Attachment J.8 Appendix H



FY02 Small Business Subcontracting Plan




Contractor: Universities Research Association (Fermilab)


Address: P. O. Box 500, Batavia, Illinois 60510


Contract No. DE-AC02-76CH03000


Item/Service: Operation of High Energy Physics Research Laboratory


The following, together with any attachment, is hereby submitted as a Subcontracting Plan to satisfy the applicable requirements of Public Law 95-507 and the Federal Acquisition Regulations (FAR), Part 19.


1.(a) The following percentage goals (expressed in terms of a percentage of total planned subcontracting dollars)will be applicable to any contract awarded.


(1) Small Business Concerns: 50% of total planned subcontracting dollars under this contract will go to subcontractors who are small business concerns.


(2) Small Disadvantaged Business Concerns: 5% of total planned subcontracting dollars under this contract will go to subcontractors who are small business concerns owned and controlled by socially and economically disadvantaged individuals.


(3)         Woman Owned Small Business Concerns: 5% of the total planned subcontracting dollars under this subcontract will go to subcontractors who are woman owned small businesses.


(4) HUBZone Business Concerns: HUBZone businesses are being contacted. The number of these firms in the Chicago area is minimal. We will take an aggressive run at achieving the 3% goal.


(5) Disabled Veteran Business Concerns: Disabled Veteran business concerns are being contacted. The number of Disabled Veteran firms, as identified by the SBA ProNet data base is minimal. We will take an aggressive run at achieving the 2% goal.


(b) The following dollar values correspond to the percentage goals shown in (a) above.


(1) Total dollars planned to be subcontracted to small business: $45,000,000.00.


(2) Total dollars planned to be subcontracted to small disadvantaged business: $4,500,000.00.


(3)         Total dollars planned to be subcontracted to woman owned businesses: $4,500,000.00.


(c) The total estimated dollar value of all planned subcontracting (to all types of businesses) under this contract is $90,000,000.00


(d) The following principal products and/or services will be subcontracted under this contract among Small and Small Disadvantaged Businesses:






Electrical Supplies

Accelerator Magnets

Household Help

Maintenance Repair & Operation Supplies

Maintenance Repair & Operation Supplies

Electrical Supplies

Electronic Components

Wire & Cable


Printing, Computer Paper

Computer Peripherals

Computer Supplies

Computer Software

Gloves - Aprons

Construction Services


Laboratory Services


Laboratory Supplies

Janitorial Supplies/Service

Construction Supplies

Office Supplies

Wire & Cable

Fire Equipment

Cable Assemblies

Tape, Special Purpose


Disposable Clothing


Drafting Supplies




Electronic Components


In addition to the above listing, other principal products that will likely be purchased by the Laboratory from Large Businesses include the following:


Computers & Computer Peripherals

Cryogenic Equipment

Gasses (Liquid & Gas)


Electronic Instrumentation


Industrial Vehicles

Machine Tools

Power Distribution Equipment



Construction Services


(e) The following method was used in developing subcontract goals:


Goals are established largely based on historical data combined with projected subcontracting dollars that will be available from next fiscal year's budget. Records of past subcontracting are used to develop source lists along with requests from subcontractors to be given an opportunity to submit proposals.

Past performance is considered by individual buyers when considering creating of bid lists and questions of subcontractor responsibility.


(f) Indirect and overhead costs have not been included in the goals specified in 1.(b)(1) and 1.(b)(2).


2. The following individual will administer the subcontracting program:


Joseph P. Collins

Procurement Manager

P. O. Box 500

Batavia, Illinois 60510

(630) 840-4169


This individual's specific duties, as they relate to Fermilab subcontracting program, are as follows:


General overall responsibility for review, monitoring and execution of the plan including, but not limited to:


(a) Obtaining Small, Small Disadvantaged and Women Owned Small Business sources from all applicable agencies such as DOE and SBA.


(b) Ensuring inclusion of SB, SDB, WOSB, HUBZone and Disabled Veteran firms in all solicitations where appropriate.


(c) Attending or arranging for attendance at Business Opportunity Workshops, Minority Business Enterprise Seminars, Trade Fairs, etc.


(d) Monitoring attainment of proposed goals.


(e) Reviewing solicitations to remove statements, clauses, etc. which may tend to prohibit SB, SDB, WOSB, HUBZone and Disabled Veteran participation.


(f) Additions to the duties specified above are as follows:


The Procurement Manager on the discharge of his responsibilities assigned will ensure that:


(1) All procurement negotiations are conducted on the highest level of business ethics.


(2) Materials or services of quality or quantity required are purchased for delivery at the time and location specified.


(3) In conjunction with Legal Counsel, will ensure that terms and conditions are established, used and maintained for the protection of URA, the Government and the supplier's proprietary rights.


(4) Maximum competition in the procurement of materials and services compatible with the complex technical requirements is obtained in a timely and economical fashion.


(5) The operating procedures for the procurement function are followed and are in accordance with the Laboratory Procurement Manual, the URA Prime Contract with the Department of Energy, and all other applicable procurement regulations.


(6) The Procurement Department is staffed with capable, competent individuals and will direct and ensure that their activities and operations are carried out in a professional, efficient manner.


3. The following efforts will be made to ensure that Small and Small Disadvantaged concerns will have an equitable opportunity to compete for subcontracts:


(a) Outreach efforts will be made as follows:


Contacts with DOE and SBA


Contacts with minority and small business trade associations


Contacts with business development organizations


Attendance at small and minority business procurement conferences and trade fairs.


(b) The following internal efforts will be made to guide and encourage buyers:


Workshops, seminars, and training programs will be conducted.

Activities will be monitored to evaluate compliance with this subcontracting plan.


(c)               Small and Disadvantaged Business source lists, guides and other data identifying Small and Small Disadvantaged Business vendors will be maintained and utilized by buyers in soliciting subcontracts.


4. Fermilab agrees that the clause entitled "Utilization of Small Business Concerns and Small Business Concerns Owned and Controlled by Socially and Economically Disadvantaged Individuals" will be included in all subcontracts which offer further subcontracting opportunities and all subcontractors (except Small Business) who receive subcontracts in excess of $500,000 will be required to adopt a subcontracting plan similar to the plan required by the FAR Clause 52.219-9, Small Business and Small Disadvantaged Business Plan. The following procedure will be followed in reviewing, approving, and monitoring such plans


(a) Buyers will:


(1) Furnish subcontractor with a copy of a model subcontract plan if necessary.


(2) Obtain a subcontract plan from all subcontractors prior to award of subcontracts expected to exceed $500,000 and $1,000,000 in construction except for those awarded to small businesses.


(3) Evaluate the expected small/small disadvantaged business potential in terms of the nature of the service or production or, if applicable, the availability of such firms in the geographical location of the subcontractor.


(4) Advise the subcontractor of possible sources and/or methods of obtaining sources if required.


(5) Negotiate goals which reflect "good faith", aggressive and comprehensive effort".


(6) Monitor the subcontract plan through the life of the subcontract to insure compliance.


(b) Small Business Liaison Officer - Review plan and recommendations. Upon approval, buyer/subcontract administrator is free to negotiate plan into the contract.


5.              Fermilab agrees to submit such periodic reports and cooperate in any studies or surveys as may be required by the Department of Energy, or the Small Business Administration in order to determine the extent of compliance by Fermilab with the subcontracting plan.


(a) Submit Standard Form (SF) 294, Subcontracting Report for Individual Contracts, and SF 295, Summary Subcontract Report as required and


(b) ensure that its subcontractors agree to submit Standard Form 295.



6. Fermilab agrees that it will maintain at least the following types of records to document compliance with this subcontracting plan:


(a)                  Small, Small Disadvantaged, Women Owned Small Business, HUBZone and Disabled Veteran source lists, guide and other data identifying suppliers.


(b) Organizations contacted for Small and Disadvantaged Business sources.


(c) On a contract-by-contract basis, records on all subcontract solicitations over $100,000 indicating on each solicitation: (1) Whether Small Business was solicited, and if not, why not? (2) Whether Small Disadvantaged Business was solicited, if not, why not? (3) Reasons for failure of solicited Small Business or Small Disadvantaged Business to receive the subcontract award.


(d) Records to support other outreach efforts:


Contacts with Minority and Small Business Trade Associations, etc.


Contacts with business development organizations, etc.


Attendance at Small and Minority Business procurement conferences and trade fairs.


(e) Records to support internal activities to guide and encourage buyers:


Workshops, seminars, training programs, etc.


Monitoring activities to evaluate compliance.


(f)                     On a contract-by-contract basis, records to support award data submitted to the Government to include name and address of subcontractor.







Jane L. Monhart Joe Collins

Contracting Officer Procurement Manager