Office of Procurement, Acquisition, and Logistics

1. Office of Procurement, Acquisition, and Logistics Electronic Subcontracting Reporting System (eSRS) Webinar September 18, 2018

2. Office of Procurement, Acquisition and Logistics National Acquisition Center Federal Supply Schedule Service (FSSS) SPEAKER: Micole Stephens- Procurement and Resource Specialist

3. Agenda • Types of Reports • Submission Timeframes • Summary Subcontract Report (SSR) • Indirect Cost Inclusion • Individual Subcontract Report (ISR) • Review Process • eSRS Help Contacts • Technical Tips • Frequently Asked Questions

4. Types of Reports SSR: Summary Subcontracting Report -Required by all plan holders. ISR: Individual Subcontracting Report - Only filed by contractors that hold Individual Subcontracting Plans.

5. Submission Timeframes Report TypePlan Reporting PeriodDue Date SSR October 1 – September 30 October 30th ISR October 1 – March 31 April 30th & & October 1 – September 30 October 30th *ISR should NEVER by completed by commercial plan-holders.

6. Summary Subcontract Report (SSR) - 1 In preparation for the completion of the Summary Subcontract Report. The Contractor must have available the following: • Approved Small Business Plan. • DUNS#. • Physical Address. • Mailing Address. • Contact information for the individual responsible for answering questions about the report. • The agency or agencies to which the Contractor is submitting the report to. • Consider two (2) of the Primary Products or Services Sold and the corresponding NAICS code. • Email address of the Federal Government Agency Representative responsible for reviewing the Report.

7. Summary Subcontract Report (SSR) - 2 Note: In this presentation the numbering sequence for the questions may differ when submitting an SSR for commercial plans vs. an SSR for individual plans. TYPE OF PLAN: • If you have a commercial company-wide plan or a commercial division-wide plan, select, “Commercial”. Individual plan holders must select “Individual”. • If unsure of the type of plan, do not proceed any further. Please contact the Federal Government Subcontracting Plan Approver. The type of plan chosen determines which questions will populate in the SSR; therefore, it is imperative that the correct type of plan is chosen.

8. Summary Subcontract Report (SSR) - 3 DUNS#: Unique Identification Number • Enter the DUNS (Dun & Bradstreet) number used by your company for filling the Summary Subcontract Report. Once this is filled in, it will auto-fill the appropriate details. • If auto-fill is not selected, you will have to provide your company’s information; name, physical address, and mailing address in #3.

9. Summary Subcontract Report (SSR) - 4 Date Submitted: • The date submitted should reflect the actual date that the report was submitted, not the date the report was completed as a draft. • If/When the report is revised, the you must update this field.

10. Summary Subcontract Report (SSR) - 5 Contact Information: • List the individual we should contact if we have any questions about the report. • It is important that you list the individual who has access to eSRS and can make any necessary corrections to the report, if required.

11. Summary Subcontract Report (SSR) - 6 Reporting Period: • Reporting Period - This will always be October 1st – September 30th (the Government’s fiscal year), regardless of your plan effective dates. • Year - This reflects the Government’s fiscal year. For example, 2018 refers to October 1, 2017 – September 30, 2018. Commercial Plan Screenshot Individual Plan Screenshot

12. Summary Subcontract Report (SSR) - 7 Report Submitted As: • Will always submit as the “prime contractor” because the Contractor is the prime on the government contract. • There are certain situations where a prime’s subcontractors must file eSRS reports; however, per the exception in 52.219-9(j), this is never required when the prime’s government contract contains clause 52.212-5, as with all FSS & NCS contracts. This is question 8 on SSRs for Individual-type plan-holders.

13. Summary Subcontract Report (SSR) - 8 Major Products or Services: • Major Products/Service Lines: • Enter up to two descriptions of your major product or service lines (e.g. pharmaceuticals, surgical instruments, etc.). • NAICS Codes (North American Industry Classification System) • List up to two of your company’s main product/service categories and NAICS codes. Your NAICS codes should be six digits. This is question #9 on SSRs for Individual-type plan-holders.

14. Summary Subcontract Report (SSR) - 9 Cumulative Fiscal Year Subcontract Awards: • Regardless of the plan effective period, the actualdollar achievements must be entered for the period of October 1st – September 30th for each category, per FAR 52.219-9(l)(2)(ii)(A). • After you enter your small and large business dollar achievements, the report will auto calculate the total dollars as well as the percentages. .

15. Summary Subcontract Report (SSR) - 10 Cumulative Fiscal Year Subcontract Awards (cont’d) • Subcategories of Small: • The actualdollar achievements must be entered for the period of October 1st – September 30th for each subcategory. • Remember, these are subcategoriesof small businesses. All small business subcontracting dollars count onceunder the Small Business category and can count multiple times under any subcategories for which the business qualifies.

16. Indirect Cost Inclusion: Changes for FY17 2017 • Plan Goals Requirement: • Both commercial and individual plan types continue to be given the choice of whether or not to include indirect costs in their plan goals [FAR 52.219-9(d)(1) and (d)(6)]. • New eSRS Requirements: Final Rule effective November 1, 2016 (FY17) • Commercial Plans: The actual dollar achievements reported in the SSR must include indirect spend, regardless of whether or not the Contractor included indirect costs in their approved plan goals [52.219-9(l)(2)(ii)(A)]. • Individual Plans • ISR: When plan goals include indirect costs, those cost must be included in the actual achievement on the ISR [FAR 52.219-9(l)(1)(iii)]. • SSR: Indirect costs must be included in the SSR on a pro-rated basis regardless of whether or not they were included in the approved plan goals [52.219-9(l)(2)(i)(A)].

17. Summary Subcontract Report (SSR) - 11 Self-Certifications: Contractors must keep on file a self-certificationstatement from each small business type whose dollars are include in the reported achievement. The Contractor may be asked for this during a subcontracting compliance audit conducted by the SBA , VA representative or any of your federal customers. Veteran Owned (VO) and Service Disabled Veteran Owned (SDVO) Verification(not applicable to FSS administered plans): If your VA contract contains the clause 852.219-9 VA Small Business Subcontracting Plan Minimum Requirements, Veteran Owned (VO) and Service Disabled Vet-Owned (SDVO) small businesses must be verified as eligible on VetBiz.gov on the Vendor Information Page database in order for their dollars to count towards your goals. In addition, you are required to submit to OSDBU an annual list of any VO or SDVO business include in your SB achievements.

18. Summary Subcontract Report (SSR) - 12 Agency Designations: • As the contractor, select all federal government agencies you have contracts with. At a minimum, you mustselect the Dept. of Veterans Affairs (3600). If an agency is not selected, then its representatives cannot view the report. (use “Add Item” to enter more than one) • Please note: Federal Supply Service (4730) is NOTthe VA’s Federal Supply Schedule. It is a code used by GSA. • Screenshot for commercial plan-holders Screenshot for individual plan-holders

19. Summary Subcontract Report (SSR) - 13 Agency Percentages – (for commercial plan-holders only) • The Contractor enters the percentage of the subcontracting dollars that they can “attribute to” each agency’s contract. Many Contractors choose to look at their Government vs. Commercial sales allocation to arrive at this percentage. • The percentages the Contractor allocates will neveradd up to 100%. This would indicate that 100% of their reported subcontracts support only Governmentcontracts, not their commercial business.

20. Summary Subcontract Report (SSR) - 14 Approving Agency – (for commercial plan-holders only) • The Contractor chooses the agency who will be the actual approverof the report. If the Contractor only has contracts with the VA (3600), then they must select the VA as the approver. • The agency approver should be the agency who approved the Contractors subcontracting plan goals for the period for which they are filing. Select one agency.

21. Summary Subcontract Report (SSR) - 15 Remarks: • If your actual percentage achievement in any category falls short of; your percentage goals, and or you report zero dollar achievement, you are required to provide an explanation in this section. Your narrative would be similar to that provided in the justification letter submitted with your subcontracting plan. • Also utilize this section to note any justifications and/or anomalies in your report, such as a partial reporting period (i.e. your first subcontracting plan began after the start of an eSRS reporting cycle). This is question 10 on SSRs for Individual-type plan-holders.

22. Summary Subcontract Report (SSR) - 16 Subcontracting Program Administrator: We recognize that some companies may have different individuals handling the subcontracting plan and the eSRS reports. We prefer to have contact information for the individual responsible for handling the eSRS reports so that we may direct any questions directly to that individual. This is question 11 on SSRs for Individual-type plan-holders.

23. Summary Subcontract Report (SSR) - 17 Certification: The Contractor must be able to certify that their figures are accurate or their report will be rejected. This is question 12 on SSRs for Individual-type plan-holders.

24. Summary Subcontract Report (SSR) - 18 CEO Information: The Contractor will enter the name and title of the CEO approving the report and enter the date that the CEO approved the report. This is question 13 on SSRs for Individual-type plan-holders.

25. Summary Subcontract Report (SSR) - 19 CEO Approval: • The Contractor must have CEO approval to submit the report. • The company must keep a signed copy of the approved SSR. The Contractor may be asked for this during a subcontracting compliance audit. • It is not necessary for the Contractor to send a pdf of the signed copy to the approving VA Contracting Officer. This is question 14 on SSRs for Individual-type plan-holders.

26. Summary Subcontract Report (SSR) - 20 E-Mail Notifications: • The Contractor must enter the e-mail address of all Government personnel who will be reviewing their report (i.e. Contracting Officer/Contract Specialist) so that they will receive an e-mail notification of their submission. If multiple agencies need to review the Contractor’s report, then they must list at least one e-mail contact for each agency. • FSS Subcontracting Plans: SubcontractingVAFSS@va.gov • NCS Subcontracting Plans: Brendalee.Clarke@va.gov. • eSRS Reviewer: Contracting Officer of Approved Subcontracting Plan. This is question 15 on SSRs for Individual-type plan-holders.

27. Individual Subcontract Report (ISR) - 1 • Note: This report is to be filed by individual-type plan holders only. Commercial plan-holders (both divisional and company-wide) will never file this report. Prime Contract Number: The Contractor selects the VA contract number for which they will be filing the report. If their contract number does not appear in the drop-down box, they must contact their government subcontracting plan approver to look into the issue.

28. Individual Subcontract Report (ISR) - 2 Contract Administration: For VA FSS contracts, the contract is always administered by the Contract Office which awarded the contract; therefore, the Contractor’s response to the question below will always be “no”.

29. Individual Subcontract Report (ISR) - 3 Goals and Achievements: The table below will ask for the Contractor’s current goals as well as your actual cumulative achievements. Prior to completing the table, you will be asked whether or not the dollars and percentages include indirect spend.

30. Individual Subcontract Report (ISR) - 4 Current Goals: Make sure that the goals input match those approved under their current individual plan. We will be comparing your response here to their actual plan.

31. Individual Subcontract Report (ISR) - 5 Actual Cumulative Achievements: The actual achievements the Contractor enters for all categories are cumulative. The dollar amounts entered must be a running total of achievements since the inception of the individual plan. The achievement for each 6-month period will be added to the previous ISR total for all subcontracting categories.

32. Review Process

33. eSRS Help Contacts • eSRS Helpdesk: www.fsd.govPhone: 866-606-8220 x5 • FSS Subcontracting PM: Micole StephensMicole.Stephens@va.govPhone: 708-786-5156 • NCS Subcontracting PM: Brendalee Clarke Brendalee.Clarke@va.govPhone: 708-786-4385 • Procurement Technical Assistance Center (PTAC): http://www.aptac-us.org/ - PTACs provide a wide range of government contracting help, most free of charge.

34. Technical Tips - 1 What if I get an error stating that a report has already been filed for a particular reporting period under my DUNS number? • First, check your account under the particular report type, and select the tab that says “ALL”. This will allow you to view all reports of that type in draft, pending, accepted, and rejected status. You may find that you have already submitted a report for that period or that it is in draft status. • It is possible that someone else in your company, or your predecessor filed a report for that period. If you haven’t already migrated your predecessor’s account information into yours, please consult the previous slide.

35. Technical Tips - 2 What if my reviewing Contracting Officer/Contract Specialist is telling me that they can’t view my report in eSRS? • Check your account to make sure that the report is not in draft (DRT) status. You must submit the report for it to be viewed. • Check to see if you included the Contract Specialist’s agency code in #10 in the SSR. The Department of Veterans Affairs’ code, including FSS and NCS, is 3600.

36. FAQs Order Level Reporting Requirement (ISP only)- FAR 52.219-9(d)(10) was updated, effective November 1, 2016, to add the following requirement for Individual Subcontracting Plans: The Contractor’s subcontracting plan shall include assurances that the Contractor will, “after November 30, 2017, include subcontracting data for each order when reporting subcontracting achievements for an indefinite-delivery, indefinite-quantity contracts with individual subcontracting plans where the contract is intended for use by multiple agencies.” eSRS has been enhanced to allow for order level reporting through the Batch Upload function.

37. THIS CONCLUDES OUR TRAINING