This page is intended to provide guidance on the preparation and reporting required for small business plans, and to set out the responsibilities of the various parties involved in their preparation and submission.

Georgia Institute of Technology is committed to providing enhanced opportunities for small business concerns to participate in the economic opportunities arising from the Institute’s business activities. In addition, the Institute has accepted a number of federal government contracts with provisions requiring small business subcontracting plans, or similar requirements for documenting affirmative steps taken to utilize minority business enterprises.

A small business subcontracting plan is required on federal contracts that are expected to total an estimated cost of $750,000 (except small business concerns) or above for the entire period of performance. A small business subcontracting plan is also required of any sub recipient (except small business concerns) whose total dollar subcontract amount is expected to exceed total costs of $750,000 for the entire period of performance.

FAR 19.201 General policy: It is the policy of the Government to provide maximum practicable opportunities in its acquisitions to small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-owned small business concerns. Such concerns must also have the maximum practicable opportunity to participate as subcontractors in the contracts awarded by any executive agency, consistent with efficient contract performance.

Any non-personnel (non-salaried) supplies or services required for performance of the contract are legitimate expenses to consider for a subcontracting plan. The principal products and/or services subject to the purposes of a small business subcontracting plan include direct costs such as: supplies, equipment and services that may be included in the contract. Any scope of work included in the proposal budget which will be formally subcontracted (i.e., a portion of the scope of work is contracted out to a sub recipient via a subcontract) to another entity, may also be included in the plan to use a small business.

A small business subcontracting plan is generally required to be submitted with the proposal and is subject to negotiation during the negotiation phase of a proposal. Federal agencies have established subcontracting goals and generally include them with each RFP; the goals are also often set out in the sample form for a subcontracting plan. At the time of the proposal, it is generally sufficient to prepare the subcontracting plan for the total cost of a multi-year proposal.

PD/PI/Lab Unit Responsibilities

  • Seek small business participation on the proposed project.

  • Internal Budget – Full Disclosure

  • M&S – Bill of Material with current and valid vendor quotes

  • Equipment – List of equipment that includes current and valid vendor quotes.

  • Subawards/Consultants quotes.

  • Interdivisional Transfers – including the internal budget.

Office of Sponsored Programs Small Business Administrator Responsibilities

  • The Small Business Administrator (SBA) is located in Georgia Tech’s Office of Sponsored Programs.  The SBA prepares the small business subcontracting plan for submission.

  • The SBA has oversight responsibility for preparing and submitting the data that documents actual performance in terms of dollars paid to small/disadvantaged business concerns, including Small Disadvantaged Business concerns, Women Owned Small Business concerns, HUBZone Small Business concerns, Veteran Owned Small Business concerns and Service-Disabled Small Business concerns.

  • The SBA will submit progress reports on small business subcontracting plan goals to the federal government or sponsor depending on the language in the Agreement via the Electronic Subcontracting Reporting System (eSRS) semi‐annually (April 30 and October 30).

  • The spend data concerning subcontracting plan expenditures are obtained from the financial system by sponsored award numbers.

  • To ensure that the small business subcontracting plan goals are being met, communication is essential between the department administrator and the University’s Supplier Diversity & Sustainability Coordinator or his/her designee.

  • It is the responsibility of the department administrator and/or his/her designee to ensure that contract spending aligns with small business subcontracting plan goals.

Procurement and Business Services Responsibilities

Georgia Tech Procurement and Business Services will make every effort to consult and assist in the identification of small business suppliers for inclusion and use under the plan.

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