CAMP IPPS August 21, 2018
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1 CAMP IPPS 2018 August 21, 2018
2 CAMP BUYING: FEDERAL SMALL BUSINESS SUBCONTRACTING PLAN EXCELLENCE Ropes Course to Help You, Help UC San Diego, Compliance and your Local Community Presented by Anthony Singleton
3 WELCOME CAMPERS A few things to remember West Ballroom Stop by the ballroom to ask us questions after the class! Meet Connexxus travel vendors in honor of the Connexxus 10 th anniversary Raffle prize options are located throughout the ballroom. Place your raffle ticket in the box next to the prize that catches your eye!
4 OUR MISSION To increase procurement opportunities for underutilized small business that contribute to the growth and expansion of our strategic initiatives, programs and local communities.
5 WHY ARE SMALL FIRMS IMPORTANT Small businesses are the engine for economic growth in America Provide jobs, innovation and competition Government policy provides maximum practicable prime and subcontracting opportunities to small firms Makes solid economic sense to help small firms get their fair share of federal contract dollars Catalyst for economic growth
6 HISTORY OF SB CONTRACTING 1953 Small Business Act July 30 - aid, counsel, assist and protect 1958 Small Business Investments Act P.L voluntary subcontracting plan requirement for prime contractors Years later, P.L mandatory subcontracting plans 1993 UC San Diego s Small Business Office is Established
7 KEY FEDERAL ACQUISITION REGULATIONS Small Business Subcontracting Program Small Business Subcontracting Plan Utilization of Small Business Concerns Liquidated Damages Failure to make a good faith effort to comply with the subcontracting plan, as used in this clause, means a willful or intentional failure to perform in accordance with the requirements of the subcontracting plan approved under the clause in this contract entitled Small Business Subcontracting Plan, or willful or intentional action to frustrate the plan. The amount of probable damages attributable to the Contractor s failure to comply shall be an amount equal to the actual dollar amount by which the Contractor failed to achieve each subcontract goal.
8 WHEN DO I ENGAGE SBDO
9 WHAT IS A SUBCONTRACTING PLAN Formal plan negotiated by a successful Contractor Distinct goals for all small business categories Specific dollars and percentages
10 WHEN ARE PLANS REQUIRED Contracts > $700K ($1.5M construction) AND subcontract opportunities exist Modifications > $700K ($1.5M construction) with new work AND subcontract opportunities exist Multi-year contracts/contracts with options Required at proposal submission Based on total dollars available for subcontracting
11 CONTRACTS TYPES A prime contract with the agency, requiring that a Small Business Subcontracting Plan be submitted to the agency OR A subcontract from another institution or company that has been awarded a prime contract - that prime contractor is also federally mandated to obtain a Small Business Subcontracting Plan from UC San Diego
12 TYPES OF SUBCONTRACTING PLANS Small Business Individual Master Commercial Comprehensive 1 contract 1 plan Goals support planned subcontracting for 1 contract Covers entire contract period (including options) Contains mandatory elements Submit Subcontracting Reports Semiannually ISR* or SF294 (If applicable SSR** * Individual Subcontracting Report (electronic version) ** Summary Subcontracting Report (electronic version) Boilerplate info contains same elements as individual plan minus goals Goals negotiated for each applicable contract Effective for 3 years after approval of Contracting Officer May be developed on a Plant / Division basis Subcontracting Reports required when goals negotiated for each applicable contract (same as for Individual plan) Preferred for contractors furnishing commercial items Applies to entire production of commercial items sold by either entire company or a portion thereof (Division, plant or product line) Based on contractor s FY Annual plan (applies to all government contracts in effect during that period) Contains mandatory elements Submit SR Annually DoD Test Program for Negotiation of Comprehensive SB Subcontracting Plans Similar to a commercial plan May be on a Plant / Division / Corporate basis Annual plan (applies to DoD contracts in effect during period) ONLY DCMA is delegated authority to negotiate plan & perform surveillance review functions (with input from MILDEPS / Defense Agencies) Submit SSR (semiannually)
13 SUBCONTRACTING PLAN CATEGORIES Equipment (over $5,000) Supplies Travel (Airfare only) Other Services Consultants
14 MANDATORY SUBCONTRACTING PLAN ELEMENTS Goals (% based on total planned subcontracting $ for each SB category) Description of principal types of supplies/services to be subcontracted Description of method used to identify potential SB sources Name of individual administering subcontracting program, description of duties, and location within organizational hierarchy Description of efforts to ensure SB has an equitable opportunity to compete for subcontracts Reporting Individual Subcontracting Report (ISR) Summary Subcontracting Report (SSR ) Record-keeping: description / procedures / process Flow down clauses & reporting requirements
15 BUSINESS TYPES Small Business Concerns (SB) Women-Owned Small Businesses (WOSB) Small Disadvantaged Businesses (SDB) Veteran-Owned Small Businesses (VOSB) Service Disabled Veteran-Owned Small Businesses (SDVOSB) HUB Zone businesses (HUBZone SB) Historically Black Colleges and Universities/Minority Institutions (HBCU/MI required only for DoD, NASA, and Cost Guard contracts) Alaska Native Corporations (ANCs) and Indian Tribes that have not been certified by the Small Business Administration as small disadvantaged businesses Alaska Native Corporations (ANCs) and Indian Tribes that are not small businesses
16 SMALL BUSINESS RESOURCES Sam.gov caleprocure.ca.gov Our Supplier Diversity Expo Supplier.io Certified supplier search database - 3 rd Party Tool Call 4-SBDO or sbdo@ucsd.edu Professional Procurement Managers
17 KEY DEFINITIONS Concern: Any business entity organized for profit. Industry: means all concerns primarily engaged in similar lines of activity as listed and described in the North American Classification System (NAICS) Example. Fair Market Price: means a price based on reasonable costs under normal competitive conditions and not on lowest possible cost.
18 TARGET GOALS Ensures small businesses get their fair share of work with the federal government 23% of prime contracts for small businesses; 3/5% of prime and subcontracts for women-owned small businesses; 3/5% of prime contracts and subcontracts for Small Disadvantaged Businesses; 3/5% of prime contracts and subcontracts for HUB Zone small businesses; 3/5% of prime and subcontracts for service-disabled veteran-owned small businesses.
19 WHAT THE PI PROVIDES Provide SBDO the Agency Proposal and Statement of Work Final Budget including the breakout of line items Completed Subcontract Outsourcing Opportunities Plan (SOOP) Send all required documents to Note: A minimum of 14 business days from submission of the "Subcontract Outsourcing Opportunities Plan" is required, to develop a draft plan. Additional time may be required based on the needs of the project.
20 WHAT WE PROVIDE YOU PI Agreement - Explains the responsibilities of the PI to monitor progress toward goals Draft Subcontracting Plan for review and approval Supplement A: Small Business Goals and Percentages Source Guide: Directory of potential small business suppliers
21 REQUESTOR ACTIONS Review Draft Plan of potential opportunities and goals Contact all suppliers listed on Source Guide Ensure Principal Investigator signs the original PI Agreement and return to SBDO and mail code 0914 SBDO manager executes the final subcontracting plan documents
22 THINGS TO AVOID Avoid Express Card Use For after hours emergency use only Employee-vendor Relationships: Number Bus-43 Materiel Mgmt. Part 7 Conflict Of Interest In Purchasing Last minutes request: Minimum of 14 business days to develop a plan Intentional failure to comply with the subcontracting plan Avoid the EXTRA! EXTRA!
23 PATH TO SUCCESS Notify when contract is awarded Engage Office when: Modifications are issued Contract extensions Small/Diverse Business Performance Issues Contract ends PI progress remarks Maintain documentation Contact SBDO if you are unsure of anything
24 NO PLAN REQUIRED Total Contract Value Less than $699,999
25 SMALL BUSINESS DEVELOPMENT Contact Information SBDO (7236) blink.ucsd.edu/buy-pay/supplier/small-business ipps.ucsd.edu/sbdo
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