ScopeBase.AI Documentation
Complete guide to managing VetHUB compliance with AI-powered RFP analysis and subcontractor management.
Platform Overview
ScopeBase.AI is a comprehensive platform for managing Texas VetHUB (Veteran-Owned Business) subcontracting compliance. The platform connects three key stakeholders in the subcontracting ecosystem.
🏢 Prime Contractors
PortalCreate projects, manage scopes, find VetHUB subcontractors, and generate Letters of Intent with DocuSign integration.
👷 Subcontractors
PortalFind opportunities, submit expressions of interest, and track LOI status. Includes reverse search to find prime contractors.
🏛️ Government Agencies
PortalMonitor VetHUB compliance, track HSP performance, view contractor availability heat maps by metro area.
Quick Start Guide
For Prime Contractors
- Register at
/prime/register - Complete profile with company info and certifications
- Create your first project by clicking "Add Project"
- Add work scopes to break down subcontracting opportunities
- Search for subcontractors using the VetHUB vendor database
- Generate LOIs and send via DocuSign
For Subcontractors
- Register at
/subcontractors/register - Verify VetHUB certification - system validates against Texas database
- Complete profile with capabilities and NAICS codes
- Browse opportunities or use reverse search to find primes
- Express interest in matching scopes
- Track status and sign LOIs electronically
For Government Agencies
- Contact admin for account provisioning
- Search contractor availability by NIGP/NAICS code and metro area
- View market capacity to set realistic VetHUB goals
- Monitor HSP compliance across all projects
- Track post-award performance and goal achievement
Prime Contractor Portal
Dashboard Overview
The Prime Contractor Dashboard provides a comprehensive view of all your VetHUB subcontracting activity.
| Metric | Description |
|---|---|
| Overall VetHUB Participation | Total percentage of approved VetHUB contract dollars across all projects |
| Active Projects | Number of projects currently in progress |
| Open Scopes | Work packages available for subcontractor bidding |
| Pending LOIs | Letters of Intent awaiting signature |
Creating a Project
- Click "Add Project" button
- Enter project details:
- Project Name
- Estimated Value (total contract amount)
- VetHUB Goal Percentage (typically 5-15%)
- Bid Due Date
- Description
- Click Save
Managing Work Scopes
The Scope Management page is where you break down projects into subcontracting opportunities.
Tip: Use the "Quick Add" button to select from common scope templates, saving time on data entry.
Prime Public Profile
Your public profile is visible to subcontractors searching for opportunities. Keep it updated to attract qualified vendors:
- Company Overview: Brief description of your business and specializations
- Service Areas: Texas metro regions where you typically work
- Certifications: Display your HUB, DBE, or other certifications
- Active Opportunities: Number of open scopes available for bidding
- Contact Information: How subcontractors can reach you
Note: Your public profile is available at
/primes/{your-id}/profile. Subcontractors can find you via the "Find Primes" reverse search feature.
Searching for Subcontractors
The subcontractor search connects you with certified VetHUB vendors. Filter by:
- Service Category: Architecture, Construction, IT, etc.
- Metro Area: Dallas-Fort Worth, Houston, Austin, San Antonio
- NAICS Code: Specific industry classification
- Keywords: Free-text search of capabilities
Subcontractor Portal
Dashboard Overview
| Section | Description |
|---|---|
| Opportunities | Open scopes matching your capabilities |
| Applications | Scopes you've expressed interest in |
| LOI Status | Letters of Intent pending or signed |
| Profile | Your company information and certifications |
| Find Primes | Reverse search for prime contractors |
VetHUB Onboarding
When invited to a scope or expressing interest:
- VetHUB Verification: Search for your company in the Texas VetHUB database
- Confirm Details: Review auto-populated information
- Veteran Certification: Confirm veteran/SDVOSB status
- Submit: Your interest is recorded
Reverse Search (Find Primes)
Proactively find prime contractors with opportunities matching your capabilities:
- Filter by service category
- Filter by Texas metro region
- View number of active opportunities per prime
- See total scope value available
Note: Reverse search is available at
/subcontractors/find-primes
Subcontractor Portfolio
Your portfolio showcases your company to prime contractors. A complete portfolio increases your chances of being selected:
- Company Profile: Business description, history, and specializations
- Capabilities: Services you provide, equipment, and capacity
- Certifications: VetHUB, DBE, MBE, WBE, and other certifications
- Past Projects: Showcase completed work with photos and descriptions
- References: Contact information for past clients
- NAICS Codes: Industry classifications for matching opportunities
Tip: Complete portfolios rank higher in prime contractor searches. Add past project photos and detailed descriptions to stand out.
Government Agency Portal
Dashboard Metrics
| Metric | Description |
|---|---|
| Active HSPs | Number of Hub Subcontracting Plans being managed |
| VetHUB Utilization | Average percentage across all HSPs |
| Goal Achievement Rate | Percentage of HSPs meeting their VetHUB goals |
| Total VetHUB Contractors | Number of certified vendors in the database |
Contractor Availability Heat Map
Visual representation of VetHUB contractor density across Texas metro areas:
- Dallas-Fort Worth
- Houston
- Austin
- San Antonio
- Additional metros
Team Members & Multi-User Access
Agency accounts support multiple team members with role-based access:
| Role | Permissions |
|---|---|
| Admin | Full access: manage team members, view all HSPs, configure settings |
| Manager | View and approve HSPs, run reports, monitor compliance |
| Viewer | Read-only access to dashboards and reports |
Adding Team Members
- Navigate to Settings → Team Members
- Click "Invite Team Member"
- Enter their email address and select a role
- They'll receive an email invitation to create their account
Compliance Validation
Agencies can validate HSP compliance with one click. The system checks:
- Allocation path constraints (Path 1, 2, or 3)
- Total percentage allocations
- Required certifications
Post-Award Tracking
Monitor actual payments to VetHUB contractors versus commitments:
- Total Awarded: Dollar amount committed
- Total Paid: Actual payments to VetHUB subs
- Goal Achievement: Actual vs. target utilization
- Progress Assessment Reports (PAR): Periodic compliance reporting
Advanced Features
The following advanced features are planned for future releases:
- Awarded Subcontractors Tracking: Track actual subcontractor awards and performance
- VetHUB Expenditure Tracking: Compare actual vs planned spend over time
- CMBL Integration: Real-time VetHUB certification verification against Texas database
- Trade Organization Management: Texas trade org database with outreach tracking
- Automated Notifications: Deadline reminders and compliance alerts
- Audit Trail Reports: Legal compliance documentation export
- PDF HSP Generation: Export formal HSP documents for submission
VetHUB Compliance Management
Hub Subcontracting Plans (HSPs)
An HSP defines how a prime contractor will utilize VetHUB subcontractors on a project.
| Field | Description |
|---|---|
| Project Reference | Link to the main project |
| Contracting Agency | Government agency overseeing |
| VetHUB Goal % | Target utilization percentage |
| Allocation Path | Path 1, 2, or 3 (different goal structures) |
Allocation Paths
| Path | Name | Description |
|---|---|---|
| Path 1 | VetHUB Only | 100% of subcontracting to VetHUB certified vendors |
| Path 2 | VetHUB Plus | VetHUB certified vendors + other DBE/small business |
| Path 3 | Good Faith Effort | Documented effort to reach VetHUB goal when vendors unavailable |
| Path 4 | Self-Perform | Prime contractor self-performs work with VetHUB goal commitment |
DocuSign Integration
How It Works
- LOI Generation: Prime creates LOI with scope details
- DocuSign Envelope: System creates envelope via API
- Routing: Document sent to subcontractor first, then prime
- Status Updates: Real-time tracking in dashboard
- Completion: Signed PDF stored and linked to scope
LOI Status Values
| Status | Meaning |
|---|---|
| Draft | LOI created but not sent |
| Sent | Sent to subcontractor |
| Viewed | Subcontractor opened the document |
| Signed | Subcontractor signed, awaiting prime |
| Completed | All parties signed |
| Declined | Recipient declined to sign |
Notifications & Alerts
Stay informed about important events with real-time notifications and customizable alerts.
Notification Types
| Notification | Description | Recipients |
|---|---|---|
| New Opportunity | A new scope matching your capabilities is available | Subcontractors |
| Interest Received | A subcontractor expressed interest in your scope | Prime Contractors |
| LOI Sent | A Letter of Intent has been sent for your signature | Subcontractors |
| LOI Signed | An LOI has been signed and is awaiting your counter-signature | Prime Contractors |
| LOI Completed | All parties have signed the LOI | Both Parties |
| Deadline Reminder | Upcoming bid deadline or response deadline | Prime Contractors |
| HSP Status Change | An HSP has been approved, rejected, or modified | Prime Contractors, Agencies |
Alert Preferences
Customize which notifications you receive and how you receive them:
- Navigate to Settings → Alert Preferences
- Toggle notifications on/off by category
- Choose delivery method: In-App, Email, or Both
- Set frequency for digest emails (immediate, daily, weekly)
Tip: Enable email notifications for LOI events to ensure you don't miss time-sensitive signature requests.
Subscriptions & Billing
ScopeBase.AI offers three subscription tiers. Your subscription determines which portals you can access and which features are available.
Important: Your subscription tier controls which portals you can log into. If you attempt to access a portal that requires a higher tier, you will be redirected to the pricing page to upgrade.
Subscription Plans
| Plan | Price | Portal Access | Best For |
|---|---|---|---|
| Starter | $69/month | Subcontractor | Subcontractors finding opportunities and building teams |
| Professional | $299/month | Subcontractor + Prime | Prime contractors managing projects and subcontractor networks |
| Enterprise | $899/month | All Portals + Compliance Suite | Government agencies and large primes requiring audit-defensible compliance |
Feature Comparison
| Feature | Starter | Professional | Enterprise |
|---|---|---|---|
| Portal Access | |||
| Subcontractor Portal | ✅ | ✅ | ✅ |
| Prime Contractor Portal | ❌ | ✅ | ✅ |
| Agency Portal | ❌ | ❌ | ✅ |
| Subcontractor Features | |||
| Browse opportunities | ✅ | ✅ | ✅ |
| Express interest in scopes | ✅ | ✅ | ✅ |
| Receive & sign LOIs | ✅ | ✅ | ✅ |
| Find primes (reverse search) | ✅ | ✅ | ✅ |
| Portfolio page | ✅ | ✅ | ✅ |
| RFP Analysis | 3/month | Unlimited | Unlimited |
| Informal Scope List (for outreach) | ✅ | ✅ | ✅ |
| Export/Share scope list | ✅ | ✅ | ✅ |
| Prime Contractor Features | |||
| Create formal projects & scopes | ❌ | ✅ | ✅ |
| Search subcontractors | ❌ | ✅ | ✅ |
| Send LOIs (DocuSign) | ❌ | ✅ | ✅ |
| HSP Management (4 Paths) | ❌ | ✅ | ✅ |
| Post-award tracking | ❌ | ✅ | ✅ |
| Team members | 1 | 3 | 5 (additional seats available) |
| Enterprise Compliance Suite | |||
| Awarded Subcontractor Ledger | ❌ | ❌ | ✅ |
| Payment/Expenditure Tracking | ❌ | ❌ | ✅ |
| PAR Generation (PDF) | ❌ | ❌ | ✅ |
| Audit Packet Export | ❌ | ❌ | ✅ |
| Batch CMBL Verification | ❌ | ❌ | ✅ |
| Compliance Rule Versioning | ❌ | ❌ | ✅ |
| Automated Compliance Alerts | ❌ | ❌ | ✅ |
| API Access | ❌ | ❌ | ✅ |
| Agency Dashboard | ❌ | ❌ | ✅ |
Tip: Enterprise tier is 70-85% less expensive than legacy compliance platforms ($40-60k/year) while providing audit-defensible documentation.
Managing Your Subscription
- Navigate to Settings → Subscription
- View your current plan and usage
- Click "Upgrade" or "Change Plan" to modify
- Update payment method or billing information
- Download invoices and payment history
Billing
- Payment Methods: Credit card, ACH bank transfer (Enterprise only)
- Billing Cycle: Monthly or Annual (save 20% with annual)
- Invoices: Sent automatically via email and available in your account
- Cancellation: Cancel anytime; access continues through end of billing period
Note: For Enterprise pricing and custom plans, contact [email protected]
Reports & Analytics
Available Reports
| Report | Description | Status |
|---|---|---|
| VetHUB Participation Summary | Overall utilization across projects | Coming Soon |
| Project-Level Compliance | Detailed breakdown by project | Available |
| Subcontractor Performance | Vendor participation history | Coming Soon |
| LOI Status Report | All LOIs with current status | Available |
| Goal Achievement Trend | Historical compliance tracking | Coming Soon |
| Agency-Level Analytics | Aggregated metrics by contracting agency | Coming Soon |
| Payment Tracking Report | Actual vs committed VetHUB payments | Coming Soon |
Export Options
- PDF: Formatted reports for sharing
- Excel/CSV: Raw data for analysis
- Email: Schedule automated delivery
Glossary & Definitions
VetHUB Program Terms
| Term | Definition |
|---|---|
| VetHUB | Texas Veteran-Owned Historically Underutilized Business program. Vendors must be certified by the Texas Comptroller and be Service-Disabled Veteran-Owned (sdv_flag = 'Y'). |
| HUB | Historically Underutilized Business. The broader Texas program that includes VetHUB as a subset. |
| HSP | Hub Subcontracting Plan. A formal document submitted with bids that outlines how a prime contractor will utilize HUB/VetHUB subcontractors. |
| CMBL | Centralized Master Bidders List. The Texas Comptroller's database of all registered vendors, including HUB certification status. |
| GFE | Good Faith Effort. Documented outreach attempts to HUB vendors when subcontracting goals cannot be met. Required for Path 3 compliance. |
| PAR | Progress Assessment Report. Periodic reports submitted during contract execution showing actual HUB utilization vs. committed goals. |
| NAICS Code | North American Industry Classification System. 6-digit codes identifying business types (e.g., 238220 = Plumbing/HVAC). |
| NIGP Code | National Institute of Governmental Purchasing. Commodity codes used by Texas agencies (e.g., 005-14-00 = Accounting Services). |
| LOI | Letter of Intent. A formal document between prime contractor and subcontractor confirming intent to work together on a project. |
| 7 Working Days | The minimum response window required for subcontractor outreach. Excludes weekends and Texas state holidays. |
HSP Allocation Paths
Texas HUB Subcontracting Plan compliance requires selecting one of four allocation paths. The compliance validation ensures agencies select a path and meet its specific requirements.
| Path Code | Name | Description | Requirements |
|---|---|---|---|
PATH_1 |
VetHUB Only | 100% of subcontracting goes to VetHUB-certified vendors | All allocated work must go to certified VetHUB vendors. No non-HUB vendors allowed. |
PATH_2 |
VetHUB Plus | Mix of VetHUB + other DBE/small businesses allowed | VetHUB vendors receive priority, but other certified small businesses may be included. |
PATH_3 |
Good Faith Effort | Documented effort to reach VetHUB goal when vendors unavailable | Requires documented outreach to minimum 3 VetHUB vendors + 2 trade organizations with 7 working day response window. |
PATH_4 |
Self-Perform | Prime contractor self-performs work, commits to VetHUB goal | Prime must demonstrate capability to self-perform and document why subcontracting is not feasible. |
Tip: Path 1 is the simplest for compliance but limits vendor choices. Path 3 requires the most documentation but provides flexibility when VetHUB vendors are unavailable in your area/trade.
HSP Status Values
| Status | Meaning |
|---|---|
| DRAFT | HSP created but not yet submitted for review |
| SUBMITTED | HSP submitted and awaiting agency review |
| APPROVED | HSP approved by contracting agency |
| REJECTED | HSP rejected - requires revision and resubmission |
| MODIFIED | Approved HSP that has been amended post-award |
Best Practices
For Prime Contractors
1. Start Early with Subcontractor Outreach
- Begin VetHUB vendor search at least 14 days before bid deadline
- The 7 working day response requirement means you need buffer time for follow-ups
- Use the metro area filter to find vendors near your project location
2. Document Everything
- Keep records of all outreach attempts (emails, calls, certified mail)
- Screenshot delivery confirmations for certified emails
- Log non-responses after 7 working days - these support Good Faith Effort claims
3. Choose the Right HSP Path
- Path 1: Best when you have established VetHUB vendor relationships
- Path 2: Best for complex projects requiring diverse subcontractors
- Path 3: Best when VetHUB vendors aren't available in your trade/area
- Path 4: Best for specialized work your firm uniquely performs
4. Use the Search Filters Effectively
- Search by NAICS code for specific trade matches
- Search by NIGP code for commodity-focused contracts
- Combine metro area + NAICS for best results
- NIGP codes work with or without dashes (e.g., "005-14-00" or "0051400")
Warning: Sending LOIs without proper outreach documentation may result in HSP rejection. Always document your vendor search process.
For Government Agencies
1. Set Realistic VetHUB Goals
- Use the Contractor Availability search to check vendor density by metro/NAICS
- Goals of 5-15% are typical for construction projects
- IT and professional services may have lower availability
2. Review HSP Path Appropriateness
- Verify Path 3 submissions include proper GFE documentation
- Check that Path 1 submissions show 100% VetHUB allocation
- Use the compliance validation API to automate checks
3. Monitor Post-Award Compliance
- Track actual utilization vs. committed goals
- Request Progress Assessment Reports (PARs) quarterly
- Address shortfalls early in the contract lifecycle
For VetHUB Subcontractors
1. Keep Your Profile Current
- Ensure your NAICS codes accurately reflect your capabilities
- Update contact information so primes can reach you
- Verify your VetHUB certification is active in the CMBL
2. Respond Promptly to Outreach
- Primes must document responses within 7 working days
- Even if declining, respond to maintain good standing
- Provide clear pricing and availability information
3. Use Reverse Search Proactively
- Find prime contractors with active opportunities in your service area
- Express interest in scopes matching your capabilities
- Build relationships before bid deadlines
API Documentation
ScopeBase.AI provides a REST API for integrations. Contact [email protected] for API access.
Key Endpoints
| Endpoint | Description |
|---|---|
GET /api/v1/vethub/agencies |
List contracting agencies |
GET /api/v1/vethub/hsps |
List Hub Subcontracting Plans |
POST /api/compliance/validate/{hsp_id} |
Validate HSP compliance |
GET /api/v1/vethub/post-award/{hsp_id}/summary |
Get post-award summary |
Feature Roadmap
ScopeBase.AI is continuously evolving. Below is our implementation status and planned features.
Implementation Status
| Phase | Feature Area | Status |
|---|---|---|
| Phase 1 | Database & Core Functionality | Complete |
| Phase 1 | HSP Management (4 Paths) | Complete |
| Phase 1 | Working Day Calendar (Holidays) | Complete |
| Phase 1 | Compliance Validation Service | Complete |
| Phase 2 | DBE Outreach Tracking | Complete |
| Phase 2 | Post-Award Tracking (Basic) | Complete |
| Phase 2 | Agency Dashboard & Charts | Complete |
| Phase 2 | Notification System | Complete |
| Phase 2 | Alert Preferences | Complete |
| Phase 2 | Prime Public Profiles | Complete |
| Phase 2 | Subcontractor Portfolios | Complete |
| Phase 2 | Reverse Search (Subs Find Primes) | Complete |
| Phase 3 | Stripe Subscription & Billing | Complete |
| Phase 3 | Agency Multi-User Support | Complete |
| Phase 3 | Reporting & Analytics (Advanced) | In Development |
| Phase 4 | Post-Bid Compliance (PAR, Expenditure) | Planned |
| Phase 4 | Operations & Advanced Reporting | Planned |
Planned Features (Phase 4+)
- CMBL Integration: Real-time Texas VetHUB certification verification
- Trade Organization Management: Pre-populated Texas trade org database
- Progress Assessment Reports (PAR): Periodic compliance submissions
- Awarded Subcontractors Tracking: Track actual awards vs commitments
- VetHUB Expenditure Tracking: Payment tracking and reconciliation
- Audit Trail Reports: Complete compliance documentation export
- PDF HSP Generation: Formal HSP document generation
- Batch CMBL Verification: Verify multiple vendors automatically
- Scheduled Report Delivery: Automated email reports
Note: Feature priorities are subject to change based on customer feedback. Contact us to request specific features.
Support
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