Conduct a Small Business Review

Modified on Fri, 15 Aug at 4:27 PM

What You’ll Learn

In this article, you’ll learn how to complete and manage Small Business Reviews (653 forms) in SBCX. You’ll understand how to:

Locate and filter Small Business Reviews
Create a new 653 form using the guided process
Follow the approval workflow based on acquisition value
Track status, add documents, and complete final submissions

TABLE OF CONTENTS

1. Finding Small Business Reviews

2. Creating a New Small Business Review

3. Document Library

4. Status and Approval Process

Frequently Asked Questions

1. Finding Small Business Reviews

As a government user, you can access the Small Business Review section in SBCX. What you can see or do depends on your role.

Figure 1. In SBCX, Small Business Reviews appear first on the Government User options list.

You can search for reviews using a control number or title. You’ll only see reviews created within your Operating Division (OPDIV). You can also view reviews you’ve worked on or those completed by your OPDIV.

Figure 2. Small Business Reviews can be sorted by User or OPDIV.

Roles

As a Contract Specialist (CS), you can’t approve or reject reviews.
Heads of Contracting Activity (HCA/DHCA) and OSDBU directors can view submitted but incomplete reviews.
Users must update availability in My Account → Update Availability to appear in routing workflows.

2. Creating a New Small Business Review

If you’re authorized to create a 653 form, go to the Create Small Business Review Form screen. You’ll follow a step-by-step process that includes:

Acquisition Information
Project Details
Market Research
Procurement Details
Attachments
Summary
Document Library
Status

SBCX guides you through the first four steps using a wizard. After entering your information, you’ll be able to upload attachments, review a summary of your inputs, or cancel the review in the Status tab to delete your draft.

Figure 3. The left menu guides you through the first four steps in order.

3. Document Library

In the Document Library, you can view all files related to your submission. Once your review is approved, you can download a PDF copy of the HHS 653 form and save it outside the system.

Figure 4. Upload or view optional and required attachments.

4. Status and Approval Process

The Status tab is where you track progress, submit your review to the next approver, or view comments. You’ll need to complete the first four steps before you can move forward.

Figure 5. Use the Status tab to assign or submit the 653.

Your name may not appear as an approver if:

You’re not registered
Your account is disabled
Your Availability is set to Not Available
You don’t have the correct role or OPDIV assigned

You can forward a review to someone else or contact support to request reassignment.

Approval Routing by Value

Value	Approval Process	Notes
$0–$10,000	Not Required	Below the system threshold
$10,000–$24,999	CS → CO	CO approval only
$25,000–$250,000	CS → CO (SB Set-Aside)	Must be Small Business Set-Aside
$25,000–$250,000	CS → CO → SBS (No Set-Aside)	Not a SB Set-Aside
$250,000–less than $5M	CS → CO → SBS (SB Set-Aside)	Must be Small Business Set-Aside, optional approval by the SBA, if applicable
$250,000–less than $5M	CS → CO → SBS (No Set-Aside)	Not a SB Set-Aside, optional approval by the SBA, if applicable
$5M or more	CS → CO → SBS → SBA	Applies to both Set-Aside and Not

System-Managed Workflow

SBCX uses status definitions to guide each review through the process:

New – You’ve started a review
Revision Requested – A reviewer returned the form
CO Review – Ready for Contracting Officer review
SBS Review – Ready for Small Business Specialist review
SBA PCR Review – Ready for SBA approval
Complete – Review is finished
Complete without Concurrence – Review is done without SBS agreement

During the process, you may also route the review to another user for input.

Figure 6. SBS users can assign or take actions on submitted reviews.

Frequently Asked Questions

How do you enter a Period of Performance (POP) that started in the past?

You can’t select past dates from the calendar, but you can type them in manually. Just ignore the validation message.

Figure 7. Enter POP in Step 2 of Project Details

Why can’t you submit a 653 form?

This usually happens when the Solicitation Posting Date is less than 30 days from the submission date. SBCX allows shorter timeframes if revisions have been requested.

Figure 8. The Solicitation Posting Date and missing attachments can block submission