Department of Veteran Affairs National Acquisition Center

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Department of Veteran Affairs National
Acquisition Center

• Small Business Subcontracting Plans and Reports

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Small Business Subcontracting Plans

• Public Law 95-507, The Small Business Act
• it is the policy of the Government to provide
  maximum practicable opportunities in its
  acquisitions to small businesses, small
  disadvantaged businesses, women-owned businesses,
  HubZone businesses, and veteran-owned businesses.

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Small Business Subcontracting Plans

• Application
• Large Business
• Estimated Contract Value is 550,000 or greater
• Applies to all procurements that include Clause
  52.219-9, Small Business Subcontracting Plan

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Small Business Subcontracting Plans

• Plan Types
• Commercial includes purchases of all commercial
  products and services. Annual plans are required
  for the period of the vendors fiscal year.
• Divisional
• Company-wide
• Individual includes only purchases of products
  and services needed to maintain VA contract.
  Effective for life of contract.
• Premise of presentation will be implementation of
  commercial type plan.

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Small Business Subcontracting Plans

• Recent Changes
• Reports are due on October 30th of each year
• Report based on Governments Fiscal Year
• 52.219-9 Small Business Subcontracting Plan (APR
  2008)
• Alaska Native Corporation (ANC) and Indian Tribes
• SDB Federal Register Notice 9/23/08 and 10/3/08

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Small Business Subcontracting Plans

• Categories and suggested VA Goals
• Small 28.7
• Veteran-Owned 10
• Service-disabled 7
• Disadvantaged 5
• HubZone 3
• Women-Owned 5

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Small Business Subcontracting Plans

• Major Features
• Plan periods will coincide with vendors fiscal
  year
• Coordinate with current plan period (i.e. less
  than one year plan or more than one year to
  ensure follow-on coincides with vendors fiscal
  year)
• Achievement reports for commercial plans due
  October 30 of each year.
• The reporting will be based on Governments
  Fiscal Year.
• e-SRS (electronic subcontracting reporting
  system)
• www.esrs.gov

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Completing the Subcontracting Plan Form

• Page 1 Contractors Information
• Subcontracting plan period
• Date submission date, if revision(s) submitted,
  need to update this date
• Contractor name
• Subsidiaries included
• Contractor corporate address
• Item/Service identify product or service
  category (i.e. pharmaceuticals, med/surg)

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Completing the Subcontracting Plan Form

• Page 1 Percentages
• Small business concerns of total planned
  subcontracting dollars that will be targeted for
  small business
• Veteran-owned small business concerns of
  total planned subcontracting dollars that will be
  targeted for veteran-owned business
• Service-disabled veteran-owned small business
  concerns of total planned subcontracting
  dollars that will be targeted for
  service-disabled veteran-owned business
• Small disadvantaged business (SDB) concerns
  of total planned subcontracting dollars that will
  be targeted for small disadvantaged business
• Small women-owned business concerns of total
  planned subcontracting dollars that will be
  targeted for small women-owned business
• HUBZone small business concerns of total
  planned subcontracting dollars that will be
  targeted for HubZone business

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Completing the Subcontracting Plan Form

• Page 1-2 Plan Type
• Individual identify associated contract or
  solicitation number
• Commercial Division-wide - of total annual
  sales represents proposed subcontracting spend
  against divisions total annual sales
• Commercial Company-wide - of total annual sales
  represents proposed subcontracting spend
  against companys total annual sales

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Completing the Subcontracting Plan Form

• Page 2 Associated Dollars
• Total dollars planned for Small business concerns
• Total dollars planned for Veteran-owned small
  business concerns
• Total dollars planned for Service-disabled
  veteran-owned small business concerns
• Total dollars planned for Disadvantaged small
  business concerns
• Total dollars planned for Women-owned small
  business concerns
• Total dollars planned for HUBZone small business
  concerns
• Total dollars planned must correspond to the
  percentage goals

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Completing the Subcontracting Plan Form

• Page 2 Principal Products/Services
• (3) List proposed dollars attributed to each
  product/service category on the chart (if using
  fillable form, this will populate last page)

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Completing the Subcontracting Plan Form

• Page 3 General Information
• (4) Describe method(s) used to develop goals
• (5) Describe method(s) used to identify potential
  sources (See FAR 52.219-9(d)(5) for examples)
• (6) Describe how indirect and overhead costs were
  used this is N/A for commercial plans

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Completing the Subcontracting Plan Form

• Page 4 General Information
• (7) Identify plan administrator and provide
  contact information
• Identify plan administrators duties related to
  the management of the plan
• (8) Describe efforts to be taken to ensure
  equitable opportunity for various small business
  to compete for subcontracts

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Completing the Subcontracting Plan Form

• Page 6 Plan Period and Signatures
• Identify plan period this should coincide with
  vendors fiscal year and previously approved plan
• Signature, title of signatory, and date

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Completing the Subcontracting Plan Form

• Page 7 Prior Year Information Proposed Goals
• Prior Year/Contract Goals Identify your
  previous plans goals (this information should
  match your previously approved plan)
• Prior Year/Contract Achievements Identify your
  actual accomplishments under your previous plan
• (this information should match your e-SRS
  report)
• Goals Projected for Current Year/Contract
  reiterate information from pages 1 and 2 of your
  proposal
• If you do not have achievements for full period,
  use estimate and explain methodology, as well as
  identify timeframe provided.

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Small Business Subcontracting Plans

• Explanation of Challenges (attachment or cover
  letter)
• Information that can enhance your plan to explain
  conditions affecting your proposal
• If growth from previous plan is not projected
  (compare against achievements)
• If experience change to business model affects
  opportunities
• If goals are affected by controls from within the
  industry and/or company
• FDA regulatory issues
• ISO requirements
• Market limitations
• Business process requirements

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Small Business Subcontracting Plans
NAC receives submitted plan
NAC reviews plan
No
Plan acceptable for submission to SBA
Request revisions from vendor
Yes
NAC submits plan to SBA rep
Request revisions from vendor
No
Recommended for approval
Modify contract, include with award
Yes
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Small Business Subcontracting Plans

• Timelines
• 45-60 days prior to expiration of plan, follow-on
  plan should be submitted for review and approval
• pro-rate if needed
• Coordination with SBA
• Plan must be approved prior to finalizing
  contract award or contract extension

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Small Business Subcontracting Plans

• E-SRS (electronic Subcontract reporting System)
• www.esrs.gov
• Reports due October 30th of each year
• Report based on Governments Fiscal Year.
• Submit as Prime Contractor
• Contract office must accept/reject
• attributable to agency should never be 100
• Select 3600, Veteran Affairs
• NAICs as listed on contract
• SBA on-line training

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Small Business Subcontracting Plans

• Point of Contact
• Contracting Officer
• Subcontracting plan team
• FSS Helpdesk 708-786-7737 or helpdesk.ammhinfss_at_
  va.gov
• National Contract Service
• Pharmaceuticals, Teresa Hussain, 708-786-5852
• Other Branches Assigned Contracting Officer,
• 708-786-5150

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Small Business Subcontracting Plans

• Thank You