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Federal Subcontracting Requirements

Learn more about the federal contract subcontracting plan process.

The Principal Investigator (PI) communicates with Integrated Procure-to-Pay Solutions' Small Business Development Office (SBDO) to determine how the project can best meet the small business utilization goals.  

Note: A minimum of 14 business days from submission of all "Required Information" documents are necessary to develop a draft subcontracting plan. Additional time may be required based on the needs of the project to meet government statutory goals for small business performance.

Required Information:

The requesting department provides the following:

  1. Solicitation
  2. Copy of the proposal to the funding agency/organization, including the Statement of Work
  3. Accurate summary of the final budget including the breakdown of bundled line items for increased subcontracting opportunities
  4. Subcontract Outsourcing Opportunities Plan (Excel) which includes descriptions and dollar amounts for materials and supplies, equipment over $5,000, and travel to be purchased from small and or diverse businesses

    All required documentation and requests must be submitted via Services & Support using the following guidelines:

    Federal Contracting services are provided through Services & Support.  Select Budget & Finance, Get Help, and Submit a Ticket. 

    Under *More Specifically…  enter the keyword “Federal” and make one of the following selections:

    - Federal Subcontracting Consultation
    - Federal Subcontracting Plan Request
    - Federal Subcontracting Updates/Changes to Awarded Contract

Principal Investigator Actions:

The PI or contract administrator designee works with their team to create a final budget and provide business documentation as described above, to make the case for the specific types of items that can be sourced from small business suppliers. 

The requesting department forwards all "Required Information" to SBDO at least two weeks in advance of the date the subcontracting plan is due to the Office of Contracts and Grants Administration.

The Small Business Development Office

A draft subcontracting plan will be prepared, by veting all proposed suppliers. If suppliers do not meet the government standards to perform, SBDO will source alternative options (via Source Guide) for consideration.

SBDO provides the following:

Small Business Subcontracting Plan (PDF): A draft subcontracting plan is an agreement (other than one involving an employer-employee relationship) entered into by UC San Diego as a prime contractor or subcontractor calling for supplies and/or services required for the performance of the contract, contract modification, or subcontract.

Source Guide (PDF): A directory of potential small business suppliers identified by SBDO for the procurement of supplies and/or services, equipment over $5,000, and airfare travel.

PI Agreement (PDF): An agreement explaining the responsibilities of the PI, which is to monitor use of small businesses and make progress toward meeting the subcontracting goals.

Upon approval of the draft plan, the PI will sign and return the PI Agreement to Small Business Development Office via the Service and Support Case for your submission.  The original signed document is required and must be sent to the Small Business Development Office at mail code 0914.

The SBDO manager will execute the final subcontracting plan and initiate the request to issue the final electronic documents to the requesting department.

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.