Form 640 Review. Grow & Succeed. Helping Businesses. State Designated as Florida s Principal Provider of Business Assistance [ , Fla. Stat.

Transcription

1 Form 640 Review State Designated as Florida s Principal Provider of Business Assistance [ , Fla. Stat.] Helping Businesses Grow & Succeed

2 About Your Presenter Gregory J. E. Sikosek Supplier Diversity Advocate

3 Introductions Name? Business interests? Expectations?

4 Seminar Objectives To provide you: An Overview of what to expect in a DCMA conducted Small Business Program Review; also known as the Form 640 Review

5 Small Business Program Review Form 640 Review

6 Keys to Success Preparation Presentation Documentation Management Support Closing

7 Notification The contractor notification letter requests specific information to be mailed or electronically forwarded prior to the actual review. This information is submitted by the contractor to the PA within 14 days prior to the scheduled review. May be accompanied by a copy of the 640 Review Form

8 What to do First?

9 Preparation The specific information requested includes: Completed DCMA Form 640, PART I A list of all DoD contracts which carry FAR requirement for small business subcontracting plans Current company organization chart showing connection from top Management to Supplier Diversity professional A list of all specific internal documents that show small business program policy and procedures A list of small business outreach activities conducted during the review period

10 2 TYPES of REVIEW Comprehensive Subcontracting Plan Limited Participation Anticipated EOL in 2014 Individual Subcontracting Plans More Common Requires more individual reporting and more contract level data

11 Forms Defense Contract Management Agency (DCMA) Review of Contractor s Subcontracting Program (DCMA FORM 640) Usually provided by DCMA auditor in advance May provide a modified form

12 Presentation Completed DCMA Form 640 PowerPoint Presentation AND Hardcopy Binder for DCMA that follows the order of the form is a highly recommended best practice The presentation illustrates the success of your Small Business Program and facilitates completion of the 640 form by the auditor Each slide should present evidence of compliance with and performance against the standard Build your case: take the opportunity to showcase your best practices

13 Documentation Purchase Order Files with key documents highlighted and tabbed Supplier Subcontracting Plans and copies of ISR s filed against the plans Terms and Conditions (e.g., esrs) Supplier Status Certifications (e.g. HUBZone record from SBA dynamic search site, annual certification forms) Internal Policies and Procedures

14 Management Support Do you have documented evidence of statements made by Executive Leadership that support Supplier Diversity Goals and Activities? Do you have adequate resources dedicated to activities such as Small Business Conferences? Do you have evidence of how you proactively search for small business sources? e.g., Memberships with NMSDC, WBENC, Participation in Conferences and Trade Fairs?

15 Closing Summary of Key Takeaways from DCMA Form 640 and Presentation Summary of Leadership Support Summary of Supporting Documentation Evidence of Commitment and Results

16 Reference Documents CONTRACTOR S SUBCONTRACTING PROGRAM REVIEW GUIDE (DCMA FORM 640) January 1, /640ProgramReviewGuide.doc

17 Additional Information 1. FAR Part 19.7 Small Business Subcontracting Program 2. FAR , Contract Administration Functions 3. DFARS , General Policy 4. DFARS 219.7, Subcontracting with Small Business, Small Disadvantaged Business, and Women-Owned Small Business Concerns 5. DoDD , DoD Small Business and Small Disadvantaged Business Utilization Programs, September 11, FAR , Utilization of Small Business Concerns 7. FAR , Small Business Subcontracting Plan 8. FAR , Liquidated Damages - Subcontracting Plan 9. FAR , Small Business Participation Program-Incentive Subcontracting 10. DCMA/Small Business Administration (SBA) Memorandum of Understanding, May 9, DCMA One Book Chapter 12.2, Small Business 12. DCMA One Book Chapter , Comprehensive Subcontracting Plan

18 Summary Regardless of which type of Program Review, you must have: - Preparation - Presentation - Documentation - Management Support - Make the Closing

19 Questions??

20 Please Complete Seminar Evaluation