Northern Virginia Community College has been and is committed to supporting the objective of increasing procurement opportunities for small, women-owned, and minority-owned (SWaM) businesses while complying with all of the procurement laws of the Commonwealth of Virginia. The College shall ensure achievement of this objective by continuing to review procurement policies and procedures, developing new initiatives and by encouraging participation of SWaM businesses in all of the Colleges' procurement programs.

• Department of Minority Business Enterprise Website
• Forms

Valuable Information for Purchases under $5,000 and/or using the GE MasterCard for Goods and Non­Professional Services

Purchases: (Up to $5,000) Single Quotation

1. Where the estimated cost of goods or nonprofessional services is $5,000 or less, purchases may be made upon receipt of a minimum of one (I) written or telephone (oral) quotation from a minority or women-owned business, if available. Additional sources including additional small business sources may also be solicited. To avoid allegations of collusive or other related fraudulent practices, a record of the quotation must be kept with the file. If a telephone quote is solicited, a record shall be kept of the name and address of the vendor(s) contacted, the item description or service offered, price quoted, delivery dates and EO.B. point, names of persons giving and receiving the prices and the date the information was obtained. Notation on the requisition form is considered to be an adequate record, print the Department of Minority Enterprise SWaM vendors' screen, and/or see Annex 5-0, and 5-H (herein), for copies of sample forms to use in recording information. If more than one quote is solicited, the award will be made to the lowest responsive and responsible bidder; however, the award may be made to a reasonably priced minority or women-owned bidder that is other than the lowest
   priced bidder. If the award is made to other than the lowest priced bidder, the award shall be made to the next lowest responsive and responsible minority or women-owned bidder. When using a charge card as the payment method, solicit a minimum of one (I) minority or women-owned business, if available.
2. SWaM Certified Vendors/Contactors: The Department of Minority Business Enterprise Website will identify by description all registered suppliers of your requested product or service. (Go to the link for certified vendors and fill-in field for description and a list of SWaM vendors and contractors will appear)
3. College personnel should seek additional competition whenever there is reason to believe a quotation is not a fair and reasonable price.

Purchases: (Above to $5,000) Must be Processed by the Purchasing Office

INSTRUCTIONS - TELEPHONE RECORD FOR GOODS

a. CAUTION: Care should be exercised when obtaining pricing infonnation by telephone. The description of what is desired should be described in generic tenns or by use of brand name (including make and model). When specifying a brand name, be prepared to receive bids on an "or equal basis" unless the item desired has been justified as proprietary. When identifYing potential sources to solicit, ensure that those selected are in business to provide what is needed.

b. COMMUNICATE: Communicate with the end user, when appropriate, to ensure that what is needed will be accurately described to the bidder(s).

c. READ AND EDIT: Read the requisition to make sure it answers the following questions:

• WHO will receive the goods?
• WHAT is needed?
• WHEN is delivery required?
• WHERE are the goods to be delivered?
• HOW to be shipped, e.g., customer pick-up, truck, inside delivery, furnish and install, etc., and
• HOW much?
  

d. MODIFICATIONS: All bidders contacted must be given the opportunity to bid on the identical specifications. For example, if during the bidding process a bidder offers an alternative (not an equal) and the end user detennines that the alternate would suffice, then each bidder previously contacted must be provided the revised requirement and allowed to bid.

e. NOTATIONS: When soliciting bids on a brand name specified or equal basis, note on the phone quote sheet the product offered by each bidder, i.e., "as specified" or make, model of equal. When soliciting bids using generic specifications, notate the make and model offered by each bidder.

f. TERMS AND CONDITIONS: Note any special conditions that apply to the purchase and communicate those to each bidder. An example would be insurance and contractor licensing requirements involving some types of "furnish and install" procurements.

g. PRICING: Bids are to be solicited on a finn fixed price basis. Every attempt should be made to hav the prices quoted F.O.B. destination and to include any shipping and handling charges in the total price. Otherwise, any separate charges must be shown on the Telephone Record sheet and included as part of the total bid price when evaluating the bids.

THIS FORM MAY BE REDESIGNED TO FIT LOCAL NEEDS; HOWEVER, THE INFORMATION BLOCKS SHOWN ON THE REVERSE SIDE OF THIS EXAMPLE ARE THE MINIMUM REOUIREMENTS TO BE RECORDED WHEN USING THE TELEPHONE BID METHOD.

a. Complete the fonn 105-25 (Purchase and Check Request) forward the same to the Purchasing Office for processing.

Questions: Should be directed to the Purchasing Office - 703-323-3738

Telephone Record For Goods - Use up to $5000 (Annex 5G)

INSTRUCTIONS - TELEPHONE RECORD FOR NONPROFESSIONAL SERVICES

1. CAUTION: Care should be exercised when obtaining pricing information by
telephone to purchase nonprofessional services. The scope of work should describe and define the task(s) which the contractor will be required to perform and itemize what the contractor is expected to accomplish. REMINDER: You ar, buying the contractor's time and effort, not a specific product.

2. BE PREPARED: Develop a firm understanding of the exact service to be purchased as this understanding will be communicated to the bidder(s). SUGGESTION: An effective way to gain the understanding needed to make an informed purchase decision is via a "using department" questionnaire.

3. READ AND EDIT: Read the scope of work provided on the requisition carefully
Ask yourself, "Do I fully understand the need(s) of the user, i.e., the recipient of the service?"; "Do I understand what he/she expect_ the contractor to do?"

4. MODIFICATIONS: All bidders must be given the chance to bid on the identical scope of work. If the original scope of work is modified during the telephone bie process, then each bidder previously contacted must be contacted again and allowed to bid on the revised requirement.

5. FINAL SCOPE OF WORK: The final product of your discussions with users and bidders MUST be transferred exactly to the APO. The scope of work becomes the basis for performance by the contractor, measurement of that performance by the agency, and the means by which the user's need is ultimately satisfied.

6. TERMS AND CONDITIONS: If the bidders are registered with the Commonwealth, you can assume familiarity with the procedures outlined in the Vendors Manual. In soliciting telephone bids, be sure bidders are made aware of any general and special terms and conditions which will apply to the procurement

7. PRICING FACTORS: Major elements of the price ofservice(s) provided may need to be itemized e.g., materials, labor rates, travel, etc. If multiple pricing factors are involved e.g., labor rates, discounts offprice lists, unit prices, and/or lump sums, be sure to have a clear and understandable bid evaluation procedure established.

HIS FORM MAY BE REDESIGNED TO FIT LOCAL NEEDS; HOWEVER, THE INFORMATION BLOCKS SHOWN ON THE REVERSE SIDE OF THIS EXAMPLE ARE THE MINIMUM REQUIREMENTS TO BE RECORDED WHEN USING THE TELEPHONE BID METHOD.

Telephone Record for Services Annex 5-H

*** Attention procuring Agents, Record and verify the information Below when Applicable ***