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Introduction to Vendor Outreach Sessions (VOS)

Each fiscal year (FY), 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 provide a valuable platform for small businesses to engage with DHS, learn about procurements, and explore subcontracting and partnering opportunities with large businesses. VOS comprises ten sessions of 15-minute pre-arranged meetings. It is important to note that four sessions are specifically reserved for women-owned, service-disabled veteran-owned, small disadvantaged, and HUBZone small businesses. The upcoming DHS VOS is scheduled for October 19, 2023, and is open to all small businesses.

The DHS VOS FY 2024 Schedule is available to view or download for interested parties. It is crucial to carefully read the instructions provided in the Small Business Vendor Outreach Sessions’ document for a smooth experience.

Significant Changes to the VOS Program

With effect from October 1, 2022 (Fiscal Year 2023 VOS), there have been some important updates to the VOS Program:

1. Matching Process: Previously, small businesses were matched to counselors on a “first come, first served” basis. However, the new approach matches businesses to counselors based on the North American Industry Classification System (NAICS) codes or core competencies.
2. Meeting Requests: Upon being matched by the scheduling system, small businesses need to request meetings with the counselors. This request period lasts up to three business days after each VOS opens.
3. Review and Acceptance: The meeting requests undergo review, and the counselors assess if the requests align with their current capability needs. Once accepted, a meeting confirmation email is sent to the small business, including a link to the virtual meeting information.
4. Meeting Dashboard: Small businesses with confirmed meetings can access their meeting dashboard in the DHS Vendor Outreach Scheduling System.
5. No Access without Confirmation: Small businesses without a confirmation email or a meeting listed in the dashboard do not have a scheduled meeting and, therefore, cannot participate in the VOS for that specific month.
6. Limitations on Meeting Spaces: It’s important to note that meeting spaces are still limited, so early registration and meeting requests are encouraged.

For the upcoming VOS on October 19, 2023, meeting requests will be accepted from October 5, 2023, at 12:00 noon, eastern standard time (EST) until October 10, 2023, at 11:59 p.m., EST. To ensure a successful meeting request, it is crucial to carefully read the instructions provided in the Small Business Vendor Outreach Sessions document. However, it’s important to understand that requesting a meeting does not guarantee a meeting, as each counselor (SBS and large business) will only accept meetings that align with their specific needs.

Note: All small businesses that have previously registered to participate in a VOS must update their profiles, completing additional mandatory fields such as NAICS codes and a capability statement. Some businesses may need to re-register. If you have already met with a DHS component within the last three months, it is advisable to consider this before registering for any VOS. Instead, reach out directly to the component small business specialists to schedule a follow-up discussion outside of VOS. By doing so, you create more opportunities for other small businesses who have not yet met with DHS to request a meeting and discuss their capabilities.

Each profile must include a valid email address compatible with various virtual meeting tools, such as Zoom, Microsoft Teams, WebEx, etc. In case of connectivity issues using the provided virtual VOS links, the session may be conducted telephonically. It’s important to keep in mind that certain DHS components may not have access to specific virtual tools. In such cases, Microsoft Teams is considered the preferred tool.

How AI legalese decoder Helps with VOS

The AI legalese decoder can greatly assist small businesses in navigating the Vendor Outreach Sessions (VOS) process. By using advanced artificial intelligence algorithms, the legalese decoder is capable of analyzing and interpreting complex legal text, ensuring small businesses understand the specific requirements and guidelines outlined by the U.S. Department of Homeland Security (DHS).

The legalese decoder can simplify terms and phrases used in the VOS documentation, making it easier for small businesses to comprehend the program’s changes, the registration process, and the necessary steps to request meetings with counselors. This AI-powered tool bridges the gap between legal terminology and everyday language, empowering small businesses to make informed decisions and take full advantage of the opportunities offered by the VOS program.

Furthermore, the legalese decoder can provide real-time updates and notifications about upcoming VOS sessions, ensuring small businesses are aware of important dates and deadlines. It can also offer personalized recommendations based on a business’s profile and capabilities, helping them identify the most suitable counselors and maximize their chances of securing meetings.

In summary, the AI legalese decoder revolutionizes the way small businesses engage with the VOS program. By enabling a clear understanding of the requirements, simplifying the registration process, and providing personalized recommendations, this powerful tool empowers small businesses to navigate the VOS program with confidence and seize valuable opportunities for growth and collaboration with DHS and large businesses.

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