Guide
How a prime documents a software purchase from a VetHUB vendor
To count a software purchase toward a contract's participation plan, a prime needs records that tie the purchase to that contract: the vendor's current certification, the scope of software and services, the service period, how the charges are allocated, and the invoices and payments. The agency decides whether the purchase counts; good records make that review possible.
Start from the contract, not the subscription
Texas rules describe a subcontractor by its contribution to work under the prime's contract. A company-wide subscription on its own does not show that. Link each order to the agency contract or project it supports, and record what the software and any services actually do for that work.
What to collect
- The vendor's current certification evidence and identifiers
- The agreement or order, with the software and services scope
- The service period, products and users covered
- The allocation basis when one purchase supports more than one contract
- Itemized invoices, payments, credits and refunds
- Your accepted subcontracting plan and any agency guidance on this purchase
Never count the same charge twice
If a subscription supports several contracts, allocate the actual amount across them so the total never exceeds what was paid. Report the amount after discounts, credits and refunds.
Ask the agency before you rely on it
There is no blanket rule that every software subscription qualifies for every contract. Send the scope and a sample invoice to the agency's VetHUB coordinator or procurement contact, and keep their answer with your plan records.
How Zebrix helps
Zebrix Group Inc. is a Texas VetHUB-certified, SDVOSB software provider. For any contract you link, Zebrix prepares the vendor package: certification evidence, identifiers, scope, service period, allocation and itemized invoices.
Questions
- Does every software subscription count on a State of Texas Subcontracting Plan?
- No. The purchase has to be tied to work under the contract, and the agency decides whether it counts. Collect the scope, service period, allocation and invoices for that review.
- Can one subscription support more than one contract?
- It can, but allocate the actual amount across the contracts so the same charge is never counted in full more than once.
- Who should confirm eligibility?
- The agency's VetHUB coordinator or procurement contact for that contract, with procurement counsel if needed.