Sub-Contract Awards Made by Prime Contractors under S&DB Program * Second District statistics include the S&DB results of Specific Products or Service Categories Most Accessible to S&DB Participants (specify) The Bank's staff responsible for the acquisition of goods and services will continue their efforts to enhance compliance with the Small and Disadvantaged Business Procurement Policy by actively pursuing qualified vendors, whenever possible. ANNUAL REPORT ON SMALL AND DISADVANTAGED BUSINESS PROCUREMENT FOR THE YEAR ENDED DECEMBER 31, 1991 NOTE: 1. Administrative Costs for purposes of panel three are very narrowly defined to encompass only the time spent compiling and keying the relevant data for reporting purposes. The total resources actually involved in the S&DB program are orders of magnitude larger than noted in the panel, although we do not account for them separately from other procurement-related or administrative expenses. At a minimum, a substantial portion of the time of the officer serving as the Bank's Small Company Specialist, as well as legal staff and the more than 45 contract representatives around the Bank with S&DB responsibility would more realistically represent the level of resources involved in the program. Attachment for Detailed Response to Question 3 FEDERAL RESERVE BANK OF NEW YORK FOR SMALL AND DISADVANTAGED BUSINESSES 1.3 Policy Toward Small and Disadvantaged Business The Bank has a policy of assisting the interests of small business and socially and economically disadvantaged small business. One of the purposes of these guidelines is to establish a program for acquisition of goods, services and construction from such businesses. 3.3 Contract Representatives (including those with (a) Each area of the Bank responsible for a category of acquisition, specified in Appendix No. 1, must appoint at least one contract representative to be responsible for each subcategory of acquisition. (b) Each area, specified in Appendix No. 1, must also assign to at least one of its contract representatives above the responsibility for reviewing acquisitions to insure that procedures were completed properly with respect to the Small and Disadvantaged Business Program. The small company specialist must be informed in writing whenever a contract representative is assigned or relieved of S&DB responsibility. (c) Each contract representative assigned S&DB responsibility shall maintain a list of the small and disadvantaged businesses that sell the type of good or service their area is authorized to acquire under Appendix 1 of this Operating Bulletin. -2 (d) When a vendor has been identified as a possible source for a required good or service, written certification of status (i.e., Small, Disadvantaged, or Neither) must be obtained from the vendor before an acquisition can take place. A copy of this certification must be kept on file within the area with the original forwarded to the Purchasing Division. Once a vendor's certification is on file, no additional certifications are required to cover future purchases from the vendor, unless that vendor's status has changed. (e) The contract representative assigned S&DB responsibility shall complete the Small and Disadvantaged Business Reporting section of the purchase requisition (including the Acquisition Method portion of the report) and sign the report prior to its submission to the Purchasing Director. A contract representative with S&DB responsibility authorized to review an acquisition for one subcategory of goods or services may not sign for any other subcategory unless also authorized to do so. (f) Contract representatives assigned to administer the S&DB program must be prepared to provide documentation in support of any decision to use the "sole source" acquisition method preferably by maintaining in their file supporting documentation obtained as part of their review process, such acquisition. 3.4 Small Company Specialist as on each The Bank shall designate one or more individuals to act a Small Company Specialist whose responsibilities will include: |
