Table of Contents

Introduction and General Information
Purpose
Policy
Define the SWaM Champion Role
SWaM Task Force
SSC Procurement Analytics Team – SWaM Support
The VCCS SWaM Champion is responsible for the following tasks:
SWaM Definitions
Removal of Barriers for SWaM Businesses
Training
Subcontracting Plan Compliance Monitoring
Complaint Process
Expenditure Dashboard

Section I: Introduction and General Information 

Section § 2.2-4310.B of the VPPA states: 

“All public bodies shall establish programs consistent with this chapter to facilitate the participation of small businesses, businesses owned by women, minorities, and service-disabled veterans, and employment services organizations in procurement transactions. The programs established shall be in writing and shall comply with the provisions of any enhancement or remedial measures authorized by the Governor…”

Former Governor Ralph Northam’s 2019 Executive Order 35 mandates that “the Commonwealth exceed a target goal of 42% of discretionary spend for Executive Branch Agencies with small business certified by DSBSD” (‘The Department of Small Business and Supplier Diversity’). This discretionary expenditure includes both prime and sub-contracts.

The SWaM Procurement Initiative was established to enhance business opportunities for small, women- and minority-owned businesses and to ensure a level playing field for all small businesses in the Commonwealth of Virginia. SWaM is the acronym for Small, Women-and Minority-owned businesses. A SWaM vendor is a business that has been certified by the Virginia Department of Small Business and Supplier Diversity and is listed in the SWaM Vendor Directory.

As employees of Virginia’s Community Colleges, we are also employees of the Commonwealth of Virginia.  As such, the priorities of our institutions must align with the needs of the Commonwealth as a whole.  Small and minority businesses are a very important driver of economic growth and opportunities within the Commonwealth of Virginia, and it is important that all Commonwealth agencies support and assist Virginia’s SWaM business community.

Section II: Purpose  

The VCCS fully supports Executive Order 35 and is committed to its execution through the alignments of our Agency mission, Strategic Plan, and supporting infrastructure described in this document. The VCCS SWaM Program is designed to encourage practices that maximize the spending of discretionary funds with Virginia certified SWaM vendors. The success of the program is dependent upon the strength and consistency of the people, processes and tools contained within this infrastructure and adherence to this program.

While it is VCCS policy to adhere to EO35’s minimum annual target of 42% in accordance with Executive Order 35, it is our mission to meet the target goal and maximize expenditures committed to SBSD certified SWaM businesses.

This SWaM program is a statement of our commitment to prioritizing procurement opportunities with small businesses, including those owned by women, minorities and service-disabled veterans. It is intended for use by all individuals involved in the procurement of goods and services at the VCCS including the System Office, the Shared Services Center and all 23 Community Colleges.

Section III: Policy 

The VCCS adheres to the following governance as it pertains to Small, Women-Owned & Minority Owned Business:

• Executive Order #20 
• • Established priority for advancing equity for small, women, and minority owned businesses by all executive branch agencies and institutions.
• Executive Order #35
• • Mandates a target goal of 42 percent of discretionary spending for Executive Branch Agencies with small businesses certified by DSBSD
• Virginia Public Procurement Act (VPPA) 2.2-4310
• • Establishes policies to identify and define the Governor’s initiatives, including the required annual progress report.
• Agency Procurement and Surplus Property Manual (APSPM) 3.10
• • Interprets policy and establishes procedures to facilitate execution of the Governor’s initiatives.

All purchases, regardless of dollar value, are made in accordance with the VPPA, APSPM, and the VCCS Procurement Manual.

Therefore, this manual does not replace the provisions of the VPPA or APSPM, but rather, it is an abbreviated supplement to be used as a resource by VCCS staff for procurement guidance.

The VCCS will always ensure that all materials, supplies, equipment, and services required by the agency are acquired at a reasonable cost, consistent with the quality required, and in compliance with the VPPA and its implementing policies and procedures as set forth in the APSPM.”

Section IV: Define the SWaM Champion Role 

VCCS SWaM Champion

The System Office Department of Strategic Sourcing and the Shared Services Center work in tandem to support SWaM at the VCCS.

SWaM Task Force 

In October of 2022, the VCCS initiated a SWaM Task Force to explore future areas of opportunity in SWaM for the VCCS. The Task Force is led by the Strategic Sourcing Analyst, based in the System Office (SO), who also acts as the primary “SWaM Champion” for the VCCS.

The VCCS SWaM Task Force is comprised of a selection of VCCS sub-agencies, including large, medium and small Colleges, as well as Facilities Management Services (FMS) and Information Technology Services (ITS).

The SWaM Task Force meets monthly to discuss opportunities to:

• better monitor and manage SWaM performance of the colleges, SSC, and SO throughout the fiscal year to ensure targeted goals are met,
• coordinate a system-wide effort to boost the SWaM program, particularly for schools that are underutilizing readily available resources,
• establish standardized SWaM related communications, and
• any other SWaM related updates and information related to training opportunities, outreach events, SBSD developments, etc.

SSC Procurement Analytics Team – SWaM Support 

Meeting the Commonwealth’s SWaM requirements is a collaborative effort that requires cooperation with the Colleges, SO, and SSC.  Therefore, it is important that information consistently be shared across all parties to ensure that SWaM performance is prioritized and managed appropriately.

SWaM performance data is available to the Colleges, the SO and SSC via the SBSD Expenditure Dashboard.  This Data is monitored by the VCCS SWaM Champion and reported to interested parties at the Shared Services Center monthly via a spreadsheet containing (but not limited to) the following data for all 25 VCCS sub-agencies:

• Year-To-Date (YTD) SWaM percentages for each SWaM category
• YTD SWaM, Non-SWAM and Total spend
• Monthly SWaM percentages for each SWaM category (VCCS Only)

Upon receipt of this information, the SSC Procurement Analytics team incorporates the data into an internal procurement scorecard which, in part highlights SWaM performance and is distributed to the Colleges and the SO on a monthly basis.

The VCCS SWaM Champion also provides this information, along with other pertinent SWaM news, to all subagency SWaM Champions via a Quarterly Update email. This communication is intended to provide a clear snapshot of any notable progress across the agency, highlight areas of improvement that may be addressed, and educate on ways to positively impact our SWaM performance.

The VCCS SWaM Champion is responsible for the following tasks:  

Monthly: 

• Monitors and reports on the monthly SWaM performance of all VCCS subagencies (the System Office (SO), the Shared Services Center (SSC), and the 23 Community Colleges).
• Enters SWaM sub-contacting spending
• Host monthly taskforce meetings comprised of interested parties across the VCCS

Quarterly:

• Prepares a progress report to all subagency SWaM Champions discussing the observed strengths and weaknesses in our SWaM performance and well as foreseeable threats to meeting our SWaM goals and opportunities to assist our efforts.

Annually: 

• Audits Expenditure Dashboard user access in preparation for the annual SWaM Plan (also performed as needed)
• Coordinates annual SWaM Plan activities including
  • communicating instructions to the VCCS sub-agencies,
  • consolidating the sub-agency plans and
  • submitting the consolidated VCCS Plan to the Chancellor for approval

As needed: 

• Conducts in-depth analysis of SWaM performance of one or more subagency for the purpose of identifying specific areas of strength or weakness
• Performs in-depth SWaM analysis at the request of VCCS procurement leadership
• Research potential SWaM vendors for of small purchase procurements of goods and services
• Contact vendors to confirm SWaM certification status and assist in facilitating SWaM certification if necessary

Section V: Procedures

When certifying with the Department of Small Business and Supplier Diversity (DSBSD), there are a variety of categories that may be appropriate for the supplier, including:

These SWaM categories are listed in priority order.  If a supplier qualifies for multiple SWaM categories, then they will only be “credited” (from an annual SWaM reporting) in the earliest priority category that they are registered in (i.e. in order to prevent double counting).

The Federal government includes two other SWaM designations; Disadvantaged Business Enterprise (DBE), and Airport Concessions Disadvantaged Business Enterprise (ACDBE).  The DSBSD does not account for these two designations within their SWaM reporting.  If a supplier is classified as one of these two Federal designations, then they would also hold one of the primary SWaM designations – and counted accordingly.

• Sources for finding available SWaM vendors 
  • End-users are encouraged to utilize eVA Virginia Business Opportunities (VBO) and the SBSD Directory listing to source available SWaM vendors.
• Engagement with DSBSD 
  • The VCCS SWaM Champion encourages end-users across all sub-agencies to engage the DSBSD for training opportunities and SWaM outreach events.
• Optional and Mandatory state contracts 
  • All procurements, including small purchases (under $10,000) are initiated by end-users at the Colleges or the System Office and completed by the Shared Services Center.
  • In the interest of achieving our annual SWaM goals, it is VCCS procurement policy that a quote be obtained from a registered DSBSD certified Small or Micro vendor for all purchases under $10,000.
  • When a quote is not provided by the end-user, the Shared Services Center will research a small/micro vendor and if one is available, change the order to that SWaM vendor.
• Removal of barriers for SWaM businesses 
  • Contract sizing 
    • The VCCS requires a set-aside for competition to include up to $10,000 for goods and non-professional services. Any procurement below $100,000 is set aside for award priority, and the Shares Services Center ensures compliance with all set aside requirements.
  • Advertisement of SWaM contracting opportunities 
    • The VCCS uses industry standard practices and tools to advertise small business contracting opportunities such as:
      • Posting all active and future agency procurements in eVA Virginia Business Opportunities
      • Job Order Contracting
      • Largely inclusive commodity codes to attract a wider vendor pool
• Training  
  • Internal
    • The VCCS consists of 25 sub-agencies with different needs based on qualities such as size and location. Therefore, training practices may vary across the agency as the development and implementation of SWaM procedure is left to the discretion of each sub-agency based on their specific needs and capacities.  However, the VCCS strongly encourages all sub-agencies to conduct training no less than annually. Training is available to all agency procurement personnel upon request.
  • External and Small Business Outreach
    • VCCS subagencies are strongly encouraged to attend no less than one (1) SBSD sponsored SWaM training event and one (1) externally sponsored SWaM outreach event annually.
• Subcontracting Plan Compliance Monitoring 
  • The VCCS requires prime contractors to include a Small Business Sub-Contracting Plan for all procurements over $100,000. Proper forms must be included in any formal solicitation package, including IFB’s and RFPs. Documentation of SWaM usage is gathered from vendors annually for goods and non-professional services, and with each pay request (approximately monthly) for construction and professional services.
• Complaint Process  
  • VCCS subagencies are directed to relay all procurement and purchasing complaints, including those SWaM related, to the SSC Customer Engagement (“CE”) Team.  The SSC CE Team is responsible for and equipped to handle all manner of procurement and purchasing related issues. For concerns that cannot be addressed by the SSC Customer Engagement, the SSC CE Team can escalate the concern to the Procurement Operations for more detailed subject matter expert support.
• Expenditure Dashboard:
  • Monthly adjustments   
    • VCCS subagencies are advised of SBSD enforced monthly adjustment deadlines. Additionally, the SSC Procurement Analytics team conducts a quarterly review of, and updates transactions found in the Expenditure Dashboard with missing Tax ID Numbers (TINs).
  •  Monthly subcontracting reporting 
    • The VCCS FMS team provides the VCCS Swam Champion with a monthly report of subcontracting expenditures on or around the 20^th of each month. The VCCS Swam Champion then enters the transactions into the Expenditure Dashboard via a data management spreadsheet upload.
  • Regular Reporting
    • SWaM performance data is monitored by the VCCS SWaM Champion and reported to procurement leadership at the SSC monthly via a spreadsheet containing (but not limited to) the following data for all 25 VCCS sub-agencies:
      • Year-To-Date (YTD) SWaM percentages for each SWaM category
      • YTD SWaM, Non-SWAM and Total spend
      • Monthly SWaM percentages for each SWaM category (VCCS Only)
        • Upon receipt of this information, the SSC Procurement Analytics team incorporates the data into an internal procurement scorecard which, in part, highlights SWaM performance and is distributed to the Colleges and the SO on a monthly basis.
        • The VCCS SWaM Champion also provides this information, along with other pertinent SWaM news, to all subagency SWaM Champions via a Quarterly Update email. This communication is intended to provide a clear snapshot of any notable progress across the agency, highlight areas of improvement that may be addressed, and educate on ways to positively impact our SWaM performance.
• User Management
  • The VCCS SWaM Champion performs an audit of current Expenditure Dashboard users each year ahead of the annual SWaM Plan submission. The SWaM Champion distributes a list of user access to all VCCS sub-agency (e.g. College) VPs of Finance for review and updates. The VCCS SWaM Champion also performs updates to the Expenditure Dashboard user management list as needed, upon request.