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rying out an effective small business subcontracting program, (2) any specifically noted deficiencies in their small business subcontracting programs, and (3) any areas of outstanding achievement where they may have exceeded contractual requirements. Any evaluation and remarks to the contractor, including areas of suggested improvement and areas where the contractor has exceeded contractual requirements, must be documented. 129 F.R. 10104, July 24, 1964, as amended at 36 F.R. 3117, Feb. 18, 1971) & 1-1.710-2 Small business subcontract.
ing program. The Government's small business subcontracting program requires Government prime contractors to assume an afirmative obligation with respect to subcontracting with small business concerns. In contracts which range from $5,000 to $500,000, the contractor undertakes the obligation of accomplishing the maximum amount of small business subcontracting which is consistent with the efficient performance of the contract This undertaking is set forth in the contract clause prescribed in § 1-1.710-3(a). In contracts which may exceed $500,000, the contractor is required, pursuant to the clause set forth in § 1-1.710-3(b), to undertake a number of specific responsibilities designed to assure that small business concerns are considered fairly in the subcontracting role and to impose similar responsibilities on major subcontractors. (The liaison officer required by the latter clause may also serve as liaison officer for labor surplus area matters.) § 1-1.710–3 Required clauses.
(a) The Utilization of Small Business Concerns clause, set forth in this § 1-1.710-3, shall be included in all contracts in amounts which may exceed $5,000 except (1) contracts which, including all subcontracts thereunder, are to be performed entirely outside the United States, its possessions, and Puerto Rico, and (2) contracts for services which are personal in nature: UTILIZATION OF SMALL BUSINESS CONCERNS
(a) It is the policy of the Government as declared by the Congress that a fair proportion of the purchases and contracts for supplies and services for the Government be placed with small business concerns.
(b) The Contractor agrees to accomplish the maximum amount of subcontracting to
small business concerns that the Contractor finds to be consistent with the efficient performance of this contract.
(End of Clause) (b) The Small Business SubcontractIng Program clause, set forth in this § 1-1.710–3, shall be included in all contracts which may exceed $500,000, which contain the clause required by § 1-1.710-3 (a) and which, in the opinion of the procuring activity, offer substantial subcontracting possibilities. Furthermore, prime contractors who are to be awarded contracts which may not exceed $500,000, but which, in the opinion of the procuring activity, offer substantial subcontracting possibilities, shall be urged to
se. SMALL BUSINESS SUBCONTRACTING PROGRAM
(a) The Contractor agrees to establish and conduct a small business subcontracting program which will enable small business concerns to be considered fairly as subcon. tractors and suppliers under this contract. In this connection, the Contractor shall
(1) Designate a liaison officer who will (1) maintain liaison with the Government on small business matters, (11) supervise compliance with the Utilization of Small Business Concerns clause, and (111) administer the Contractor's "Small Business Subcontracting Program."
(2) Provide adequate and timely consideration of the potentialities of small business concerns in all "make-or-buy" decisions.
(3) Assure that small business concerns will have an equitable opportunity to compete for subcontracts, particularly by arranging solicitations, time for the preparation of bids, quantities, specifications, and delivery schedules 80 as to facilitate the participation of small business concerns. Where the Contractor's lists of potential small business subcontractors are excessively long, reasonable effort shall be made to give all such small business concerns an opportunity to compete over a period of time.
(4) Maintain records showing (1) whether each prospective subcontractor is a small business concern, (11) procedures which have been adopted to comply with the policies set forth in this clause, and (111) with respect to the letting of any subcontract (including purchase orders) exceeding $10,000, information substantially as follows:
(A) Whether the award went to large or small business.
(B) Whether less than three or more than two small business firms were solicited.
(C) The reason for nonsolicitation of small business if such was the case.
(D) The reason for small business failure to receive the award if such was the case when small business was solicited.
The records maintained in accordance with (111) above may be in such form as the Contractor may determine, and the information shall be summarized quarterly and submitted by the purchasing department of each individual plant or division to the Contractor's cognizant small business liaison officer. Such quarterly summaries will be considered to be management records only and need not be submitted routinely to the Government; however, records maintained pursuant to this clause will be kept available for review by the Government until the expiration of 1 year after the award of this contract, or for such longer period as may be required by any other clause of this contract or by applicable law or regulation.
(5) Notify the contracting Oficer beforo soliciting bids or quotations on any subcontract (including purchase orders) in excess of $10,000 11 (1) no small business concern is to be solicited, and (11) the Con. tracting Oficer's consent to the subcontract (or ratification) is required by & "Subcontracts" clause in this contract. Such notice will state the Contractor's reasons for nonsolicitation of small business concerns, and will be given as early in the procurement cycle as possible 60 that the Contracting Oncer may give SBA timely notice to permit SBA & reasonable period to suggest potentially qualined small business concerns through the Contracting Officer. In no case will the procurement action be held up when to do so would, in the Contractor's judgment, delay performance under the contract.
(6) Include the Utilization of Small Business Concerns clause in subcontracts which offer substantial small business subcontracting opportunities.
(7) Cooperate with the Contracting Oficer in any studies and surveys of the Contractor's subcontracting procedures and practices that the Contracting Oficer may from time to time conduct.
(8) Submit quarterly reports of subcontracting to small business concerns on either Optional Form 61, Small Business Subcontracting Program Quarterly Report of Participating Large Company on Subcontract Commitments to Small Business Concerns, or such other form as may be specified in the contract. Except as otherwise provided in this contract, the reporting requirements of this subparagraph (8) do not apply to small business contractors, small business subcontractors, educational and nonprofit institutions, and contractors or subcontractors for standard commercial items.
(b) A "small business concern" is a con. cern that meets the pertinent criteria established by the Small Business Administration and set forth in § 1-1.701 of the Federal Procurement Regulations.
(c) The Contractor agrees that, in the event be fails to comply with his contractual obligations concerning the small business subcontracting program, this contract may be terminated, in whole or in part, for default.
(d) The Contractor further agrees to insert, in any subcontract hereunder which may exceed $500,000 and which contains Utilization of Small Business Concerns clause, provisions which shall conform substantially to the language of this clause, including this paragraph (d), and to notify the Contracting Officer of the names of such subcontractors.
(End of Clause) 129 F.R. 10104, July 24, 1964, as amended at 33 F.R. 17293, Nov. 22, 1968; 34 F.R. 17953, Nov. 6, 1969) § 1-1.710-4 Review of subcontracting
program. (a) Contractor's program. The procuring agency concerned shall be responsible for conducting periodic reviews to determine the adequacy of the contractor's “Small Business Subcontracting Program." The reviews shall be made in accordance with paragraph (c) of this section, and the procuring agency should make arrangements concerning participation by representatives of SBA, as appropriate.
(b) Subcontractor's program. Promptly upon notification by the contractor of the placement of a subcontract requiring the subcontractor to establish such a program in accordance with § 1-1.7103(b), the contracting officer shall either assume responsibility for review of the subcontractor's program or request that the review be made by an appropriate official or organization, in accordance with whatever policy may be adopted by the procuring agency.
(c) Procedure for conducting review. The following factors shall be considered in the periodic review to determine the adequacy of the contractor's (including subcontractor's) "Small Business Subcontracting Program":
(1) The extent to which the contractor pursues an energetic program to locate additional small business subcontract sources, including utilization of the services of the contract administration office, SBA, and appropriate media such as the Commerce Business Daily;
(2) The contractor's efforts to place with small business concerns development type work likely to result in later production opportunities;
(3) The contractor's policy and practices in providing financial, engineering, technical, or managerial assistance to small business subcontractors;
(4) The contractor's efforts to break out components of large systems in order to promote broader competition and
greater opportunities for small business subcontractors;
(5) The extent to which top management supports the program by issuing oral and written policy statements and holding periodic training and discussion meetings for personnel;
(6) The extent of contractor's participation in procurement conferences, vendor open house days, and similar meetings designed to provide an “open door" to small companies seeking subcontract work;
(7) The adequacy of justification included in procurement files for decisions not to solicit small business on individual procurements;
(8) The extent to which the contractor considers small business interests in make-or-buy decisions;
(9) The extent to which the contractor has taken corrective action to remedy deficiencies in his program which were previously called to his attention;
(10) The accuracy of the contractor's records indicating the size status of subcontractors; and
(11) Any unusual efforts to promote the program whether or not they exceed contractual requirements.
(d) Report of review. A written report of each review shall be prepared indicating the extent of compliance with all contractual provisions pertaining to the assistance of small business. The specific areas of deficiency or superior performance of the contractor (or subcontractor), as appropriate, shall be documented. A summary of the findings and recommendations normally should be sent to the contractor's corporate office (or to the contractor's plant, if a plant was involved). Any deficiencies of the contractor's (or subcontractor's) program shall be brought to the attention of the contractor's designated liaison officer with a request for corrective action. In addition to the distribution outlined above, written reports of reviews shall be maintained in the contract administration of fice. These reports shall be made available to SBA, small business specialists, other contracting officers, and to other procuring agencies, upon request.
(e) Subcontracting records. Subcontracting records maintained by Government offices shall be made available for review by SBA upon request.
(f) SBA recommendations. On the basis of the foregoing records and the periodic reviews of the adequacy of the contractor's "Small Business Subcon.
tracting Program," SBA may make recommendations to the procuring agency regarding methods for increasing small business participation in the contractor's subcontract awards. SBA and the procuring agency will freely interchange, at the operating level, information resulting from the reviews.
(g) Use of periodic reviews by other procuring agencies. Where a procuring agency has made a periodic review of a contractor's "Small Business Subcontracting Program" within the preceding 12 months, that review may be used by another procuring agency in lieu of making a new and separate review of the same contractor's program. 136 F.R. 3118, Feb. 18, 1971) § 1-1.711 Federal Supply Schedule con
tracts. Where orders are placed under Federal Supply Schedule contracts and one or more of the contractors for an item on a given schedule are small business concerns, the orders shall be placed in accordance with the policies and procedures set forth in & 101-26.408 4(b) of the Federal Property Management Regulations. 132 F.R. 6568, Apr. 28, 1967) & l-1.712 Small business participation
in research and development procure.
ment actions. 135 F.R. 4260, Mar. 7. 1970) S1-1.712- Publicizing research ar:::
development procurement actions to
attract small business. To the fullest extent practicable, agencies shall publicize proposed research and development procurement contracts through use of the Commerce Business Daily (see § 1-1.1003) sufficiently in advance to allow participation of appropriate small business concerns in such procurements. Agencies shall also consider use of other suitable methods of publicizing research and development requirements to attract small business participation in addition to the use of the Commerce Business Daily. (35 FR 4260, Mar. 7, 1970) § 1-1.712-2 Expansion of small busi.
ness sources for research and devel.
opment procurement. Agencies shall continually search for and develop information as to small business concerns which are competent to perform research and development. The search shall include (a) a review of
relevant data or brochures furnished by small business sources seeking research and development work and (b) a cooperative effort by technical personnel, small business specialists, and contracting oficers to obtain information and recommendations with respect to such potential sources. (35 F.R. 4260, Mar. 7, 1970) § 1-1.712-3 Selection of small business
sources for research and development
procurement. (a) Policy. Agencies shall exercise all reasonable efforts to increase the number of qualified small business sources to perform research and development contracts and shall encourage the participation of small business sources, as well as other sources, in such procurement actions.
(b) Procedures-(1) Development and use of information on small business sources. Contracting officers, technical personnel, and small business specialists shall cooperatively seek and develop information on the technical competence of small business concerns for research and development contracts. Small business specialists shall regularly bring to the attention of contracting officers and technical personnel descriptive data, brochures, and other information as to small business concerns that are apparently competent to perform research and development work in fields in which the purchasing activity is interested.
(2) Cooperation with SBA in source selection. To cooperate with the Small Business Administration (SBA) in carrying out its responsibility of assisting small business concerns to obtain contracts for research and development, contracting officers, technical personnel, and small business specialists shall provide to authorized SBA representatives Information necessary to understand the agency's needs concerning research and development programs under consideration for specific future procurement actions. Normally, this information shall be provided to SBA representatives assigned to a purchasing activity, as early as practicable, and shall cover the agency's requirements for each proposed research and development procurement involving the solicitation of proposals exceeding $10,000. To the maximum extent feasible, SBA shall be afforded a minimum of 15 workdays to provide per tinent information concerning qualified potential small business sources devel
oped through its investigation of the capabilities of specific firms in the particular field of research and development covered by such procurements. The 15 workdays afforded SBA to recommend suggested sources may run concurrently with the usual publication notice in the Commerce Business Daily (see $ 11.1003-3(a)). Full evaluation shall be given to any such information in selecting qualified sources. Sources recommended by SBA for a specific procurement shall be solicited. Exception to the policy of providing SBA a minimum of 15 workdays interval to recommend additional qualified small research and development sources for a proposed procurement will be permitted only in those instances where the head of the purchasing activity, or his designee, advises the SBA representative that such action would result in unjustifiable delay. (35 F.R. 4260, Mar. 7, 1970) § 1-1.713 Contracts with the Small
Business Administration. & 1-1.713–1 Authority.
In any case in which the Small Business Administration certifies to a procuring agency that SBA is competent to perform any specific contract, the contracting officer is authorized, in his discretion, to award the contract to SBA pursuant to section 8(a) of the Small Business Act (15 U.S.C. 637(a)) and this section and upon such terms and conditions consistent therewith as may be agreed upon between the SBA and the procuring agency. This authorization applies to all types of procurement contracts for personal property and nonpersonal services (including construction and research and development). (37 FR 1037, Jan. 22, 1972) § 1-1.713–2 Policy.
(a) It is the policy of the Government to increase the participation of small business concerns in Government procurement by awarding procurement contracts to the Small Business Administration as authorized by section 8(a) of the Small Business Act for award of subcontracts by SBA to eligible concerns.
(b) In requesting a contract from a procuring agency for the purpose of assisting an eligible concern, the SBA will provide detailed purchase descriptions, Federal stock numbers, and other pertinent information to the fullest extent
possible. However, authorized representatives of the procuring agency shall cooperate with and assist SBA representatives, as needed, in developing identifying information for the requirements being sought from the procuring agency When practicable and feasible, the procuring agency representatives shall arrange for such additional assistance as may be required from agency procurement, technical, and supply management officials. The SBA will provide its best estimates of current and future procurement requirements so as to enable the procuring agency to evaluate its ability to render future assistance. For construction, the SBA will identify the category or categories of work, the extent of work needed, and location restrictions, if any.
(c) In addition to giving consideration to requests for procurement commitments received from the SBA, each procuring agency should also review other proposed procurements estimated to exceed $2,500 for the purpose of identifying other requirements which may be awarded to the SBA. The procuring agency should promptly notify the SBA of any such proposed procurements which are available for award to SBA under section 8(a). In connection with all proposed procurements which may become involved in an award to SBA, the procuring agency should furnish all available information concerning the work including, where applicable, but not limited to, quantities, required delivery schedules or time for performance, location, drawings and specifications, if any, and current detailed Government estimates, where readily available, including quantities and unit costs; labor costs, identified where possible with specific items of materials to be placed or operations to be performed; facilities and equipment required, including rental, hours, and rates; workmen's compensation and public liability insurance; overhead, general and administrative, and profit; employment taxes under FICA and FUTA; bonds; and any other readily available information which will help SBA to determine whether it will submit a request to the procuring agency for a procurement commitment.
(d) When requested by the SBA, the contracting officer of the procuring agency and his authorized representatives shall render all possible assistance to the SBA relative to its negotiations with eligible concerns regarding the pos
sible award of section 8(a) subcontracts. At the SBA's request, the contracting officer of the procuring agency or his authorized representatives may conduct the negotiations with eligible concerns, but any agreements which may be reached as the result of such negotiations must be approved by an authorized representative of the SBA.
(e) Generally, section 8(a) contracts between a procuring agency and the SBA will not be considered for specific items or work after such items or work have been synopsized in the Commerce Business Daily or publicized to or solicited from industry. (37 FR 1037, Jan. 22, 1972) § 1-1.713-3 Procurement of supplies,
services, and research and development. (a) Factors to be considered. When a procuring agency receives a request from SBA which involves the procurement of supplies, services, or research and development, consideration shall be given to:
(1) Estimated total requirements of the identified items planned for procurement in the current fiscal year and, to the extent possible, future fiscal years;
(2) Required monthly rates of production and delivery or performance;
(3) Items of work of similar complexity and nature if there are no known requirements for the specifically identified items;
(4) Impact if the items or work are urgent or if slippage in performance or delivery occurs; and
(5) Any other information concerning the items or work of the prospective subcontractor which is pertinent to the requested commitments, including the price range in previous or current
(b) Cost or pricing data. When required by $ 1-3.807-3, the SBA shall secure from its prospective subcontractor cost or pricing data, together with any necessary supporting certificate.
(c) Notification. After completing its review of the SBA's request for a commitment, the procuring agency will notify the SBA of the extent to which a section 8(a) contract will be placed with the SBA and the time frames within which the prime and subcontract actions have to be completed in order to satisfy the procuring agency's program responsibilities. This notification represents a firm commitment by the procuring