ESBD_File_220222_21-0000096_Pre-Proposal Conference - Creating an HSP.pdf

LaTresa Stroud, HUB Coordinator and Director of Procurement and Contracts

How to complete an

HUB

Subcontracting Plan (HSP)

Overview

The State of Texas’ Historically

Underutilized Business (HUB) Program was created to promote full and equal procurement opportunities for small, minority- and women-owned businesses

The Texas HUB Program is governed by Texas

Government Code(TGC)

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/

Who Completes an HSP?

Everyone

Even if you are not subcontracting

Even if you are a

HUB

Subcontracting?

List all subcontractors on the HSP Form

Including HUB and Non-HUBs

When do you complete an

HSP?

Submit completed HSP Form with your proposal

At any time during the contract you may amend or change your HSP

HUB Subcontracting Plan (HSP) Form

HSP Form

HSP Form and Checklist

Section 2 Continuation Sheet

Attachment A

Attachment B

Helpful Links

CPA’s Purchasing Website

HUB 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

To begin, ask yourself

Are you subcontracting?

No Document that you are self-performing in Section 3 of the HSP

Form – No Attachments

Yes

With HUBs that are performing work that meets HUB Goal?

With HUBs that aren’t performing work that meets HUB goal and/or with non-HUBs?

https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf

Attachment A: Texas Certified HUBs Performing Work that Meets HUB Goal

Complete Attachment A

They meet the stated HUB

Goal

You are subcontracting with Texas Certified HUBs

You are subcontracting with HUBs (or HUBs and Non-HUBs combined) and the percentage of work that the HUBs are performing meets or exceeds the stated HUB goal for the contract

Complete Attachment A by listing the HUBs and non-HUBs if applicable (list all subcontractors) along with the percentage of work they will be performing

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

Attachment B: HUBs are Performing Work that Will not Meet HUB Goal

• Only HUBs and the work performed does not meet the HUB goal

• Non-HUBs and HUBs combined and the work performed by the HUBs does not meet the HUB goal

• Only Non-Hubs

Subcontracting With:

• Provide Solicitation Documentation

• Document that you solicited at least 3 HUBs

• 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

Solicitation Documentation

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 HUB vendors for each SOW solicited

• Provide copy of the HUB CMBL profile for each HUB 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 https://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

Completing the Form

Don’t Forget Complete Section 1 of the Form

Complete Section 4 of the Form

SIGN THE FORM

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

Contact:

LaTresa Stroud at latresa.stroud@trs.texas.gov or Aidet Cooper at aidet.cooper@trs.texas.gov mailto:latresa.stroud@trs.texas.gov mailto:aidet.cooper@trs.texas.gov

Continued Monitoring After Award of Contract

Progress Assessment Report (PAR) Form

• Complete a PAR Form each month 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 TRS’ HUB 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 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

• If you need to add a subcontractor, an HSP amendment but 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