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UMW SWaM Program

In accordance with Code of Virginia 2.2-4310 (B) and (C) and in cooperation with the Department of Small Business and Supplier Diversity (DSBSD), the University of Mary Washington (UMW), with Level II procurement authority, and Member of the Virginia Association of State College and University Purchasing Professionals (VASCUPP), plans to achieve goals as set forth in UMW’s Annual SWaM Plan through implementation of this documented SWaM Program.

Purpose of the Program

The purpose of the Program is to formally document best practices to assure that SWaM initiatives remain in the forefront of daily activities of UMW.

SWaM Definitions

Statement of Commitment 

UMW  is committed to ensuring fair consideration of all suppliers in its day-to-day procurement of services, supplies, and construction.  All employees with purchasing responsibility or who are involved in procurement decisions for goods and services are expected to give preference to Micro Vendors in accordance with Executive Order 35 and to consider DSBSD SWaM registered vendors when making purchasing decisions.

Policy

In compliance with Code of Virginia 2-2-4310 (B) and (C) and the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia (Subchapter 3 of the Restructured Higher Education Financial and Administrative Operation Act (Governing Rules)) this documented UMW SWaM Program outlines processes and best practices for facilitating utilization of businesses SWaM certified by DSBSD.

SWaM Champion Role

The SWaM Champion’s responsibilities include assisting potential vendors in navigating SWaM certification and conducting business within the Commonwealth of  Virginia; coordination with UMW’s Small Business Development Center to introduce new SWaM vendors to UMW purchasing professionals for consideration to meet current and future contracting needs; to advance policies/procedures to assure appropriate consideration of SWaM vendors in source selection decisions; and to educate and support initiatives such as Executive Order 35.  In addition, the SWaM Champion monitors progress towards  university goals and collaboration to enhance utilization of SWaM businesses to meet UMW requirements.

Current assigned SWAM Champion is Patricia A. Canciglia, pcancigl@umw.edu, (540) 654-1237.

Procedures

UMW is committed to ensuring fair consideration of all suppliers in its day-to-day procurement of services, supplies, and construction.  All employees with purchasing responsibility or who are involved in procurement decisions for goods and services are expected to give preference to Micro Vendors in accordance with Executive Order (EO) 35.  If a Micro Vendor is not a viable option, then other SWaM vendors should be sourced (Small, Women-Owned, Minority-Owned, Service Disabled Veteran).  If no SWaM business is available, employees are instructed to move forward with sourcing from other non-certified or majority firms, some of which are required to submit Subcontracting Plans to substantiate their commitment to SWaM subcontracting.  Purchasing must be done in a manner consistent with University, Higher Ed, Commonwealth of Virginia, and Federal laws and regulations, where applicable.   Following are some procedures/best practices that UMW has implemented in support of SWaM initiatives:

  • UMW works in connection with the UMW SBDC and DSBSD to assist in the processing and expediting of certification requests for interested businesses, and to support events such as the Annual Small Business Symposium and initiatives such as Scaling for Growth.
  • UMW works closely with selected CM@Risk primes to assure SWaM vendors are given ample opportunity to participate in ongoing Construction Projects and follows-up with quarterly reports required from CM@Risk contractors to document their success in locating SWaM vendors for subcontracting requirements.
  • UMW uses its cooperative contracting authority as a Level II entity in Higher Ed to advance marketing for SWaM businesses by encouraging multiple awards for commodities/services when applicable and advertising these opportunities on the VASCUPP website.
  • UMW establishes evaluation factors when appropriate which incorporate its commitment to SWaM.
  • UMW advertises SWaM opportunities in eVA (Virgina Business Opportunities).
  • UMW SWaM Champion supports SWaM businesses by offering day-to-day support and advocacy.
  • UMW, in concert with VASCUPP, provides quarterly reporting of SWaM (first and second tier) spending of discretionary funds.