I' rt t t I t renrcrrI Scrl.ir.r,.s
l O 0 l ' ; r r l .\ r , . r r r , 'i .r r i l , ' ) ( r t ll l l l \ l l . \ , , r l . l k \. i r r r r r rI r. i ) o l l i Ol i
t ; l : r , r l r l i l . i - l l l l j l. ,i r r :r , l , r l i l . i , i l ( ) , 1
\ \ , 1 , : r t r t \ \ | - l l . (r | | I
\0Rlot.h \1\il. I \t\l.ti\il'\
Commonwealthof Virginiu
VirginiaDepartment
of Minority Business
Enterprise
ANNUAL SWaMPROCUREMENT
PLAN
FiscalYear 2008
Agency/Institution
: Norfolk StateUniversity
Director/AgencyHead/President:Dr. carolyn w. Meyers"president
Secretariat:
Dr. ThomasR. Morris
Dateof Submission:
November9. 2007
A.
SWaM ProcurementChampion
Name:
Title:
Address:
Telephone:
E-mail address:
AnthonyE. Cannion
Directorof Procurement
Services
700 ParkAvenue,Suite260
(ts]'t 823-8053
accann
i onl-rirnsu.
edu
Norfblk State University's Director of Procurement Services is the designated SWaM
Procurement Champion fbr the University (Champion for Purchases & Supply and
Building/Construction). The University's requirementsand responsibilities for Procuiement
and SWaM are unilateral in terms of its commitment to the establishment,preservationand
strengthening of small, women and minority-owned business opportunities in the
University's procurement process. The Director of Procurement Services serves as the
University's SWaM Champion, having the authority to implement SWaM initiatives and
training; implement appropriate State SWaM requirements/initiatives in the University's
procurement process; advise and make recommendations to the President and Executive
Cabinet on the University's SWaM Plan; and SWaM monitoring, evaluating and reporting
responsibilities.
B. SWaM PROCUREMENT PROCESSES AND STRATEGIES
SWaM BUSINESSOUTREACH
Norfolk State University encouragesSWaM vendor participationby utilizing the following
strategies:
l. Membershipin programscommitted to increasingcertified minority vendorsto include
the Virginia Regional Minority Supplier Development Council. The Council holds
Ir'lricrirrc ll ith I').rteIIertt't'
I tt li r1tt rr I ( ) 1t 1 trtrt rt rt i t .t' 1,,rrr1t I rt.t't't.
monthly meetings inviting minority suppliers to attend, as well as corporate and
governmentagencies,to encouragenetworking and businessopportunities.Special
functionsheld by VRMSDC such as Matchmakersessionsprovide an opportunityfbr
SWaM companiesto meet with governmentbuyers to discusstheir productszservices.
Theseone-on-onesessionsare attendedby two of the University'sPurchasingOtficers
cachycar.
2. Includingsmall,minorityor women-owned
businesses
in eachsolicitationissuedbased
on the dollar valueof servicesor goodsto be procured:
i. Nortblk StateUniversitysolicitsup to $5,000- a minimum of one (1)
quoteis obtainedtiom a small,rninorityor women-ownedbusiness.
ii. Solicitations
of $5,000to $50,000- a minimumof two (2) srnall,rninority
wornen-ownedbusinessesare solicited, as practicable,using the
or
invitationfor bicls,quick quoteor requestfbr proposals.
iii. Solicitationsover $50,000- a minimum of fbur (4) small, minority or
women owncd businessesare solicitcd, as practicable,utilizing the
invitationfbr bids or requestfbr proposals.
Statementsin fbnnal solicitationsas requiredby the Virginia Dcparlrnentof General
ServicesDivision of Purchasesand Supply fbr procurementsover $100,000.The
fbllowingstatement
is included:
It is the policy of the Commonwealthof Virginia to contributeto the
preservation,
establishment,
and strengthening
of small businessand businesses
owned by women and minorities and to encouragetheir participationin State
procurementactivities.Toward that cnd, Norfblk State University encourages
non-minorityfinns to providc fbr
thesefinns to competeand furtherencourages
the participationof srnall businessesand businessesownecl by wornen ancl
joint vcntures,subcontracts.
rninoritiesthroughpartnerships,
andothercontractual
opportunities.Subrnissionof a report of past ef1brtsto utilize the gooclsand
servicesof such businessesand plans fbr involvementon these contractsare
required.By subrnittinga proposal,of1brorscertify that all infbnnationprovidccl
in responseto the RFP is true and accurate.Failure to provide infbrmation
requiredby the RFP will ultirnatelyresultin rejectionof the proposal.
4 . Networkingis promotedby Nortblk StateUniversityamongsrnall,worlen and rninority
businessowners. The University provides an agency manual on "How to Conduct
Businesswith Norfblk StateUniversity"at tradeshows,vendors'fairs and otheragency's
vendorfairs and alsoconductson-campusvendorfairs annually.Norfolk StateUniversity
sponsorsadvertisements
with agenciesand companiespromotingsrnall,rvomen-owned
and minority businessesthrough vendor fairs, etc. For some solicitations,newspaper
advertisements
aretarsetedto reachSWaM vendors.
5. Reportson the University'sSWaM expendituresare provided to senior adrninistrators
quarterly.
6. Directoriesand brochuresmaintainedby the Virginia Departmentof Minority Business
Enterprisesand the Virginia RegionalMinority SupplierDevelopmentCouncil are used
as rcsources
f'orlocatingSWaMswhensolicitinggoodsand serviccs.
The {lniversityalso
maintains directoriesand company brochuresof small, wolnen-ownedand rninority
businesses.
Notif-ications
to the UniversityCornmunityare sentto faculty and staff to infonn thernof
resourcesfbr contactingSWaM vendorsat the Virginia Departmentof Minority Business
Enterpriseswebsite at www.dbme.state.va.us
and the Virginia Regional Minority
SupplierDevelopment
Councilwebsiteat www.vnnsclc.ors
.
8 . Meetingsare held with small, wolnen-ownedand minority vendors.The University's
procurernent
staff alsomcstswith thesevendorsperiodicallyduringthe year
O
Identitlcationof downsizingopportunitiesfbr University projectswhich allor.vthe
inclusionof small, wolnen-ownedand minority businessparlicipationas long as the
dorvnsizingdoesnot causea meaningfulincreascin price,a significantdegradation
in
tcrms and conditions, a significant decreasein administrativcefliciency, or nonwith applicablef-ederal
cornpliance
contracting
rcquirernents
or fundingconditions.Thc
fbllowingactiviticswill bc utilizedto achievethis goal:
a. Conducting meetings with University Deparlrnentsto cletenninc if
dorvnsizing
will etfcctthe over-allobjectiveof the prqect;and
b. Providing rninority sub-contractorswith prirne contractor contact
infbnnation to inquire about upcoming projccts or projccts in the
phase.
solicitation
10.Training opportunitiesare provided fbr srnall, women-owned,and rninority owned
businesses
on how to conductbusiness
with Norfblk StateUniversity.
ll. Opportunities
to meetwith srnall,womenand minorityownedbusinesses
are paft of our
services.
U T I L I Z A T I O NO F R A C E A N D G E N D E R - N E U T R A O
L PTIONS
l. Prime Contractor Small BusinessSubcontractingProcurementPlan - Norfblk State
University has a SWaM ProcurementPlan with specitic goals as pre-qualification
requirementsto the terms and conditions for the award of non-prof-essional
and
prot-essional
servicesover $ 100,000.The contractoris requiredto preparea SWaM plan
as parl of their responseto fbrmal solicitations.Failureto submit this infbrmationrnay
causethe contractorto be non-responsive
or disqualifiedfiom receivingthe award.All
Virginia certif-red
SWaM Contractorswho serveas prime contractorswill receivecredit
fbr SWaM subcontractingwork pertbrmed by the prime contractor.The SWaM
requirementis also includedas an evaluationcriteria in scoringand ranking proposals.
will resultin a lower score.
Failureto respondto the requirements
z.
Small Procurements- A minimurn of one (l) quote is obtainedfrom a rninority or
women-ownedhusinessfor snrallprocurements
fbr goods/scrvices
up to $-5,000.
Tlvo (2)
or rrore rninority or wolnen-ownedbusinessesare solicited fbr goods and services
betrveen55,000to $50,000.When good and servicesover 550,000are procured,fbur (4)
rninorityor wolnen-ownedbusinesses
aresolicitcd.
Set-Asides- Settingasideprocurements
over $5,000and up to 550,000exclusivelyfbr
DMBE-certit-iedsrnall businesses
unlessthere is not a reasonableexpectationthat the
NSU rvill receiveat least tow competitivebids or ofl-ersfiorn DMBE-certifiedsmall
businesses.NSU rvill documentthe procurernent
file if the procurementdocsnot qualify
fbr a set-asiclc.
Settingasicleprocurements
over $50,000fbr DMBE-certifledsrnallbusinesses,
in whole
or in part, 'uvhenthere is a reasonableexpectationthat NSU will receiveat least two
competitivebids or ofl-crsfiorn DMBE-certifiedsmall businesses
4 . Evidenceof Compliance- Prime Contractorsawardedcontracts,wherc thc SWaM
ProcurcmentPlan is a conditionof the award,arc requiredto deliver to Norfblk State
University, on or befbrc requcst fbr final payment, eviclenceancl certiflcation of
compliance',viththe SWaM plan fiorn the Virginia Departmentof Minority Business
Enterprises.
Final paynent fbr servicesrenderedor goodsdeliveredunderthe contractin
questionrnaybewithhelduntil suchcertification
is deliveredand.if necessary,
confinned
by Norfblk StateUniversity.Other appropriatepenaltiesrnay be assessed
in lieu of
withholdingsuchpayment.
5 . AssessingBundled Contracts - Fclr goods provided under statewideor regionally
bundledcontractsfbr r,vhichthereare qualifiedavailableSWaM vendors,but when, with
respectto the sizeof suchcontract,the bundledcontractappearsto lirnit SWaM vendors
fiorn biddingor winning suchcontracts,Norfblk StateUniversitymay seekto reducethe
sizeof the contracts
to increase
the pool of potentialbiddersto includeSWaM vendors.If
the effectof reducingthe sizeof suchcontracts
causesa meaningfulincreasein price,a
significantdegradationin tenns and conditions,a significantdecreasein adrninistrative
efficiencyor non-compliance
with applicablef-ederal
contractingrequircrnents
or tunding
conditions,then Norfblk StateUniversityshall not bc obligatedto so reducethe contract
size.
(). Construction Contracts - If the size of vertical or horizontal constructioncontracts
appearto limit SWaM vendorsfrorn bidding or winning such contracts,then Norfblk.
State University may seek to reducethe size of the contractsto increasethe pool of
potentialSWaM bidders.If the effect of reducingthe size of such contractscausesa
rneaningfulincreasein price. a significant degradationin terms and conditions, a
significant decreasein administrativeefficiency or non-compliancewith applicable
f-ederalcontractingrequirementsor funding conditions,then Norfblk State University
shall not be obligatedto so reducethe contractsize.In the caseof constructioncontracts
awardedto non-SWaMprirnes,the prime contractorshall seekto sizethe subcontracts
so
as to enablequalifiedSWaM subcontractors
to bid effectivelyfbr such work, so long as
the effect of reducingthe size of suchcontractsdoesnot causea meaningfulincreasein
price.a signiticantdegradation
in tenns,conditionsor other applicablecbntractfactors.
In the caseof non-highwayconstructionand when appropriatefor a constructionjob in
question,Norfblk State[Jniversitymay considerusing a ConstructionManagerat Risk
insteadof a prime contractorin orderto afford opportunitiesfbr SWaM contractorsto bid
efl-ectivelyfbr the work in question.Nothingcontainedin this paragraphshall requirethe
contractingagencyto acceptcontractorswho do not meet applicablequality, saf.etyand
pcrfonnancestandards.
7. Identifying Set-Asidesin Solicitations- Identifying procurementsas set-asidesancl
designatingin the solicitationthat the procurementis set-asidefbr small businesses
utilizingthe fonnatprescribed
by the Department
of GeneralServices-DPS.
8. Consultationrvith DNIBE - Norfblk StateUniversity,in consultation
with DMBE where
practical.rnayseekto identifythoscpurchases
in which contractsizingrnayinfluenccthe
availabilityof purchasingopportunities
to SWaM vendors.Where thcsepurchases
are
idcntifred,Norfolk StateUniversitymay dcterminewhetherthere are SWaM vendurs
capableof rneetingthe purchasing
requirements.
If Norfolk StateUniversityiclentifics
no
SWaM vcnclorscapablcof perfbnningthe contractrequirernents,
then the agencymay
consult lvith DMBE to seek to idcntify availableSWaM Vendors. Norfblk State
Universitymay consultwith DMBE afterawardof a contractto developpotentialSWaM
vendorsfbr the next similarprocurement.
I N T E R N A LM O N I T O R I N GM E C H A N I S M S
l. The University'sDepartmentof ProcurementServicesis responsiblcfor rnonitoring
agency SWaM reviews. Reviews are concluctedby PrclcurementOfflcers fbr the
tbllowing rnethodsof procurementand solicitations'.
Int,itcttions.fbr
Bids and Rcqtrcst/br
Proposuls(fbnnal and infbnnal). The Director of ProcurcmentServiceshas oversight
responsibilities
tbr the University'sSWaM Plan.The appropriatenumberof SWaMs
shallbe inclucled
in thesolicitation
basedon:
o
Dollar valueof the contractby the Procurement
Officer,
Review of solicitationsfor accuratenumber of SWaMs, conductedbv the
Supervisorat periodicintervals;
portalin electronicVirginia; and
Quick QuoteProcessthroughthe procurement
Request fbr Proposals- Prequalificationrequirementsfiorn Contractorsto
determi ne subcontracting
opporlunities.
2. Purchases
are reviewedperiodicallyafter completionof a solicitationfor goodsrservices
over S5,000 and complex procurementsare reviewed after completion and award of
contract.
3. Automaticreview fbr SWaM parlicipationis requiredfbr purchasesover S100,000fbr
profbssional
andnon-prof-essional
serviccsas rcquircdby Codeof Virginia,$2.243108.
S E C O ND - T IE R ( S U B - C O N T R A C T I N GP)A R T I C I P A T I O N
Norfblk StateUniversityhasan established
procurement
plan
SmallBusiness
Subcontracting
with identifiedgoals as a pre-qualifrcation
requirernentin the terms and conclitionsfbr thc
arvardof nonprofessional
and prot-essional
servicesover $100,000.The contractoris required
to preparea plan as paft of their responseto fbnnal solicitations.Failure to submit this
infbnnationmay causethe contractorto be non-responsive
or disqualifiedtiorn reccivingthe
a'uvard.All Virginia certified DMBE-certified SWaM Contractorswho serve as prirne
contractorsreceivecreditfbr SWaM subcontracting
work perfbnnedby the prirnc.
C. ETHICS
Thc ethical responsibilities
of Comrnonwealthof Virginia cmployeesand agentsof thc
Commonwealth
of Virginiawho haveofficial responsibility
fbr procurernent
transactions
are
iclentified
in Codcof Virginia,Article6, Ethicsin PublicContracting,
through
$2.292.2-;1367
1377. et seq.Thc purchasing
agentis responsiblc
for assuringthat all procurement
practices
andtransactions
complywith guidelines
in this Codesection.
D. BIDDERS LIST
The Deparlmentof Procurement
Servicesmaintainsa list of prospcctivebiclderscategcirizecl
by
class and type of cornmodity.Venclorsare requiredto submit a biclcler'sapplicationto thc
Depafttnent
of Procurement
Scrvicesto be placedon the list. Applicationsarerevicwedanda
vendorsearchis conductedin DMBE's SWaM web site to ascertain
if the vcndoris certifled
beforeenteringvenclorin the University'svendordataERp system.
Placementon the bidder'slist doesnot guaranteereceiptof a requestfor a quotation,invitation
to bid. or requestfbr proposal.It is thc vendor'sresponsibility
to chcckthe bid noticespostccl
by the Departmentof Procurement
Serviceson the bid boardlocatedoutsidethe oflce at 70t)
ParkAvenue,Suite260 HarrisonB. WilsonHall.
E.
E O U A L O P P O R T U N I T Y A N D M I N O R I T Y B U S I N E S SP A R T I C I P A T I O N
It is the University's policy to contribute to the establishment,preservation,and
strengtheningof small businessesand those owned by minorities and women and to
cncouragetheir parlicipationin StateProcurementactivities.
Award to Other than the Lowest Priced Bidder or Highest Ranking Ofl'eror: Procurements
up to $ 100,000that requiresolicitationof multiple vendorsmay be awardedto a reasonably
priced or reasonablyranked small, minority or women-ownedbidder or of'feror
other than
the lowest priced bidder or highestranking of-fbrorwhen such purchasesare made under a
remedialprocurementplan established
in accordance
with guidelinesset by the Department
of Minority BusinessEnterprises
(DMBE).
BcginningOctobcr 1,2004. fbr tho purpososof statoprocurcrnentrules,no vencJor
shall be
considereda Srnall BusinessEntetprise,a Minority-Owned Business Enterpriseor a
Women-OwnedBusinessEnterprise,ctr be entitled to the beneflts of the state SWAM
procurementopporlunities,
unlesscertif-red
as suchby the Commonwealthof Virginia.
Deflnitionstbr Minority-OwnedBusinessEnterprise,Minority Indivic'lual,
Small Business
Entetprise,Women-OwnedEnterprise,and DisadvantagedBusinessEnterpriseare founclin
Appendix A, of the Commonwealthof Virginia'svendor manual. A copy of the vcnd6r's
manualcan be obtainedby visitingthe eVA websiteat www.eva.state.va.us
anclclicking on
thc venclors'
manuallink.
E M P L O Y M E N T D I S C R I M I N A T I O N P R O H I B I T E D - S t a t e C o d e s \ 2 . 2 - 4 3I I p r o h i b i t s
emplclymcntdiscriminationby contractorshired by the Universityanclrecluiresthat evcly
StateContractthat cxceeds$10,000must include languageto this effbct. rn thc General
Terms and Conditions filr Goocls and Non-ProfbssionalServiccs, rvhich states.
"NONDISCRIMINATION
OF CONTRACTORS:A bidcler,ofl-eror,or contractorshall not
be cliscriminatecl
against in the solicitationor -awarclof this contract bccauseof race.
religion. color, sex, nationalorigin, age, disability,taith-basecl
organizationalstatus,any
other basisprohibitcdby statelaw relatingto discriminationin empkrymentor becausethc
bidder or of'ferorernploysex-of'fenders
unlcssthe stateagency,deparlmentor institutionhas
madea writtencletermination
that employingex- ofl-enders
on the specific contractis not in
its bestinterest. If the award of this contractis madeto a faith-basedorganizationand an
individual,who appliesfbr or receivesgoods,services,or ciisbursements,
the public body
shall otfcr the indiviclual.within a reasonable
period of time after the date of his objection,
accessto equivalentgoods,services,or disbursements
fiom an alternativeprovicler."
F.
P R O J E C T E DS W a M E X P E N D I T U R EG O A L S
Norfblk StatelJniversity'sSmall,Women-Ownedand Minority Business(SWaM) goalsare
governedby the Virginia Departmentof Minority BusinessEnterprisesand thc Virginia
Departmentof General Services'Division of Purchasesand Supply in Richrnoncl,Virginia.
Businessoperationsand procedureshave been establishedthat are "results orientccl."and
implementedbasedon objectivesset forth by the Govemorof Virginia. This objectiveallows
agenciesand institutionsto set-side,in whole or in part, identifredprocurements
and to target
set-asides
exclusivelyfor srnallbusinesses
in an atternptto achievethe Commonwealth'sgoal
of 40o/oof purchases
fiorn srnallbusinesses.
S W a N IE X P E N D I T U R EG O A L S A S A P E R C E N T A G EO F P R O J E C T E D
D I S C R E T I O N A R YE X P E N D I T U R E S
FY 2007 AgencySWaM Expenditure
Goals
FY 2007 AgencyExpenditures
Reviewecl
\. zt t pl.
W B E s%
S B E s%
28%
1.400
20%
$9,753,531
FY 2008Projected
Spending
Goals
(% of Discretionary
Expenditures)
F-Y2008 ProjectedConstructionGoals
(PrinreContractine)
FY 2008 ProjcctedClonstruction
Goals
( Subcontractins)
(ioals
FY 2008Projected
Non-Construction
(PrimeClontracting)
IrY 2008 Projectecl
Non-Construction
Coals
( Subcontractins)
Cornpletedby: AnthonvE. Cannion
MBEs%
Signatu
$602.353
$8.42-s.263
28%
t0%
2 0 on
t0%
5%
5%
5%
'\o/
L /O
5%
''t o/
t0%
/O
50/,
lrh
5%
L,
3%
['rL