Office of the Director for Army Prize Competitions and Army Small Business Innovative Research Program - Program Management Support Services

1. Description THIS IS A MARKET SURVEY / SOURCES SOUGHT NOTICE ONLY. This Market Survey / Sources Sought is issued by the United States (U.S.) Army, Small Business Innovation Research (SBIR) Contracting Center of Excellence, on behalf of the Office of the Director for Army Prize Competitions & Army SBIR Program. This market survey / sources sought is issued solely for market research information and planning purposes. This notice does NOT constitute a solicitation (e.g. Request for Proposal (RFP), Request for Quote (RFQ), or Invitation for Bid (IFB), or a promise to issue a solicitation in the future. This market survey / sources sought is not to be construed as a commitment by the Government to contract for any supply or service whatsoever. Further, the Government is not soliciting, nor will it accept proposals as a result of this market survey / sources sought. The Army is issuing this market survey / sources sought to accomplish the following goals: Facilitate early engagement with industry; Improve the Army’s understanding of market capabilities and current vendor offerings for provision of the services as outlined in the capabilities sought below; Collect input and build knowledge of the vendors’ capabilities to provide the services outlines in the capabilities sought below; Provide the specifications and set expectations with industry to support Army’s commitment to fair competition; Determine if there are small businesses capable of fulfilling the requirement. The Government may not respond to any specific questions or comments submitted in response to this market survey / sources sought or information provided as a result of this notice. Any information or documentation submitted by respondents as a result of this market survey / sources sought is strictly voluntary and shall become the property of the Government. The Government assumes no financial responsibility for any costs incurred. The Government shall not pay or otherwise reimburse respondents for information submitted. Not responding to this market survey / sources sought does not preclude participation in any future solicitation, if any is issued. If a solicitation is released, it may be synopsized and published to the Governmentwide Point of Entry at https://sam.gov/content/opportunities/ or issued through any number of existing government contract vehicles determined by the government to be the best procurement approach. A response to this market survey / sources sought is not a request by the company to be added to a bidders list or to receive a copy of the solicitation. It is the responsibility of the potential offers to monitor any related solicitation sites used by the government for additional information pertaining to this requirement. DO NOT INCLUDE ANY CLASSIFIED, CONTROLLED UNCLASSIFIED, OR EXPORT CONTROLLED DOCUMENTATION OR INFORMATION IN YOUR RESPONSE TO THIS NOTICE. 2. Background The U.S. Army SBIR, Small Business Technology Transfer (STTR) and xTech Prize Competition (xTech) Programs, led by the Assistant Secretary of the Army for Acquisition, Logistics and Technology, implements a competitive, awards-based structure to align innovative small businesses and non-traditional innovators with critical Army priorities to transition life-saving solutions into the hands of Soldiers. The U.S. Army is issuing this market survey / sources sought to seek companies capable of supporting the administration and execution of key aspects of these programs to accomplish the following program goals: Break down barriers for small businesses and non-traditional technology innovators to work with the Army​; stimulate technological innovation; Partner with small businesses to meet Army research and development needs; Connect awardees with subject-matter experts to guide technology maturation. This is accomplished through the SBIR, STTR and xTech programs with awards of non-dilutive funding; comprehensive feedback from Army and business subject matter experts; flexible and increased funding to meet program and Army needs; expedient contracting through the Army SBIR CCoE; and by providing networking, education, and mentorship opportunities for innovators to accelerate their solutions towards solving Army problems. The SBIR, STTR and xTech Programs are vital initiatives aimed at fostering innovation and technological advancement within the Army and Department of Defense (DoD). The Director for Army Prize Competitions & Army SBIR Program in the Deputy Assistant Secretary of the Army for Research and Technology Office is seeking specialized services across several critical functional areas to support the administration and execution of the SBIR, STTR and xTech programs. There are nine (9) requirements areas that support the Department of the Army’s SBIR, STTR and xTech programs, which are further defined below. Interested companies are encouraged to prepare a written response detailing their capabilities and how they will fulfill the requirements in any, or all of these specialized service areas: Business Operations and Program Management - oversee operations, strategic planning, program management activities and reporting. Strategic Communications - develop internal and external communication strategies and products, manage stakeholder awareness, and handle public relations efforts. Digital Marketing and Web Support - managing program websites; creating digital media content; and providing support for live, streaming and hybrid events. Information Technology Support and Database Management - database design and development, data integration, analytics, and Security. Event Support - coordinating both live and virtual events, managing logistics, and providing technical support. Technology Accelerator Design and Execution – design and execute programming to provide education, mentorship, and networking opportunities for program participants. Technology Scouting - conducting technology trend analysis, market research, and dual-use market potential assessments. SBIR Technical and Business Assistance (TABA) Support - providing assessments and discretionary technical, commercialization and technology transition support to small business companies under SBIR contracts to foster small business success, synergize commercialization and transition technologies to Army and DoD customers. Due Diligence Evaluation Process Management – review and assess potential Foreign Ownership, Control and/or Influence (FOCI) for all eligible firms. To assist companies with understanding the scope of support required for the program the following are brief descriptions of the workload involved with the program execution and management. In 2023, the SBIR and STTR program executed approximately $400,000,000 in contract awards to small businesses to execute approximately 190 Phase I feasibility studies and 245 Phase II prototype development and testing contracts. Each of the small business awardees are eligible to participate in the Technical and Business Assistance (TABA) program to receive up to $6,500 in services per Phase I project per year, and up to $50,000 in services per Phase II project. The xTech program executes approximately ten (10) competitions annually with various Army and DOD partners, consisting of virtual, in-person and hybrid events, targeting small and non-traditional entities across the globe. In 2023 the program reviewed over 1,500 submissions and awarded over 340 entities with cash prizes totaling $3,500,000 across 10 competitions. In addition, the xTech program runs approximately five (5) accelerator programs, each supporting 10-30 competition participants, providing education, mentorship and strategic exposure. The SBIR, STTR and xTech programs execute a comprehensive strategic communications strategy and develop tailored messaging, marketing strategies, outreach plans, and success stories throughout the year in support of the programs. To better reach and educate small businesses on how to work with the Army, the Army SBIR, STTR and xTech programs actively participated in approximately thirty (30) events in 2023 including industry panels, major conference exhibition, expos and other events. Through these efforts, the program enhances collaboration between the Army, industry and academia while gaining insight from industry on their unique challenges and capabilities. 3. Capabilities Sought The Army seeks information on companies that can provide technical expertise, business process expertise, and support for activities including, but not limited to, those listed below. Multiple companies are anticipated in order to provide the comprehensive skills and services required to plan, manage and execute the US Army SBIR, STTR, and xTech Programs. Companies shall be currently capable of providing specialized services in one or more of the following areas: 3.1 Business Operations and Program Management Comprehensive program management and operational support is required to effectively achieve SBIR, STTR, and xTech Program objectives under the authorities of Title 15 United States Code (USC) Section 638 (Research and Development) and Title 10 USC Section 4025 (Prizes for Advanced Technology Achievements). The Unites States Government is seeking companies with experience supporting business operations and program management functions for government organizations and research and development program execution. Support includes coordinating strategic planning activities, resource allocation, and operational oversight. The companies will be responsible for managing the master schedule for the SBIR, STTR, and xTech programs, coordinating the Defense Innovation Science Program (DSIP) and fulfilling annual reporting requirements for the programs. Operations support also involves support to external and internal stakeholders, including but not limited to: coordinating and conducting engagements with stakeholders and Army transition partners; conducting regular reviews with SBIR contract awardees and Army partners; managing e-mailboxes; supporting data collection; drafting responses to Government taskers and industry questions; preparing executive summaries and input to information papers; supporting development of technical and program briefings; developing, recommending, implementing, and executing plans and procedures to efficiently and effectively execute SBIR, STTR, and xTech mission; assisting Government contracting and SBIR/STTR/xTech Program personnel with drafting, finalizing, posting, and updating pre-solicitation and solicitation documentation; managing the processes used for approving topics, evaluating proposals, and selecting offers; assisting Government contracting and SBIR/STTR/xTech Program personnel with developing Acquisition Requirements Packages; computing and analyzing lead time metrics; recommending areas for improved efficiencies; coordinating meetings and special projects in support of SBIR/STTR portfolio managers; staffing, coordinating and writing weekly, monthly and annual reports for various governmental stakeholders including Army, DoD, SBA and others; and facilitating communication with Army sponsors and technical points of contact for SBIR, STTR, and/or xTech topics and projects. xTech program specific functions include but are not limited to: planning and executing all facets of xTech Prize Competitions from pre-launch to post-competition; coordinating with internal and external stakeholders to conduct reviews of xTech applicants; developing tailored marketing and communications strategies that align with Army and DoD objectives; administering and tracking the distribution of xTech competition prizes; and coordinating in-person and virtual competition related events. Successful companies shall provide personnel with expert knowledge of federal acquisition statutes and regulations, informal source selection procedures, and safeguarding of classified, controlled unclassified, and source selection sensitive information and technology. 3.2 Strategic Communications Companies equipped with the capabilities and services are required to execute strategic communications functions effectively. Robust strategic communications support is crucial for achieving program objectives both internally and externally to the Army, aiming to enhance the understanding of technology innovators and Army customers regarding the values and capabilities provided by these programs while ensuring consistency of messaging and branding. Companies with experience in developing and executing internal and external communications strategies are sought to assist the Army in maintaining consistent messaging and brand awareness of the SBIR, STTR, and xTech programs to both internal and external audiences. This support includes managing and developing initiatives for internal and external stakeholder brand awareness, creating and disseminating program newsletters, internal memos, and communications, managing intranet and internal collaboration platforms leveraging Army-approved platforms including the suite of Microsoft O365 applications (i.e. SharePoint, Power Apps, Power BI), conducting Army engagement campaigns and surveys, and ensuring timely and accurate dissemination of information through various channels. External communications tasks involve developing and executing external communication strategies, managing public relations and media relations, content creation including press releases, articles, and blog posts, social media management, digital marketing efforts, website content development to advertise all Army prize competitions, SBIR/STTR topics as scheduled by the government, and event promotion, marketing, and coordination in support of virtual and live events. These companies play a pivotal role in enhancing the visibility and impact of the SBIR, STTR, and xTech programs through strategic communication initiatives. Successful companies shall provide personnel with expert knowledge of safeguarding classified, controlled unclassified, and source selection sensitive information and technology. ​​​​​​​3.3 Digital Marketing, Graphics and Web Support The Digital Marketing and Web Support required includes a range of services for enhancing online and in-person presence and engagement. This includes comprehensive website management, design, development, and optimization for platforms such as xTech (www.xtech.army.mil) and SBIR (www.armysbir.army.mil), collaborating closely with Army hosting partners to ensure smooth operation and user experience. Capture of various video content including B-Roll, stakeholder interviews, and technology demonstrations is needed, and leveraging these assets to develop digital marketing and media products. These products serve to increase brand awareness, promote xTech/SBIR/STTR activities, and effectively communicate program goals and successes. Graphics creation is required to enhance presentation and website materials and to support digital marketing efforts and information dissemination through presentations and seminars. In support of live events described in section 3.5 below, support is required to support conferences, workshops, and industry engagement activities, providing video production services including live streaming, virtual meetings and workshops, and hybrid events, accompanied by comprehensive audio/visual support to ensure seamless execution.​​​​​​​ 3.4 Information Technology Support and Database Management Companies are required to possess an extensive background in the design, development, and management of databases, along with proficiency in financial and metrics tracking and reporting tools. Responsibilities encompass maintaining data integrity across legacy Army platforms; managing data integration, transformation, and quality assessment for new data imports; ensuring data security and compliance with Army regulations; developing data analytics and reporting workflows and dashboards in support of business analysts, Requests for Information and mandatory reporting requirements. Furthermore, they're tasked with managing information governance and providing lifecycle support for both current and future Army data management systems. Proficiency in the suite of Microsoft O365 applications including SharePoint, Power Apps, and Power BI is essential for effectively managing current Army database and reporting tools. Additionally, familiarity with a wide range of database and customer relationship management (CRM) tools, as well as advanced analytic capabilities deployed across the Department of Defense (DoD) and other federal government innovation programs, is desired. Companies should also have experience in communicating and managing data sharing between disparate platforms and employing advanced analytic and data management techniques. Experience with leveraging Artificial Intelligence (AI) and other advanced data analytic capabilities is also of great interest to the programs. ​​​​​​​3.5 Event Support Support the planning and execution of live, virtual, and hybrid events. These events encompass a wide array of engagements annually, ranging from Army prize competition technology pitch or demonstration events to conference exhibits, public speaking opportunities, panel discussions, collider events, and internal program strategic workshops and planning meetings. Companies must possess extensive knowledge and experience in managing and executing in-person, virtual, and hybrid events effectively. Responsibilities include coordinating and managing various aspects of event execution, such as venue selection, subcontracting for venue and audio-visual support costs, logistics planning, booth design, and staffing. Additionally, companies will be responsible for managing registration, attendee management, providing audio-visual and technical support during events, and conducting post-event after-action evaluations and reporting to ensure continuous improvement. ​​​​​​​3.6 Technology Accelerator Program Design and Execution The US Army xTech program seeks to provide cohort-based education, mentorship, exposure and networking opportunities for small business and non-traditional participants to assist them with being successful with the transition of their technologies to Army and commercial customers. xTech competitions may have opportunities to offer an accelerator program for the cohort of selected applicants that progress through the competitions. Companies are sought with the necessary capabilities and services to design, develop, and execute technology accelerator programs aimed at facilitating these goals. These programs are tailored to support innovators in navigating the complexities of military transition and commercialization of their solutions effectively and some programs are tailored based on specific technology topic areas. Companies are tasked with designing custom accelerator programs, specifically tailored for participants of Army prize competitions and other US Army initiatives supported by the SBIR and STTR programs. These programs are structured to provide participants with comprehensive education, mentorship, exposure, and networking opportunities crucial for their success. By offering a supportive environment and access to valuable resources, these accelerator programs empower technology innovators to navigate the intricate pathways towards both military adoption and commercial viability of their solutions. ​​​​​​​3.7 Technology Scouting Technology scouting tasks entail leveraging analytic tools and professional experience in conducting technology trend analysis, market research, and dual-use market potential assessments. Dual-use market potential assessments are required for every new SBIR topic proposed to the SBIR Director and identification of dual-use market opportunities for all technologies considered for funding. These activities play a critical role in informing investment decisions concerning new research topics and technology solutions. By staying abreast of emerging technologies and market trends, companies can identify opportunities that align with Department of the Army priorities. Moreover, these scouting efforts also support other strategic initiatives within the SBIR, STTR, and xTech programs, enabling them to adapt and respond to evolving technological landscapes while remaining aligned with overarching Army objectives. ​​​​​​​3.8 SBIR Technical and Business Assistance (TABA) Support The US Army SBIR program is actively seeking companies with the capabilities and services required to serve as the Army's preferred vendor for the SBIR Technical and Business Assistance (TABA) Program administration. The Army aims to appoint a preferred vendor to oversee the execution of the SBIR TABA program, providing discretionary technical, commercialization, and technology transition support to foster the success of small businesses and facilitate the synergistic commercialization and transition of technologies to Army customers. Services that the preferred TABA vendor shall offer to Army SBIR firms may include, but are not limited to: granting access to a network of scientists, engineers, and technologists focused on commercialization and transition considerations such as protected supply chain management, advanced manufacturing, and process/product/production scaling; assistance with intellectual property protections, encompassing legal considerations, intellectual property rights, patent filing, patent fees, and licensing considerations; commercialization and technology transition support, including market research, market validation, development of regulatory or manufacturing plans, and brand development; and regulatory support, such as product domain regulatory considerations, regulatory planning, and regulatory strategy development. The Army seeks a preferred vendor to execute these tasks in support of individual SBIR contract awardees opting into the TABA support program opportunity, and to establish mechanisms for evaluating the effectiveness of TABA support services in helping small businesses achieve their SBIR program goals. Additionally, companies with experience conducting workshops, webinars, and training sessions relevant to small business development, commercialization best practices, and intellectual property rights; and facilitating networking events to connect small businesses with potential collaborators, investors, and government agencies is desired. ​​​​​​​3.9 Due Diligence Support Assist in Due Diligence reviews for all eligible SBIR/STTR firms. Under the Army's Due Diligence Program, which is designed to evaluate the risks associated with small business concerns vying for federally funded awards, companies are sought that can assist the Army with conducting thorough assessments and developing risk-mitigation plans and recommendations to the Army SBIR/STTR Director. These assessments, conducted through a risk-based approach, encompass various facets including cybersecurity practices, patent analysis, employee analysis, and foreign ownership, control and/or influence. Specifically, companies are tasked with scrutinizing the financial ties and obligations, such as surety, equity, and debt obligations, of the small business concern and its employees to foreign entities. Furthermore, the companies utilize open-source analysis and analytical tools to evaluate the nondisclosures of information related to foreign affiliations. This process involves supporting the Army in reviewing firms' self-disclosures of known foreign affiliations, conducting centralized business reviews, additional risk assessments, security reviews, and acquisition fraud evaluations. The companies ensure adherence to Small Business Administration-approved Army processes and prepare comprehensive risk assessments for review by the Army SBIR/STTR risk mitigation review board, chaired by the Army SBIR Director, to provide final recommendations. 4. Vendor Questionnaire: The purpose of this questionnaire is to obtain information from industry to assist in the market research. Companies are invited to indicate their interest and capability to satisfy the above requirements by identifying the following items: Company Name Company Address Company Website Commercial and Government Entity (CAGE) code and Unique Entity Identifier (UEI) Number Company point of contact and phone number Major partners or Suppliers The anticipated North American Industry Classification System (NAICS) code for this effort is 541611 with a small business size standard of $24.5M. What is your company’s business size and status under the anticipated NAICS (e.g., Small Business, Large Business, 8a Small Business, Hub zone Small Business, Service-Disabled Veteran Small Business, etc.). Identify experience of capabilities sought of equal or greater complexity. Identify existing resources to accomplish the capabilities sought. Identify what percentage would be supporting this new effort and what additional resources would be required. Please provide any additional comments. Interested sources should send required information in single Adobe Acrobat (.pdf) email attachment to [email protected], with a maximum page limitation of 20 pages.