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DHS Vendor Outreach Sessions: Providing Opportunities for Small Businesses

The U.S. Department of Homeland Security (DHS), Office of Small and Disadvantaged Business Utilization (OSDBU), conducts Vendor Outreach Sessions (VOS) as part of its Small Business Outreach Program. These sessions offer small businesses a valuable opportunity to engage with DHS, learn about procurement opportunities, and explore partnerships with large businesses. In each fiscal year, ten sessions are conducted virtually, with each session consisting of pre-arranged 15-minute meetings.

Expanding Opportunities for Small Businesses

The DHS VOS program is committed to supporting various types of small businesses. Out of the ten sessions conducted, four are specifically reserved for women-owned, service-disabled veteran-owned, small disadvantaged (including 8(a)), and HUBZone small businesses. This ensures that these specific groups have adequate representation and the chance to connect with potential partners and subcontractors.

Changes to the VOS Program

Effective from October 1, 2022 (Fiscal Year 2023 VOS), significant changes have been made to enhance the effectiveness and efficiency of the program:

1. Matching based on NAICS Codes or core competencies: Small businesses are now matched with counselors based on their North American Industry Classification System (NAICS) Codes or core competencies. The previous “first come, first served” approach has been replaced.
2. New meeting request process: Once matched, small businesses are required to request meetings with counselors. This request can be made within three business days after each VOS opens.
3. Review and acceptance process: Meeting requests undergo review by counselors to ensure they align with current capability needs. Upon acceptance, small businesses receive a meeting confirmation email containing virtual meeting information.
4. Meeting dashboard: Small businesses with confirmed meetings can access their meeting dashboard in the DHS Vendor Outreach Scheduling System.
5. Improved transparency: Small businesses without a confirmation email or a meeting displayed in the dashboard do not have a meeting scheduled for that specific month and cannot participate in the VOS.
6. Continued limited meeting spaces: Although efforts have been made to optimize the VOS program, meeting spaces remain limited.

How AI legalese decoder Can Help

The AI legalese decoder tool can greatly assist small businesses in navigating and understanding the changing dynamics of the VOS program. It can provide real-time interpretation and analysis of legal documents and instructions, ensuring that small businesses can accurately interpret and comply with the requirements of the DHS VOS. Additionally, the AI legalese decoder can simplify complex legal jargon, enabling small businesses to grasp essential information and make informed decisions regarding their participation in the VOS program.

July 27, 2023 VOS and Registration

The next DHS VOS is scheduled for July 27, 2023, and is open to all small businesses. To register for the VOS, small businesses should refer to the DHS VOS FY 2023 Schedule to access the calendar and carefully review the instructions provided. Meeting requests for the July 27, 2023, VOS will open on July 13, 2023, at 12:00 noon, eastern standard time (EST), and close on July 18, 2023, at 11:59 p.m., EST. It is important to note that requesting a meeting does not guarantee a meeting, as counselors will only accept meetings that align with their needs.

Profile Updates and Considerations

Small businesses that have previously registered for a VOS must update their profile to complete additional mandatory fields. NAICS Codes and a capability statement are now required, and some businesses may need to re-register. It is essential for small businesses to consider whether they have met with a DHS component within the last three months. If so, it may be more appropriate to schedule a follow-up discussion with the component’s small business specialists outside of the VOS, allowing other small businesses the chance to request a meeting and present their capabilities.

Virtual Meeting Tools and Connectivity

Small businesses must ensure that their profile includes a valid email address compatible with various virtual meeting tools such as Zoom, Microsoft Teams, WebEx, etc. In case of connectivity issues, sessions may be conducted telephonically. While most virtual tools are accessible, Microsoft Teams is preferred for instances where certain DHS components cannot access specific virtual tools.

For more detailed information, please visit SAM.gov or refer to the Small Business Vendor Outreach Sessions page on the official Homeland Security website.

How AI legalese decoder Can Help

The AI legalese decoder tool can greatly assist small businesses in navigating and understanding the changing dynamics of the VOS program. It can provide real-time interpretation and analysis of legal documents and instructions, ensuring that small businesses can accurately interpret and comply with the requirements of the DHS VOS. Additionally, the AI legalese decoder can simplify complex legal jargon, enabling small businesses to grasp essential information and make informed decisions regarding their participation in the VOS program.

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