WIXLIB

A Procurement TechnicalAssistance Center (PTAC)ESRS INDIVIDUAL SUBCONTRACTORREPORTING (ISR) BASICSACQUISITION HOUR WEBINAROctober 3, 20181

WEBINAR ETIQUETTEPLEASE Log into the GoToMeeting session with the name that you registered withonline Place your phone or computer on MUTE Use the CHAT option to ask your question(s). We will share the questionswith our guest speaker who will respond to the groupTHANK YOU!10/4/20182

ABOUT WPISUPPORTING THE MISSIONSERVING WISCONSINCOMPANIES FOR 30 YEARS!10/4/20183

Assist businesses in creating,development and growing theirsales, revenue and jobs throughFederal, state and local governmentcontracts.WPI is a Procurement Technical Assistance Center (PTAC) funded in part bythe Defense Logistics Agency (DLA), WEDC and other funding sources.10/4/20184

WPI OFFICE LOCATIONS MILWAUKEE – Technology Innovation CenterMADISON – FEED Kitchens Dane County Latino Chamber of Commerce Wisconsin Manufacturing ExtensionPartnership (WMEP)CAMP DOUGLAS– Juneau County EconomicDevelopment Corporation (JCEDC)STEVENS POINT – IDEA CenterAPPLETON – Fox Valley Technical CollegeOSHKOSH – Fox Valley Technical CollegeEAU CLAIRE – Western DairylandMENOMONIE – Dunn County EconomicDevelopment CorporationLADYSMITH – Indianhead Community ActionAgencyRHINELANDER – Nicolet Area Technical College10/4/20185

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ESRS INDIVIDUAL SUBCONTRACTORREPORTING (ISR) BASICS10/4/20188

WHAT WILL WE COVER TODAY Understanding What are Commercial SSR and an IndividualSubcontract Report (ISR) and Summary Subcontract Report (SSR) Registering to use the system Preparation prior to filing Going through the process Terms to understand What to include and not to include and common mistakes10/4/20189

WHAT ARE AN ISR & SSR?10/4/201810

ISR & SSR – WHAT’S THE DIFFERENCEIndividual SubcontractingReport (ISR)Summary SubcontractingReport (SSR) Individual PlansSummary SubcontractingReport (SSR) - CommercialSpecific to one contractSummary required from each primecontractor and subcontractor with atleast 1 contract supporting DODwhich includes an IndividualSubcontracting PlanRequired annually from each primecontractor with a CommercialSubcontracting Plan that applies toentire production of commercialitems sold by either the entirecompany or a division/plant/productlineRequired for each contract containingan Individual Subcontracting PlanSubmit one SSR based on governmentfiscal year to: Department/Agency thatadministers majority ofsubcontracting plans; or Each Department/Agency thatawards construction and relatedmaintenance repair contractsIncludes all subcontracting underfederal government contracts andnon-government contractsNot required for Commercial or DODComprehensive Subcontracting Plan(CSP)Identifies % of total subcontracting attributable to each federal agencythat awarded contracts using theCommercial Subcontracting Plan10/4/201811

WHEN IS AN ISR REQUIRED Prime/Subcontractor: (a) holds one or more contracts over 700,000 (over 1,500,000 forconstruction of a public facility); and (b) is required to report subcontracts awarded to SmallBusiness (SB), Small Disadvantaged Business (SDB), Women-Owned Small Business (WOSB),HUBZone Small Business (HUBZone SB), Veteran-Owned Small Business (VOSB), ServiceDisabled Veteran-Owned Small Business (SDVOSB), Alaskan Native Corporations (ANC) andIndian Tribes concerns under a subcontracting plan with the Federal Government. Must be entered 30 days after the reporting period. Prime contractors & higher tier LB subcontractors are required to review, and accept and/orreject the LB subcontractor’s ISR’s in eSRS. Only report actual subcontracting from the inception of the contract to the end of thereporting period. Not Good Faith estimates! Report Subcontracting data only – not sales data.10/4/201812

DUE DATESThe following table shows the various subcontract reportsrequired by the each subcontracting plan, the submission andreview due dates for the contractor to submit the varioussubcontract reports and for the department/agency to takeaction.10/4/201813

REGISTERING TO USE THE SYSTEM10/4/201814

ESRS.GOV ELECTRONIC SUBCONTRACTINGREPORTING SYSTEM10/4/201815

RETURNING USER OR NEW REGISTRATIONPasswords are good for 90 daysNew Passwords – must contain:10-14 charactersContain 2 of each- Lower case letters- Upper case letters- Numbers- Special characters10/4/201816

FILING ESRSClick here to open Individual Subcontracting Report10/4/201817

PREPARATION10/4/201818

PREPARATION BEFORE THE REPORTING10/4/201819

GOING THROUGH THE PROCESS10/4/201820

GETTING STARTED – ENTERING THECONTRACT FOR REPORT10/4/201821

ARE YOU THE PRIME OR THESUBCONTRACTOR?10/4/201822

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ENTERING THE DOLLARS10/4/201826

INDIRECT COST INCLUSIONS CHANGESFY’1710/4/201827

MAKE SURE THAT THE GOALS YOU INPUT MATCH THOSE APPROVEDUNDER YOUR CURRENT INDIVIDUAL PLAN. WE WILL BE COMPARINGYOUR RESPONSE HERE TO YOUR ACTUAL PLAN.10/4/201828

The actual achievements you enter for all categories are cumulative, arunning total of your achievements since the inception of your individualplan. In other words, your achievements for each 6-month period will beadded to the previous ISR total10/4/201829

If you have a VA contract containing the clause 852.219-9 VA Small Business Subcontracting Plan MinimumRequirements (not applicable to FSS administered plans), then Vet-owned (VO) and Service Disabled Vetowned (SDVO) small businesses must be verified as eligible on VetBiz.gov in the Vendor Information Pagesdatabase in order for their dollars to count towards your goals. Additionally, you are also required to submitto OSDBU an annual list of any VO or SDVO businesses you have counted in your achievements10/4/201830

*REMARKS ARE IMPORTANT*10/4/201831

ALMOST DONE 10/4/201832

PRINTING & SUBMITTING10/4/201833

TERMS TO UNDERSTAND10/4/201834

WHAT DO THE “TERMS” MEAN? Pending – Report has been submitted and awaiting review by the Agency thatawarded the contract. Accepted – The report has been reviewed by the agency and found with noissues. Reopened – The report was previously Accepted by the agency, however, afterfurther review the agency found issues that require clarification/correction. Rejected – The report was reviewed by the agency and is found with errors.Once the report concerns have been addressed the agency will Accept receiptof the data. Example – Your report states the sales to this agency is 20,000.The ISR does not collect sales data, OR the ISR goals you entered do not matchthe approved IS plan goals in your plan. These reports will appear in your “Alerts” box.10/4/201835

OTHER IMPORTANT DETAILS Exclude subcontracts performed outside the U.S. & purchases from a corporation,company, or subdivision that is an affiliate of the Prime/subcontractor. A pro-rated portion of indirect subcontracts shall NOT be included on the reportsunless agreed upon in your approved ISR Plan. Keep a signed copy of the report on file – for audits. Per 13 Code of CFR 121.404 (3) & 121.410, you must have a supporting written size selfcertification for every small business you are counting in the small business andsocioeconomic section of this report at the time you submit your proposal. If not, youmust count them as a LB. Do not retroactively apply small business subcontractingaccomplishments. The contractor shall validate a firm is HUBZone certified in the SBA Dynamic SBsearch.10/4/201836

SSR REPORT10/4/201837

SSR SUMMARY SUBCONTRACT REPORTS10/4/201838

SUMMARY SUBCONTRACT REPORTEXISTING REPORTS10/4/201839

SUMMARY SUBCONTRACT REPORTNEW REPORTSIf auto fill info is incorrect – make note inthe remarks section and notify CO.10/4/201840

SUMMARY SUBCONTRACT REPORTCONT.10/4/201841

CUMULATIVE FISCAL YEARSUBCONTRACT AWARD1b.Things to exclude: subcontracts outside the US &purchases from an affiliate of the prime/subcontractor10/4/201842

SMALL BUSINESS SPEND – WHOLE The report data is reflective ofonly the reporting period’ssubcontracting accomplishments.10/4/201843

CEO APPROVAL10/4/201844

SUBMITTING THE REPORT10/4/201845

ALERTSThe Federal Agency should reviewthe subcontract reports within 60days of the contractor’s submittal.10/4/201846

WHAT TO INCLUDE & COMMONQUESTIONS/ISSUES10/4/201847

IF THE REPORT IS FOR A VA CONTRACT, WHAT IF INEGLECTED TO INCLUDE THE VA’S AGENCY CODE(3600) IN THE SSR? This will prohibit the VA from being able to view your SSR, even if youincluded a VA e-mail address in the notification section. You will need to contact a representative from the agency you designatedas the approver and request that they reject the report so that you canproperly include the VA’s code and percentage attributed. If you don’t know who to contact at the designated approving agency, youwill need to call the eSRS help desk and ask that they “escalate” (theirterm) your issue to Tier II. The help desk staff are not permitted to rejectreports. You will later receive an e-mail from Tier II help. Unfortunately,there is no way to speak with Tier II by phone.10/4/201848

HOW DOES A NEW EMPLOYEE FILE NEWREPORTS AND VIEW EXISTING/PREVIOUSREPORTS IN ESRS? Have the new employee register in eSRS. Send an eSRS Technical Helpdesk ticket that includes the name ande-mail address of the new & old employee, requesting to have thehistorical data migrated over to the new employee. Example: Angela Terry angela@abc.com is the new eSRSrepresentative for ABC corporation. Pam Jones pjones@abc.com willno longer have the responsibility of filing reports in eSRS for ABCCorporation. Therefore, transfer the historical data for ABCCorporation from Pam Jones eSRS account to Angela Terry's.10/4/201849

COMMON ISSUES Block 2: Wrong or incomplete DUNS Number Block 6: Administering Activity. If you are reporting to NASA or CivilianAgencies, you will have to issue a SSR to those agencies. DCMA does notcollect data for the Corps of Engineers – they have their own reportingmechanism. Block 7: Report on both subcontract number, if applicable, and appropriatecontract # Block 8: Use most recent address and street number for the Buying Activity. Ensure data is cumulative on an annual basis for the SSR for the life of thecontract for the ISR What if the contracting officer is stating they can’t see the report. Make sureit’s not in draft mode. It must be submitted.10/4/201850

COMMERCIAL PLAN A Commercial Subcontracting Plan as defined in Federal Acquisition Regulation Subpart19.701: “Commercial Subcontracting Plan” is a subcontracting plan (including goals) thatcovers the offeror’s fiscal year and that applies to the entire production of commercial itemssold by either the entire company or a portion thereof (e.g., division, plant, or productline).”. Example: Garber Pharmaceuticals Company. Garber’s is a company that provides commercial items(pharmaceuticals) to government and nongovernmental customers. Garber’s fiscal year is fromFebruary until January. Garber’s produces a company-wide subcontracting plan for products andservices needed to resale, manufacture and/or distribute pharmaceuticals during the fiscal year. Theproducts and services that Garber’s procures are used to produce pharmaceuticals used to fulfill ordersfor both its government and non-government customers. Garber’s allocates the overall percent ofsubcontracting dollars attributable to each customer (government and non-government) based on theproducts or services the customer purchases. Therefore, the percent of Garber’s subcontracting to theFederal Government in whole or for any agency should never be 100%, unless Garber’s only suppliedpharmaceuticals to the Federal Government, in which case the product or service would not fit thedefinition of a “commercial item” as set forth in FAR 2.101. If that were the case, the governmentshould not have approved a Commercial Subcontracting Plan for Garber’s Pharmaceuticals.10/4/201851