Meeting — Feb. 20, 2024

The GSA Acquisition Policy Federal Advisory Industry Partnerships Subcommittee convened for a public meeting at 3:00 PM on February 20, 2024, virtually via Zoom, with Kristin Seaver, Chair, and Farad Ali, Co-Chair, presiding.

In accordance with FACA, as amended, 5 U.S.C. App 2, the meeting was open to the public from 3:00 PM to 5:00 PM EST.

Meeting agenda

Allotted Time	Topic	Presenter(s)
3:00 PM - 3:05 PM	Call to Order Roll Call and Quorum	Boris Arratia, Designated Federal Officer
3:05 PM - 3:10 PM	Introductory Remarks Opening Statement	Kristin Seaver, Chair Farad Ali, Co-Chair
3:10 PM - 4:10 PM	GSA Expert Focus Group New Entrant Processes	Office of Small & Disadvantaged Business Utilization: - Andrew Tulli - Michelle Leshe - Judith Stackhouse Federal Acquisition Service: - Jack Tekus - Tiffany Shabanian - Carlos Barrera - George Schaubhut - Leonard Fedoruk
4:10 PM - 4:20 PM	Public Comments	Public Participants
4:20 PM - 4:55 PM	Review of Key Takeaways	Subcommittee Members
4:55 PM - 5:00 PM	Closing Remarks Summary Next Steps Adjourn	Kristin Seaver, Chair Farad Ali, Co-Chair Boris Arratia, Designated Federal Officer

Committee Members Present:

Kristin Seaver, Chairman — General Dynamics Information Technology
Farad Ali, Co-Chair — Asociar LLC
Denise Bailey — Philadelphia International Airport
Deryl McKissack — McKissack & McKissack
Nigel Stephens — U.S. Black Chambers of Commerce
David Wagger — Institute of Scap Recycling Industries
Kimberly Wise White — American Chemistry Council

Absent: Gail Bassette, Susan Lorenz—Fisher, Mamie Mallory, Stacy Smedley, Keith Tillage

Guest Speakers & Presenters:

Andrew Tulli — Office of Small & Disadvantaged Business Utilization
Michelle Leshe — Office of Small & Disadvantaged Business Utilization
Judith Stackhouse — Office of Small & Disadvantaged Business Utilization
Jack Tekus — Federal Acquisition Service
Tiffany Shabanian — Federal Acquisition Service
Carlos Barrera — Federal Acquisition Service
George Schaubhut — Federal Acquisition Service
Leonard Fedoruk — Federal Acquisition Service

GSA Staff Present:

Boris Arratia — Designated Federal Officer
Stephanie Hardison — Deputy Designated Federal Officer
David Cochennic — GAP FAC Support
Bianca McIntosh — GAP FAC Support
Heather Easterly — Closed Captioner
Debra Lakebrink — ASL Interpreter
Addy Eubanks — ASL Interpreter

Call to order

Boris Arratia, Designated Federal Officer, opened the public meeting by welcoming the group before reminding the public that there will be time for comments and statements at the end of the meeting. Roll call was performed before the meeting was turned over to Chair, Kristin Seaver and Co-Chair Farad Ali.

Welcome and opening remarks

Kristin opened the public meeting by expressing gratitude to Boris and the special guests for joining. She outlined the objective of the meeting, which is to discuss ways to identify and engage small, diverse, and innovative businesses to address procurement objectives related to sustainability and climate risk mitigation. Kristin emphasized the importance of leveraging existing efforts and modernizing market research practices.

Farad Ali added that they are focused on advancing inclusion with diverse businesses while being mindful of environmental concerns. He expressed excitement about the discussion and looks forward to collaborating further on the Jamboard to progress GSA’s initiatives.

Kristin also shared their focus as ongoing challenge of identifying and engaging small, diverse, and innovative companies for government projects, particularly in addressing climate and sustainability issues. The group is looking for breakthrough solutions given the urgency of these matters. Despite previous recommendations, challenges persist, as acknowledged by both GSA officials and small companies. The focus is on identifying and addressing these challenges to provide recommendations to GSA.

Guest speakers discussion

Each guest speaker took the time to introduce themselves and give background to what it is they do.

Andrew Tulli: Andrew is the director of compliance for GSA Office of Small and Disadvantaged Business Utilization (OSDBU). He focuses on attracting and assisting new entrants, especially small businesses, in government procurement while maximizing participation from various socioeconomic groups.

Michelle Leshe: Michelle works in compliance within OSDBU. She emphasizes the alignment of their mission with the goal of attracting new entrants into government procurement, particularly through post-engagement awards.

Jack Tekus: Jack works in the Office of Strategy and Innovation, overseeing strategy and execution, especially regarding MAS schedules. He highlights the challenges of attracting new companies to participate effectively in government procurement, drawing from his past experience in compliance.

Tiffany Shabanian: Tiffany works in customer stakeholder engagement, focusing on market research services. She aims to streamline the RFI process for customers and promote involvement of small and disadvantaged businesses in GSA procurement.

Carlos Barrera: Carlos works on furniture procurement within FAS, focusing on sustainability and small business issues related to furniture manufacturers.

Leonard Fedoruk: Leonard is the purchase director for fleet services. He collaborates with various industry groups to grow the supply base for fleet procurement, facing challenges such as capitalization for new market entrants.

George Schaubhut: George serves as a sustainability advisor for GSA Fleet, focusing on electrification initiatives and sourcing sustainable solutions for the federal fleet.

Jessica Huff: Jess works under Leonard to ensure the right suppliers are found to meet customer needs for fleet services.

Questions and answers

Q: Kristin Seaver - How are you approaching marketing and finding new companies for government procurement?

A: Leonard Fedoruk - We focus on attending industry events and conferences related to motor vehicle manufacturing, where emerging technologies are showcased. Partnering with organizations like case and industry associations helps us identify potential suppliers. We also tap into community colleges with incubators for emerging suppliers. It’s crucial to address issues such as capitalization, supplier diversity, and compliance with government regulations. Additionally, we facilitate connections between emerging suppliers and larger businesses to foster growth opportunities.

A: Jessica Huff - To support these efforts, GSA should provide guidance and resources for new companies navigating government procurement, addressing challenges such as compliance with regulations like FedRAMP and financial constraints. This requires a collaborative approach across GSA to leverage expertise effectively.

A: Leonard Fedoruk - It’s essential to streamline the process for potential suppliers to engage with GSA. We need a centralized resource providing guidance on government procurement requirements, especially for smaller companies. Attending industry events and collaborating with organizations like Case helps identify emerging suppliers. There’s a need for clear communication and support to address barriers such as compliance with regulations and financial constraints.

A: Jessica Huff - We should create a reverse industry trade expo or a GSA expo to educate businesses on how to engage with the government effectively. Each program office shouldn’t have to handle everything alone; there should be a unified approach across GSA. We need to make it easier for small businesses to understand and navigate the procurement process.

A: Michelle Leshe - Small businesses already reach out to OSDBU, but there’s a need to better connect them with relevant GSA offices. Additionally, we should explore opportunities like Small Business Innovation Research (SBIR) contracts to support small innovative businesses and enhance their access to government contracts.

A: Judith Stackhouse - The SBIR program, provides grants and contracts to small businesses for developing and testing innovative ideas. Managed by the SBA, this program allows small businesses to bring their inventions or innovations to the government for funding and development. There’s utilization in Region 5, as referenced by Len, indicating collaboration in this region for fostering innovation and small business involvement. This program is also used by SBA for their acquisition purposes, with small business technical advisors reviewing contracts in compliance with FAR 19.

A: Farad Ali: We’re looking for pathways to ensure smaller firms have opportunities to participate in government procurement. We need to build trust and transparency, clearly outlining the criteria and resources available for small businesses. Collaboration and outreach are key to fostering inclusion and promoting growth.

A: Judith Stackhouse - OSDBU plays a crucial role in supporting small businesses. We need to be candid about the requirements and challenges of doing business with the government. There should be a collective effort across GSA to identify and address these challenges, while also leveraging industry expertise and innovation.

A: Tiffany Shabanian - Providing a roadmap for industry partners and offering comprehensive support from start to finish is crucial. We need better coordination across GSA to ensure a unified approach in assisting businesses with government procurement. Highlighting industry partners and offering training sessions can further enhance their engagement with GSA contracts.

A: Jack Tekus - I believe we need to adopt an enterprise-level approach to streamline the process for potential contractors and ease the burden on the acquisition workforce. We should establish a centralized resource to guide companies through the contracting process and ensure they’re directed to the right channels. Simplifying onboarding initiatives is crucial to improving efficiency and enhancing the experience for both internal and external stakeholders.

A: Leo Fedoruk - I agree with Jack. It’s essential to leverage existing resources and collaborate across federal agencies to create a unified recruitment playbook. We need clear guidance and support for small businesses, especially in navigating the government contracting process. Small business set-asides and targeted initiatives can significantly boost small business participation and foster innovation.

A: Tiffany Shabanian - From MRAS’s perspective, we’ve been conducting training sessions and attending conferences to educate industry partners on becoming GSA vendors. Providing comprehensive training materials and engaging with potential vendors in person are key to effectively conveying the process of working with GSA.

A: Judith Stackhouse - Small businesses require tailored outreach and support. We need to update our materials to address their specific needs and pain points. Facilitating direct interaction between small businesses and program offices can ensure clarity and efficiency in the contracting process, ultimately benefiting everyone involved.

A: Carlos Barrera - I agree with the challenges faced by smaller players in the furniture industry regarding sustainability standards. While we can’t compromise on these standards, there’s a need to provide education and support to help small businesses navigate the marketplace effectively.

Q: Kristin Seaver - What could the subcommittee focus on as a recommendation to help GSA bring in more small, diverse, and innovative participants to address the challenges of climate and sustainability?

A: Leonard Fedoruk - Our focus should be on establishing robust partnerships and innovative funding mechanisms to support small, diverse, and innovative participants in addressing sustainability challenges within GSA. Firstly, I believe it’s essential to facilitate connections between startups and larger industry players. By fostering partnerships, we can combine resources and expertise to drive innovation forward.

Additionally, within GSA, we need to prioritize collaborations, particularly with the public building services, to ensure that our sustainability efforts are aligned with our customers’ needs. Furthermore, I advocate for the creation of an incubator fund to support innovative projects. This fund could provide financial support to startups and small businesses looking to develop and implement sustainable solutions. By offering grants or low-interest loans, we can help alleviate some of the financial barriers that these businesses face, particularly in areas like FedRAMP certification.

Moreover, it’s crucial to manage the expectations of newcomers to government contracting. Many startups may have unrealistic timelines or expectations about the procurement process. By providing clear guidance and realistic timelines, we can help newcomers navigate the complexities of government contracting more effectively.

Overall, my recommendation for the subcommittee would be to focus on building partnerships, establishing innovative funding mechanisms, and providing clear guidance to support small, diverse, and innovative participants in addressing sustainability challenges within GSA.

A: George Schaubhut - The challenges faced by vendors in navigating government contracting, especially in areas like FedRAMP certification and marketing to agencies, are significant obstacles that need to be addressed. Firstly, managing expectations is crucial. Many vendors may underestimate the effort and resources required for activities such as FedRAMP certification, leading to frustration and wasted effort.

Therefore, providing realistic cost estimates and timelines is essential to ensure that vendors are adequately prepared for the process.

Moreover, there is a need for greater outreach and engagement from agencies. Vendors often invest significant time and resources in developing innovative solutions, only to find that there is limited interest or awareness from agencies. By actively engaging with vendors and providing clear guidance on procurement processes, agencies can foster a more supportive environment for innovation.

Transparency and clear communication throughout the procurement process are also critical. Vendors need to understand the expectations and requirements upfront to avoid misunderstandings or delays later on. Therefore, agencies should provide comprehensive guidance and resources to support vendors throughout the procurement process. Addressing these challenges requires a concerted effort from both agencies and vendors. By managing expectations, increasing outreach and engagement, and improving transparency, we can create a more supportive environment for small, diverse, and innovative participants in government contracting.

A: Nigel Stephens - I’m intrigued by the idea of creating an incubator fund and leveraging SBIR to support innovative firms in bringing their capabilities to the federal government. What I envision is a collaborative approach where we can pool together different companies from various parts of the ecosystem to create comprehensive solutions.

For example, rather than buying individual tools, we could bring together companies specializing in different aspects, like electric charge stations and fleet management, to provide turnkey solutions tailored to the needs of federal agencies. This approach would not only facilitate innovation but also ensure that small businesses are included  in the ecosystem from the outset, rather than just chasing after contracts.

A: Leonard Fedoruk - In my experience, effective communication and leveraging existing resources are key to driving innovation and inclusion in government contracting. By communicating the potential impacts of changes, such as direct purchasing from suppliers, we can encourage suppliers to adapt and thrive in the evolving landscape.

Additionally, leveraging platforms like industry days and online networks can help connect startups and small businesses with government opportunities. Furthermore, by learning from successful practices in other agencies and industries, we can identify best practices and apply them to drive innovation and inclusion within GSA.

Q: Nigel Stephens - How can we help facilitate getting the word out to the community of folks that wouldn’t normally receive this information?

A: Leonard Fedoruk - The acquisition Gateway was initially designed to provide information to potential suppliers. However, concerns have arisen regarding the duplication of efforts across various platforms like GSA and SOP, suggesting a need for centralization. Leo proposes the establishment of a centralized repository with self-help resources. Additionally, he suggests a proactive approach, such as conducting a roadshow to various conferences and events, as a means of engaging potential suppliers directly.

A: Judith Stackhouse - In my experience, I’ve found that it’s crucial to involve large businesses in actively supporting small enterprises. One effective way to do this is by implementing measures such as small business participation plans and evaluating vendors based on their dedication to collaborating with smaller entities. I’ve seen firsthand how fostering connections between large and small businesses can significantly benefit small enterprises. For instance, during past solar procurement initiatives, we diverted contracts to 8A companies, which prompted numerous large businesses to reach out to our small business office, eager to participate. Therefore, it’s essential to send a clear message to large suppliers that collaborating with small businesses is a priority, as it can lead to increased opportunities for smaller entities across various industries.

Q: Nigel Stephens - Leonard, you mentioned leveraging grant programs for sustainability and renewable energy. How can we recommend accessing these funds to facilitate the FedRAMP certification process? Would an SBA partnership be involved, or are we primarily recommending grant dollars? Also, how can we suggest interagency partnerships to encourage collaboration and break down silos?

A: Leonard Fedoruk - We can’t directly take grant money, as we lack grant authority, except in cases where it’s explicitly allowed by the grant sponsor. However, if smaller businesses could access capital through grants or low-interest loans specifically designated for obtaining NIST 801 certification, it would greatly assist them in competing for government contracts. Even if they don’t secure a contract with GSA, having FedRAMP approval could still be advantageous in bidding for contracts with other federal agencies. The issue lies in the high costs for startups, where funding from programs like the IIJA Inflation Reduction Act, managed by agencies such as DOE, DOT, or SBA, at favorable rates, could significantly help. From a procurement standpoint, as long as the capitalization is sufficient, the specific source of funds is less relevant.

Kristin thanked the speakers for joining today and presenting a mound of valuable information.

Review key takeaways from speakers

Farad emphasized the significance of integrating insights garnered from discussions on inclusion into administrative strategies, despite potential resistance. He stressed the necessity of not overlooking the valuable information exchanged during the meeting.

Nigel further dissected the discussion by proposing solutions aligned with the identified challenges. He suggested leveraging existing programs like SBIR or establishing initiatives such as a shark tank program to support innovators. Nigel also advocated for interagency collaboration to facilitate grants for small businesses, particularly in navigating the FedRAMP process, highlighting the potential benefits of such endeavors.

Building upon Nigel’s points, Farad reiterated the importance of the solutions proposed, particularly emphasizing the effectiveness of reverse auctions in fostering partnerships between large and small businesses. He underscored the need to take actionable steps based on the insights gained during the meeting.

Denise echoed these sentiments, stressing the importance of identifying key stakeholders within the procurement chain to facilitate matchmaking between businesses. She expressed the need to further explore the roles of procurement personnel in curating relationships and facilitating connections.

Boris contributed by mentioning a group called Customer Service Case, which assists various customers at GSA, including those in procurement. Farad highlighted the challenges faced by OSDBU in accessing necessary information and connections, emphasizing the importance of addressing these disconnects within GSA.

Nigel suggested continuing discussions while utilizing tools like jam boards to outline specific actions. He proposed increasing set-asides for small businesses as one potential solution to address the decline in available contractors for the federal government. This detailed approach aimed to ensure comprehensive consideration and action on the issues raised during the meeting.

Stephanie suggests establishing champions from each of the staff services within the agency to assist with small business and sustainability initiatives. These champions would serve as touch points for the OSDBU and would facilitate communication and collaboration between different offices.

Nigel expresses support for this idea, recognizing the need to improve access to information within the agency. Stephanie elaborated on how this model could work, emphasizing the importance of internal representatives sharing information and coordinating efforts to support OSDBU’s initiatives effectively.

Nigel raised concerns about the dynamics between large and small businesses in government contracts. While the government aims to buy directly from manufacturers, thereby bypassing intermediaries, Nigel showcases challenges for small businesses when subcontracting to larger firms. He emphasized the risk of small businesses becoming subservient to larger ones, potentially leading to issues like contract diminishing and re-badging of staff. Nigel advocates for ensuring that small businesses, as innovators, lead the charge in bringing new processes and ideas to the marketplace, with larger firms playing a supportive role.

The group took to the Jamboard to record their takeaways.

• Small business as the lead to contracts - small business set aside
• How best to utilize the small business set aside tool to bring new/small innovators.
• GSA needs to create a “single voice” on how best to do business with the agency.
• Have a small business and sustainability champion in GSA to support growth and leadership for inclusion.
• How might GSA better market to its customer agencies who would benefit from procuring the new innovations?
• Need to find a way to do both - bring in new entrants and place the most relevant path.
• Should there be a single “GSA supplier recruitment center”?
• Align government programs with procurement opportunities.
• Need to find a way to streamline on-boarding.
• Conduct a challenge for businesses to get exposure and an engagement plan.
• Leverage SBIR and STTR.
• Improve internal processes to support the OSDBU’s efforts.
• Have a small business and sustainability champion in GSA to support growth and leadership for inclusion.
• How might GSA better leverage industry days and sector specific conferences to find small innovators.

Public comments

The subcommittee opened the discussion to the public however there were no comments or questions.

Closing remarks

Farad thanked the committee members for their active participation and for bringing today’s speakers to the meeting.

Boris adjourned the meeting at 5:00 P.M. ET.

I hereby certify that, to the best of my knowledge, the foregoing minutes are accurate and complete.

Digitally signed by Kristin Seaver 8/26/2024
Kristin Seaver
Chairperson
GAP FAC Industry Partnerships Subcommittee

Digitally signed by Farad Ali 8/23/2024
Farad Ali
Co—Chairperson
GAP FAC Industry Partnerships Subcommittee