# Presentation: 209556

## Office of Small & Disadvantaged Business Utilization

**Janice Buffler**
- Director

**October 2004**

- Expand Your Horizons.....

***think ***_***small***_***!!!***

## Multi-Tier

***Multi-Tier***
***Subcontracting***
***Database***

## What We Did.........

Developed an online database into which PenRen/C Large Business (LB) prime contractors and their LB subcontractors (subs) at all lower tiers, with contracts in excess of $500K for services ($1M for construction), enter their subcontracting activity data (including both direct and indirect activity) on a regular recurring basis (usually monthly)

- Developed an online database into which PenRen/C Large Business (LB) prime contractors and their LB subcontractors (subs) at all lower tiers, with contracts in excess of $500K for services ($1M for construction), enter their subcontracting activity data (including both direct and indirect activity) on a regular recurring basis (usually monthly)

## How We Did It.........
Compliance requirement (FAR Clause 52.219-9, Small Business Subcontracting Plan)
Paragraph (d) 9:  Include “Best Effort” FAR Clause 52.219-8, Utilization of Small Business, in all subcontracts 
Paragraph (d) 10:  Cooperate in studies/surveys; submit periodic reports; submit Standard Form 294, Subcontracting Report for Individual Contracts (SF 294), and Standard Form 295, Summary Subcontract Report (SF 295), every six months; ensure that subcontractors agree to submit SF 294’s and SF 295’s semiannually
PenRen/C Award Fee Plan includes Socioeconomic Programs Compliance Evaluation Factor to assess prime’s quarterly performance

- Compliance requirement (FAR Clause 52.219-9, Small Business Subcontracting Plan)
- Paragraph (d) 9:  Include “Best Effort” FAR Clause 52.219-8, Utilization of Small Business, in all subcontracts
- Paragraph (d) 10:  Cooperate in studies/surveys; submit periodic reports; submit Standard Form 294, Subcontracting Report for Individual Contracts (SF 294), and Standard Form 295, Summary Subcontract Report (SF 295), every six months; ensure that subcontractors agree to submit SF 294’s and SF 295’s semiannually
- PenRen/C Award Fee Plan includes Socioeconomic Programs Compliance Evaluation Factor to assess prime’s quarterly performance

## How We Did It.......(continued)

“Sold” LB primes and subs on subcontracting database tool..........“What’s in it for me?”

Database automatically calculates dollars and percentages that LB’s post to their SF 294/295’s or, in the near future, into the Electronic Subcontract Reporting System (eSRS)

LB’s not meeting the reporting dollar threshold can enter their subcontracting data to show “good faith effort” in utilizing small business concerns

Participants gain better understanding of subcontracting data and take more active role in accomplishing subcontracting goals.  Can use data for own company briefings

- “Sold” LB primes and subs on subcontracting database tool..........“What’s in it for me?”
- Database automatically calculates dollars and percentages that LB’s post to their SF 294/295’s or, in the near future, into the Electronic Subcontract Reporting System (eSRS)
- LB’s not meeting the reporting dollar threshold can enter their subcontracting data to show “good faith effort” in utilizing small business concerns
- Participants gain better understanding of subcontracting data and take more active role in accomplishing subcontracting goals.  Can use data for own company briefings

## Why We Did It........

Required to “follow the subcontracting dollars” - - collect and submit SF 295’s from LB primes and their LB subs which meet reporting threshold

Needed to provide quick, accurate, complete, and consistent responses to Congressional inquiries regarding expenditure of funds designated for repair of Pentagon after 9/11

Spreadsheets unsuitable for managing subcontracting data beyond the first tier

Placing subcontracting database on the internet made good sense (easy accessibility to all participants)

- Required to “follow the subcontracting dollars” - - collect and submit SF 295’s from LB primes and their LB subs which meet reporting threshold
- Needed to provide quick, accurate, complete, and consistent responses to Congressional inquiries regarding expenditure of funds designated for repair of Pentagon after 9/11
- Spreadsheets unsuitable for managing subcontracting data beyond the first tier
- Placing subcontracting database on the internet made good sense (easy accessibility to all participants)

## Why We Did It........ (continued)

Standardizing eliminates misunderstandings and misinformation

Needed efficient capability to report program-wide subcontracting activity in monthly briefings to Program Manager

Wanted to “follow the subcontracting dollars” beyond the first tier
Subcontracting program became an initiative in PenRen/C’s Small Business Plan

- Standardizing eliminates misunderstandings and misinformation
- Needed efficient capability to report program-wide subcontracting activity in monthly briefings to Program Manager
- Wanted to “follow the subcontracting dollars” beyond the first tier
- Subcontracting program became an initiative in PenRen/C’s Small Business Plan

## When We Did It.........

Began online database development in Nov 2002

Conducted training March – August 2003

Database went "live" in Jun 2003

https://secureweb.hqda.pentagon.mil/penren/SBReport

- Began online database development in Nov 2002
- Conducted training March – August 2003
- Database went "live" in Jun 2003
- https://secureweb.hqda.pentagon.mil/penren/SBReport

## How Is It Working?.........

Beyond Expectations!!

Provides full and immediate feedback/status of subcontracting activity to all users at all tiers;  ANY LB contractor at ANY tier level can instantly see how ALL "subordinate" contractors at ALL lower tiers are performing in subcontracting to ALL socioeconomic categories (percentages only)

LB primes, subs, and others can search database by capabilities and/or socioeconomic category(ies) to identify small businesses for potential opportunities under other projects on our program (similar to search capability in Dynamic Small Business Search located on CCR website)

Provides subcontracting data by Congressional District

Continuing to improve database

Can add reports or customize data as needed by users

- Beyond Expectations!!
- Provides full and immediate feedback/status of subcontracting activity to all users at all tiers;  ANY LB contractor at ANY tier level can instantly see how ALL "subordinate" contractors at ALL lower tiers are performing in subcontracting to ALL socioeconomic categories (percentages only)
- LB primes, subs, and others can search database by capabilities and/or socioeconomic category(ies) to identify small businesses for potential opportunities under other projects on our program (similar to search capability in Dynamic Small Business Search located on CCR website)
- Provides subcontracting data by Congressional District
- Continuing to improve database
- Can add reports or customize data as needed by users

## Follow the Dollar$...........ANYWHERE!

**Prime**

**1****st**** Tier**

**2****nd**** Tier**

**3****rd**** Tier**

_**Contract 1**_

_**Contract 2**_

_**Contracting Level**_

*Follow the Dollar$...........ANYWHERE!*

**Company****D**

**Company****C**

**Company****B**

**Company****C**

**Company****D**

- Same Company

**Company****B**

- Same Company

- Same Company

**Database is capable of tracking companies working on infinite number of contracts and an infinite number of tiers on any of those contracts**

**Notes:**
Depicts database's capability to track & report subcontracting activity, even if a single company is involved in multiple prime contracts and is at different tier levels under those prime contracts

## How Does It Work?..........

Reporting LB requests access online by supplying information about its contract (prime or sub, company name, tier level, contract value, type of subcontracting plan, planned subcontracting dollars, socioeconomic percentage goals, etc.)

Reporting LB completes a profile on their subcontractors (both large and small) which includes socioeconomic category(ies) (LB, SB, SDB, WOSB, HUB, VOSB, SD-VOSB)

Reporting LB enters dollar amounts to each subcontractor

Typically on a monthly basis, but other intervals are allowed

Some report subcontracting dollars by invoice amounts and some report
    by contract award/value amounts -- consistency is the key

- Reporting LB requests access online by supplying information about its contract (prime or sub, company name, tier level, contract value, type of subcontracting plan, planned subcontracting dollars, socioeconomic percentage goals, etc.)
- Reporting LB completes a profile on their subcontractors (both large and small) which includes socioeconomic category(ies) (LB, SB, SDB, WOSB, HUB, VOSB, SD-VOSB)
- Reporting LB enters dollar amounts to each subcontractor
- Typically on a monthly basis, but other intervals are allowed
- Some report subcontracting dollars by invoice amounts and some report
-     by contract award/value amounts -- consistency is the key

## Reports Generated From The Database

Dollars and percentage figures entered on SF 294’s or eSRS

Dollars and percentage figures entered on SF 295’s or eSRS

Multi-tier reports 

LB can view socioeconomic percentage actuals for all lower tier reporting LB’s down through an infinite number of subcontracting tier levels

Summary report showing subcontracting activity at each tier and total for specific contract 

- Dollars and percentage figures entered on SF 294’s or eSRS
- Dollars and percentage figures entered on SF 295’s or eSRS
- Multi-tier reports
- LB can view socioeconomic percentage actuals for all lower tier reporting LB’s down through an infinite number of subcontracting tier levels
- Summary report showing subcontracting activity at each tier and total for specific contract

## Subcontracting Report For Individual Contracts(SF 294 Report)

- SF 294 Example & Instructions
***Contract: ZZZ947-02-C-002 (Test Prime Contract 2)***
***Generated on Sep 7, 2004***

## Slide 14

## Summary Subcontract Report(SF 295 Report)

- SF 295 Example & Instructions
***Generated on Sep 7, 2004***

## Slide 16

## Prime Contractor

**Prime Contractor**

**LB's at****Tier 1**

**LB's at****Tier 2**

## Multi-Tier Report 

**Company: Company D**
**Contract: ZZZ947-02-C-002 (Test Prime Contract 2)**
**Cutoff Date: 9/7/2004 **

**  **

## Contact Information

Janice Buffler
703-614-3324
BufflerJL@army.pentagon.mil

Rick Rhoadarmer
703-614-1877
RhoadarmerR@army.pentagon.mil

http://renovation.pentagon.mil/smalldisadvbus.htm

100 Boundary Channel Drive
     Arlington VA 22202

**Janice Buffler**
- 703-614-3324
- BufflerJL@army.pentagon.mil
**Rick Rhoadarmer**
- 703-614-1877
- RhoadarmerR@army.pentagon.mil
- http://renovation.pentagon.mil/smalldisadvbus.htm
- 100 Boundary Channel Drive
-      Arlington VA 22202

## THANK-YOU