SWAM Procurement Training Presented By The Department of

SWAM Procurement Training Presented By The Department of Procurement Services

What is the purpose of this training? To review ODU’s SWAM plan; To review requirements of Executive Order 35 related to SWAM utilization requirements, To identify SWAM program requirements; and To identify department responsibilities.

What is an SBSD SWAM vendor? The Department of Small Business and Supplier Diversity (SBSD) is a state agency that manages the Commonwealth’s SWAM certification program. Their mission is to promote access to the Commonwealth of Virginia’s contracting opportunities and ensure fairness in the procurement process. A SWAM vendor is a business who is certified through SBSD as being Small, Women -owned, Minority-owned and/or Micro business.

Why is it important to use SBSD certified SWAM firms? The Commonwealth’s SWAM Procurement Initiative was established to enhance business opportunities for small, women-owned, minorityowned, and micro businesses to ensure a level playing field for all small businesses in the Commonwealth of Virginia. Executive Order 35 was issued in July 2019 to further advance the Commonwealth’s SWAM program. This training will provide guidance related to the Commonwealth’s and University’s SWAM program as well as the Executive Order and how it impacts the purchasing of goods and services at ODU.

ODU’s SWAM Plan ODU is required to submit an annual SWAM Plan to the Commonwealth identifying the previous year’s actual SWAM utilization as well as target SWAM goals for the upcoming fiscal year. The University's SWAM Plan and small purchasing procedures provide guidance compliant with Executive Order 35 for purchases up to various thresholds.

How do I know if a vendor is SBSD certified? The SBSD website maintains a list of certified vendors. To verify that the vendor is a SWAM certified, search the SBSD website for the vendor by name, commodity or city and look for their certification type.

What are the Purchasing Requirements? $0 -4, 999: Campus departments are delegated purchasing authority up to $4, 999 pending use of a contract vendor or a certified Micro vendor. If using a Micro firm, only one quote is required. PCard is the preferred method for processing (if allowable on the PCard). If PCard is not an option, enter requisition into e. VA. >$5, 000: Requisitions shall be submitted in e. VA and will be electronically routed to Procurement Services for review and processing. $5, 000 – $10, 000: Submit requisition in e. VA with clearly defined specifications. Procurement Services will make an award against existing contract or may award directly to Micro business in accordance with Executive Order 35.

What are the Purchasing Requirements? (continued) Requisitions $10, 000 -$100, 000 may be issued against an existing contract, awarded to a certified small firm if available, or processed via a solicitation and awarded in accordance with Executive Order 35. Greater than $100, 000: Procurement Services will issue a formal solicitation using e. VA’s Virginia Business Opportunities portal (VBO) Procurement Services shall make every effort to encourage SWAM participation for Sole Source and Emergency procurements.

What are the PCard Purchasing Guidelines? Individual cardholder limits will be based upon supervisor approval. Purchases up to the cardholder’s transactions limit shall be made with a contract firm or a certified micro firm where available.

Summary of Procurement Limits Requisition Amount 0 - $4, 999 Allowable Action(s) Use contract vendor if available. If no contract available, use a Micro vendor (unless good/service included on the exemption list). Only one quote required. PCcard for payment (if an allowable PCard charge and vendor accepts PCard). If not, enter requisition in e. VA. $5, 000 - $10, 000 Enter requisition into e. VA. Use contract vendor if available. If no contract available, enter a Micro vendor (unless good/service included on the exemption list). Only one quote required. $10, 000 - $100, 000 Enter requisition into e. VA. Use contract vendor if available. If no contract available, Procurement Services may process a solicitation process and award in accordance with Executive Order 35. Greater than $100, 000 Enter requisition into e. VA. Procurement Services will issue a formal solicitation.

Any questions? If you have any questions regarding use of SBSD SWAM vendors, please contact Procurement Services via email at procurement@odu. edu or call us at 683 -3105 and we will be happy to assist you. If you have a vendor who would like information on becoming SBSD SWAM certified, please direct them to SBSD website at https: //www. sbsd. virginia. gov/.

Glossary SBSD: Department of Small Business and Supplier Diversity e. VA: the Commonwealth of Virginia’s internet based electronic procurement system PCard: Purchasing Card SWAM: Small, Woman-owned and/or Minority-owned business VBO: Virginia Business Opportunities

Additional Procurement Training Procurement Services offers monthly trainings on various procurement related programs. To learn more about the training opportunities and your responsibilities associated with University purchases, please visit the Procurement Services Training website.

Reference Sites ODU Department of Procurement Services • www. odu. edu/procurement • https: //odu. edu/facultystaff/university-business/purchasing/swam SBSD Website • https: //www. sbsd. virginia. gov/ Virginia Business Opportunities (VBO) • https: //vendor. epro. cgipdc. com/webapp/VSSAPPX/Advantage

Attendance Verification Now that you have completed the ODU SWa. M Procurement Training, please use the following link to submit verification of your attendance: http: //ww 2. odu. edu/forms_admin/viewform. php? formid=5277