RFP_Attachment 5 - Small Business Subcontracting Plan.docx

Attachment 5 – Small Business Subcontracting Plan

SMALL BUSINESS SUBCONTRACTING PLAN

[COMPANY NAME]

(All blue text is strictly for informational purposes only and should be deleted before submission. The following outline meets the minimum requirements as imposed by Section 8(d) of the Small Business Act, and meets the minimum requirements of the Federal Acquisition Regulation (FAR) Subpart 19.7. This model plan is intended to be used as a guideline. It is not intended to replace any existing corporate plan which may be more extensive. This template is intended to be used for Individual Subcontracting Plans, but may be tailored for Master and Commercial Subcontracting Plans as described under FAR Part 19.704(b) and FAR Part 19.704(d).

1. IDENTIFICATION DATA:

Company Name

Address

Date Prepared

Solicitation Number

Estimated Total Contract Value

2. TYPE OF PLAN:

INDIVIDUAL SUBCONTRACTING PLAN

Covers the entire contract period (including option periods), applies to a specific contract, and has goals that are based on the offeror’s planned subcontracting and purchasing in support of the specific contract, except that indirect costs incurred for common or joint purposes may be allocated on a prorated basis to the contract.

3. GOALS:

(For information only, FAR 19.704(a)(1) requires separate dollar & percentage goals for using small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small business concerns as subcontractors; and a statement of the total dollars planned to be subcontracted and total dollars planned to small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small business concerns. NOTE: The dollar amounts planned for subcontracting to SB, HUBZone, SDB, WOSB, VOSB, and to SDVOSB’s must be expressed as percentages of the total subcontracting dollars and may be required for total contract value as shown below.) Individual plans will reflect contract goals for the Base contract period and the respective Option period(s).) Option period tables may be deleted or added to tailor to individual procurements.

Provided are separate dollar and percentage goals for small (SB), HUBZone small, small disadvantaged (SDB), women-owned small (WOSB), veteran-owned small (VOSB), and service-disabled veteran-owned small business (SDVOSB) concerns. These goals are a percentage of the total subcontracting and total contract dollars.

Total Contract (if all options are exercised):

Total Contract Value

Total Estimated Subcontracting

Other than Small Business Subcontracting (OTSB)

SB

VOSB

SDVOSB

HUBZone

SDB

WOSB

Ordering Period 1:

Dollar Value

Total Estimated Subcontracting

OTSB

SB

VOSB

SDVOSB

HUBZone

SDB

WOSB

Ordering Period 2:

Dollar Value

Total Estimated Subcontracting

OTSB

SB

VOSB

SDVOSB

HUBZone

SDB

WOSB

Ordering Period 3:

Dollar Value

Total Estimated Subcontracting

OTSB

SB

VOSB

SDVOSB

HUBZone

SDB

WOSB

Ordering Period 4:

Dollar Value

Total Estimated Subcontracting

OTSB

SB

VOSB

SDVOSB

HUBZone

SDB

WOSB

Ordering Period 5:

Dollar Value

Total Estimated Subcontracting

OTSB

SB

VOSB

SDVOSB

HUBZone

SDB

WOSB

(For information only, FAR 19.704(a)(3) requires a description of ALL of the principal types of supplies and services to be subcontracted and an identification of the types planned for subcontracting to SB, HUBZone, SDB, WOSB, VOSB, and to SDVOSB concerns.) Check all that apply below, ensuring that at least one item is indicated for each column.

4. The principal types of supplies and/or services anticipated to be subcontracted and the identification of the type of business concern planned are as follows:

(For information only, FAR 19.704(a)(4) requires a description of the method used to develop the subcontracting goals above. Explain the method used and state the basis for establishing your proposed goals; provide justification for any low goal(s); state how the areas to be subcontracted to SB, HUBZone, SDB, WOSB, VOSB; and to SDVOSB concerns were determined, and how the capabilities of each were determined.)

5. The following methods were used to develop the subcontracting goals:

(For information only, FAR 19.704(a)(5) requires a description of the method used to identify potential sources for solicitation purpose. Identify all source lists used in the determination below, including various web sites or agencies and organizations contacted.)

6. The following describes the method used to identify potential subcontractors:

(For information only, FAR 19.704(a)(6) requires a statement as to whether or not your company included indirect costs in establishing subcontracting goals, and a description of the method used to determine the proportionate share of indirect costs to be incurred with SB, HUBZ, SDB, WOSB, VOSB, and SDVOSB concerns. IAW 13 CFR 125.3(c)(1)(iv) A prime contractor must include indirect costs in its subcontracting goals if the contract exceeds $7.5 million.)

7. Indirect costs HAVE BEEN (or) HAVE NOT BEEN included in the dollar and percentage subcontracting goals stated above.

The indirect and overhead portion was based on the following:

(Required when indirect costs have been included in the dollar and percentage subcontracting goals).

8. PROGRAM ADMINISTRATOR:

(For information only, FAR 19.704(a)(7) requires information about the company employee who will administer the subcontracting program. Please provide the name, title, address, telephone number, fax number and/or email of this person, position within the corporate structure, and list of duties of that employee.)

Name

Title/Position

Address

Telephone number

Email Address

Duties: The Program Administrator shall have general overall responsibility for the company’s subcontracting program; i.e., developing, preparing, and executing individual subcontracting plans and monitoring performance relative to this particular plan. Such duties may include, but are not limited to, the following activities: (Contractor may remove or add duties as applicable)

· Developing and promoting company/division policy statements that demonstrate the company’s/division’s support for awarding contracts and subcontracts to small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small business concerns.

· Developing and maintaining bidders’ lists of small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small business concerns from all possible sources.

· Ensuring periodic rotation of potential subcontractors on bidders’ lists.

· Assuring that small, HUBZone small, small disadvantaged, women-owned small, veteran- owned small, and service-disabled veteran-owned small businesses are included on the bidders’ list for every subcontract solicitation for supplies and services they are capable of providing.

· Ensuring that subcontract procurement “packages” are designed to permit the maximum possible participation of small HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small businesses.

· Reviewing subcontract solicitations to remove statements, clauses, etc. which might tend to restrict or prohibit small, HUBZone small, small disadvantaged, women-owned small, veteran- owned small, and service-disabled veteran-owned small businesses.

· Ensuring that the subcontract bid proposal review board documents its reasons for not selecting any low bids small, and service-disabled veteran-owned small businesses.

· Overseeing the establishment and maintenance submitted by small, HUBZone small, small disadvantaged, women- owned small, veteran-owned of contract and subcontract award records.

· Attending or arranging for the attendance of company counselors at Business Opportunity Workshops, Minority Business Enterprise Seminars, Trade Fairs, etc.

· Directly or indirectly counseling small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small business concerns on subcontracting opportunities and how to prepare bids to the company.

· Providing notice to subcontractors concerning penalties for misrepresentations of business status as small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, or service-disabled veteran-owned small business, for the purpose of obtaining a subcontract that is to be included in any part of the contractor’s goals contained in this plan.

· Conducting or arranging training for purchasing personnel regarding the intent and impact of Section 8(d) of the Small Business Act on purchasing procedures.

· Developing and maintaining an incentive program for buyers, that supports the subcontracting program.

· Monitoring the company’s performance and making any adjustments necessary to achieve the subcontract plan goals.

· Preparing and submitting timely reports.

· Coordinating the company’s activities during compliance review by Federal agencies.

9. EQUITABLE OPPORTUNITY:

(For information only, FAR 19.704(a)(8) requires a description of the efforts the contractor will make to ensure that SB, HUBZone, SDB, WOSB, VOSB, and SDVOSB concerns have an equitable opportunity to compete for subcontracts.)

The following efforts will be taken to ensure that small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service disabled veteran-owned small business concerns will have an equitable opportunity to compete for subcontracts. These efforts may include one or more of the following activities (please indicate which ones apply or provide your own personalized list of efforts):

a. Outreach efforts to obtain sources:

· Contacting minority and small business trade associations Contacting business development organizations

· Requesting sources from the System for Award Management (SAM.gov), Dynamic Small Business

· Attending small and minority business trade fairs and procurement conferences

b. Internal efforts to guide and encourage purchasing personnel:

· Presenting workshops, seminars and training programs

· Establishing, maintaining and using small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small business source lists, guides, and other data for soliciting subcontracts

· Monitoring activities to evaluate compliance with the subcontracting plan

c. Other additional efforts: (Please describe.)

10. CLAUSE INCLUSION AND FLOW DOWN:

(For informational only, FAR 19.704(a)(9) requires assurances that your company will include the FAR Clause 52.219-8, “Utilization of Small Business Concerns” in all subcontracts that offer further subcontracting opportunities, and that your company will require all subcontractors (except small business concerns) that receive subcontracts in excess of $750,000 ($1,500,000 for construction) to adopt a similar plan that complies with the requirements of Clause 52.219-9,“Small Business Subcontracting Plan.”)

[Company XXX] agrees to include the FAR Clause 52.219-8, “Utilization of Small Business Concerns” in all subcontracts that offer further subcontracting opportunities, and will further require all subcontractors (except SB concerns), who receive subcontracts in excess of $750,000, ($1,500,000 for construction) to adopt a plan that complies with the requirements of Clause 52.219-9, “Small Business Subcontracting Plan.”

11. REPORTING AND COOPERATION:

(For informational only, FAR 19.704(a)(10) requires assurances that your company will agree to the assurances listed below:)

[Company XXX] agrees to: (1) cooperate in any studies or surveys as may be required; (2) submit periodic reports which show compliance with the subcontracting plan; (3) include subcontracting data for each order when reporting subcontracting achievements for indefinite-delivery, indefinite-quantity contracts with individual subcontracting plans where the contract is intended for use by multiple agencies (4) ensure that subcontractors agree to submit electronic Individual and/or Summary Subcontract Reports (ISR and/or SSR’s) via the electronic Subcontracting Reporting System (eSRS) (5) Ensure that its subcontractors with subcontracting plans agree to submit the ISR and/or the SSR using the eSRS (6) Provide its prime contract number, its unique entity identifier, and the e-mail address of the offeror’s official responsible for acknowledging receipt of or rejecting the ISRs to all first-tier subcontractors with subcontracting plans so they can enter this information into the eSRS when submitting their ISRs; and (7) Require that each subcontractor with a subcontracting plan provide the prime contract number, its own unique entity identifier, and the e-mail address of the subcontractor’s official responsible for acknowledging receipt of or rejecting the ISRs, to its subcontractors with subcontracting plans.

Reports are to be submitted within 30 days after the close of each calendar period as indicated in the following chart: (Note: Dates are subject to change Please verify dates before finalizing plans)

A final ISR is required to be submitted within 30 days after completion of the contract.

12. RECORDKEEPING:

(For informational only, FAR 19.704(a)(11) requires a description or list of the types of records that will be maintained concerning procedures adopted to comply with the requirements and goals in the plan, including establishing source lists; a description of your efforts to locate small business concerns and to award subcontracts to them.)

The following types of records concerning procedures adopted to comply with the requirements and goals in the plan. Such records may include, but are not limited to:

· Small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small business concern source lists, guides, and other data identifying and locating such vendors, subcontractors or suppliers.

· Organizations contacted for small, HUBZone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small business sources.

· On a contract-by-contract basis, all subcontract solicitations which indicate for each solicitation (1) whether small business concerns were solicited, and if not, why not; (2) whether HUBZone small business concerns were solicited, and if not, why not; (3) whether small disadvantaged business concerns were solicited, and if not, why not; (4) whether women-owned small business concerns were solicited, and if not, why not; (5) whether veteran-owned small business concerns were solicited, and if not, why not; (6) whether service-disabled veteran-owned small business concerns were solicited, and if not, why not; and, (7) reasons for the failure of solicited concerns to receive the award.

· Records to support other outreach efforts, e.g., contacts with minority and small business trade associations, attendance at small, minority, and women-owned small business procurement conference and trade fairs.

· Records to support internal activities to (1) guide and encourage purchasing personnel, e.g., workshops, seminars, training programs, incentive awards; and (2) monitor activities to evaluate compliance.

On a contract-by-contract basis, records to support subcontract award data including the name, address and business size of each subcontractor.

Other records to support compliance with the subcontracting plan: (Please describe)

13. ASSURANCES

[Company XXX] agrees to the following assurances:

That the offeror will make a good faith effort to acquire articles, equipment, supplies, services, or materials, or obtain the performance of construction work from the small business concerns that the offeror used in preparing the bid or proposal, in the same or greater scope, amount, and quality used in preparing and submitting the bid or proposal. Responding to a request for a quote does not constitute use in preparing a bid or proposal. An offeror used a small business concern in preparing the bid or proposal if–

(i) The offeror identifies the small business concern as a subcontractor in the bid or proposal or associated small business subcontracting plan, to furnish certain supplies or perform a portion of the contract; or

(ii) The offeror used the small business concern's pricing or cost information or technical expertise in preparing the bid or proposal, where there is written evidence of an intent or understanding that the small business concern will be awarded a subcontract for the related work if the offeror is awarded the contract

Provide the contracting officer with a written explanation if the contractor fails to acquire articles, equipment, supplies, services or materials or obtain the performance of construction work as described in FAR 19.704(a)(13). This written explanation will be submitted to the contracting officer within 30 days of contract completion.

Will not prohibit a subcontractor from discussing with the contracting officer any material matter pertaining to payment to or utilization of a subcontractor.

Will pay small business subcontractors on time and in accordance with the terms and conditions of the subcontract, and notify the contracting officer if my firm pays a reduced or untimely payment to a small business subcontractor.

We understand that this subcontracting plan will be made a material part of the contract and will comply with the terms and conditions held throughout the plan.

14. SIGNATURE REQUIRED: Plan must be signed and dated by a company official This subcontracting plan was SUBMITTED by:

SIGNATURE

TYPED NAME

TITLE

DATE SIGNED