Subcontracting Procedure by qho15767

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									THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON                                                            ISSUED DATE: 09/17/00
PURCHASING DEPARTMENT OPERATING PROCEDURES                                                                     REVISED DATE: 04/22/08
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SECTION               5          HUB PROGRAM
SUBJECT               5.20       HUB SUBCONTRACTING


PURPOSE

This procedure establishes guidelines to increase the utilization of Historically Underutilized Business (HUB) firms in the
award of Subcontracts for the procurements of goods and services consistent with rules, regulations and goals established by
the responsible State of Texas Agency and UTMB.

SCOPE

Applicable to procurement requests of $100,000 or more processed by Procurement Staff and designated Satellite Buyers.

AUDIENCE

Applicable to all Procurement Staff and designated Satellite Buyers.

GUIDELINES

1.         Subcontracting Requirements

           In accordance with Government Code, Section 2161, and Texas Administrative Code, Section 20.14, for all orders
           with an estimated total purchase price of $100,000 or more, the Buyer in consultation with the HUB Program
           Coordinator shall determine whether a Subcontracting opportunity exists. In order maximize HUB participation, all
           solicitations where Subcontracting opportunities have been identified shall be advertised for a minimum of thirty
           (30) days.

           A.        If a Subcontracting opportunity exists, the ITB or RFP must include the following “Subcontracting
                     Declaration” in the solicitation. The HUB Subcontracting Plan referenced in the “Subcontracting
                     Declaration” is included herein as Attachment A.

                     Subcontracting Declaration

                     UTMB has reviewed this ITB or RFP in accordance with Chapter 34, Texas Administrative Code, Section
                     20.14 and has determined that subcontracting opportunities are probable under this solicitation.
                     Accordingly, a HUB Subcontracting Plan (HSP) is required as a part of your proposal. The HSP shall be
                     developed and administered in accordance with the UTMB Policy on Utilization of Historically
                     Underutilized Businesses (HUBs). The HSP Package, including the required forms and instructions,
                     can      be     accessed       via      the    UTMB’s        HUB        Program        website     at
                     http://www.utmb.edu/logistics/1Acquisitions/HUB%20Guide.htm.

                     Respondent must complete and submit the HSP Documents as part of your Proposal. Failure to do
                     so will result in your Proposal being disqualified.

                     If you have any questions or need assistance please contact UTMB’s HUB Program Coordinator at (409)
                     747-8000.

           B.        If a Subcontracting opportunity does not exist, the ITB or RFP must include the following “Non-
                     Subcontracting Declaration” in the Notice to Bidder’s section. Additionally, the bid file shall include
                     documentation justifying the opinion that a Subcontracting opportunity does not exist.
                 Non-Subcontracting Declaration

                 UTMB has reviewed this RFP in accordance with Chapter 20, Texas Administrative Code Section 20.14
                 and has determined that subcontracting opportunities are not probable under this solicitation.

                 If your company does intend to subcontract any portion of the work, your proposal must include a
                 “HUB Subcontracting Plan” (HSP). The HSP Package, including the required forms and
                 instructions,  can     be     accessed    via  the  UTMB’s     HUB      Program    website    at
                 http://www.utmb.edu/logistics/1Acquisitions/HUB%20Guide.htm.

                 If you have any questions or need assistance please contact UTMB’s HUB Program Coordinator at (409)
                 747-8001.

        C.       Additionally, If a Subcontracting opportunity does not exist, the Buyer shall complete the “Buyer’s
                 Declaration Of Non-Subcontracting Opportunities” form (ref. Attachment B). The form must be reviewed
                 and approved by the HUB Program Coordinator and included in the Purchase Order or Contract File.

2.      Prior Evaluation and Award Review

        Prior to evaluation and award, all solicitations with a total value of $100,000 or greater, where a Subcontracting
        opportunity was determined, shall be reviewed by the HUB Program Coordinator. The HUB Program Coordinator
        shall determine whether the bid/proposal complies with all HUB requirements. If a bid/proposal does not comply
        with the HUB requirements, it shall be disqualified from consideration or award.

3.      Contract or Purchase Order Requirements

        A.       All Contracts or Purchase Orders issued in response to a solicitation where a Subcontracting opportunity
                 was determined, shall incorporate the “HUB Subcontracting Plan” submitted by the vendor. No changes are
                 allowed in the “HUB Subcontracting Plan” submitted prior to incorporation in the Contract or Purchase
                 Order.

4.      HUB Subcontracting Plan Audits

        A.       On a semi-annual basis, the individual responsible for administration of the Contract will conduct an audit
                 of all Contracts or Purchase Orders they are responsible for that include a HUB Subcontracting Plan. Such
                 audits will, at a minimum, consist of:

                    Contractor, and Contractor’s Performance, is in compliance with the HUB Subcontracting Plan
                    Payments to HUB Subcontractors are in compliance with the HUB Subcontracting Plan

                 Results of each audit will be documented and submitted to the HUB Program Coordinator for review and
                 disposition. A copy of the audit and documentation of any action taken, if applicable, will be placed in the
                 Contract File and the Vendor File, if applicable.

        B.       If a vendor’s performance with the HUB Subcontracting Plan is deficient, as determined by the HUB
                 Program Coordinator, then the vendor may, in addition to any other remedies, be subject to disbarment from
                 any further procurement opportunities with UTMB.

EXCEPTIONS

Any exceptions must be in writing and authorized by the Chief Purchasing Agent.

REFERENCES

Logistics/Acquisition Procedure 2.10 (Best-Value Procurement)
Logistics/Acquisition Procedure 2.25 (Award Of Quotations And ITBs)
Logistics/Acquisition Procedure 2.30 (Orders over $100,000)
Logistics/Acquisition Procedure 2.35 (Request for Proposal)
Logistics/Acquisition Procedure 2.40 (Information Technology)
Logistics/Acquisition Procedure 2.45 (Consulting Services)
Logistics/Acquisition Procedure 2.50 (Professional Services)
Logistics/Acquisition Procedure 2.55 (Construction Services)
Logistics/Acquisition Procedure 2.60 (Establishment of Committed Contracts)
Logistics/Acquisition Procedure 3.40 (Contract Administration; Reviews and Audits)
Logistics/Acquisition Procedure 5.10 (Historically Underutilized Businesses)
UT System – UTS137
Government Code; Section 2161
Texas Administrative Code; Section 20.14

5.20    HUB Subcontracting


        Approved: Jeffery Bonnardel, C.P.M.
                  Chief Purchasing Agent


Attachments:
       A – HUB Subcontracting Plan Package
       B – Buyer’s Declaration Of Non-Subcontracting Opportunities Form

								
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