How to Complete the VetHUB Subcontracting Plan

Step-by-step guidance for contractors October 2026

Agency Determination of Subcontracting Opportunities

TEA is responsible for identifying procurements of $100,000 or more where subcontracting opportunities are likely and requiring prospective contractors to submit a subcontracting plan (SP) along with solicitation responses.

If the SP is required, TEA will include the requirement in the solicitation.

Failure to submit a properly completed SP will result in your response being disqualified from consideration.

Subcontracting Considerations

Carefully review all solicitation requirements and the State of Texas Subcontracting Plan Form.

Decide whether you will need to subcontract parts of the contract to meet the solicitation requirements.

Texas law requires prospective contractors to make a good faith effort to offer subcontracting opportunities to certified VetHUBs.

Subcontracting Plan Requirements

There are three ways to satisfy the SP requirements:

1. Self-perform 100% of the work (certify that you will perform the entire contract with your own internal resources),

2. Make a Good-Faith effort to contact at least two certified VetHUB entities for every subcontracting opportunity listed in Section 4, or

3. Subcontract to a VetHUB Protégé (as defined in Tex. Gov't Code §2161.065).

Important: Even if you ultimately subcontract work to a non-VetHUB entity, you are still required to offer the opportunity to a certified VetHUB under #2 above.

State of Texas Subcontracting Plan (Page 1)

Subcontracting Plan Instructions

State of Texas Subcontracting Plan (Page 2)

Section 1: Respondent Information Section 2: Declaration of Self-performing or Subcontracting Yes, my company will self-perform the entire contract. Submit pages 1 and 2 only.

No, my company will subcontract portions of the contract. Go to Section 4: Respondent’s Subcontracting Opportunities

Section 3: Affirmation of Self Performing Contractor Should be signed by an authorized representative of the respondent listed in section 1.

Section 4: Respondent’s Subcontracting Opportunities

This section must be completed by all respondents who propose to subcontract portions of the contract work.

List all opportunities (for example, commodities, services, staffing augmentation) you will subcontract.

Provide the percentage of the contract you expect to subcontract to certified VetHUBs and non-VetHUBs based on the total value of the contract.

Search NIGP Code Book at https://commbook.app.cpa.state.tx.us/ https://commbook.app.cpa.state.tx.us/

Section 5: Subcontracting Plan – Good Faith Effort

Section 5.1 Subcontracting Opportunity Submit a copy of Section 5 for each subcontracting opportunity you listed in section 4. Download additional forms at https://comptroller.Texas.gov/purchasing/vendor/ hub/forms.php.

Enter the item number and description of the subcontracting opportunity you listed in Section 4.

Section 5.2: Mentor Protégé Program

Use only if you are participating in a State of Texas Mentor Protégé Program.

No. Go to Section 5.3: Notification of Subcontracting Opportunity.

Yes. Go to Section 5.4: Subcontractor Selection.

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

Section 5.3 Notification of Subcontracting Opportunity

Demonstrate your good faith effort to notify Texas certified VetHUBs by communicating with each subcontracting opportunity you listed in Section 4.

Search for VetHUBs via the CMBL by business category or NIGP code to identify appropriate VetHUBs that work in the area where you are seeking subcontractors. Certified VetHUBs can be sourced using the VetHUB-Only search and will be marked with the Active Bidder (A- Approved) VetHUB Status.

Send either the Subcontracting Opportunity Notification Template or an email notice that includes at minimum everything on the list that has been provided under Section 5.3.

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

Section 5.3 Notification of Subcontracting Opportunity (Continuation)

List the two VetHUBs you notified of the subcontracting opportunity listed in Section 5.3. Include the company’s Texas Vendor (you can make copies of this page to list other VetHUBs you notified for the different subcontracting opportunities you listed.)

Identification (VID) Number, the date of the notice and indicate and whether the VetHUB responded.

Section 5.3 Notification of a Subcontracting Opportunity (Continuation) 7 Working Day Notification

You must provide written notification of each subcontracting opportunity listed in Section 4.

You must allow VetHUBs at minimum (7) working days to respond to your notification prior to submitting your bid response to the agency (during the solicitation posting period).

The initial day of notification is considered “day zero” and does not count as one of the (7) working days. This does not include weekends, federal or state holidays, or days the agency is closed by the executive director.

Save copies of emails sent to VetHUBs and the responses received and attach to your SP to document the good faith effort. A contract shall not be awarded to a prime contractor whose SP’s good faith effort does not contain accurate supporting documentation.

Section 5.4 Subcontractor Selection

• A copy of Section 5 must be completed for each subcontracting opportunity you listed in Section 4. You can download additional forms at:

https://comptroller.texas.gov/pu rchasing/vendor/hub/forms.php

Section 6: Affirmation of Prime Contractor

• Required for subcontracting Vendor

• Must be signed by an authorized representative

• Acknowledges reporting and compliance requirements.

Subcontracting Opportunity Notification Form

Note: This form may be included in an email notification when reaching out to subcontractors and should contain all necessary information to make the process easier for the Prime Vendor.

Affirmation

Respondent understands and agrees that if awarded a Contract:

Respondent will promptly notify all the subcontractors of their selection as a subcontractor for the contract. The notice must specify the contracting agency’s name, point of contact for the contract, the contract award number, the subcontracting opportunity the subcontractor will perform and the value of the subcontract.

Respondent must obtain approval from the contracting agency prior to modifying its SP, including hiring subcontractors to perform any work under this contract.

Respondent must submit Progress Assessment Reports (PAR) with each invoice to the contracting agency. The PAR template is available on the Comptroller’s Website.

Respondent must, upon request, allow the contracting agency to perform on-site reviews of the company’s headquarters and work site where services are being performed and provide documentation regarding staffing and other resources.

State of Texas Subcontracting Plan Evaluation Process

The agency will review and evaluate the State of Texas Subcontracting Plan and supporting documentation.

The agency may request clarifications or further documentation of your good faith effort.

The State of Texas Subcontracting Plan is not evaluated on a point system. Instead, it is reviewed for compliance with good faith effort requirements.

State of Texas Subcontracting Plan Resources

The Texas Comptroller of Public Accounts VetHUB website will guide you through the proper completion of the State of Texas Subcontracting Plan Form and provide any guidance you may need.

The Comptroller of Public Accounts' VetHUB website is the official source for current information regarding the VetHUB Program and certified VetHUB entities. Vendors are responsible for verifying certification status and obtaining the most up-to-date program information through the VetHUB website: Texas Comptroller VetHUB Program.

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

TEA HUB Office Contacts

If you have any questions concerning the State of Texas Subcontracting Plan, please contact TEA HUB Office via HUBOffice@tea.texas.gov or one of the coordinators below.

Tina Velasco, Director of Contract Solicitation and Purchasing Contracts & Purchasing Division Tina.Velasco@tea.texas.gov

Stephanie SanMiguel, HUB Program Specialist Stephanie.SanMiguel@tea.texas.gov mailto:HUBOffice@tea.texas.gov mailto:tina.velasco@tea.texas.gov mailto:Stephanie.SanMiguel@tea.texas.gov