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c) collaborate with prime and subcontractor companies, financial and bonding institutions, minority and women-owned business support service organizations, and local chambers of commerce
C. Mentor Protégé Program Components
1. Mentor Protégé Relationship
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a) HUB/SB staff will make every effort to assign mentors with protégés who share the same major business responsibility (Owner/Manager, Marketing, Finance etc.).
b) Geographic proximity of mentors and protégés may be considered in making potential matches (to facilitate meetings, etc.).
c) Matching the protégé's needs for development with identified areas (on application) of skill sets the mentors are willing to share or train on.
D. Mentor Protégé Program Orientation
HUB/SB staff will conduct Mentor Protégé Orientation. The orientation session will
be conducted for the purpose of helping selected mentors and protégés understand their respective roles in a Mentor Protégé relationship. The orientation session will be held prior to the finalization of any Mentor Protégé Agreements sponsored by the University. Attendance at an orientation session is a prerequisite for Mentor Protégé Agreement sponsorship by the The University of Texas at Austin.
E. Applications, Selection and Reporting to the Texas Comptroller of Public Accounts
1. Mentor Application, Selection and Reporting
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Once the protégé application is completed and submitted to the HUB/SB office, the application will be reviewed for evaluation against the basic eligibility criteria as listed above. Once approved as a potential protégé company, the HUB/SB office will forward copies of applications that match proposed mentor's criteria for selection of a protégé. It will be the responsibility of selected mentors to interview prospective protégés to draft a Mentor Protégé Agreement.
3. The Mentor Protégé Agreement Summary
The Mentor Protégé Agreement is a document drawn between the mentor and protégé that details the nature of the relationship for the purpose of The University of Texas at Austin sponsorship. Clearly defined mentoring expectations lead to an effective relationship.
It is the responsibility of the selected mentors to:
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- Interview prospective protégés to determine probability of establishing a Mentor Protégé Agreement
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- Work with protégé to draft an Agreement for submission to the HUB Coordinator for reporting and tracking purposes
It is the responsibility of the selected protégés to:
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- Make contact with potential mentor partner to establish the probability of entering into a Mentor Protégé Agreement
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- Work together with prospective mentor to draft an Agreement for submission to the HUB Coordinator for reporting and tracking purposes
The mentor and the protégé should agree on the nature of their involvement under the agency's Mentor Protégé initiative. The Mentor Protégé Agreement may include, but is not limited to, the following:
a) Identification of the developmental areas in which the protégé needs guidance
b) The time period in which the developmental guidance will be provided by the mentor
c) Name, address, phone and fax numbers, and the points of contact that will oversee the agreement of the mentor and protégé
d) Procedure for a mentor firm to notify the protégé in advance if it intends to voluntarily withdraw from the program or terminate the Mentor Protégé relationship
e) Procedure for a protégé firm to notify the mentor in advance if it intends to terminate the Mentor Protégé relationship
f) A mutually agreed upon timeline to report quarterly the progress of the Mentor Protégé relationship to the state agency. This reporting period should coincide with the timeline for annual HUB reporting purposes
g) The agreement must state that the participation by the Mentor Protégé is voluntary. The agreement must include written documentation that participation in the university’s Mentor Protégé Program is neither a guarantee for a contract opportunity nor a promise of business; but the program's intent is to foster positive long-term business relationships
The initial University of Texas at Austin’s Mentor Protégé Agreement sponsorship will be for a period of at least 24 months commencing from the date the Mentor Protégé Agreement is signed by all parties, unless the agreement includes potential subcontracting opportunities that exceed this time period. The agreement may be extended by the mentor and protégé for an additional 2 years period, with a maximum of 3 cycles with the approval of the HUB/SB office. The HUB/SB office will make the appropriate update (s).
All of the information in the agreement between the Mentor and Protégé will be incorporated into an agreement summary composed by HUB/SB staff, which will identify the area(s) of subcontracting, when applicable. Three copies of the agreement and the university’s agreement summary will be completed. One is to be retained by the Mentor, one is to be retained by the protégé and one is to be retained by the HUB/SB office.
4. Reporting Mentor Protégé Activities
Quarterly, the HUB/SB office will compile reports and surveys submitted by mentors and protégés that document any progress made as a result of the agreements. This report should include a summary of key progress made by protégés relative to their respective Agreements. HUB/SB staff will also coordinate quarterly meetings (or telephonic conferences), to discuss the progress of both the Mentor and Protégé. In addition, annual program evaluation information will be collected and prepared for submission with the agency’s supplemental letter as a component of its annual HUB reporting materials. The program efforts and results will also be reported in the university’s HUB Strategic Plan.
5. Reporting to the Texas Comptroller of Public Accounts
In accordance with the TBPC’s HUB Rules, 1 TAC, 111.28(k), the UT Austin will report each sponsored Mentor Protégé relationship to the TBPC upon completion of a signed agreement by both parties. Information regarding the Mentor Protégé Agreement shall be reported to the TBPC in a form prescribed by the TBPC within 21 calendar days after the agreement has been signed. The TBPC will register all agreements on the approved list of mentors and protégés.
Approved Mentor Protégé Agreements are valid for all state agencies in determining good faith effort for the particular area of subcontracting to be performed by the Protégé identified in the HUB business subcontracting plan.
G. The University of Texas at Austin’s Mentoring Efforts
To assist vendors in gaining knowledge regarding The University of Texas at Austin contracts and bid opportunities, the HUB/SB office will provide quarterly training to interested protégés, HUBs, and other small businesses regarding the university’s procurement processes, subcontracting procedures and the general structure of doing business with the university. This mentor relationship will provide assistance to potential proposers and bidders in being a responsive vendor.
H. HUB Coordinator - Mentor/Protégé Program Reporting
On an annual basis, The University of Texas at Austin’s HUB Coordinator or designee will compile reports submitted by mentors and protégés that document any progress made as a result of the agreements. This report should include a summary of key progress made by protégés relative to their respective agreements.
Annual program evaluation information will be collected and prepared for submission with the agency’s supplemental letter as a component of its annual HUB reporting materials. The program efforts and results will also be included as a part of the university’s HUB Strategic Plan.