Mentor-Protégé Program (MPP) [Frequently Asked Questions]

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Mentor-Protégé Program (MPP)

Tuesday, January 13, 2009 Site Map Program Menu

Frequently Asked Questions

last updated 10/9/2007

Mentor-Protégé Program

Question: What are the requirements that a Mentor firm must meet prior to applying for participation in the MP Program?

Answer: In order for a company to qualify as a mentor it must be currently performing under an approved, active subcontracting plan negotiated with DoD or another Federal agency pursuant to FAR 19.702 and currently eligible for the award of federal contracts. The mentor must have a commitment to small business. The mentor shall have a corporate policy to promote, develop, and implement subcontracting opportunities with all small businesses and Historically Black Colleges and Universities and Minority Institutions (HBCU/MI). The mentor must be fully committed to a long-term relationship and obligation to its protégé(s).
Question: What are the eligibility requirements for a Protégé firm?

Answer: To be eligible to participate, the protégé must be an SDB, a WOSB, or an eligible entity employing the severely disabled and maintain that status for the life of the agreement. The protégé must be eligible for the award of Federal contracts; and be a small business according to the Small Business Administration (SBA) size standard for the NAICS code that represents the contemplated supplies or services to be provided by the protégé firm to the mentor firm. If the protégé self-certifies that it meets the eligibility requirements, a separate written self-certification of their small business status must be provided with the mentor-protégé agreement. (Note: Protégés cannot self-certify as an SDB. The SBA must certify SDB's. If the SBA SDB certification expires prior to the end of the agreement period, the agreement and contract modification may still be written to include the entire agreement period with conditions stating incremental funding is subject to the protégé's SDB recertification.)
Question: What are the selection criteria for participation in the Mentor-Protégé Program?

Answer: The current selection criteria are:
1. Quantified protégé subcontracting opportunities within existing and future mentor contracts, potential protégé prime contracts, and commercial contracts related to the technology being transferred,
2. Merit of the technical approach in terms of meeting the developmental needs (technical) of the identified protégé (what, when, how assistance will be provided),
3. Active, meaningful, long-term involvement of HBCU/MI. Proposals shall identify specific HBCU/MI roles in providing mentoring assistance to protégé firms. The HBCU/MI is considered a subcontractor and supporting documentation is required for any proposed costs,
4. Relevance to Army/DoD programs,
5. Mentor's corporate commitment to provide the proposed assistance to the protégé firm measured by usage of corporate resources, staff, and policies,
6. Management plan identifying the team organization, methods to resolve problems, and expected program outcomes to include protégé end state.
7. General consideration will be given to relevant past and present experience.
Question: What are the benefits of the Mentor-Protégé Program to the Mentor?

Answer: There are a variety of benefits to the mentor through participation in the Mentor-Protégé Program. The following are but a few of these benefits:
1. Long-term relationship with a trusted business partner or associate.
2. A qualified SDB source at more competitive prices.
3. Meet SDB goals.
4. Source of qualified employees from the HBCU/MI.
Question: What are the benefits of the Mentor-Protégé Program to the Protégé?

Answer: As with the mentor, there are many benefits to be derived by the protégé. The protégé gains invaluable developmental assistance through the Mentor-Protégé Program. The following are but a few of the major areas in which the protégé can gain:
1. Technology Transfer.
2. Long-term relationship with a trusted business partner or associate.
3. Enhanced competitiveness.
4. Marketing, business development, and overall business planning.
5. Engineering and technical matters.
6. Subcontracting opportunities.
7. Source of qualified employees from the HBCU/MI.
Question: What is the role of the Mentor-Protégé Program Manager?

Answer: The Mentor-Protégé Program Manager is the single point of contact with the Government customer. The Program Manager is responsible to ensure that the mentor-protégé effort is conducted within the scope of the contract, within cost and on schedule. The Program Manager is the focal point for all activities involving the protégé(s), HBCU/MI and as such, must have access to upper echelon management within the corporate structure and be able to draw upon the full range of corporate resources.
Question: Do Mentors receive compensation for their costs associated with Mentor-Protégé Agreements?

Answer: Mentors receive compensation for their costs associated with mentor-protégé agreements in the form of credit or direct reimbursement. A credit agreement allows a mentor to receive credit toward subcontracting goals for costs incurred. A reimbursable agreement provides monetary reimbursement for the cost of developmental assistance incurred by the mentor firm and provided to a protégé firm in accordance with the approved agreement.
Question: What costs associated with the Mentor-Protégé Program are reimbursable to the Mentor?

Answer: In order to provide an incentive for potential mentors to enter in Mentor-Protégé relationships, the legislation provides for mentors to be reimbursed for the costs of providing developmental assistance to protégés in the areas of engineering and technical matters, other forms of assistance designed to develop capabilities of the protégé, and limited general business management. A mentor may be reimbursed for the following costs:
1. Direct costs. The costs of providing developmental assistance with the mentor's personnel; assistance provided by HBCU/MI, Small Business Development Centers (SBDC) and Procurement Technical Assistance Centers (PTAC).
2. Incidental costs. These costs may include supplies and materials, equipment, other subcontracts to provide development assistance; training courses, postage, reproduction, travel and per diem expenses.
3. DoD Incidental Costs Policy. The DoD allows incidental protégé costs not specifically addressed in the legislation, which are otherwise considered allowable, allocable and reasonable. Incidental costs may be reimbursed up to 10% of the total developmental assistance, primarily in the areas of travel and subsistence, and incidental supplies and materials. The Mentor-Protégé Program does not provide for reimbursement of protégé labor.
Question: What costs are eligible for reimbursement under the Mentor-Protégé Program?

Answer: The Department of Army will reimburse a mentor firm for the cost of developmental assistance incurred by the mentor firm and provided to the protégé pursuant to an approved mentor-protégé agreement. Developmental assistance costs eligible for reimbursement include the mentor's labor costs and subcontracts to (1) Small Business Development Centers, (2) Procurement Technical Assistance Centers, (3) Historically Black Colleges and Universities and (4) Minority Institutions of higher education in providing assistance to the protégé. All other costs are considered incidental costs and are limited to 10% of the total developmental assistance cost.
Question: Would you please clarify your policy on incidental costs?

Answer: Incidental costs not specifically addressed in statute are limited to 10% of the total developmental assistance cost. The 10% incidental costs include both mentor and protégé costs that are not expressly addressed in statute and that are otherwise allowable, allocable and reasonable. The mentor-protégé legislation specifically authorizes reimbursement of the mentor's labor costs and subcontracts to (1) Small Business Development Centers, (2) Procurement Technical Assistance Centers, (3) Historically Black Colleges and Universities and (4) Minority Institutions of Higher Education in proving assistance to the protégé. All other costs are considered incidental costs. Incidental costs may include: all protégé costs, equipment, other subcontracts to provide development assistance, training courses, office/warehouse space, supplies, postage, reproduction, travel and per diem expenses.
Question: Are there any program reporting requirements associated with the mentor-protégé program?

Answer: There are several reporting requirements associated with the mentor-protégé program. Mentors are required to report to Army quarterly on their performance in providing the developmental assistance. Quarterly reports will track performance by major tasks identified in WBS and by expenditures. Quarterly reports are due 30 days following the end of the fiscal year quarter. Reports are due by January 31, April 31, July 31 and October 31. Quarterly reports are cumulative for developmental assistance activities over the life of the agreement.

Mentors also must complete the DoD semi-annual reporting requirements in DFARS Appendix I. Reports are due by April 30 (for period Oct 1 - Mar 31) and October 31 (for period Apr 1 - Sep 30). Reports are to be completed, signed, and submitted by the mentor firm. Please ensure that all required information is included.

Protégés must report annually by 31 October after review and concurrence with or rebuttal to the mentor's report covering the period ending 30 September. In addition, protégés must provide data on employment, annual revenue, and annual participation in DoD contracts. The report is required during the program participation term and for two (2) fiscal years after expiration of the participation term.
Question: What are Program Management Reviews (PMRs)?

Answer: Program Management Reviews (PMRs) will be conducted to assess the progress and continued viability of each agreement. PMRs will be held at an Army, mentor's or protégé's site. Topics covered during the PMRs may include: value of mentor awards, value of other awards, determining an objective performance measurement, expanded relationship, enhancement of the protégé's competitiveness, HBCU/MI involvement, and the technology transferred/training provided. By developing the review around these criteria, the participants will touch on all aspects necessary for a productive review. PMR specifics will be provided following contract award.
Question: What do these acronyms mean?

Answer:
1. CR - Credit Agreement
2. DCMA - Defense Contracting Management Agency
3. DISA - Defense Information Systems Agency
4. DLA - Defense Logistics Agency
5. DoD - Department of Defense
6. FAR - Federal Acquisition Regulation
7. HBCU - Historically Black Colleges & Universities
8. MilDept - Military Department
9. MP - Mentor-Protégé Program
10. NIMA - National Imagery & Mapping Agency
11. POC - Point of Contact
12. PTAC - Procurement Technical Assistant Center
13. RE - Reimbursable Agreement
14. SADBU - Small & Disadvantaged Business Utilization
15. SBA - Small Business Administration
16. SBDC - Small Business Development Center
17. SDB - Small-Disadvantaged Business

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