FAQs

1. How do I know if my vendor is SWaM-certified?

2. I found a SWaM-certified vendor that sells the type of goods I’m looking for. How do I get a quote?

3. How many quotes do I have to get before I can make my purchase?

4. I received a quote from a SWaM-certified vendor, but they’re price is more expensive that what I know the price would be from another non-SWaM vendor.  Do I have to buy from the SWaM vendor anyway?

5. What is the NIGP Commodity Code and how do I find out which one I should use?

6. Do all of my orders have to be entered into eVA?

7. My order is exempt from eVA and my vendor accepts the SPCC.  What do I enter in Works?

8. If I need to purchase something that is on a Contract, do I have to get a quote from a SWaM vendor?

9. How long do I have to wait? I requested a quote from a SWaM vendor, but haven’t received a response.  Should I request a quote from another SWaM vendor instead?

10. I need to purchase food for a University function. Do I have to get a SWaM quote?

11. I received a contract from my supplier for the goods or services that I need, can I sign it?

12. I need to make a purchase that totals over $5,000.00, what do I do?

13. I need to make a payment for a purchase already ordered and received and it exceeds my p-card single transaction limit, what do I do?

14. My supplier told me that he is a small business. How do I know that for sure before I purchase from him?

15. I have a long list of items that I need to purchase for a project. I know a business that can supply my entire purchase need, but it is not small. What do I do?

16. I use a business that used to be certified small and now they aren’t, what do I do?

 


1.  How do I know if my vendor is SWaM-certified?

The quickest way to find out is to check the eVA Vendor List. If a vendor is SWaM-certified, it will be indicated by a mark in any or all of the columns titled Small Business, Woman-Owned and Minority-Owned.

2.  I found a SWaM-certified vendor that sells the type of goods I’m looking for. How do I get a quote?

Both the eVA Vendor Look-Up and the SWaM Vendor Search provide contact information for each vendor. You can contact the vendor by phone, email, or fax. Just make sure you make note of the date, the name of the vendor, the name of the person you contacted and the price they quoted you. You will need to document this information on your eVA order and/or your SPCC Works comment field depending on how you end up making your purchase.

3.  How many quotes do I have to get before I can make my purchase?

Unless your purchase is exempt from competition according to the Small Purchase Procedures (SPP), one certified small business quote is required for purchases up to $5,000.  If you do not purchase from the small business that provided the quote, then a quote is required from the business from which you eventually make your purchase.

4.  I received a quote from a SWaM-certified vendor, but they’re price is more expensive that what I know the price would be from another non-SWaM vendor. Do I have to buy from the SWaM vendor anyway?

No. If you find the SWaM vendor’s price unreasonable, you may buy from another vendor. You should enter your SWaM quote information (vendor name, contact name, date and price) into the comments section of your eVA order. If you’re paying for the order with your SPCC, you should also enter the SWaM quote information into the comments field in Works.

5.  What is the NIGP Commodity Code and how do I find out which one I should use?

The National Institute of Governmental Purchasing (NIGP) developed a system of codes to describe different types of products and services and to classify vendors by the types of products and services they supply. A web-based, searchable version of the NIGP Code Book is available by clicking on NIGP Code Look-Up on the eVA home page. (There is also a link at the top of the NIGP Code Look-Up page which will allow you to download a copy of the entire Code Book.) Warning: When you search for your code, the NIGP may not have used the same terminology you use to describe the same commodity. If you don’t find what you’re looking for, try again with a similar search term (i.e. “cakes” or “desserts” instead of “baked goods”).

6. Do all of my orders have to be entered into eVA?

No. Refer to the UMW Small Purchase Procedures for a complete list of all orders that require eVA entry. If you have any questions about whether or not your order is exempt from eVA, contact Procurement Services.

7. My order is exempt from eVA and my vendor accepts the SPCC.  What do I enter in Works?

Use the SPCC to pay for the order and when signing off in Works state the exemption in the comments. If the vendor does not accept the SPCC, process as a Direct Pay in Banner.

8. If I need to purchase something that is on a Contract, do I have to get a quote from a SWaM vendor?

No. The use of State or University Contracts supercedes the requirement to obtain a SWaM quote since a vendor’s SWaM status, among other factors, has already been considered during the contract negotiation process. Information is available on the Contracts section of the Procurement Services website.

9. How long do I have to wait? I requested a quote from a SWaM vendor, but haven’t received a response. Should I request a quote from another SWaM vendor instead?

You only need to wait as long as you feel is reasonable for your purchase. If it’s a routine purchase you may choose to wait 24-48 hours. However, if your purchase is time sensitive, you may ask the vendor to submit a quote within as little as 1 hour. If you do not receive a response within the amount of time you deem reasonable, you do not have to contact a second SWaM vendor. You can order your good or service from whomever you choose and use provide the SWaM justification that the vendor was unable to meet your necessary deadline for submitting a quote.

10. I need to purchase food for a University function. Do I have to get a SWaM quote?

Yes and No.
If you are purchasing catering for any function being held on campus, regardless of funding source, you must have the function catered by Sodexo. Since Sodexo is under contract with the University, it is not necessary to obtain a SWaM quote before placing your order. When you sign your event contract with Sodexo, you should call Sodexo to provide your full number then make the necessary notation in Works that  the order is exempt from eVA because it is a Revenue Contract. Please make sure that the food restriction has been lifted from your SPCC before attempting to pay for catering or the charge will be denied.

If you are purchasing food supplies, you must obtain a SWaM quote before making your purchase. Consult the Vendor Search Manual for instructions on how to find a SWaM vendor. Contact one SWaM vendor and document the quote you receive from the vendor. Once you have obtained your quote, you may purchase the goods from your selected vendor. Note: If you need multiple food supplies, you may ask for a quote for all of the items on your list at once. You do not need to contact a second vendor if the first is able to provide some, but not all of the items you need.

  • If you are making your purchase from either a vendor that is registered in eVA or one that is not registered in eVA AND does not accept the SPCC, you should enter the order in eVA and place your SWaM quote information in the comments field (Works).
  • If you are making the purchase over-the-counter, you should use your SPCC and enter “Over The Counter” in the comments field in Works.

11. I received a contract from my supplier for the goods or services that I need, can I sign it?

Please refer to the Signature Card for current information regarding those UMW individuals who are authorized to sign contracts and obligate the University.  Procurement Services is always happy to review and discuss contracts with you.

12. I need to make a purchase that totals over $5,000.00, what do I do?

Refer to the Small Purchase Procedures (SPP) and check for University or State contracts.  If you still don’t find what you need, contact Procurement for assistance.

13. I need to make a payment for a purchase already ordered and received and it exceeds my p-card single transaction limit, what do I do?

Is it under $5,000?

For purchases $5,000 and under, that are not made on a contract and are not listed on the exemption tables in the Small Purchase Procedures (SPP), are to be made from a Department of Small Business and Supplier Diversity (DSBSD) certified small business.  If prices do not appear to be fair and reasonable based on market research, the purchase requires at least one quote to be obtained from a DSBSD certified small business prior to purchase. If a quote is unachievable, or does not result in a good business decision for the University, UMW shall document the procurement record to that effect, including stating the basis for the determination.

Is it over $5,000?

For purchases made between $5,000 and $50,000 UMW will solicit a minimum of four (4) bidders to include two (2) DSBSD-certified small business sources, if available. If fewer than the required number of sources are solicited, the reasons shall be documented.

14. My supplier told me that he is a small business. How do I know that for sure before I purchase from him?

To ensure that your supplier is a Virginia certified small business, use DSBSD look-up or the eVA Procurement Transparency Report.

15. I have a long list of items that I need to purchase for a project. I know a business that can supply my entire purchase need, but it is not small. What do I do?

Locate a certified small business (link to how) that seems likely to be able to supply your needs and if the vendor cannot supply your entire purchase, you are not required to contact other certified small businesses. However, you can purchase from multiple suppliers in order to use certified small businesses and assist UMW in meeting its SWaM goals, as long as your entire purchase requirement does not exceed $5,000.

16. I use a business that used to be certified small and now they aren’t, what do I do?

Contact Procurement with your supplier’s name, business name, and contact information and Procurement will work with the vendor to recertify if they are still qualified.