SubK PresentationA 2010 ID 508

Small Business Subcontracting Plans: Management, Reporting and Obligations : 

Small Business Subcontracting Plans: Management, Reporting and Obligations

Objectives : 

2 Objectives Discuss and review GSA personnel responsibilities Discuss and review Subcontracting Plan Requirements Discuss and review Subcontracting Goals Discuss and review Contractor Responsibilities Discuss and review Reporting Requirements

Atlanta Subcontract Management Team : 

3 Atlanta Subcontract Management Team Administer Plans for General Products Center and the Management Services Center subcontracting plans Team Members: Lynn Mauldin, Branch Chief Patrick Queen, Team Lead Teresa Gould, ACO Eugenia Hodges, ACO Tamitha Hopkins, ACO

Background : 

4 Background The PCO: Negotiates a Subcontracting Plan with the MAS offeror Awards the contract Delegates the Plan to the ACO for administration Sends the ACO a copy of the Plan Negotiates follow-on Individual Plans The ACO: Monitors Subcontracting Plans Negotiate follow-on Commercial Plans annually Monitors Subcontracting Reports Tracking ISR – review, reject, accept Tracking SSR

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5 Subcontracting Plans

Subcontracting Plans : 

6 Subcontracting Plans Regulatory Guidance Prepared in accordance with FAR 19.704 and Clause 52.219-9 GSAM Part 519.7, The Small Business Subcontracting Program GSAM Appendix 519A – Small Business Subcontracting Plan Outline (Model) Model Plan covers the required 11 elements

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7 Required Elements I. IDENTIFICATION DATA: II. TYPE OF PLAN: III. GOALS: IV. PROGRAM ADMINISTRATOR: V. EQUITABLE OPPORTUNITY: VI. CLAUSE INCLUSION AND FLOW DOWN: VII. REPORTING AND COOPERATION: VIII. RECORDKEEPING: IX. TIMELY PAYMENTS TO SUBCONTRACTORS: X. DESCRIPTION OF GOOD FAITH EFFORT: XI. SIGNATURE REQUIRED: Subcontracting Plans

Subcontracting Plans : 

8 Identification Data Name:______________________________________ Address:____________________________________ Date Prepared:_______________________________ Item/Service:_________________________________ Solicitation Number:___________________________ Contract Number:_____________________________ Annual Estimated Sales: $______________________ Plan Period:__________________________________ Subcontracting Plans

Subcontracting Plans : 

9 Plan Types Individual Plan Runs for the entire contract period Applies to a specific contract Commercial Plan Annual plan based on the company’s fiscal year Includes both Commercial and Government purchases Master Plan Three-year plan, similar to individual plan, runs for the term of the contract Terms and Conditions approved by another agency, except the goals Subcontracting Plans

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10 Subcontracting Goals

Minimum Government-Wide Goals : 

11 Minimum Government-Wide Goals Small Business 23% Small Disadvantaged Business (SDB) 6% Women-Owned Small Business (WOSB) 5% HUBZone Small Business 3% Veteran-owned (VOSB) 5% (Includes the 3% SDVOSB goal) Service-disabled veteran-owned (SDVOSB) 3%

GSA’s Small Business Goals : 

12 GSA’s Small Business Goals Small Business 30% Small Disadvantaged Business (SDB) 6% Women-Owned Small Business (WOSB) 5% HUBZone Small Business 3% Veteran-owned (VOSB) 5% (Includes the 3% SDVOSB goal) Service-disabled veteran-owned (SDVOSB) 3%

Calculating Goals : 

13 Calculating Goals Goals must be stated in dollars and percentages Estimated total subcontracting dollars planned to all types of businesses $ % Total dollars to large & small 100,000 100 Large 77,000 77 Small 23,000 23 Hubzone small 3,000 3 Small Disadvantaged 5,000 5 Women-owned small 5,000 5 Veteran-owned small (includes SDVOSB) 5,000 5 Service-disabled veteran-owned 3,000 3

What Will Be Subcontracted : 

14 Description of the supplies/services anticipated to be subcontracted Identification of business category or size (grid) What Will Be Subcontracted

What Will Be Subcontracted : 

15 What method was used to develop the subcontracting goals? Resources: Subcontracting Directories Forecast of Contracting Opportunities Small business Centers of the GSA Federal Business Opportunities (FedBizOpps) SBA’s Sub-Net Attend trade shows and procurement opportunity conferences/workshops Local PTAC s What Will Be Subcontracted

What Will Be Subcontracted : 

16 Explain how the product and service areas to be subcontracted were established, and how the areas to be subcontracted were determined. Resources: Historical Data Company Need for product/service Surveys What Will Be Subcontracted

What Will Be Subcontracted : 

17 What Will Be Subcontracted Explain how the capabilities of small, HUBZone small, small disadvantaged, veteran-owned, service-disabled veteran-owned, and women-owned small business concerns were determined. Resources: Experience Past Performance Company Location Recommendations On-site Assessments

What Will Be Subcontracted : 

18 Description to identify potential sources Source lists and organizations CCR’s Dynamic Small Business Search, http://dsbs.sba.gov/dsbs/dsp_dsbs.cfm The American Indian Business Connection, http://www.ncaied.org/clientsearch The ‘Hispanic-Jobs.com’ site, http://www.hispanic-jobs.com The Woman’s Business Directory, http://www.onlinewbc.gov/networking.html What Will Be Subcontracted

What Will Be Subcontracted : 

19 Are indirect and overhead costs included? What Will Be Subcontracted

Slide 20: 

20 Contractor Responsibilities

Contractor Responsibilities : 

21 Program Administrator Provide Name, address, email, telephone # Description of duties and responsibilities Develop and promote support of the Subcontracting program Ensure subcontractors are receiving awards for each socio-economic category Ensure subcontractors self certify status (exception of HUBZone and SDB, which are certified by the SBA) Contractor Responsibilities

Contractor Responsibilities : 

22 Equitable Opportunity Description of the efforts the contractor will make to ensure that each socio-economic category has an equitable opportunity to complete for subcontracts Outreach efforts – trade associations, CCR Dynamic Small Business Search, conferences Internal Activities – training, workshops, maintaining lists, monitoring compliance with plan Contractor Responsibilities

Contractor Responsibilities : 

23 Clause Inclusion and Flow Down Ensure any other subcontracts in excess of $550,000 will adopt a plan that complies with the requirements of Clause 52.219-9, Small Business Subcontracting Plan, and will require them to adopt a plan Reporting and Cooperation Individual Plan – Individual Subcontract Report (ISR) ISR (SF 294) - submit twice a year SSR (SF 295) - submit twice a year* Commercial Plan – Summary Subcontract Report (SSR) Submit annually Contractor Responsibilities

Contractor Responsibilities : 

24 Record Keeping The contractor is required to keep a description or list the types of records used to comply with the requirements of the plan Records to support source lists and organizations contacted Subcontract award data Timely Payments to Subcontractors Contractor must list the procedures it uses to ensure the subcontractors are paid in a timely manner Contractor Responsibilities

Contractor Responsibilities : 

25 Good Faith Effort Contractors must demonstrate a good faith effort to achieve the small business subcontracting goals Subcontracting plan will become a material part of the contract Submission of the ISR and SSR will be made a line item deliverable in the contract Signature Required Plan must be signed and dated to be valid Contractor Responsibilities

Reporting in eSRS : 

26 Reporting in eSRS

Slide 27: 

27 Individual Subcontract Report (ISR) ISR - Good

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Slide 32: 

32 Summary Subcontract Report (SSR) SSR - Good

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Reporting in eSRS : 

37 Reporting in eSRS Why do we compare subcontracting awards and reported GSA sales? In most cases, reported sales should exceed subcontracting awards. If subcontract award dollar amounts exceed reported GSA sales amounts for the same reporting period, your report may be rejected for revisions because you might have: under-reported sales, or made a mistake on subcontracting awards.

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Questions? : 

39 Questions?

Contact Information : 

40 Contact Information Teresa Gould, ACO Phone - 404.331.1425 Email - teresa.gould@gsa.gov Eugenia Hodges, ACO Phone - 404.331.3165 Email – eugenia.hodges@gsa.gov Tamitha Hopkins, ACO Phone - 404.331.3166 Email – tamitha.hopkins@gsa.gov