- Your approved subcontracting plan and any changes by PIID.
- A list of certified small businesses you considered for each requirement.
- Dated outreach records — email, platform logs, or industry day notes.
- Subcontract award data with UEIs that match SAM.gov.
- Notes when the sub you picked does not match a plan category target.
FAR 52.219-9 recordkeeping for subcontracting plan execution
FAR 52.219-9 says primes must try to use small business subs and keep records that show how the plan performed. These records are not a separate filing. They back up your ISR and SSR reports and answer questions from contracting officers.
Records contracting officers expect
Keep the plan, vendor lists, outreach logs, award data, and notes on category gaps.
Organizing records by PIID
Store outreach by contract requirement, not in one big spreadsheet.
Subcontracting plans are tied to specific contracts. When you save outreach and match data by PIID, NAICS, and category, ISR and SSR prep goes faster. SamMatch ties matches and mailbox messages to each requirement automatically.
Retention and audit readiness
Follow your records schedule and export good-faith effort summaries on a schedule.
Follow your contract records schedule and company policy. Export or archive good-faith effort summaries on a regular basis — see sample GFE report and good-faith effort documentation.
Related resources
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