ESBD_492510_1773156570262_VetHUB HSP Presentation.pdf

Blender Hill, TRS VetHUB Coordinator

Blender.Hill@TRS.Texas.Gov

How to complete a

VetHUB

Subcontracting

Plan (HSP)

Overview

Veteran Heroes United in Business (VetHUB)

The State of Texas’ Veteran Heroes United in Business (VetHUB)

Program is designed to facilitate the growth and development of service-disabled veteran owned businesses

The Texas VetHUB Program is governed by

Texas Government Code(TGC) 2161

TRS is required to follow TGC 2161 per

TGC 825.514

HUB requirements are for any contract that is $100,000 or more over the life of the contract

(which includes any renewal options) https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/

Guidance for HSP Completion

Who Completes an HSP?

Everyone

Even if you are not subcontracting

Even if you are a VetHUB

Subcontracting?

List all subcontractors on the HSP Form

Including VetHUB and Non-VetHUBs

When do you complete an

HSP?

Submit completed HSP Form with your proposal

If an HSP was not completed with the proposal because TRS determined there were no subcontracting opportunities but the vendor now has a need to subcontract

The anticipated amount was not believed to exceed $100k, but at renewal the contract value has now exceeded $100k.

VetHUB Subcontracting Plan (HSP) Form

HSP Form and Checklist

Section 2 Continuation Sheet

Attachment A

Attachment B

CPA’s Purchasing Website

VetHUB Reports and Forms

Centralized Master Bidders List

Progress Assessment Report

HSP Form

HSP Form and Checklist

Section 2 Continuation Sheet

Attachment A

Attachment B

Helpful Links

CPA’s Purchasing Website

VetHUB Reports and Forms

Centralized Master Bidders List

Progress Assessment Report

Please note that the HSP form is located on the Texas Comptroller of Public Accounts’ website at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-continuation-sheet.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-gfe-achm-a.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-gfe-achm-b.pdf https://comptroller.texas.gov/purchasing/#skip-scroll https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

To begin, ask yourself

HSP

Form

Are you subcontracting?

No

Document that you are self-performing in

Section 3 of the HSP Form – No Attachments

Yes

With VetHUBs

With VetHUBs and with non-VetHUBs https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf

Attachment A: Texas Certified VetHUBs Performing Work

Complete

Attachment A

You are subcontracting with Texas Certified VetHUBs

➢ You are subcontracting with VetHUBs

➢ Complete Attachment A by listing the VetHUBs along with the percentage of work they will be performing

➢ Attach a copy of each VetHUB

CMBL profile to document that they are an active, Texas certified VetHUB https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-gfe-achm-a.pdf https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Attachment B: When subcontractors are Non-VetHUBs

Small, Minority and Women Business

Trade Organizations and Development Centers

• Only Non-VetHubs

Subcontracting With:

• Provide Solicitation Documentation

• Document that you solicited at least 3 VetHUBs

• Document that you contacted 2 Trade Organizations

• Small, Minority and Women Business Trade Organizations and Development Centers

Complete Attachment B https://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

Attachment B - Solicitation Documentation

CMBL 2 trade organizations

Copy of e-mail sent to vendors for each Scope of Work (SOW) Solicited

• By blind coping all the vendors, you can send one e-mail to multiple vendors for each solicited SOW

• Save e-mail so it shows the blind copy recipients

• E-mail should document that vendors had 7 working days to respond

Provide a list of who was solicited for each SOW

• You must solicit at least 3 VetHUB vendors for each SOW solicited

• Provide copy of the VetHUB CMBL profile for each VetHUB solicited

• Don’t forget to contact at least 2 trade organizations for each SOW solicited

Document who provided a proposal and who didn’t

• Document whether or not the vendors solicited provided a proposal for each SOW solicited

Award • Provide justification of award for each SOW solicited https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Completing the Form

Don’t Forget

Complete Section 1 of the Form

Complete Section 4 of the Form

SIGN THE FORM

Reviewing Respondent’s HSP Before Proposal Submission blender.hill@trs.texas.gov

TRS will provide a cursory review of a respondent’s draft HSP and supporting documentation prior to proposal submission

Contact:

Blender Hill at blender.hill@trs.texas.gov mailto:blender.hill@trs.texas.gov

Continued Monitoring After Award of Contract

Progress Assessment Report (PAR) Form

• Complete a PAR Form and submit with each invoice

• Lists the subcontractors you are paying for that month on the PAR form

• TRS will reconcile subcontractors listed on the PAR to the subcontractors listed on HSP

• Payment of the invoice will not be approved until the PAR form is reviewed and approved by the TRS VetHUB Department

• If you have a subcontractor that is listed on the PAR that in not on the HSP – TRS will stop payment until resolved

Continued Monitoring After Award of Contract

Changes to HSP

• Once the HSP is approved, you can only subcontract with those subcontractors listed on your HSP unless your HSP is amended

• However, the HSP can be amended at any time

• An HSP amendment must be approved by TRS prior to the subcontractor doing any work

• Same documentation is required for an HSP amendment as the original HSP for each new subcontractor

• If it is discovered that you are using a subcontractor that is not on your HSP, all payment stops until this is resolved