Standard Form 295 Reporting The SF 295 is

Standard Form 295 Reporting The SF 295 is an “agency specific” form and reports all subcontracts issued in either a six month or one year period. This report is a requirement of your contract, under your Small Business Subcontracting Plan. Note: If you have a Commercial Subcontracting Plan, please see the SF 295 Tutorial that is tailor-made for Commercial Subcontracting Plans.

Standard Form 295 Reporting Mid year reports are due from Do. D contractors only. The SF 295 is due by April 30 and covers the period of Sept 1 st though March 31. If your administering agency is DCMA, your DCMA Small Business Specialist will request the SF 295 form five (5) days earlier to facilitate the review for accuracy and input of data. End of the year reports are required from both Do. D and civilian agency contractors. Year-end reports are due by October 30 th and cover the government’s fiscal year of October 1 st through September 30 th. If your administering agency is DCMA, your DCMA Small Business Specialist will request the SF 295 form five (5) days earlier to facilitate the review for accuracy and input of data. If you have a mix of Do. D and civilian agency contracts, you should complete mid-year SF 295 s for your Do. D contracts only.

General Instructions • If you have contracts with more than one federal agency, a separate SF 295 must be completed for each agency covering only that agency’s contracts. Do. D is considered one agency (except for construction contracts you must submit a separate report for each Do. D component (AF, Navy, Army). • Reports are required when due, regardless of whethere has been any subcontracting activity during the reporting period. • Only subcontracts involving performance in the U. S. or its outlying areas should be included in this report. • Subcontracts from a corporation, company, or subdivision that is an affiliate are not included in this report. However, any subcontracts your affiliate makes related to these interdivisional transfers should be included. • Report only direct subcontracts made by you or your affiliate in (4) above. Credit cannot be taken for awards made to lower tier subcontractors.

DEFINITIONS Subcontract means any agreement (other than one involving an employer-employee relationship) entered into calling for supplies and/or services required for the performance of the contract. Note: Subcontracts includes purchase orders, subcontracts, purchasing card transactions, blanket purchase orders, or any other name given to an agreement to obtain goods or services. . 1) Direct Subcontract Awards are subcontracts that are directly attributable to a specific contract. . 2) Indirect costs are those which, because of incurrence for common or joint purposes, are not directly related to a specific contract. When applicable, only a pro-rated portion of indirect costs should be applied. These are sometimes called G&A and include items such as janitorial expenses, office supplies, landscaping, air travel, travel costs, copy paper shipping, etc.

BLOCK 1 Enter your COMPANY NAME STREET ADDRESS (and Mailing Address) CITY STATE ZIP CODE This report may be submitted on a corporate, company, or subdivision (e. g. , plant or division operating on a separate profit center) basis, unless otherwise directed by the agency awarding the contract.

BLOCK 2 Enter your nine-digit Data Universal Numbering System (DUNS) number for the address used in block 1.

BLOCK 3 Enter date that you plan to submit the report.

BLOCK 4 CHECK ONLY ONE Note that the reporting cycle follow the government’s fiscal year. The mid-year SF 295 report (due from Do. D contractors only) represents October 1 st from last calendar year through March 31 st this calendar year. The year-end SF 295 report (due from ALL contractors) represents October 1 st of the last calendar year through September 30 th this calendar year. Enter the govt. fiscal year (i. e. FY 04 is 10/1/03 through 9/30/04)

BLOCK 5 Check whether this report is a “Regular”, Final”, and/or “Revised” report. A “Regular” report should be checked if you have on-going contracts with the agency in block 8. A “Final” report should be checked only you have completed all the contracts containing subcontracting plans awarded by the agency in block 8. A “Revised” report is a change to a report previously submitted for the same period. You should check revised in addition to either “regular” or “revised”.

BLOCK 6 Identify the department or agency administering the subcontracting plan(s). As previously stated, a separate 295 is due for each administering agency (Do. D is one agency).

BLOCK 7 CHECK ONLY ONE This report encompasses all contracts with the Federal Government for the agency to which it is submitted, including subcontracts received from other larger businesses that have contracts with the same agency. Indicate in this block whether you are a prime contractor, subcontractor, or both to the agency listed in block 6.

BLOCK 8 If you have a contract-specific subcontracting plan (aka an individual subcontracting plan) or master plan, check “individual. ” If you are a participant in Do. D’s Test Program for Comprehensive Subcontracting Plans, leave this entire block blank. Commercial Plans are covered under separate, tailored presentation for Commercial Plans.

BLOCK 9 Identify the product or service(s) that you are providing to the agency listed in block 6.

BLOCKS 10 a through 16 (a) Include all subcontract awards you made during the period in block 4, resulting from contracts or subcontracts (regardless of dollar amount) received from the agency specified in block 6. Amounts must include both direct awards and an appropriate prorated portion of indirect awards. Do not include any direct subcontracts made in support of commercial business. (b) YOU MUST HAVE A SUPPORTING SIZE SELFCERTIFICATION FOR EVERY COMPANY YOU ARE COUNTING IN BLOCKS 10 a, 11, 12, 13, 14, 15, or 16. SDBs and HUBZone firms must be certified by SBA. You must verify SDB or HUBZone certifications in SBA’s PRO-Net database (http: //pronet. sba. gov) (c) Round percentages to one decimal point.

BLOCK 10 a, 10 b and 10 c BLOCK 10 a: Report all subcontracts awarded to SBs, including subcontracts to SDBs, WOSBs, VOSBs, Service-Disabled VOSBs, and HUBZone SBs. For DOD, NASA, and Coast Guard contracts, also include subcontracting awards to HBCUs and MIs. BLOCK 10 b: Report all subcontracts awarded to large businesses (LBs). Large Businesses include any company that is ‘other than small’ For example, companies that exceed the size standard or are non-profits. BLOCK 10 c: Report on this line the grand total of all subcontracts awarded during the period in block 4 (the sum of lines 10 a and 10 b). Small Business + Large Business = TOTAL Subcontracting

BLOCKS 11 through 16 Blocks 11 through 16 are all subsets of Block 10 a, Small Business. Companies should be counted in ALL the blocks that they qualify for even if that means counting them in multiple subsets (e. g. , a WOSB that is also SDB would be counted in SB, SDB and WOSB); For Do. D, NASA, and Coast Guard contractors: subcontracts awarded to HBCUs or MIs should be reported in Blocks 10 a, 11 and 13. If you do not have a goal in one category, enter “n/a” rather than a zero. For instance, your contract may have been issued prior to a HUBZone goal being required so you do not have a HUBZone goal in your subcontracting plan and would enter “n/a”. You would enter a “zero” only if you negotiated a goal of zero with your Contracting Officer.

BLOCK 11 Report all subcontracts awarded to SDBs (for Do. D, NASA and Coast Guard contractors, include subcontract awards to HBCUs and MIs). Reminder: If this contract’s solicitation was dated after 10/1/99, then you can only count SDBs that have been certified by SBA. If your contract’s solicitation was dated prior to 10/1/99, you may count SDBs that self-certify as SDB (do not have to be certified by SBA).

BLOCK 12 Report all subcontracts awarded to WOSB firms

BLOCK 13 (For contracts with DOD, NASA, and Coast Guard): Enter the dollar value of all subcontracts with HBCUs/MIs.

BLOCK 14 Report all subcontracts awarded to HUBZone SBs Reminder: HUBZone firms must be certified by SBA as such. Verify on SBA’s PRO-Net (http: //pro-net. sba. gov) (Note HUBZone is different that the State of Texas’s HUB Program)

BLOCK 15 Report all subcontracts awarded to VOSBs

BLOCK 16 Report all subcontracts awarded to service disabled VOSBs These subcontracts should also be reported in Block 15.

BLOCK 17 Remarks Use this block to enter any comments or remarks.

BLOCK 18 Contractor’s Official Who Administers Subcontracting Program (usually the Small Business Liaison Officer): Name Title Telephone Number including area code

BLOCK 19 Must be signed by the Chief Executive Officer (CEO): NAME TITLE SIGNATURE DATE If someone else signs, he/she must have a letter of designation from the CEO.

Standard Form 295 Reporting Effective January 1999, you are required by FAR Clause 52. 219 -9(j)(2) to submit a list of SDBs that you have subcontracted to during the fiscal year by NAICS Major Group (the first three digits of the NAICS code). This should be submitted each fiscal year-end only and as an attachment to the SF 295. For example: SDB Breakout NAICS 334 421 722 Dollar Amt. $10, 776 $607, 005 $57, 651

Mailing Instructions For DOD Contractors, send original report to the cognizant contract administrator office (ACO) as stated in the contract. For Civilian Agency Contractors, send original report to the awarding agency: 1) NASA: Forward reports to NASA, Office of Procurement (HS), Washington, DC 20546 2) OTHER FEDERAL DEPARTMENTS OR AGENCIES: Forward report to the agency’s OSDBU Director unless otherwise provided for in instructions by the Department or Agency. ALL COMPANIES: Send copy to the cognizant Small Business Administration Commercial Market Representative (CMR) covering the state listed in Block 1 d. A list of CMRs is available at: http: //www. sba. gov/GC/indexcontacts-cmrs. html