1. Should agencies contact women and minority-owned vendors to communicate the need to additionally certify as DMBE-certified small businesses?
 

Yes, Agencies should encourage vendors to register as DMBE-certified small businesses. Currently over 90% of all businesses in VA could be certified as small. DMBE is sending letters to women-owned and minority-owned businesses.

2. If a procurement is not set-aside for DMBE-certified small businesses and DMBE-certified small businesses respond to the solicitation, how should the solicitation be awarded?

The solicitation would be awarded to the lowest responsive and responsible bidder or highest ranked offeror, unless the procurement is over $50,000 and the “award to other than lowest bidder or highest ranking offeror” (APSPM, Special Term and Condition 7.J or 7.K) has been included. If included, the award may be made to the lowest DMBE-certified small business bidder or highest ranking DMBE-certified small business offeror if the price is fair and
reasonable.

4.  Can portions of procurements be set-aside?

Yes, partial set-asides are allowed. Procurement offices need to be familiar with the marketplace prior to issuing partial set-asides.

5. If the minimum of six DMBE-certified small businesses are not available for procurements over $50,000, can the procurement be set-aside?

Yes, if the expectation is that at least two (2) competitive bids/offers are expected from DMBE-certified small businesses.
 

6. Where can buyers find vendors with DMBE small business certification status?  

Via eVA at www.eva.virginia.gov eVA bidders list, and DMBE’s website at www.dmbe.virginia.gov.
 

8. If a solicitation is set aside, and three bids were received from DMBE-certified small business, however, the prices do not appear to be fair and reasonable, do I award to one of the vendors regardless of the price?

9. How do I designate my procurement as a set-aside?

In accordance with APSPM 14.15, Quick Quotes and other procurements that are to be set-aside for DMBE-certified small businesses shall be titled in the “Request Title” field as set-aside in the solicitation by typing in all caps “SET-ASIDE FOR SMALL BUSINESSES, followed by the title of the commodity or service being procured.

Note: Placing a check in the “Set-Aside” checkbox on the Quick Quote header information screen will automatically add properly formatted set-aside text to the beginning of the Quick Quote title. The user checks the box then types the commodity or service in the Quick Quote Title area and eVA will format the Quick Quote accordingly.

10. Does the mandate of 3.10g (1) apply to over-the-counter SPCC purchases? If so, what recommendations would DPS make for procurement of commodities for which no local vendors are DMBE certified small businesses and the over-the-counter procurement is the most efficient and economical method for fulfilling an urgent (but not emergency) business need?  

Yes, the mandate applies to over-the-counter SPCC purchases. DPS recommends the following actions:

• encourage those small businesses that have not certified as DMBE-certified
small businesses with DMBE to certify by explaining the benefits

• set-aside procurements for DMBE-certified small businesses and only do
business with DMBE-certified small businesses to encourage the others to
certify. Note that below $5,000 only one quote from a DMBE-certified small
business is required if the price is fair and reasonable.

• only after the above actions have been taken and no DMBE-certified small
business is available, at a fair and reasonable price, then do business with a
non-certified vendor. Document the procurement file.

11. For eVA Quick Quote solicitations, the Quick Quote is automatically sent to all premium vendors registered for the commodity code(s) contained in the solicitation, and the buyer cannot deselect any premium vendors. Accordingly, Quick Quotes for solicitations set-aside for DMBE-certified small business will be sent to the entire list of premium vendors including those that are not DMBE certified small businesses. Will changes be made to eVA Quick Quote allowing the buyer to send the Quick Quote to DMBE certified small businesses only?

No, changes will not be made. The intent is for all businesses to have visibility of the business opportunities set-aside for small businesses. This approach will encourage the significant number of small businesses that have not certified to do so and allow large businesses to have visibility of opportunities to collaborate with smaller businesses.

12. Are the purchases which are excluded from competitive requirements under APSPM 1.5(b) and those excluded from eVA under 14.9(b) also excluded from the set-aside requirement for purchases  up to $50,000?

Exclusions listed in APSPM, Sections 1.5(b) and 14.9(b) are excluded from set-aside requirements, except for Sections 14.9(b) (5) relating to petty cash purchases and (17) relating to over the counter charge card purchases that are made at the site of the sale and picked up by the individual card holder.

13. Are hard copies of the APSPM available and are the references to the chapter changes available as well?

A complete copy of the APSPM or individual chapters including changes can be downloaded from the eVA website, www.eva.virginia.gov - located on the home page, click on the Buyer tab, and APSPM manual.

15. A disparity occurs sometimes when searching for DMBE-certified small businesses between eVA and DMBE. A search in eVA by commodity code may give the name of a vendor who does not show up in DMBE under that commodity code or the same name appearing in eVA. My comment is that adding a search in DMBE by FIN would be a great help to cross reference that a vendor's registration matches.

The DMBE website has been updated to allow searches by company name, SWaM type, NIGP commodity code or description. The database does not allow searches by FIN number.