Solicitations over $50,000 will include a minimum of six (6) valid sources, including a minimum of four (4) SWAM certified vendors in writing or electronically. Any solicitation wherein the aforementioned number of SWAM businesses cannot be solicited requires advanced approval and must be documented in the comments section of purchase order for approval. If buying staff is unable to locate or solicit a quote from a SWAM vendor, please contact the Procurement Office. 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 business that is other than the lowest priced bidder When a SWAM vendors price is considered unreasonable please solicit more than one or the required minimum. Documentation requirements A detailed record of the quotations must be kept with the file for purposes. If more than one quote is solicited, the award should be made to the lowest responsive and responsible bidder. Documentation for phone, fax, or written quotes shall include: Names and addresses of the vendors contacted SWAM designation (Small, Women-Owned or Minority Business) Detailed item description or service requested/offered The quoted Delivery dates and/or F.O.B. point Vendor contact person(s) providing prices Date the information was obtained If the SWAM vendor is not DMBE certified, complete the purchase with them and document the file as outlined above, but encourage them to contact the Department of Minority Business Enterprise to become certified. If adequate competition is not available, document the procurement file with the efforts made to include the appropriate number of minority or businesses. Because of these new requirements, procurement planning that ensures that the requisite SWAM vendors are included is very important. Exceptions The only exceptions to these requirements are when the procurement is issued against a DHCD or state contract. Vendor Registrations
Solicitations over $50,000 will include a minimum of six (6) valid sources, including a minimum of four (4) SWAM certified vendors in writing or electronically. Any solicitation wherein the aforementioned number of SWAM businesses cannot be solicited requires advanced approval and must be documented in the comments section of purchase order for approval. If buying staff is unable to locate or solicit a quote from a SWAM vendor, please contact the Procurement Office. 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 business that is other than the lowest priced bidder When a SWAM vendors price is considered unreasonable please solicit more than one or the required minimum. Documentation requirements A detailed record of the quotations must be kept with the file for purposes. If more than one quote is solicited, the award should be made to the lowest responsive and responsible bidder. Documentation for phone, fax, or written quotes shall include: Names and addresses of the vendors contacted SWAM designation (Small, Women-Owned or Minority Business) Detailed item description or service requested/offered The quoted Delivery dates and/or F.O.B. point Vendor contact person(s) providing prices Date the information was obtained If the SWAM vendor is not DMBE certified, complete the purchase with them and document the file as outlined above, but encourage them to contact the Department of Minority Business Enterprise to become certified. If adequate competition is not available, document the procurement file with the efforts made to include the appropriate number of minority or businesses. Because of these new requirements, procurement planning that ensures that the requisite SWAM vendors are included is very important. Exceptions The only exceptions to these requirements are when the procurement is issued against a DHCD or state contract. Vendor Registrations
CAPER_2009_10_Final.docx