Electronic Subcontracting Reporting System eSRS October 24, 2006

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Electronic Subcontracting Reporting System
(eSRS)October 24, 2006
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Electronic Subcontracting Reporting System (eSRS)

• The eSRS is an electronic, web-based system for
  subcontract reporting that replaces the SF-294
  SF-295 paper forms.
• When DoD comes on board in FY 2006, it will be a
  Government-wide system and the only automated
  system authorized for subcontract reporting.

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Organizational Structure

• Systems Steward
• U.S. Small Business Administration (SBA)
• Contractor
• Symplicity Corporation, Inc.
  8(a) firm based in Arlington, Virginia

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System Features (cont.)

• Critical Systemic Linkages
• Central Contractor Registration (CCR)
• Federal Procurement Data System (FPDS-NG)
• Government-wide agency hierarchy
• DUNS numbers for prime contractors and
  subcontractors

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IAE Architecture
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Electronic Subcontract Reporting System (eSRS)

• The eSRS is a downstream FPDS/NG application
• On the Positive Side If a contract contains a
  subcontracting plan and has been entered
  correctly in FPDS/NG, the eSRS automatically
  receives a record of it
• The Downside If a contract is not in in FPDS/NG
  or has not been entered correctly, the contractor
  wont be able to enter his ISR (formerly the
  SF-294) report at all

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Registration(cont)

• IDEmail Address
• Password 10-14 Characters that must include 2
  lower case letters, 2 upper case letters, 2
  numbers and 2 special characters, in any order.
• Example te1dTE2D_at_

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Goal Computation on the ISR

• The system calculates the achievements by two
  methods
• of contract value
• of subcontracting ____________________________
  _______
• Note the eSRS will only calculate the
  percentage on the achievement side, not the goal
  columns. This is by intent, because we want the
  contractor to copy the goals from the
  subcontracting plan exactly as they appear in the
  plan.

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Accounting Methods

• Commitment Basis- means that you capture the
  transaction when you execute the subcontract
  award document.
• Payment Basis- means that you capture it when
  you pay the invoice. If you use some other
  method, or hybrid of the two, the system allows
  you to select other. Once you select the
  method, it cannot change for the life of the
  contract.

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What Should Contractors Enter?

• Individual Contract Reports (ISRs) (formerly the
  SF-294)
• Summary Subcontract Reports (SSRs) (formerly the
  SF-295)
• Year-End SDB Supplementary Reports (see FAR
  clause at 52.219-9(j)(2))
• SDB Participation Reports (formerly the Optional
  Form 312) for contracts containing the FAR clause
  at 52.219-25 (SDB Participation Program)

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What is New?

• We now have an application interface so that
  contractors with electronic systems of their own
  can simply upload their data into the eSRS (as
  opposed to keypunching it into the eSRS one
  report at a time)
• This appears in the system as Batch Upload.

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Is the FAR being changed?

• SBA has introduced a FAR case that includes
  changes to subpart 19.7 and the related clauses,
  especially 52.219-9
• In the meantime, SBAs Office of General Counsel
  has ruled that the eSRS is the electronic
  equivalent of the SF-294 SF-295

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FAR Case

• Revises subpart 19.7 and clauses at 52.219-9
  52.219-25 to replace all references to SF-294,
  SF-295, and Optional Form 312 with eSRS.
• Revises the flow-down provision at 19.704(a)(9)
  and 52.219-9(d)(9) to require the prime
  contractor to flow the prime contract number down
  to the subcontractors at lower tiers
• prime contract number now becomes a mandatory
  field in the eSRS, even for subcontractors, in
  order to facilitate lower-tier reporting.

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FAR Case (cont.)

• Moves General Instructions from the paper forms
  to the clause at 52.219-9.
• Requires contractors to print a hard copy of the
  Summary Report(s) and have them signed by the
  CEO.
• Contractor will be required to keep hard copy
  with CEOs signature on file for 4 years (the
  number of years could be changed in the Final
  Rule).
• The SF-294, SF-295, Optional Form 312 will
  eventually be abolished.

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FAR Case

• The Small Business Committee of the FAR Council
  will review and discuss the specific provisions
  in the proposal
• The regulation will be issued as a Proposed Rule
  or Interim Final Rule
• 60-day public comment period
• Final Rule will reflect changes resulting from
  public comments, as appropriate

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eSRS Feature

• Lower Tier Reporting
• Full operating capability will include a report
  showing subcontracting activity at lower tiers
  (fictitious example on next slide)
• This feature will be available only for
  contractors that submit the Individual Contract
  Report
• The eSRS FAR case does not propose to change the
  current rule that prime contractors may not take
  credit for subcontracts at lower tiers

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Sample Lower Tier Report
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LOWER TIER REPORTING

• Individual Subcontracting Reports (ISR)
• Former SF 294
• Prime Contract Number
• Higher Tier DUNS
• Product and Service Lines
• NAICS
• Email Address of the Govt Official to Review the
  Report
• No Inclusion of Lower Tier Dollars

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Summary Subcontracting Reports

• Summary Subcontracting Reports (SSR) Former SF
  295
• Product and Service Lines
• NAICS
• Email Address of the Govt Official to Review the
  Report
• No Inclusion of Lower Tier Dollars

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LOWER TIER REPORTING
Government contracts with Company X Contract
Number DE-AC01-05EE12345 Company X will include
on their Individual Subcontracting Report Their
Duns is 001339457 Prime Contract Number-
DE-AC01-05EE12345 Company X subcontracts with
Company Y Contract Number XX-05TP00023 Company Y
will include on their Individual Subcontracting
Report Company Xs DUNS-001339457 Prime Contract
Number- DE-AC01-05EE12345 Their
DUNS-113456896 Contract Number with Company
X-XX-05TP00023
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LOWER TIER REPORTING
(cont.) Company Y subcontracts with Company
Z Contract Number YY-05DD99963 Company Z will
include on their Individual Subcontracting
Report Company Ys DUNS-113456896 Prime Contract
Number- DE-AC01-05EE12345 Their
DUNS-132568700 Contract Number with Company Y-
YY-05DD99963
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REVIEW OF REPORTS

• Government will review
• Prime Individual Subcontracting Report
• All Summary Subcontracting Reports
• Higher-Tier Subcontractors will review
• Lower-Tier Individual Subcontracting Reports

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How will the eSRS Help Desk work?

• The Help Desk will handle all technical questions
  regarding the use of the eSRS
• E-mail address is Help_at_esrs.gov
• Questions regarding subcontracting policy will be
  referred to SBA
• Other problems/issues will be forwarded to the
  Agency Coordinator of the agency that awarded the
  contract

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TROUBLESHOOTING

• CCR ISSUES-
• CCR Assistance Center 888-227-2423
• FPDS-NG ISSUES
• Call the Contracting Officer
• eSRS ISSUES
• Contact the eSRS Helpdesk