POLICY:Implement affirmative action contract compliance to acquire, evaluate, and accept written affirmative action plans or exemption requests. PROCEDURES:The Affirmative Action Officer shall take action as necessary on all orders in excess of twenty-five thousand dollars ($25,000.00). 1. The Affirmative Action Officer will check vendors on batch report (Affirmative Action Data Sheets) against the Affirmative Action Register/supplements from DOA to determine if an affirmative action plan has been filed and accepted by the State of Wisconsin. If the vendor is listed an order action is completed and no further action is necessary. 1.1. If the vendor is not on the DOA register/supplement, listed on the Purchasing Services acceptance list or already pending, or recently complied, a letter will be sent within two working days of the order date advising the vendor what action to take and who to contact. A vendor characteristic action will be added to the electronic vendor file. Exceptions: other Wisconsin state agencies, foreign countries, federal government. 1.2. If a plan is not received within 15 working days, a follow-up letter will be sent by the Affirmative Action Officer with a 5 working-day pull date. An order action will be completed. 1.3. If no response at the end of 5 working days, a call will be placed by the Affirmative Action Officer to the vendor. If still no response after an additional 5 working days a final letter will be sent with a 5 working day pull date. 1.4. If after 5 working days there is still no response the file will be referred to the University of Wisconsin-Madison Purchasing Services Director for recommendation to forward to DOA. The agent of record will be informed before forwarding. An order action will be completed. 2. When an affirmative action plan and/or an exemption request is received, the plan will be reviewed by the Affirmative Action Officer. If approved, it will be so noted on the electronic vendor file by the Affirmative Action Officer and an eligibility letter will be sent by the Affirmative Action Officer to the vendor and a form will be sent to the Department of Administration to add the vendor to their register. The electronic vendor file will be updated and an order action completed. 3. If the plan is not approved, the Affirmative Action Officer will send a letter requesting additional information with a 30 working day pull date. An order action will be completed. 3.1. If no response after 30 days another letter will be sent with a 10 working day pull date. A copy of the letter will be sent to the department and an order action will be completed. 3.2. If no response after 10 working days, a call will be placed by the Affirmative Action Officer to the vendor. If after 7 working days there is no response a final letter will be sent with a 5 working day pull date. An order action will be completed. 3.3. If after 7 working days there is still no response the file will be referred to the University of Wisconsin-Madison Purchasing Services affirmative action officer for recommendation to forward to DOA. The agent of record will be informed before forwarding. 4. All updates and renewal of the DOA Affirmative Action Register will be done by DOA. 5. The Affirmative Action Officer will maintain a file of eligible and ineligible vendors and will advise Vendor Files to update Purchasing’s electronic vendor file if vendor(s) become ineligible.
REFERENCES:Wis. Stats 16:765,(5), Adm 50, Admin Rules |