Grants and Responsibilities

What is it?

A Small Business Subcontracting Plan (SBSP) is required for Federal contract and subcontract awards over $750,000 in total costs, or $1.5 million for construction projects.  It is inclusive of all budget years, in accordance with Acquisition.Gov Subpart 19.7 – The Small Business Subcontracting Program FAR 52.219-9.

Federal law requires recipients of Federal funding over the stated threshold to commit to spending a percentage of the project costs with specific suppliers that qualify under the Small Business categories. These categories are determined by the Small Business Administration.

In a Small Business Subcontracting Plan, the prime contractor sets goals for what it plans to subcontract out to the following business groups:

1. Small Business
2. Small Disadvantaged Business
3. Veteran-Owned Small Business
4. Service-Disabled Veteran-Owned Small Business
5. Woman-Owned Small Business
6. HUBZone Small Business

Size standards define the largest size that a business can be to participate in government contracting programs and compete for contracts reserved for small businesses.  Size standards vary by industry and are generally based on the number of employees or the amount of annual receipts the business has. Below is a link to the Small Business Administration’s Size Standards.

SBA Table of Size Standards

Department

• Notify the Supplier Diversity team as soon as an RFP is received that includes the requirement for a Plan.
• Provide a detailed supply budget to  the Supplier Diversity team at least 5 days before the sponsored deadline.
• Work with the Supplier Diversity team in identifying small businesses in the proposal budget.
• Work with the Supplier Diversity team and Suppliers to create a Small Business Subcontracting Plan where applicable.
• Submit the completed Small Business Subcontracting Plan and the proposal to the sponsor.
• Must validate Small Business Subcontracting Plan Certification.
  • Must be a current certification. Expired certificates will not be considered.
• Inform the Supplier Diversity team when a Federal Contract or Federal Subcontract is awarded that includes an approved Small Business Subcontracting Plan.

Corporate Purchasing and Supplier Diversity Team

• Work with the Department to prepare and complete the Plan within the identified deadline.
• Work with the Department to identify appropriate small businesses and demonstrate effort to source from identified appropriate suppliers, in accordance with Federal regulations.
• Assist Department in identifying purchase requisitions using federal contract funds governed by a Small Business Subcontracting Plan.
• Work with the Department to adhere to the small business commitments and efforts in the Small Business Subcontracting Plan.
• Work with applicable agencies and Department during audit of utilization.

MWBE Suppliers must have a valid MWBE certification from New York State. If the business does not have a valid certification, they cannot be considered as MWBE for the purpose of these grant applications under New York State’s requirements.

Please see the copy of the Application Template to review and fill out.  There are 4 forms total included in the template. Forms 1, 2, and 4 must be completed by the individual department.

If you have any questions, please email Yi Li van den Berg for assistance.

New York State Application Template

Department

• Notify the Supplier Diversity team as soon as an RFP is received that includes the requirements for an MWBE Plan.
• Provide a detailed supply budget to the Supplier Diversity team at least 5 days before the sponsored deadline.
• Work with the Supplier Diversity team to identify MWBE suppliers in the proposal budget.
• Department must complete forms 1, 2, and 4 for proposals that require an MWBE Plan.
  1. Form #1 – MWBE Utilization Plan to demonstrate how the grantee plans to meet stated MWBE goals.
  2. Form #2 – MWBE Utilization Waiver Request must be filled out if the utilization plan (Form #1) indicates less than the stated participation goal. This form may require an additional review and signature from Yi-Li van den Berg.
  3. Form #4 – MWBE Staffing Plan should be completed based on the composition of staff working on the project.
• Form #2 and #5 must be submitted to Yi-Li van den Berg for review and signatures.
• Submit all required Forms to applicable agencies within the deadline.
• Must validate MWBE Certification.
  • Must be a current Certification. Expired certificates will not be considered.
• Inform Corporate Purchasing when a New York State contract is awarded that includes an approved MWBE Utilization Plan.

Corporate Purchasing and Supplier Diversity Team

• Work with the Department to identify appropriate MWBE suppliers and demonstrate effort to source from identified appropriate suppliers, in accordance with New York State regulations.
• Use the attached template to complete and sign Form #2 and #5 when applicable.
• Provide completed Forms #2 and #5 to the Department to include in the proposal to New York State.
• Provide guidance to the Department on MWBE requirements and waiver requirements.
• Work with the Department on waiver requests and sign waivers if required.
• Provide a justification summary in Form #1 if the proposal budget does not include adequate expenses to meet the New York State 30% MWBE utilization goal. Maintain New York State audit utilization database.
• Work with applicable agencies and the Department for audit when required.