GovWire

The SSRO provides support to the MOD and defence contractors in relation to the regulatory framework established by the Defence Reform Act 2014 and the Single Source Contract Regulations 2014. The SSROs support is designed to:

• inform people about the regulatory framework, the role of the SSRO and aspects of its work, such as guidance, compliance reviews and referrals;
• assist contractors to submit reports required under the regulatory framework and apply the SSROs guidance; and
• help the MOD and contractors to use the Defence Contracts Analysis and Reporting System (DefCARS).

Helpdesk

Our helpdesk provides ongoing support to contractors and the MOD. It operates from 9am to 5pm Monday to Friday, excluding UK bank holidays. It can be contacted on 020 3771 4785 or by email at helpdesk@ssro.gov.uk. We can also arrange online video calls via Microsoft Teams.

We answer most helpdesk queries within 1 or 2 working days and aim to respond to all queries within a maximum of 5 working days.

MOD staff should follow internal routes for guidance and support in the first instance but can also (after that) contact the helpdesk for any additional support.

We provide a non-referral advice service for contract-specific queries on applying the regulatory framework that are more complex in nature and cant be dealt with by the SSRO Helpdesk. We aim to respond to complex queries within 10 to 15 working days of receipt. More detailed guidance on the SSROs non-referral advice service is available at:
https://www.gov.uk/government/publications/the-ssros-non-referral-advice-service.

Referrals

Some matters related to how the regulatory framework operates in specific circumstances require very detailed consideration and, as such, cannot be answered by the SSRO helpdesk. Where the Act and Regulations permit, the MOD or a contractor may seek an expert opinion or determination from the SSRO on the application of the regulatory framework. We have provided guidance for the MOD and contractors on making a referral for an opinion or a determination. To discuss a potential referral, please email referrals@ssro.gov.uk or contact the helpdesk and we will direct you to a member of staff.

Pricing contracts

We provide statutory guidance on adjustments to the baseline profit rate to arrive at a contract profit rate and Allowable Costs that can form part of the contract price where default pricing methods are used. The SSRO also provides guidance on alternative pricing where alternative pricing methods are used. The contracting authority (usually the MOD) and contractors must have regard to this guidance when agreeing and pricing the contract. We provide more information about pricing contracts at: https://www.gov.uk/guidance/i-want-to-agree-the-price-of-a-qualifying-contract-and-understand-allowable-costs-and-profit-rates.

Getting familiar with the regulatory framework

The SSROs About Us page explains that we offer on-boarding meetings to contractors who have or will have a QDC or QSC for the first time. These meetings are designed to help contractors understand the regulations, their obligations under them and how to prepare and submit reports. The meetings include a demonstration of DefCARS and use a standard slide pack (available on request ahead of on-boarding meetings). Companies who already have qualifying contracts can also request on-boarding meetings to further develop their understanding or to induct new teams. Further information about the regulatory framework can be found at https://www.gov.uk/guidance/i-would-like-to-find-out-about-the-ssro-and-the-regulatory-framework. To request a meeting or initial information about the SSRO and the regulatory framework, please email helpdesk@ssro.gov.uk.

The first contract reports are due for submission within one month of a qualifying contract being entered into. The SSRO reporting system (DefCARS) enables contractors to develop draft reports for potential contracts and discuss them with the MOD before the contracts are entered into and reports formally submitted.

Preparing reports

Contractors must provide statutory contract and supplier reports to the MOD and the SSRO using DefCARS and we provide guidance on the preparation of these reports.

The SSRO publishes contract reporting guidance to help contractors understand how to prepare and submit their reports, which includes the relevant reporting deadlines. Reports developed using the potential QDC feature will have their status changed once it has been confirmed that the contract has been entered into, to allow for submission.

It can be complicated to understand when supplier reports are required and we have provided detailed guidance in section 2 of our supplier reporting guidance to help contractors understand when these are required. Further information about reporting can be found at https://www.gov.uk/guidance/i-need-to-submit-a-report-and-want-to-check-if-it-will-be-compliant.

Reviewing report submissions

Once a report is submitted, it will be reviewed by the MOD and the SSRO. The SSROs compliance methodology explains our approach to reviewing reports. Any issues identified by either party will be raised in DefCARS and will identify the relevant area of the report. The contractor can provide comments in response to the identified issue or submit a correction of the original report. We provide support to contractors to help them understand why issues have been raised on reports. Contractors should contact the SSRO helpdesk where they are unclear on why issues have been raised. We also publish an Annual Compliance Report to help contractors understand how compliance with reporting requirements and the quality of data provided in the reports can be improved.

The SSRO publishesguidanceto assist the MOD in determining the amount of any financial penalty it issues for non-compliance.

DefCARS system

The 