1 Acquisition Office SYMTRAC TM – The Importance of Compliance presented by Evita J. Fields

2 Who needs to use SymTrac™? External Users: –Prime Contractors: Submit a subcontracting plan after award Assign approved Subcontractors to the contract Record the payment made to the Subcontractors Submit a “Change Request” to modify Subcontracting Plan –Subcontractors: Record each invoice to the Prime Contractor Verify that the Prime Contractor has submitted payment on the invoice

3 Is SymTrac™ a Requirement? Yes! SymTrac™ is a requirement. SymTrac™ reporting is a contractual requirement mandated by the Commission to monitor subcontracting compliance requirements. A Notice to Proceed (NTP) will NOT be issued until a subcontracting plan has been entered by the Prime Contractor and approved by the SLMBE Office in SymTrac™.

4 Prime Contractor Compliance Responsibilities Submits the subcontracting plan after award via SymTrac™ –Must be submitted and approved within 14 days of award (subject to change per contract) –Enter ALL Subcontractors (Both Majority, SLBE and MBE) Assigns approved Subcontractors and their percentage of work to be performed in the subcontracting plan. Ensures that the subcontracting plan mirrors the participation certificate that was submitted with the bid.

5 Prime Contractor Compliance Responsibilities (cont’d) Records payments made to the Subcontractors –Subcontractors must be paid within 30 days once paid by WSSC (See Terms and Conditions) Manages Subcontractors to ensure they are compliant Reports any change to the subcontracting plan to the Contract Manager and Acquisition Buyer.

Why is Compliance Critical? Failure to comply with SYMTRAC TM is a direct reflection against a firm’s responsibility. Awards of Task Orders or new Solicitation Advertisements can be effected by non-compliance in SYMTRAC TM. Performance in SYMTRAC TM is a critical part of the evaluation process throughout the performance of the contract. Failure to comply with the requirements can prevent future contract awards to a Prime Contractor. 6

Working Together 7 Prime Contractor’s must work together with their Subcontractors to ensure that payments are being validated after the invoice is input into the system. It is the responsibility of the Prime Contractor to comply with the subcontracting requirements as proposed and accepted by WSSC at contract award.

Changes to Sub-contracting Plans 8 All changes to sub-contracting plans must be submitted in WRITTEN FORMAT to the Acquisition Buyer. The following items must be included with request to change the sub- contracting plan: 1)Letter from Prime explaining the reason for the change. 2)Letter from existing & new sub- contractor acknowledging their consent to the change. 3)SLMBE Participation Certificate for the existing sub-contractor showing the current percentage of work that has been sub-contracted out. 4)SLMBE Participation Certificate for the new sub-contractor listing their duties, percentage to be proffered, etc.

How to Access SymTrac™ Checklist: –Do you have an internet connection? –Do you have a User-ID and password to SymTrac™? To obtain a User-ID and Password, contact the SLMBE office please submit a written request via: Fax: or Mail: SLMBE Office, Sweitzer Lane, 8 th Floor, Laurel, MD SymTrac™ can be accessed by entering the following website: –Save as your favorite or create a shortcut on desktop 9

Symtrac TM Online Training Manual 10 You can access the External User’s Training Manual or SymTrac™ Application via WSSC’s website. The URL address for the Manual is:

Upcoming External Training: The next SYMTRAC External Training Session will be held on: Date: March 29, 2011 Time: 9:00 a.m. – 11:00 a.m. Location: Room 6106 (at the RGH Building) Please register for the upcoming session using the link listed below: Calendar.faces 11

SLMBE Info The SLMBE Office We are here to ensure your success!” –“We are here to ensure your success!” Phone: Fax: Location: Sweitzer Lane RGH 8 th Floor Laurel, MD Office Hours: 8 a.m. - 5 p.m. (Monday through Friday) Visit our website at 12

Acquisition Info Acquisition Office: (301) Meet the Team!

Upcoming Supplier Education Sessions April 28, :30 a.m. to 9:00 a.m. - Subcontracting - What Every Prime Contractor Needs to Know May 27, :30 a.m. to 9:00 a.m. - MBE Program - What Every Prime Contractor Needs to Know for Compliance June 23, :30 a.m. to 9:00 a.m. - Prime Contracting for Goods & Services 14

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