ESBD_File_328827_Attachment D - HUB Compliance Reporting System - Online Process Guide.pdf

HUB Compliance Reporting System

Online HSP Process Guide

Table of Contents Utilization Plan (HSP Plan) Introduction Page-3 Accessing the B2G System Page-4 Accessing the HSP Plan Page-9 HSP Entry and Submittal (4 Steps) Page-15 a.Method 1 – 100% HUB Participation Page-18 b.Method 2 – Meet the Goal Page-47

c. Method 3 – GFE- Solicitation Page-74 d.Method 4 – Self-Performing Page-107

Withdrawing a HSP Plan Page-116 Submitted HSP Status Check Page-118 Common Error Messages Page-120

Introduction Utilization Plan (HUB Subcontracting Plan - HSP) Online

The B2Gnow Utilization Plan module allows respondents to complete and submit HUB Subcontracting plans (utilization plans) on-line directly in the B2G system. An access code will be provided in the agency solicitation documents to Respondents allowing access to the on-line HSP form in the system. Once the HSP plan is accessed by Respondent, Respondents will have the ability to select an applicable Method of HUB Compliance, document subcontracting scopes, add all awarded HUB certified and NON-HUB subcontractors and suppliers, document Good Faith Effort (GFE) details and PDF version attachments, as well as other information as requested, before signing and submitting the HSP plan.

Submitted HSP plans are reviewed by HUB staff and are approved or denied.

HUB Staff will have the ability to return the HSP to Respondents for clarification and/or an initial Courtesy Review. The Respondent can request a Courtesy Review of the HSP before a final submittal with proposal. The Respondent will be allowed to submit an updated plan or final HSP submittal by a designated due date. The designated due date will correlate with the solicitation deadline date. 3

Accessing the B2G System

• Visit TFC website www.tfc.texas.gov

• Direct link: https://tfc.gob2g.com/

• Click on Log-In

• Enter log-in credentials http://www.tfc.texas.gov/ https://tfc.gob2g.com/

Dashboard

No Log-In Credentials?

Click “Information for vendors”

Need to look up an Account?

Account Lookup Search for an existing account for your company or a user account for yourself by clicking on Account Lookup link at the bottom of the information pop-up box.

Create An Account?

No B2G Account?

Click on “New Account” link to create an account

Accessing the HSP Plan

The system will direct you to a DASHBOARD page after you have entered log-in credentials then

Click on “Utilization Plans”

You may also access plans by Clicking on “View” then Click on “My Utilization Plans”

Presenter Notes Presentation Notes Missing second arrow to “My Utilization Plan”

Click on

“Create Utilization Plan”

Enter Access Code (provided in solicitation instructions) in “Code” box

Click on “Verify Code “

Review “Summary” and Requirement” Section to

• Confirm HSP entry of applicable solicitation

• Ensure your name is selected as the “Contact Person” for the HSP

Click on “Start Utilization Plan”

Click on “OK” in pop up message window to confirm the start of the utilization plan

Click on “OK” again to be directed to the HSP form

Review Utilization Plan Summary to include the project Diversity Goal

Click on “Fill in Utilization Plan Details”

HSP Entry and Submittal

Utilization Plan Details follow the section instructions to select the applicable

Method of HUB Compliance

Questions Section

Is this a Courtesy Review? – Select applicable Yes or No

The HUB Office will offer an initial courtesy review of the HSP for HUB compliance and return the HSP back to the Respondent with applicable feedback. The Respondent will be responsible for re-submitting the HSP online for a final review and approval by HUB Office staff by the solicitation designated deadline date. Failure to return the HSP online by the designated date will result in the HSP being deemed NONCOMPLIANT resulting in solicitation disqualification.

Select the Applicable Method

To Navigate directly to the applicable Method of HUB Compliance entry steps

Click on one of the Methods below

Method of HUB

100% HUB Participation

Methods of HUB Compliance 100% HUB Participation

Step 1

Utilization Plan Details section

Click on

100% HUB Participation box

– (box will turn blue upon selection)

Complete all required field – all other fields are optional

STEP

Questions Section

Is this a Courtesy Review?

Select applicable Yes or No

Click on “SAVE”

“Fill in Subcontracting Intentions” to enter Subcontracting Intentions (scopes)

Adding Subcontracting Intentions

Click “Add Row” to

• add multiple subcontracting intentions (scope)

• enter a NIGP Code or type the name of scope to select the applicable code from drop down list *

• repeat entry steps for each subcontracting intentions determined (scope)

Click on “Save” *Quick Tip – Entry is required in each field

Click on “OK” to

• confirm your entry of the subcontracting intentions (scope)

A system pop-up message will appear in green to confirm the information has been saved

Click on “Close”

STEP 1 is COMPLETE!

*Quick Tip -The subcontracting intentions will appear in pink until awarded subcontractors are added to match the NIGP code and percentages entered

*The system will generate an error message upon submission if matches are not complete 25

Step 2

Click on “Add Subcontractor” to

• add the selected subcontractors for each subcontracting intention

STEP

Step 2

Subcontractor Assignment

Click “Get Subcontractor” to

• Begin search engine results

• Select applicable vendor from the search engine results

How to search the B2G database for a Subcontractor

Enter Subcontractor Name in applicable field

Click on “Search”

Review Search Engine Results

Click on “Select Vendor” to select applicable subcontractor section

Contact Person

• Select the applicable compliance contact from the drop-down options

*Quick Tip – If the compliance contact is NOT listed in the drop-down options – Click on “QUICK ADD” to add contact

Vendor Contact

Enter required fields

• Name

• Email Address

• Phone Number

Click on “Save Contact”

HSP Entry and Submittal Methods of HUB Compliance- 100% HUB Participation

Vendor Address

• Select the vendor’s address from the drop-down options.

*Quick Tip – If the vendor address is NOT listed in the drop-down options – Click on “QUICK ADD” to add contact address

HSP Entry and Submittal

• Address Line

• City

• State

• Zip Code

• Country

Click on “Save Address”

HSP Entry and Submittal

Applicable Vendor Certifications section

• Review to ensure subcontractor HUB certification is still active

Subcontractor Details Section

Proposed Amount & Percent field

• select “by Percent”

• enter the same percentage entered in the Subcontractor Intentions section for the applicable scope

*Quick Tip – Click on “Click Here” to review a pop-up window of your subcontracting intentions entry

Subcontracting Intentions Pop-up window

• review your entry to ensure you enter the correct percentage per scope for the applicable subcontractor

Presenter Notes

Subcontractor Detail continued……….

Count Toward Goal field

• Select applicable response based on HUB certification status

Type of Participation field

• select applicable type

Subcontractor Detail continued……….

Work Description field

• enter applicable work description

Work Codes field

• assign applicable NIGP code

(code must corresponds to the NIGP code selected in subcontracting intentions section)

Comments field

• Enter statement justifying subcontractor selection – (examples- Best Value and/or HUB sub, NO HUBs bid

*Quick Tip- you must click on “Assign Selected Work Codes” to save the selection

Presenter Notes

Need a screenshot of selection BOLDED

Questions section If this a HUB subcontractor, have you had a continuous contract in place for than five years?

• Select applicable Yes, No, or NA

Indicate if this vendor is one of your protégé if in a Mentor Protégé Agreement

• Select applicable Yes, No, NA

Click on “Save” 39

Additional Subcontractor entry………

Return to “ADD SUBCONTRACTOR” section to

•repeat Add Subcontractor steps to enter the required Subcontractor fields for each subcontractor utilized

*Quick Tip - ensure all subcontractors have been added for the applicable NIGP Codes and % (percentage) that matches the entry in the Subcontracting Intentions section

No Pink Highlights

Presenter Notes

Need updated screen

Additional Subcontractor entry………

Return to “ADD SUBCONTRACTOR” section to

•repeat Add Subcontractor steps to enter the required Subcontractor fields for each subcontractor utilized

*Quick Tip - ensure all HUB subcontractors have been added for the applicable NIGP Codes and % (percentage) that matches the entry in the Subcontracting Intentions section 41

Step 3 is NOT applicable for the selected Method of HUB Compliance

Methods of HUB Compliance- 100% HUB Participation

STEP

Step 4 Submit HSP (Utilization) Plan

Click on “Submit Utilization Plan” to submit plan

HSP Entry and Submittal Methods of HUB Compliance- 100% HUB Participation

STEP

Review Affirmation Statements and check boxes accordingly

Enter your name and title in applicable fields

Click on “Submit Utilization Plan”

HSP Entry and Submittal Methods of HUB Compliance- 100% HUB Participation

STEP

A system message will appear to validate the HSP submission

Click on “OK” in pop up box to submit the utilization plan

HSP Entry and Submittal Methods of HUB Compliance- 100% HUB Participation

STEP

The HSP Entry is COMPLETE!

Methods of HUB Compliance- 100% HUB Participation

STEP

Meet the Goal

Step 1

Utilization Plan Details section

Click on

MEET THE GOAL box –

(box will turn blue upon selection)

Complete all required fields – all other fields are optional

HSP Entry and Submittal Methods of HUB Compliance- Meet the Goal

STEP

Methods of HUB Compliance Meet the Goal

Questions Section

Is this a Courtesy Review?

Select applicable Yes or No

Click on “SAVE”

“Fill in Subcontracting Intentions” to enter subcontracting intentions (scopes)

HSP Entry and Submittal Methods of HUB Compliance- Meet the Goal

STEP

• add multiple subcontracting intentions (scopes)

• enter a NIGP Code or type the name of scope to select applicable code from drop down list

• repeat entry steps for each subcontracting intentions (scope)

• Click on “Save”

*Quick Tip – Entry is required in each field

HSP Entry and Submittal Methods of HUB Compliance- Meet the Goal

STEP

subcontracting intentions (scope)

HSP Entry and Submittal Methods of HUB Compliance- Meet the Goal

STEP

A system pop-up message will appear in green to confirm the information has been saved

Click on “Close”

HSP Entry and Submittal Methods of HUB Compliance- Meet the Goal

STEP

Step 1 is COMPLETE!

*Quick Tip - The subcontracting intentions will appear in pink until awarded subcontractors are added to match the NIGP code and percentages entered.

*The system will generate an error message upon submission if matches are not complete

HSP Entry and Submittal Methods of HUB Compliance- Meet the Goal

STEP

Presenter Notes

Need screenshot

Click on “Add Subcontractor” to

• add the awarded subcontractors for each subcontracting intention.

HSP Entry and Submittal Methods of HUB Compliance- Meet the Goal

STEP

Click “Get Subcontractor” to

• Begin search engine results

• Select applicable vendor from the search engine results

HSP Entry and Submittal Methods of HUB Compliance- Meet the Goal

STEP

How to search B2G database for a

Enter Subcontractor Name in applicable field

Review Search Engine Results

Click on “Select Vendor” to select applicable

Assignment section

Contact Person

• Select the applicable compliance contact from the drop-down options

*Quick Tip – If the compliance contact is NOT listed in the drop-down options – Click on “QUICK ADD” to add contact 59

Vendor Contact

• Name

• Email Address

• Phone Number

Click on “Save Contact”

Assignment

Vendor Address

• Select the vendor’s address from the drop-down options.

*Quick Tip – If the vendor address is NOT listed in the drop-down options – Click on “QUICK ADD” to add contact address 61

• Address Line

• City

• State

• Zip Code

• Country

Click on “Save Address”

• select “by Percent”

• enter the same amount entered in the Subcontractor intentions section for the applicable scope

*Quick Tip – Click on “Click Here” to review a pop-up window of your subcontracting intentions entry

Pop-up window-

• review your entry to ensure you entered the correct percentage per scope for the applicable subcontractor

Click on Close

Subcontractor Detail continued……….

Count Toward Goal field

• Select applicable response based on HUB certification status

Type of Participation field

• enter applicable work description

Work Codes field

• assign applicable NIGP code

(code must corresponds to the NIGP code in the subcontracting intentions section)

Comments field

• Enter statement justifying subcontractor selection – (examples- Best Value and/or HUB sub, NO HUBs bid

*Quick Tip – you must click on “Assign Selected Work Codes” to save the selection

If this is a HUB subcontractor, have you had a continuous contract in place for more than five years?

• Select applicable Yes, No, or NA

Indicate if this vendor is one of your protégé if in a Mentor Protégé Agreement

• Select Applicable Yes, No, or NA

Click on “Save”

Additional Subcontractor entry ……..

Return to the “ADD SUBCONTRACTOR” section of

•repeat Add Subcontractor steps to enter the required subcontractor fields for each subcontractor utilized

*Quick Tip - ensure all subcontractors have been added for the applicable NIGP Codes and % (percentage) that MATCHES the entry in the Subcontracting Intentions section

No Pink Highlights

STEP

Click on “Submit Utilization Plan” to submit plan

STEP

Enter your name and title in applicable fields

Click on “Submit Utilization Plan”

STEP

Click on “OK” in pop up box to submit this utilization plan

STEP

Methods of HUB Compliance- Meet the Goal

STEP

Presenter Notes

Need a new screenshot

Good Faith Effort (GFE)Solicitation

Click on

GFE SOLICITATION box – (box will turn blue upon selection)

Complete all required fields – all other fields are optional

HSP Entry and Submittal Methods of HUB Compliance- Good Faith Effort (GFE) Solicitation

STEP

Is this a Courtesy Review?

Select applicable Yes, No, N/A

Click SAVE

STEP

“Fill in Subcontracting Intentions” to enter subcontracting intentions (scopes)

STEP

• add multiple scopes

• enter NIGP Code or type the name of scope to select the applicable code from drop down list

• repeat entry steps for each subcontracting intentions determined (scope)

• Click on “Save” *Quick Tip – Entry is required in each field

STEP

subcontracting intentions (scope)

STEP

A system pop-up message will appear in green to confirm the information has been saved

Click on “Close”

STEP

Step 1 is COMPLETE!

*Quick Tip - The subcontracting intentions will appear in pink until awarded subcontractors are added to match the NIGP code and percentages entered

STEP

Click on “Add Subcontractor” to

• add the awarded subcontractors for each subcontracting intention

STEP

Click “Get Subcontractor” to

• Begin search engine result

• Select applicable vendor from the search engine results

STEP

How to search the B2G database for a

Enter Subcontractor Name in applicable field

Review Search Engine Results

Click on “Select Vendor” to select applicable section

Contact Person

• Select the applicable compliance contact from the drop-down options

*Quick Tip – If the compliance contact is NOT listed in the drop-down options – Click on “QUICK ADD” to add contact

• Select the vendor’s address from the drop-down options

Click on Save Contact

*Quick Tip – If the vendor address is NOT listed in the drop-down options

– Click on “QUICK ADD” to add contact address

• Select the vendor’s address from the drop-down options.

*Quick Tip – If the vendor address is NOT listed in the drop-down options

– Click on “QUICK ADD” to add contact address

• Address Line

• City

• State

• Zip Code

• Country

Click on “Save Address”

• select “by Percent”

• enter the same amount entered in the Subcontractor intentions section for the applicable scope

*Quick Tip – Click on “Click Here” to review a pop-up window of your subcontracting intentions entry

Pop-up window

• review your entry to ensure you enter the correct percentage per scope for the applicable

Count Toward Goal field

• Select applicable response based on HUB certification status

Type of Participation

• enter applicable work description

Work Codes field

• assign applicable NIGP code

(code must corresponds to the NIGP code in the subcontracting intentions section)

Comments field

• Enter statement justifying subcontractor selection – (examples- Best Value and/or HUB sub, NO HUBs bid

*Quick Tip – you must click on “Assign Selected Work Codes” to save the selection 93

If this is a HUB subcontractor, have you had a continuous contract in place for more than five years?

• Select applicable Yes, No, or N/A

Indicate if this vendor is one of your protégé if in a Mentor Protégé Agreement

• Select applicable Yes, No, or N/A

Click on “Save”

Additional Subcontractor entry ……

Return to the “ADD SUBCONTRACTOR” section to

•repeat ADD VENDOR steps to enter the required subcontractor fields for each subcontractor utilized

*Quick Tip - ensure all subcontractors have been added for the applicable NIGP Codes and % (percentage) that MATCHES the entry in the Subcontracting Intentions section

No Pink Highlights

Step 3

Provide GFE Details

Click on “Attach GFE files” link to

• attach PDF version of fax/email logs of HUBs solicited and Trade Organizations

• add required statement in Comment Box – (example statement -“see attached fax/email logs”)

Click on “Save GFE Details”

STEP

The GFE indicator will turn green once

• required attachments are complete

• required statement is made in comments field

STEP

Presenter Notes

Need screeshot

Step 3

Provide GFE Request Details

Click on “Add Subcontracting Opportunity Notifications” to

• enter 3 HUBs solicited and 2 Trade Organization per subcontracting intention

STEP

Click on “Add Row” for each subcontracting intention

• to open three entry fields per subcontracting intention

STEP

Subcontracting Opportunity Contacts

Date Notices Sent field

• enter date notice was sent to HUB vendor

Company Name field

• enter HUB vendor name

Request Received? field

• select applicable Yes or No

*Quick Tip – the system will validate the HUB vendor was certified when the notice was sent

STEP

Subcontracting Opportunity Contacts

Trade Organization

Date Notice Sent field

• enter date notice was sent

Trade Organization or Development Centers field

• enter trade organization or development center name

Click on “Save”

STEP

A system pop-up message will appear in green to confirm the entries have been saved

Click on “Close”

*Quick tip – a green check will appear to validate each HUB vendor was certified when solicited

STEP

Click on “Submit Utilization Plan” to submit plan

STEP

Enter your name and title in applicable fields

Click on “Submit Utilization Plan”

STEP

Click on “OK” in pop up box to submit this utilization plan

STEP

Methods of HUB Compliance- Good Faith Effort (GFE) Solicitation

STEP

Self-Performing

Utilization Plan Details Section

Click on “SELF-PERFORMING” box- (box will turn blue upon selection)

Complete all required fields – all other fields are optional

HSP Entry and Submittal Methods of HUB Compliance- Self-Performing

STEP

Presenter Notes

Need screenshot

Click on “Self-Performing” box (box will turn blue upon selection)

Enter required Self-Performing Justification Statements (example #of years in business, # of employees, awards/expertise, and/or previous experience on TFC projects in “Comments” box

Courtesy Review Question

• select Yes or No

Click on “Save”

HSP Entry and Submittal Methods of HUB Compliance- Self-Performing

STEP

Step 2 is NOT applicable for the selected Method of HUB Compliance

Methods of HUB Compliance- Self-Performing

STEP

Methods of HUB Compliance- Self-Performing

STEP

Click on “Submit Utilization Plan” to submit plan

STEP

Enter your name and title in applicable fields

Click on “Submit Utilization Plan”

STEP

Click on “OK” in pop up box to submit this utilization plan

STEP

Methods of HUB Compliance- Self Performing

STEP

Withdraw a HSP Plan

There is an option to withdraw the HSP BEFORE a decision by a

HUB Staff member

The HSP Plan will return to your My Utilization Plan list as

“Pending Submission”

Withdraw a HSP Plan

Check the Status of Your HSP Plan

Click on “View” then

“My Utilization Plan” to access all your HSP plans to determine status

Check the Status of Your HSP Plan

Common Error Messages

Actions to Take

Error #1 Ensure to “assign” applicable work (NIGP) codes when adding subcontractors

Error #2 - (for GFE-Solicitation Method) –ensure to “add” 3 HUBs and 2 Trade Organizations per scopes identified in subcontracting intentions

Error #3 – Ensure the percentages allocated to the selected subs MATCH your entry in subcontracting intentions section

Common Error Messages

QUESTIONS?

TFC HUB Office Contacts

Yolanda Strey – HUB Director Shonte’ Gordon – HUB Coordinator Email: Yolanda.strey@tfc.texas.gov Email: shonte.Gordon@tfc.texas.gov Phone: 512-516-5878 Phone: 512-201-9700

Javid Presson – HUB Coordinator David Delgado – HUB Specialist Email: Javid.presson@tfc.texas.gov Email: david.Delgado@tfc.texas.gov Phone: 737-308-1090 Phone: 512-608-1357 mailto:Yolanda.strey@tfc.texas.gov mailto:shonte.Gordon@tfc.texas.gov mailto:Javid.presson@tfc.texas.gov mailto:david.Delgado@tfc.texas.gov