2-How to Complete HSP.pdf

Texas Education Agency

How to complete your HUB Subcontracting Plan (HSP)

January 3, 2024

HUB SUBCONTRACTING PLAN (HSP) IS A REQUIREMENT

Once the agency determines that HUB subcontracting opportunities are probable in the Scope of Work, a completed HUB Subcontracting Plan must be returned with your Bid/Proposal.

If the HSP is not submitted with your response or fails to meet good faith effort requirements, your response will not proceed to the evaluation team.

HUB SUBCONTRACTING PLAN (HSP)

Read the HUB Subcontracting Plan (HSP) form before you begin.

The HUB GOAL is identified in the “Special Instruction” section of the HSP.

Decide whether you will need to subcontract parts of the contract to complete the agency’s scope of work.

Read the four different options on the HUB Subcontracting Plan (HSP) checklist and determine which options fit your response. Answer each section within that option.

Note: HSP Good Faith Effort – Method B (Attachment B) will require you to provide a Good Faith Effort notification and contact HUBs, trade organizations or development centers.

HUB Subcontracting Plan (HSP) Quick Checklist

• There are four ways to complete the HSP based on the checklist.

• The checklist identifies which sections of the HSP to complete based on your subcontracting intentions.

You may select one of the four options to complete the scope of work…

Option #1 – You are using subcontractors, and they are all Texas Certified HUBs.

Option #2 – You will meet or exceed the HUB goal using Texas certified HUBs and Non-HUB subcontractors.

Option #3 – You will not meet the stated HUB goal using Texas Certified HUBs and Non-HUB subcontractors.

Option #4 – You will self-perform the entire contract with your own resources. (own employees, supplies, materials and/or equipment, including transportation and delivery)

HUB Subcontracting Plan (HSP) Page 1

• Special reminder and instructions

• Section 1 – Respondent and requisition information

HUB Subcontracting Plan (HSP) Page 2

Enter Company Name and Requisition # Section 2: Subcontracting Intentions

• Section -2 item (a)

• Section 2 (b)– List portions of work

(subcontracting opportunities) you will subcontract and identify the percentages of the contract you expect to award to all HUBs and Non- HUB vendors.

• Section (c)

• Section (d)

HUB Subcontracting Plan (HSP) Page 3

Enter Company Name and Requisition # Section 3: Self Performance Justification

• Give a complete and thorough explanation of how your company will perform the entire contract with its own resources.

Section 4: Affirmation

• Signature affirms that information provided is true and correct

• Note: After award, the HSP becomes part of your contract deliverables.

HSP Good Faith Effort - Method A (Attachment A)

Enter Company Name and Requisition # Section A-1: Subcontracting Opportunity

• If you responded “Yes” to Section 2, items

(c) or (d), you must submit a completed HSP Good Faith Effort – Method A (Attachment A) for each of the subcontracting opportunities listed in Section 2, item (b).

• Note: Item number must coincide with Section 2, item (b).

Section A 2: Subcontractor Selection

• Identify subcontractors that will be used throughout the course of the contract;

please list VID number for HUBs and Non- HUBs; approximate dollar amount and percentage of work to be subcontracted. To Be Determined is not acceptable.

Percentage should coincide with Section 2, item (b).

HSP Good Faith Effort - Method B (Attachment B)

Enter Company Name and Requisition # Section B-1: Subcontracting Opportunity If you responded “No” to Section 2, items (c) and (d) of the completed HSP form, you must submit a completed HSP Good Faith Effort - Method B (Attachment B) for each of the subcontracting opportunities you listed in SECTION 2, Item (b) of the completed HSP form.

Section B-2: Mentor-Protégé Program

• Use only for HUB Protégé subcontracting opportunity.

Section B-3: Notification of Subcontracting Opportunity

• Note: You must comply with all items in Section B-3: A,B,C and D.

HSP Good Faith Effort - Method B (Attachment B)

Enter Company Name and Requisition # Section B-4: Subcontractor Selection

• Enter information for HUB Protégé subcontracting opportunity.

or

• List subcontractors you selected to perform the opportunity you listed in Section B-1.

• If any of the subcontractors you selected to perform the opportunity listed in Section B-1 is not a Texas certified HUB, provide written justification for your selection process.

Notification of a Subcontracting Opportunity 7 Working Day Notification

Notify at least (3) Texas certified HUBs businesses of the subcontracting opportunities that respondent intends to subcontract.

Notify (2) or more trade organizations or development centers.

1. You must allow the HUBs, trade organization, and development centers at least (7) working days to respond to your notification prior to submitting your bid response to the agency (during the solicitation posting period).

2. The initial day of notification is considered “day zero” and does not count as one of the

(7) working days.

3. Does not include weekends, federal holidays, and state holidays as determined by the Texas State Auditor's Office: https://hr.sao.texas.gov/Holidays/.

4. You must provide written notification of each subcontracting opportunity listed in Method B; Section B-1.Please retain supporting documentation (certified letters, faxes and e-mails) and submit them with your HSP.

https://hr.sao.texas.gov/Holidays/

HUB Subcontractor Notification Form

Note: Respondent must provide notice of each subcontracting opportunity.

Affirmation

Respondent understands and agrees that if awarded any portion of the requisition, they are required to provide written notice to all subcontractors (HUBs and Non-HUBs) of their selection as a subcontractor for the awarded contract. A copy of this notice must be provided to the TEA HUB Office no later than (10) working days after the contract is awarded.

The respondent must submit monthly expenditure reports (Prime

Contractor Progress Assessment Report – PAR), as a condition of payment and to verify their compliance with the HSP.

The respondent must seek approval from the agency prior to making any modifications to the HSP. TEA will provide a template HUB Subcontracting Plan (HSP) Amendment Request form for this purpose.

HSP Evaluation Process

The agency will review and evaluate the HSP and supporting documentation.

The agency may request clarifications or further documentation demonstrating a good faith effort.

The HSP is not evaluated on a point system. Instead, it is reviewed for compliance with good faith effort requirements.

HSP Resources

The Texas Comptroller of Public Accounts website will guide users through the proper completion of the HUB Subcontracting Plan (HSP) form:

https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php

TEA HUB Contacts

Please contact the TEA HUB Office with questions: huboffice@tea.texas.gov mailto:huboffice@tea.texas.gov