Frequently Asked SBCX Questions

What You’ll Learn

In this FAQ, you’ll find answers to the most common questions about using SBCX as an OPDIV user. You’ll learn how to:

• Resolve account approval issues
  
  
• Enter Small Business Review (653) data correctly
  
  
• Navigate the subcontracting plan process, including clarifications and evaluator roles
  
  
• Understand what actions offerors can take and how the evaluation workflow is routed
  
  

Account Approval

If you're seeing a “Sign in Failed” message, your account might still be pending approval.

Figure 1. Sign in Failed message

Account approvals usually take up to 24 hours. To speed things up, email the OSDBU Customer Care Center at sbmail@hhs.gov right after registering. Once your account is activated, you’ll receive an email confirmation.

Small Business Reviews

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 2. 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 3. The Solicitation Posting Date and missing attachments can block submission

Subcontracting Plans

Can you request changes from the Offeror using the Clarification page?

Yes. Use the Clarification feature to ask the Offeror to revise responses.

Figure 4. Clarifications are sent after the submission deadline

Does the yellow warning triangle prevent clarification requests?

No. If you’re the CS who created the request or the assigned CO, you can still send clarifications.
The yellow triangle means only the CO can complete the evaluation form, not that changes can't be requested.

Can a CS send clarifications, or must it be the CO?

The CS who created the request or the CO can send clarifications.

What changes can the Offeror make?

The Offeror can edit any part of the plan. They can add or remove documents. A record of the original plan is stored behind the scenes.

    Important:

• Clarifications can only be requested before the CO completes the evaluation.
    
• You can’t request clarifications during the SBS or SBA evaluation stages.
  

How do you skip entering POP details and let the Offeror do it?

1. In Step 2, select Single Award.
   
   
2. In Step 3, select No to the question about knowing the Offeror’s info.
   
   
3. Choose Total Contract Value (TCV) or Eligible Subcontracting Dollars (ESD) as the calculation method.
   
   
4. In the final step, use the Complete and Publish screen to generate a link for the Offeror.
   
   

Figure 5. These settings allow the Offeror to enter POP

The Offeror will submit their own Periods of Performance, values, and ESD amounts.

Where does the Offeror enter proposal details (e.g., total amount, options)?

If you provide the Offeror with a link (instead of an invitation), they’ll be asked to include this information so the system can calculate whether the goals are being met.

As a reviewer, you’ll see a roll-up of their totals, along with indicators if a goal is missed. The Offeror should still include POPs in their proposal outside SBCX.

Can the Offeror enter $0 in all fields and still save their plan?

The Offeror must enter an amount greater than $0 for Eligible Subcontracting Dollars. 

They can enter $0 in each individual socio-economic category.

Figure 6. Vendors must enter more than $0 for ESD

What is the purpose of the Notes section? Can SBS/SBA see them?

Figure 7. Notes are used to communicate before submission

• Offerors can use the Notes section to send messages to the CS or CO.
  
  
• The SBS can view and add notes before their review begins.
  
  
• The SBA can view notes but can’t add new ones.
  
  

How can the CO justify their evaluation or share specific comments?

The CO can add a general note.
If a specific question is marked “Unacceptable,” they can also add a comment tied to that specific field.

Why is the SBS Evaluator shown but not the SBA Evaluator?

The SBA Evaluator is selected by the SBS during the final step of the SBS review.
The SBA can view all notes but can’t add new ones.

Each reviewer should leave comments on any item they disagree with.

Does the plan automatically move to the next evaluator?

• Yes, when the CO finishes, it automatically goes to the SBS Evaluator
  
  
• When the SBS finishes, it’s sent to the SBA Evaluator
  
  
• The SBS is responsible for assigning the SBA reviewer
  
  

Will the CO receive notifications along the way?

Yes. Both the CO and the CS (if they created the request) are notified as the evaluation moves through each step.

Need help? 

Submit a help desk ticket or email us at: client.support@apexlogic.com