ESBD_443357_1754488421217_Attachment 5-1 - How to Complete Your HSP.pdf

OFFICE OF COURT

ADMINISTRATION

How to complete your HUB Subcontracting Plan (HSP)

4/6/2024 1

HUB

SUBCONTRACTING

PLAN (HSP) IS A

REQUIREMENT

The agency has determined 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 may not proceed to the evaluation team.

HUB

SUBCONRACTING

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 or not you will need to subcontract parts of the contract in order 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 organization 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…

Options #1 – You are using only Texas certified HUB subcontractors for the project.

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

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

Option #4 – Self-perform: You will not be subcontracting any portion of the contract and will utilize your own resources in completing the entire contract. (own employees, supplies, materials and/or equipment, to include transportation and delivery)

HSP Information Page:

HUB GOALS

Special reminders and instructions

Respondent and requisition information

Company Name and Requisition # (this is the solicitation number)

Section 2:

Subcontracting Intentions:

Section – 2, item (a)

Section – 2, item (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-HUBs vendors.

If you will be using Texas certified HUBs, with whom you have had a continuous contract in place for more than (5) years, you may use them, they just won’t count towards your HUB goal.

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 GFE Method A (Attachment A)

Section A-1 If you responded “Yes” to Sections 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 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 (TBD) is not acceptable.

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

HSP GFE Method B (Attachment B) :

If you responded “No” to section-2, items (c) and (d), you must submit a completed “HSP Good Faith Effort – Method B (Attachment B)” for each of the subcontracting opportunities listed in Section-2, item (b).

Section B-2: 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.

Page 1 of 2 (Attachment B)

Notification of a Subcontracting

Opportunity Seven (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.

• 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).

• The initial day of notification is considered “day zero” and does not count as one of the (7) working days.

• Does not include weekends, federal or state holidays, or days the agency is closed by the Executive Director.

• 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.

HUB Subcontractor Notification form:

Note: Respondent must provide notice of each subcontracting opportunity.

HSP GFE Method B (Attachment B) 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.

Page 2 of 2 (Attachment B)

Affirmation

Respondent understands and agrees that if awarded any portion of the requisition:

The respondents are required to provide written notice to all subcontractors (HUBs and Non-Hub) of their selection as a subcontractor for the awarded contract. A copy of this notice must be provided to the contracting agency’s point of contact no later than (10) working days after the contract is awarded.

1. 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.

2. The respondent must seek approval from the agency prior to making any modifications to the HSP. A HUB Subcontracting Plan (HSP) Change Order form will be provided by the agency.

HSP Evaluation Process

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

The agency may request clarifications or further documentation of your 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

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

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

OCA HUB Program Contact Information

If you have any questions concerning the HSP, please contact:

Celeste Rodriguez, Deputy Chief Financial Officer celeste.rodriguez@txcourts.gov

Office: (512) 463-1625