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SMALL, SMALL DISADVANTAGED, AND WOMEN-OWNED SMALL BUSINESS
MODEL SUBCONTRACTING PLAN OUTLINE*
Identification Data
Contractor: ________
Address: ________
________
________
Solicitation or Contract Number:
________
Item/Service: ________
Total Amount of Contract (Including Options) $______
Period of Contract Performance (Day, Mo. & Yr.):_____
* Federal Acquisition Regulation (FAR), paragraph 19.708(b) prescribes the use of the clause at FAR 52.219-9 entitled "Small, Small Disadvantaged, and Women-Owned Small Business Subcontracting Plan." The following is a suggested model for use when formulating such subcontracting plan. While this model plan has been designed to be consistent with FAR 52.219-9, other formats of a subcontracting plan may be acceptable. However, failure to include essential information as exemplified in this model may be cause for either a delay in acceptance or the rejection of a bid or offer where the clause is applicable. Further, the use of this model is not intended to waive other requirements that may be applicable under FAR 52.219-9. "SUBCONTRACT," as used in this clause, means any agreement (other than one involving an employer-employee relationship) entered into by a Federal Government prime contractor or subcontractor calling for supplies or services required for performance of the contract or subcontract.
1. Type of plan (check one):
_____ Individual Plan (All elements developed specifically for this contract and applicable for the full term of this contract).
_____ Master Plan (Goals developed for this contract; all other elements standard; must be renewed every year).
_____ Commercial Products Plan (Contractor sells large quantities of the off-the-shelf commodities to many Government agencies. Plans/goals negotiated by a lead agency on a company-wide basis rather than for individual contracts. Plan effective only during the year for which it is approved. The contractor must provide a copy of the lead agency approval).
2. Goals:
State separate dollar and percentage goals for small business, small disadvantaged business, and women-owned small business in the following format. (For a contract with option, provide a separate statement for the basic contract and individual statements for each option year).
A. Total estimated dollar value and percent of planned subcontracting with small businesses (include small disadvantaged and women-owned small businesses): (% of "C")
$ ____________ and ___________%
B. Total estimated dollar value and percent of planned subcontracting with large businesses (all business concerns classified as "other than small"): (% of "C")
C. Total estimated dollar value of all planned subcontracting; i.e., the sum of A and B above:
$ ____________ (100 percent)
D. Total estimated dollar value and percent of planned subcontracting with small disadvantaged businesses: (% of "C")
$ ____________ and ____________%
E. Total estimated dollar value and percent of planned subcontracting with women-owned small businesses: (% of "C")
$ ____________ and ____________%
F. Provide a description of all the products and/or services to be subcontracted under this contract, and indicate the types of businesses supplying them: i.e., OTHER THAN SMALL BUSINESS (OTHER), SMALL BUSINESS (SB), SMALL DISADVANTAGED BUSINESS (SDB), and WOMEN-OWNED SMALL BUSINESS (WOSB):
(Check all that apply)
Subcontracted Product/Service Other SB SDB WOSB
(Attach additional sheets if necessary).
G. A description of the method used to develop the subcontracting goals for small, small disadvantaged, and women-owned small business concerns: i.e., explain the method and state the quantitative basis (in dollars) used to establish the percentage goals; how the areas to be subcontracted to small, small disadvantaged, and women-owned small business concerns were determined; and how the capabilities of small, small disadvantaged, and women-owned small business concerns were determined. Include any source list used in the determination process.
H. Indirect costs have _____ have not _____ been included in the dollar and percentage subcontracting goals stated above. (Check one).
I. If indirect costs have been included, explain the method used to determine the proportionate share of such costs to be allocated as subcontracts to small, small disadvantaged, and women-owned small business concerns.
3. Program Administrator:
Name, title, position within the corporate structure, and duties and responsibilities of the employee who will administer the contractor's subcontracting program.
Name: _______________
Title: _______________
Address:_______________
________
Telephone: ________
Facsimile: ________
Duties: Has general overall responsibility for the contractor's subcontracting program, i.e., developing, preparing, and executing individual subcontracting plans and monitoring performance relative to the requirements of this particular plan. These duties include, but are not limited to, the following activities:
A. Developing and promoting company-wide policy initiatives that demonstrate the company's support for awarding contracts and subcontracts to small, small disadvantaged, and women-owned small business concerns; and assure that small, small disadvantaged, and women-owned small businesses are included on the source lists for solicitations for products and services they are capable of providing;
B. Developing an maintaining bidder's lists of small, small disadvantaged, and women-owned small business concerns from all possible sources;
C. Ensuring periodic rotation of potential subcontractors on bidders' lists;
D. Ensuring that procurement "packages" are designed to permit the maximum possible participation of small, small disadvantaged, and women-owned small businesses;
E. Make arrangements for the utilization of various sources for the identification of small, small disadvantaged, and women-owned small businesses such as the SBA's Procurement Automated Source System (PASS), the National Minority Purchasing Council Vendor Information Service, the Office of Minority Business Data Center in the Department of Commerce, and the facilities of local small business and minority associations, and contact with Federal agencies' Small and Small Disadvantaged Business Utilization Specialists (SADBUS);
F. Overseeing the establishment and maintenance of contract and subcontract award records;
G. Attending or arranging for the attendance of company counselors at Business Opportunity Workshops, Minority Business Enterprise Seminars, Trade Fairs, Procurement Conferences, etc.;
H. Ensure small, small disadvantaged, and women-owned small business concerns are made aware of subcontracting opportunities and how to prepare responsive bids to the company;
I. Conducting or arranging for the conduct of training for purchasing personnel regarding the intent and impact of Section 8(a) of the Small Business Act on purchasing procedures;
J. Monitoring the company's performance and making any adjustments necessary to achieve the subcontract plan goals;
K. Preparing and submitting timely, required subcontract reports;
L. Coordinating the company's activities during the conduct of compliance reviews by Federal agencies;
M. Providing technical assistance; e.g., engineering, quality control, and managerial assistance to small, small disadvantaged, and women-owned small business;
N. For contractors of the Department of Defense, NASA, and the U.S. Coast Guard: Ensuring that Historically Black Colleges and Universities (HBCUs) and Minority Institutions (MIS) shall be afforded maximum practicable opportunity.
O. Other Duties: __
__
__
4. Equitable Opportunity:
Describe efforts the offeror will make to ensure that small, small disadvantaged, and women-owned small business concerns will have an equitable opportunity to compete for subcontracts. These efforts include, but are not limited to, the following activities:
A. Outreach efforts to obtain sources:
1. Contacting minority and small business trade associations;
2. Contacting business development organizations;
3. Attending small and minority business procurement conferences and trade fairs;
4. Requesting sources from the Small Business Administration's PASS; and
5. Utilizing newspaper and magazine ads to encourage new sources.
B. Internal efforts to guide and encourage purchasing personnel:
1. Presenting workshops, seminars, and training programs;
2. Establishing, maintaining, and using small, small disadvantaged, and women-owned small business source lists, guides, and other data for soliciting subcontracts; and
3. Monitoring activities to evaluate compliance with the subcontracting plan.
C. Additional Efforts:
________
________
________
________
5. Flow-Down Clause:
The contractor agrees to include the provisions under FAR 52.219-8, "Utilization of Small, Small Disadvantaged, and Women-Owned Small Business Concerns," in all subcontracts that offer further subcontracting opportunities. All subcontractors, except small business concerns, that receive subcontracts in excess of $500,000 ($1,000,000 for construction) must adopt and comply with a plan required by FAR 52.219-9, "of Small, Small Disadvantaged, and Women-Owned Small Business Subcontracting Plan" (FAR 19.704 (a)(4)).
6. Reporting and Cooperation:
The contractor gives assurance of (1) cooperation in any studies or surveys that may be required; (2) submission of periodic reports which show compliance with the subcontracting plan; (3) submission of Standard Form (SF) 294, "Subcontracting Report for Individual Contracts," and SF-295, "Summary Subcontract Report," in accordance with the instructions on the forms; and (4) ensuring that large business subcontractors with subcontracting plans agree to submit Standard Forms 294 and 295.
Reporting Period Report Due Due Date
Oct 1 - March 31 SF-294 04/30
Apr 1 - Sept 30 SF-294 10/30
Oct 1 - Sept 30 SF-295* 10/30
* Beginning in fiscal year 1996, contractors of the Department of Defense will be required to submit the SF 295 semiannually, except that contractors with Commercial Plans and contractors in the DOD Test Program for Negotiation of Comprehensive Subcontracting Plans may continue to submit the SF-295 annually. All contractors of civilian agencies will be required to submit the SF 295 annually as shown in this chart.
ADDRESSES
(a) SF-294 to be submitted to the cognizant contracting officer or as otherwise specified in the contract; and
(b) SF-295 to be submitted to the Office of Small and Disadvantaged Business Utilization of the procuring agency, or as otherwise specified in the contract, and to the cognizant SBA Commercial Market Representative.
7. Recordkeeping:
The following is a recitation of the types of records the contractor will maintain to demonstrate the procedures adopted to comply with the requirements and goals in the subcontracting plan. These records will include, but not limited to, the following:
A. If the prime contractor is not using PASS as its source for small, small disadvantaged, and women-owned small business concerns, list the names of guides and other data identifying such vendors;
B. Organizations contacted in an attempt to locate small, small disadvantaged, and women-owned small business concerns;
C. On a contract-by-contract basis, records on each subcontract solicitation resulting in an award of more than $100,000 indicating (1) whether small business concerns were solicited, and if not, why not; (2) whether small disadvantaged business concerns were solicited, and if not, why not; (3) whether women-owned small business concerns were solicited, and if not, why not; and (4) if applicable, the reason that the award was not made to a small business concern;
D. Records to support other outreach efforts, e.g., contacts with minority and small business trade associations, attendance at small and minority business procurement conferences and trade fairs;
E. Records to support internal guidance and encouragement provided to buyers through (1) workshops, seminars, training program, incentive awards; and (2) monitoring of activities to evaluate compliance; and
F. On a contract-by-contract basis, records to support subcontract award data including the name, address, and business size of each subcontractor. (This item is not required on a contract-by-contract basis for company or division-wide commercial plans.)
G. Additional Records: ________
________
________
________
This subcontracting plan was submitted by:
Typed Name: ________________
Signature: ___________________
Title: __
Date Prepared:
____________________
Phone No.: __________________
Fax No.: ____________________
Approval:
Agency:
Typed Name: _________________
Signature:
______
Title: __
Date Approved: _______________
Phone No.: ___________________
Fax No.:
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