Federal Contracts: The Ultimate Guide to Subcontracting Plans

As a federal contractor, navigating the world of government procurement can be complex. One essential aspect of securing and executing large contracts is understanding subcontracting plans. In this article, we'll explore the importance of subcontracting plans, their types, and key elements based on Federal Acquisition Regulation (FAR) guidelines.

Why Subcontracting Plans Matter

Subcontracting plans are more than just a regulatory requirement; they are critical to ensuring that small businesses and disadvantaged enterprises play a role in federal contracts. By incorporating subcontracting plans into your federal contracting strategy, you:

• Support the government’s commitment to diversity and opportunity.
• Show your dedication to transparency and organized project management.
• Strengthen your bid’s competitiveness.

Under FAR 19.702(a), large businesses (defined as "other than small businesses") bidding on federal contracts valued over $750,000—or $1.5 million for construction contracts—must submit a subcontracting plan. This plan outlines how they will meet the government's small business subcontracting goals.

When Do You Need a Subcontracting Plan?

Subcontracting plans are required for large businesses bidding on federal contracts that exceed the threshold of $750,000 ($1.5 million for construction). This requirement applies to prime contractors who are "other than small businesses" and is specified under FAR 19.702(a).

However, even smaller contracts may require a subcontracting plan depending on agency or contract-specific requirements. It’s essential to verify the contract’s terms to determine if a plan is needed.

Types of Subcontracting Plans

1. Individual Contract Plan: Tailored to a specific contract, this plan includes goals and strategies that meet the requirements of that individual project. Each plan must be detailed and customized to the contract it covers, as stipulated by FAR 19.704(a).

2. Master Subcontracting Plan: A general subcontracting plan that can be used across multiple contracts. However, it must be tailored to each contract’s specific requirements and goals, as outlined in FAR 19.704(c). A Master Plan is more efficient for contractors who regularly bid on federal contracts but still requires specific modifications to suit individual contract needs.

3. Commercial Subcontracting Plan: Under FAR 19.708, the Commercial Subcontracting Plan applies to contracts for commercial items. This plan covers the contractor’s entire production or service under commercial item contracts, instead of individual federal contracts. The plan is typically used by manufacturers and large suppliers providing commercial goods and services.

Crafting an Effective Subcontracting Plan

An effective subcontracting plan should include:

• Subcontracting Goals: Clear objectives for awarding subcontracts to small businesses. This includes specific goals for small disadvantaged businesses, veteran-owned small businesses, HUBZone small businesses, and women-owned small businesses (FAR 19.704).

• Subcontractor Identification: Methods for identifying and engaging qualified subcontractors to meet the goals.

• Outreach Efforts: Strategies for ensuring that small businesses are given an opportunity to participate.

• Reporting Requirements: Contractors are required to report progress through the Electronic Subcontracting Reporting System (eSRS). Reports are generally due semi-annually and annually, but the frequency can vary based on contract terms or agency requirements (FAR 19.705-2).

• Good Faith Effort: Contractors must demonstrate a firm commitment to meeting subcontracting goals, as defined by the FAR. This includes taking proactive steps to identify, engage, and work with small businesses (FAR 19.701).

Post-Award Responsibilities

Once your subcontracting plan is in place, it’s essential to actively manage it throughout the contract term. Contractors must:

• Monitor Progress: Regularly track subcontracting performance against the established goals.

• Submit Reports: Use the eSRS to submit semi-annual or annual reports, depending on the contract's reporting schedule.

• Ensure Compliance: Failure to comply with subcontracting requirements can result in penalties or impact future contract eligibility. FAR 19.705-7 requires contractors to maintain accurate records and demonstrate compliance with the subcontracting plan.

Best Practices for Subcontracting Plan Success

• Conduct Market Research: Identify qualified subcontractors early in the process to ensure you meet your small business goals.

• Build Relationships: Establishing long-term relationships with small businesses can enhance your ability to meet subcontracting requirements on multiple contracts.

• Review and Adjust: Regularly evaluate your subcontracting plan’s effectiveness and adjust as necessary to meet changing contract demands.

• Maintain Accurate Records: Keep detailed documentation of your subcontracting activities for reporting and compliance purposes. This will help ensure you’re meeting the requirements outlined in the plan and the FAR.

Subcontracting plans are an essential component of federal contracting, particularly for large businesses. By understanding their importance, types, and the FAR requirements, you’ll be better equipped to succeed in the federal marketplace. A well-crafted subcontracting plan not only ensures compliance but also enhances your bid’s competitiveness.

Additional Resources

For expert assistance with subcontracting plans and federal contracting, consult US Federal Contractor Registration (USFCR). Our team can help you:

• Develop compliant subcontracting plans tailored to your contract needs.
• Identify qualified small businesses to meet subcontracting goals.
• Navigate eSRS reporting requirements and ensure compliance throughout the contract lifecycle.

Contact USFCR today to streamline your subcontracting plan process and stay compliant with federal regulations.

MORE ARTICLES

Federal Contract Compliance for DoD Contractors

Cybersecurity Compliance for Non-DoD Federal Contract

NSF Investing $69 Million Annually in Cybersecurity