38--Special Notice, New Internet Reporting System For Small Business Subcontracting

As of October 28, 2005 the Electronic Subcontract Reporting System (eSRS) is available for use by all civilian agencies and their contractors required to report subcontracting accomplishments at www.esrs.gov. The eSRS is now functioning at the Initial Operating Capability (IOC) level, which will allow the civilian contractors to enter their Subcontracting Reports for Individual Contracts (formerly the SF-294) and Summary Subcontract Reports (formerly the SF-295). The eSRS is the latest system under the umbrella of the Integrated Acquisition Environment (IAE). On October 18, 2004, and March 18, 2005, the Office of Federal Procurement Policy issued guidance regarding the status of the Electronic Subcontract Reporting System (eSRS). The second memorandum authorized agencies to grant, at their discretion, a 60-day extension for contractors to file their reports. Where agencies choose to exercise this authorization, their contractors' reports would be due 60 days after IOC. However, implementation of the eSRS for the Department of Defense contractors is targeted for the third quarter of fiscal year 2006. Accordingly, all Department of Defense contractors are to continue to submit SF-294s and/or SF-295s in accordance with the instructions found in their contract clauses. We will provide a formal notice, similar to this, when the eSRS becomes available for the use by Department of Defense contractors. We do recognize that some confusion may occur regarding the due dates and submission of reports for fiscal years 2004 and 2005, especially since Department of Defense contractors will continue to submit paper reports in accordance with the corresponding submission schedule. In order to minimize this confusion, we have coordinated with the Small Business Administration (SBA) on the following guidance: Except as noted above, all civilian contractors must now submit their Summary Subcontract Reports for fiscal year 2004 into the eSRS. Contractors of the General Services Administration (GSA) holding contracts with the Federal Supply Schedule (FSS) and contractors of the National Aeronautics and Space Administration (NASA) that have entered their fiscal year 2004 reports into the GSA FSS and NASA electronic reporting systems, respectively, will be exempt from this requirement. No contractors of any agency will be required to submit the Subcontracting Reports for Individual Contract into the eSRS for fiscal year 2004. No contractors of any agency will be required to submit mid-year reports for fiscal year 2005 (normally due April 30 for the period ended March 31st) into the eSRS. This exemption applies to both the Subcontracting Reports for Individual Contract and the Summary Subcontract Reports. Civilian contractors of all agencies will be required to submit end of year reports for both the Summary Subcontract Reports and Subcontracting Reports for Individual Contract for fiscal year 2005 (normally due October 30 for the period ended September 30th) into the eSRS, within 60 days of the eSRS becoming available for use, i.e. by December 31. Department of Defense contractors will continue to submit paper reports until they receive official notification from their Contracting Officers or Contracting Authority to begin using the eSRS. The Federal Acquisition Regulation currently requires a final report (SF-294) at contract completion. Civilian contractors that have not yet submitted a final SF-294 for any contracts closed during FY 2004 or FY 2005 should do so now using the eSRS. If there is any question regarding reporting of your Summary Subcontract Reports and Subcontracting Reports for Individual Contract please contact your cognizant contracting officer or official for help. Frequently Asked Questions and other information are available on the eSRS web site at www.esrs.gov. If you have any further questions or comments, you may contact the SBA at contact@example.gov or the IAE at contact@example.gov.