 | 1 | 24 |
Please briefly explain your answer.
18. Is working with agency acquisition officials to revise procurement strategies for bundled contract requirements to increase small business participation currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 20.
19. In general, to what extent does your office work with agency acquisition officials to revise procurement strategies for bundled contract requirements to increase small business participation?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 9 | 5 | 2 | 4 | 4 | 24 |
Please briefly explain your answer.
20. Is facilitating small business participation as subcontractors to bundled contracts currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 22.
21. In general, to what extent does your office facilitate small business participation as subcontractors to bundled contracts?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 7 | 6 | 2 | 1 | 4 | 20 |
Please briefly explain your answer.
22. Is developing evaluation factors for solicitations for your agency currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 24.
23. How often does your office develop evaluation factors for solicitations for your agency?
Please briefly explain your answer.
24. In the event of a formal disagreement between your office and procurement officials during solicitation development concerning small business matters, what is the first level of appeal for your office if the situation is not resolved?
| N/A - OSDBU cannot formally disagree |
No specific first level of appeal |
Agency head |
Deputy agency head |
Chief financial officer |
Other |
Number of respondents |
|---|---|---|---|---|---|---|
| 0 | 5 | 2 | 2 | 0 | 15 | 24 |
If "Other," please describe:
25. Does your agency require written justification from procurement officials if they disagree with your office's objections?
If you checked "Written justification required," please describe:
26. Has your office formally disagreed with the procurement officials during solicitation development concerning small business matters in the past 24 months?
27. How often has your office formally disagreed with procurement officials during solicitation development concerning small business matters in the past 24 months?
Typically, what were the outcomes of these disagreements?
Proposal Evaluation
28. Is evaluating proposals submitted by potential contractors in response to solicitations currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 30.
29. How often does your office evaluate proposals submitted by potential contractors in response to solicitations?
Please briefly explain your answer.
30. Is reviewing subcontracting plans for small business consideration from potential prime contractors currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 32.
31. How often does your office review subcontracting plans for small business consideration from potential prime contractors?
Please briefly explain your answer.
32. Is making recommendations to procurement officials on whether a particular contract should be awarded to a small business currently a role or function of your office?
33. How often does your office make recommendations to procurement officials on whether a particular contract should be awarded to a small business?
Please briefly explain your answer.
34. If your office does not make contract recommendations, what entity makes recommendations on contracts for small business consideration?
1. N/A - OSDBU role or function
2. None (Please describe in the box below)
3. Procurement officials
4. SBA procurement center representative
5. Agency program officials
6. Other (Please describe in the box below)
If you checked "None" or "Other," please describe:
35. In the event of a formal disagreement between your office and procurement officials during proposal evaluation concerning small business matters, what is the first level of appeal for your office if the situation is not resolved?
| N/A - OSDBU cannot formally disagree |
No specific first level of appeal |
Agency head |
Deputy agency head |
Chief financial officer |
Other |
Number of respondents |
|---|---|---|---|---|---|---|
| 4 | 4 | 1 | 3 | 1 | 11 | 24 |
If "Other," please describe:
36. Does your agency require written justification from procurement officials if they disagree with your office's objections?
If "Written justification required," please describe:
37. Has your office disagreed with the procurement officials during solicitation review concerning small business matters in the past 24 months?
38. If your office and the procurement officials have disagreed in the past 24 months, approximately what percentage of contract awards was in dispute?
Typically, what were the outcomes of these disagreements?
Monitoring
39. Is monitoring small businesses that receive prime contracts from your agency currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 41.
40. In general, to what extent does your office monitor small businesses that receive prime contracts from your agency?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 5 | 1 | 1 | 3 | 0 | 10 |
Please briefly explain your answer.
41. Is monitoring prime contractors' implementation of subcontracting plans currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 43.
42. In general, to what extent does your office monitor the prime contractors' implementation of subcontracting plans?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 4 | 4 | 5 | 2 | 0 | 15 |
Please briefly explain your answer.
Other Areas
43. In what ways are agency program officials and procurement officials made aware of small businesses as potential contractors?
1. Not done (Please describe in the box below)
2. Agency small business contractor database
3. Meetings between procurement officials and small businesses
4. Meetings between agency program officials and small businesses
5. SBA contracting databases
6. Don't know
7. Other ways (Please describe in the box below)
If you checked "Not done" or "Other ways," please describe:
Facilitation of Small Business Participation
44. Is facilitating small business participation with your agency as contractors, subcontractors, or suppliers currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 46.
45. In general, to what extent does your office facilitate small business participation with your agency as contractors, subcontractors, or suppliers?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 19 | 4 | 0 | 2 | 0 | 25 |
Please briefly explain your answer.
46. Is assisting small businesses to obtain payments from your agency currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 48.
47. In general, to what extent does your office assist small businesses to obtain payments from your agency?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 3 | 3 | 4 | 5 | 4 | 19 |
Please briefly explain your answer.
48. Is assisting small businesses to obtain payments from prime contractors currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 50.
49. In general, to what extent does your office assist small businesses to obtain payments from prime contractors?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 1 | 1 | 2 | 5 | 5 | 14 |
Please briefly explain your answer.
50. Is disseminating information to small businesses on how to secure business opportunities with your agency currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 52.
51. In general, to what extent does your office disseminate information to small businesses on how to secure business opportunities with your agency?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 20 | 2 | 2 | 1 | 0 | 25 |
Please briefly explain your answer.
52. Is hosting conferences to familiarize small businesses with opportunities at your agency currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 55.
53. Has your office hosted any conferences to familiarize small businesses with opportunities at your agency in the past 24 months?
54. How many conferences has your office hosted to familiarize small businesses with opportunities at your agency in the past 24 months? Please enter a number.
Conferences in the past 24 months:
Please briefly explain your answer.
55. Is sponsoring training programs for small businesses currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 57.
56. Has your office sponsored any training programs for small businesses in the past 24 months?
Please briefly explain your answer.
57. Is conducting meetings with small business trade associations and/or prime contractors currently a role or function of your office?
If you answered "No - not an OSDBU role or function," please describe which office, if any, carries out this role or function. Then please skip to question 60.
58. Has your office conducted any meetings with small business trade associations and/or prime contractors in the past 24 months?
59. On average, how many meetings does your office conduct with small business trade associations and/or prime contractors in a typical week? Please enter a number.
Meetings per week:
Please briefly explain your answer.
Agency Personnel
60. How many full-time equivalent (FTE) staff in fiscal year 2010, excluding administrative support staff, did your OSDBU employ? Please enter a number, using numeric digits only.
FTEs in FY 2010
61. Do you, the Director of the OSDBU, have supervisory authority over personnel with duties and functions of your office?
62. Do you, the Director of the OSDBU, serve as the primary contact for your agency for inquiries into small business matters and those affecting your agency's socioeconomic program goals?
If "No," list the primary contact:
63. Does your office have written policies and procedures relating to the functions and duties of your office?
If "Yes," please describe:
64. Who is responsible for ensuring that small businesses receive the maximum practicable procurement opportunities from the agency?
| OSDBU Director |
Procurement director | Agency head |
Deputy agency head |
Other |
Number of respondents |
|---|---|---|---|---|---|
| 19 | 0 | 1 | 0 | 5 | 25 |
If "Other," please explain:
Interaction with the Small Business Administration (SBA)
65. Has SBA designated one or more procurement center representatives to your agency?
66. Have you, the Director of the OSDBU, assigned a small business technical advisor to each office with a SBA procurement center representative?
67. To what extent does your office work with SBA procurement center representatives?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 10 | 4 | 5 | 1 | 0 | 20 |
Please briefly explain your answer.
68. To what extent does your office cooperate and consult with SBA?
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 19 | 3 | 2 | 1 | 0 | 25 |
Please briefly explain your answer.
69. Does your office negotiate the small business goals (also referred to as socioeconomic goals) for your agency with SBA?
70. In your agency's annual small business goal-setting process, does your office discuss potential goals with any of the following parties?
A. Agency head or deputy
B. Procurement officials
C. Agency program officials
D. Other (Please describe in the box below)
If "Other," please describe:
Other Functions
71. Does your office have other functions that do not relate to section 15(k) of the Small
Business Act? If so, please briefly describe up to 5 functions in the
boxes below. If not, please write "None" in the first box below.
1st function:
2nd function:
3rd function:
4th function:
5th function:
Challenges
72. To what extent is your office facing each of the following challenges in performing its mission?
A. Lack of independent budget
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 2 | 0 | 1 | 1 | 19 | 23 |
B. Limited budgetary resources
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 6 | 1 | 5 | 5 | 8 | 25 |
C. Lack of adequate staffing level
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 4 | 2 | 8 | 6 | 5 | 25 |
D. Lack of influence in the procurement process
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 1 | 2 | 3 | 6 | 13 | 25 |
E. Director has insufficient access to agency head or deputy
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 1 | 0 | 3 | 6 | 15 | 25 |
F. Lack of independence to oppose procurement official decisions
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 0 | 1 | 1 | 3 | 19 | 24 |
G. Director employment status (e.g., political appointee or civil servant)
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 1 | 1 | 1 | 1 | 20 | 24 |
H. Other (Please describe in the box below)
| Very great extent | Great extent |
Moderate extent |
Some extent |
Little or no extent |
Number of respondents |
|---|---|---|---|---|---|
| 2 | 1 | 2 | 0 | 1 | 6 |
If "Other," please describe:
73. If you have any other comments on the topics covered in this survey, please enter them below.
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