Small Business Subcontracting Plan Preparation Instructions

1. If the contract proposal requires the submission of a small business subcontracting plan, the PI or his/her designee will complete the Small Business Subcontracting Exclusion Outline located on the Document Templates page.

2. After completion of the Subcontracting Exclusion Outline form, PI or his/her designee will return form to Small Business Officer (SBO), Purchasing, Box 351110 or by fax to 206-685-3686 with a copy to OSP.

Note: Please plan on a minimum of 7 business days from submittal of the exclusion outline form until a final plan is ready.

3. The Small Business Program Coordinator (SBPC) reviews the budget and uses the Small Business Administration website’s Dynamic Small Business Search to locate potential certified small business concerns for the goods and /or services listed on the Small Business Exclusion Outline provided by the department.

4. The Small Business Officer (SBO) sends a list of vendors located through the search to the department.

5. Department contacts these vendors to determine whether they can fulfill the project needs.

6. Department sends SBO a recommendation listing vendors and estimates of what may be spent with the businesses based on the budget in each category.

7. SBO prepares a plan based on information provided by department.

8. SBO sends plan to department for review and approval.

9. Department gives SBO their approval of the plan, then the Director of Purchasing & Stores reviews and signs plan.

10. After Director signs plan, original and copies are sent to appropriate Office of Sponsored Programs (OSP) Administrator to send to Sponsoring Agency. OSP also sends a copy of the plan to the department for their files.

11. Upon receipt and approval of the federal contract, OSP sends a copy of the contract and contract modification to Purchasing using the attached memorandum to notify Purchasing of the contract requires the submission of the small business subcontracting plan.

12. To ensure quality control, the SBO sends a listing of all contract proposals require the submission of the small business subcontracting plan to OSP on a monthly basis. OSP will then query OSP database for the receipt of the contract awards and forward copy of the contract and contract modifications to Purchasing.

13. Purchasing will provide the Standard Form 295- Summary Subcontracting Report to the awarding agency semi-annual to meet the contract requirements.