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Internal Sub-Contract Plan Administration

 

The Program Administrator shall have general overall responsibility for the Contractors 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:

 

A: 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.

 

B: 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 products and services they are capable of providing.

 

C: 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.

 

D: 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.

 

E: Ensuring that the subcontract bid proposal review board documents its reasons for not selecting any low bids submitted by small, hubzone small, small disadvantaged, women-owned small, veteran-owned small, and service-disabled veteran-owned small businesses.

 

F: Overseeing the establishment and maintenance of contact and subcontract award records.

 

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

 

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

 

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

 

J: Preparing and submitting timely reports.

 

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

 

 

      Establish internal activities to guide and encourage purchasing personnel including:  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.

 

 

      REPORTING AND COOPERATION:  (1) Cooperate in any studies or surveys as may be required; (2) submit

      periodic reports which show compliance with the subcontracting plan;  (3) submit SF 294 and SF 295 in

      accordance with the instructions on the forms; and (4) ensure that subcontractors agree to submit SF 294 and

      SF 295.

 

       RECORDKEEPINGThe Contractor will maintain at least the following types of records to demonstrate

      procedures adopted to comply with the requirements and goals in the subcontracting plan.  Such records

      may include, but are not limited to:

 

A:  On a contract-by-contract basis, all subcontract solicitations over $100,000, 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.

 

B:  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.

 

C:  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 for company or division wide commercial product plans).

 

D: Other records to support your compliance with the subcontracting plan:

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