Supplier Diversity

Policy Overview

Longwood University is committed to ensuring fair consideration of all suppliers in its day-to-day procurement of services, supplies and construction.  We have learned that working with a wide range of suppliers provides a competitive edge in producing high-quality, low-cost innovative products and services.  All employees with purchasing responsibility or are involved in procurement decisions for goods and services are expected to notify and give every consideration to using qualified, small, women-owned and minority-owned (SWaM) suppliers in a manner that is consistent with state and federal laws and regulations.  As always, business will be conducted in the highest professional manner.

Supplier Diversity Champion

Longwood University demonstrates its commitment to utilizing SWaM suppliers by, among other things, its designation of the Director of Materiel Management as its Supplier Diversity Champion to coordinate its supplier diversity efforts.  The Director of Materiel Management will assist Longwood University by communicating and watching for supplier diversity opportunities and capturing and monitoring utilization results.

Definitions

Small Business means an independently owned and operated business which, together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years. 

Women-owned Business means a business concern that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U.S. citizens or legal resident aliens.

Minority-owned Business means a business concern that is at least 51% owned by one or more minority individuals or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals.  Minority individual means an individual who is a citizen of the United States or a non-citizen who is in full compliance with United States immigration law and who satisfies one or more of the following definitions:

• African American means a person having origins in any of the original peoples of Africa and who is regarded as such by the community of which this person claims to be a part.
• Asian American means a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands, including but not limited to Japan, China, Vietnam, Samoa, Laos, Cambodia, Taiwan, Northern Mariana, the Philippines, a U.S. territory of the Pacific, India, Pakistan, Bangladesh, or Sri Lanka and who is regarded as such by the community of which this person claims to be a part.
• Hispanic American means a person having origins in any of the Spanish-speaking peoples of Mexico, South or Central America, or the Caribbean Islands or other Spanish or Portuguese cultures and who is regarded as such by the community of which this person claims to be a part.
• Native American means a person having origins in any of the original peoples of North America and who is regarded as such by the community of which this person claims to be a part or who is recognized by a tribal organization.

Solicitation includes Invitation for Bids (IFB), Request for Proposals (RFP), Quick Quote, Faxback Request, telephone calls, or any other document issued by the state to obtain bids or proposals for the purpose of entering into a contract.

Solicitations

• Longwood University solicitations up to $4,999.99 shall be set-aside exclusively for small businesses; obtain a minimum of one (1) quote from a DMBE-certified small business, if available.  The Small Purchase Charge Card shall be used for purchases up to $4,999.99, if accepted by the vendor.
• Longwood University solicitations $5,000 to $49,999.99 shall be set-aside exclusively for small businesses and conducted by the Materiel Management Office.  Obtain one (1) quote from a DMBE-certified small vendor, if available.  No additional quotes are required when a DMBE-certified SWaM vendor is used and the price is determined to be fair and reasonable.  If the DMBE-certified SWaM vendor price is determined not to be fair and reasonable, obtain two (2) additional quotes; one (1) from a DMBE-certified SWaM vendor, if available and one (1) from a non-SWaM vendor, by telephone, in writing, eVA Quick Quote, or by informal on-site bidding.
• Longwood University solicitations $50,000 and over shall be conducted by the Materiel Management Office using either the Invitation for Bids (IFB) or Request for Proposals (RFP) process.  Unless set-aside exclusively for small businesses; solicit not less than six (6) sources.  Solicitations will include a minimum of four (4) DMBE-certified SWaM businesses, if available.  RFP's will be advertised in the Richmond Times-Dispatch, eVA and on the Materiel Management website.  Sealed bids will be opened in public.  Proposals are not opened in public.  When appropriate, a Notice of Award or Notice of Intent to Award will be publicly posted for 10 days after the applicable decision has been made.
• All notices for RFPs $50,000 and over will be advertised in a local newspaper, a local minority owned publication, if available, and eVA.
• All Longwood University solicitations for construction, goods and services of $100,000 or more will include a requirement that bidders or offerors include, as a part of their bid or proposal, strategies to ensure SWaM businesses are given every consideration to be included in their subcontracting plans.

If applicable, subcontract plans must include:

• A listing of all SWaM business subcontractors;
• Dollar value of each subcontract;
• A description of the type of work to be performed under each subcontract; and
• A telephone number and contact name for each subcontractor.

Solicitations and resulting contracts will contain language requiring the successful bidder or offeror to report actual SWaM business subcontract results on a quarterly basis.

NOTE:  Solicitation of SWaM businesses should not be construed as authorizing or directing the exclusion of non-SWaM businesses; rather, the purpose is to include as many qualified businesses as possible.

Training

• Longwood University will work with DGS, DMBE and other providers to obtain supplier diversity training for its employees, particularly procurement staff.
• Such training may include:
  • Workshops
  • Assistance
  • Executive level roundtables

Measuring Results

• Longwood University will collect statistics and other documentation and prepare reports relating to supplier diversity efforts.
• Using Forms A and B (pdf), Longwood University will report its supplier diversity results quarterly to the DMBE in the case of minority businesses, the applicable Secretary, the Governor and all other levels of management as appropriate.
• Supplier diversity data will show results in each category (small businesses, women-owned businesses and minority-owned businesses) and include subcontracting results as well.
• Expenditure and classification information will be captured via the  electronic procurement system and retrieved from the  data warehouse, the Commonwealth Accounting and Reporting System (CARS), any internal databases and subcontracting reports submitted by prime contractors.