The Buyers Network October 1997

Diane Holley, Editor

The Buyers Network is published monthly by the Purchasing Division of the WV Department of Administration to promote better value in public purchasing.

Welcome to the October Issue
of The Buyers Network!

Articles in this issue:

Purchasing Staff Prepares for Transition to New Office Location

CPF Relocates Quick Copy Operation

Director's Comments
Continuing Education

Physical Inventory of Fixed Assets Required

Purchasing Buyers Visit WV Vendors to Promote State Business Opportunities

SWC-IP97 Vendors Announced

MoneyWise...Tips for the Thrifty

Travel Educational Seminars Offered Statewide to
Educate State Employees on the Travel Process

Several More Businesses are Now Accepting Diner's Club Card

No Longer Needing Your Fleet Vehicles?
Agencies Must Maintain the Condition of Vehicles to be Retired

1998 Spring Purchasing Conference QUESTIONNAIRE

Purchasing Division Staff Participates in IS&C's Technology Conference and Expo

Current Statewide Contract Update

Questions? ... Just Ask!

Purchasing Staff Prepares for Transition to New Office Location

We've been talking about it for months. Now, the time has come for the `big move'. Over 25 Purchasing employees will be relocating this month to 2019 Washington Street, East.

As reported earlier, the Supreme Court will be moving their staff into Purchasing's east wing office space. With a little over three months to plan for the transition, the Purchasing Division contracted with Plott & Holbrook to make the appropriate renovations to the building. The Finance Division of the Department of Administration will be relocating to the second floor early next year.

"Because of the limited time frame, this move had to be coordinated very carefully in order to complete the details within just a few months," according to Purchasing Director Dave Tincher. "Although the task of physically moving our modular workstations, files, and equipment will be cumbersome, I believe that everyone is quite anxious to step into their new offices."

All employees will maintain their current telephone numbers; however, the address will change (see page 1). The office hours will remain unchanged.

New building where Purchasing will be located
Although the Purchasing Division does offer flex-time hours for their employees, the Division's core hours of business are 8:00 a.m. to 4:00 p.m.

"As you may certainly understand, there may be periods of time that our staff will be hard to reach during the move," Tincher said. "We will make every attempt to check our voice mail and e-mail frequently. However, we do appreciate our customers' patience and cooperation during this time."

State agencies and vendors will be invited to an open house which will be planned shortly after the move. More information will be published soon regarding this event.

West Virginia Purchasing Division
State Capitol Complex
2019 Washington Street, East
P.O. Box 50130
Charleston, WV 25305-0130

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CPF Relocates Quick Copy Operation

The Quick Copy Convenience Center located in Building 2 at the State Capitol has moved to a more space efficient location at 311 Jefferson Street in Charleston (previously the location of the Light Opera Guild).

According to Scott Padon, director of the Operations Section, this relocation project has been in the planning for many months. Due to the expansion of the quick copy services, two new Xerox Docutech 6180 series systems were acquired in order to meet the agency's printing demands.

"Consolidated Publishing Facility (CPF) was the first delivery of this equipment in this region, which is from here to Chicago," Padon said. "With the printing capacity of 180 pages per minute, we now have the next generation of duplication equipment available to our state government."

The Quick Copy Center's move is being completed gradually to avoid any loss in production time. Padon often refers to this move as a migration. With four Xerox Docutech series plus a DocuColor 40 full color series, a complete quick copy production service will be offered from printing to bindery.

In addition and for the convenience of agencies located at the State Capitol, Central Stockroom goods will also be offered. As another convenience, the facility will soon be accepting the Purchasing Card. "We are very eager to accept the Purchasing Card," Padon said. "The concept of the card fits perfectly with our services...on-demand printing and payment."

The new facility does not affect any existing locations operated by CPF, including the Nitro Quick Copy Convenience Center, the Building 7 ColorCenter, and the Morris Street offset printing services, and the Central Stockroom headquarters in Charleston.

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The Director's Comments
Continuing Education

By Dave Tincher
Purchasing Director

In order to keep pace with today's ever-changing technology and business procedures, the Purchasing Division strongly believes in educating those whom we serve. This fall is an excellent example of our commitment to training. Catherine Bryan, who recently joined the Purchasing Division as the state travel manager, conducted statewide seminars last month informing travel coordinators on changes which have occurred. She joined our partners from the private industry, National Travel Services, Inc. and Diner's Club, who serve the state contracts for travel services and the travel charge card.

In addition, the Fleet Management Office is conducting a seminar on October 1st, targeting agency fleet coordinators and drivers of state-owned vehicles. Their goal is similar to that of

David Tincher: Purchasing Division Director
the travel seminars — to enable those individuals who oversee certain programs within their agency to understand their responsibilities.

Later this month, the Purchasing Division will be reaching out to West Virginia vendors with our statewide teleconference, "Business Opportunities with the State of West Virginia." We will be explaining to businesses how easy it is make state government their customer.

We are also planning our next agency purchasing conference, scheduled for May 3-7, 1998. In this issue of The Buyers Network, we are asking for your input in the planning process.

Our goals for these training initiatives are simple. We want to inform and educate our customers on how our programs and services work. However, to be effective, we must do more than just tell our customers what to do...we must listen and incorporate your ideas in order to continually build on the successes which we have accomplished.

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Physical Inventory of Fixed Assets Required

Have you submitted your certified inventory listing of your agency's fixed assets yet? Although most agencies have complied to this request, there are a few who still have not. According to Administration Unit Manager Jo Ann Dunlap, those agencies will be contacted soon to complete and submit their inventory.

State agencies can now enter their inventory into the fixed assets system which is part of the West Virginia Financial Information Management System (WVFIMS). "A training manual is available to agencies," Dunlap said. "I would also be happy to provide training if the agency requests."

For more information, please contact Jo Ann Dunlap at (304) 558-0059.

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Purchasing Buyers Visit WV Vendors to Promote State Business Opportunities

State purchasing buyers have been hitting the pavement to promote business opportunities with the State of West Virginia. In August, they made over 20 site visits with West Virginia vendors to discuss how they can attract state government business, according to Curt Curtiss, director of Acquisition & Contract Administration.

"Most of the vendors reacted in somewhat of a disbelief," Curtiss said. "Overall, we have received very positive comments from these visits. Vendors were surprised. Some thought they were just a `name in a computer system'. It is important to make personal contacts with the vendors that we are trying to do business with."

Curtiss explains that the visits were to vendors throughout the state. Although many were held in the Charleston and Huntington areas, buyers also traveled to the following West Virginia communities: Princeton, Fairmont, Neola, Alta, and Ripley.

"We continue to increase our attempts in educating our vendors," Curtiss said. This month, vendors within West Virginia will be attending a statewide vendor teleconference which will be downlinked at twelve sites throughout the state.

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SWC-IP97 Vendors Announced

Of the 42 bids received in response to the request for quotation to the statewide contract for information processing equipment (SWC-IP-97), 34 vendors have been awarded contracts, according to Senior Buyer Pam Jones.

A `bulletin board' mechanism will be used by Information Services & Communications (IS&C) Division to post requests by agencies for equipment. The awarded vendors include: Computerland, HGO Technology, Inc., Interactive Data, Inc., Pomeroy Computer Resources, AV Networks, Inc., MicroAge of Charleston, Comark Government and Educational Sales, The Computer Store, Government Micro Resources, Management Systems of WV, Systems Design Associates, Computer Plus, Gateway 2000 Major Accounts, IKON Office Solutions, Premier Computer Services, Tangent Computer, WIN Laboratories, Wave Technology, Athena Consulting & Training, Commercial Business Systems, Comp-U-Corp., Computerland of Charleston, Data Solutions International, Hourly Computer Services, West Side Communications, West Virginia Business Products, Trilobyte Computer Systems, Comp USA, Net Solutions, Professional Computer Systems, SEI. Ltd., NATCOR, Unisys, and Dell Marketing.

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MoneyWise...Tips for the Thrifty

Best New Car Deals

Starting to get the itch to go car shopping? If you do plan to start shopping for that new car, prepare to bargain on the purchase price. Knowing exactly what the dealer cost could enhance your bargaining power.

You can discover this cost, at no charge, by accessing the Internet. Visit the web site of Edmund's Automobile Buyers Guide. Their official web site address is:

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Educational Seminars Offered Statewide to
Educate State Employees on Travel Process

State Travel Manager Catherine Bryan joined representatives from National Travel Services and Diner's Club to provide training to agency travel coordinators and state employee travelers on two statewide contracts: travel services and the corporate travel credit card. Seminars were held in Charleston, Parkersburg, and Pipestem State Park.

Ted Lawson of National Travel Services, the contractor for travel services, explained the importance of travel management in both the private and public sector. His company has been awarded this state contract since 1986. "The state is a good customer," Lawson said. "We are a West Virginia corporation and enjoy serving the state."

In 1978, a deregulation of the airline industry occurred which resulted in more competitive rates for air travel. Since then, the need for travel management providers has increased.

During the seminars, Maureen Garlock of Diner's Club was available to answer questions regarding the corporate travel credit card.

According to Bryan, approximately 350 state employees attended the travel management seminars. "I'm very pleased with the interest shown by our state employees," she said. "They were eager to learn more about the statewide travel contracts which we have in place."

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Several More Businesses are Now Accepting Diner's Club Card

The list of businesses that have chosen to accept the Diner's Club Card continues to grow. Below are the newest locations where state employees may use the state's official travel card:

China Garden Restaurant (Charleston)
Joey's Downtown (Charleston)
Taste of Italy (Teays Valley)
Western Steer (Mineral Wells)

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No Longer Needing Your Fleet Vehicles?
Agencies Must Maintain the Condition of Vehicles to be Retired

After fulfilling its usefulness by a state agency, vehicles are turned into the West Virginia State Agency for Surplus Property (WVSASP) for disposal. The Fleet Management Office continued to experience reported problems with the conditions of the leased vehicles when they arrive at WVSASP.

All vehicles should be retired with only normal wear. It is not acceptable for agencies to keep the spare tires or to ignore damages that need fixed, according to Ken Miller, State Fleet Manager.

Tires should be in reasonable condition (not bald and/or flat). The interior and exterior should be reasonably clean. The exhaust system should be other words, not falling off.

"Many of these retired vehicles are reutilized by other state agencies, while others are sold at public auctions," Miller said. "The conditions we've mentioned result in less money being offered for the vehicles which cost all of us."

All of the money received from vehicles sold by WVSASP either to other state agencies or to the general public directly affects agency's lease rates. To deter unnecessary expenses to vehicle maintenance charges, the Fleet Management Office bills state agencies for repairs and other services which are required above the normal wear of vehicles.

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1998 Spring Purchasing Conference

Plans are in the initial stages for the 1998 Spring Purchasing Conference, scheduled for May 3-7, 1998 at Canaan Valley State Resort & Conference Center. To address issues which are of interest to our conference participants, the Purchasing Division would like feedback from our Buyers Network readers.

Please take a few minutes to complete this questionnaire and return no later than October 17, 1997 to:

Diane Holley
West Virginia Purchasing Division
State Capitol Complex
2019 Washington Street, East
P.O. Box 50130
Charleston, WV 25305-0130

Which topics would you like to see discussed?
(Check only those topics for which you would be interested in attending a workshop)

o A/E Agreements

o Agency Purchases

o Agency Perspective on Purchasing

o Attorney General

o Basic Purchasing

o Board of Risk & Insurance Management

o Bonding, Insurance & Liquidated Damages

o Budget

o Consolidated Publishing Facility

o Contact Formatting

o Construction Contracts

o WV Public Employees Credit Union

o FAX Bank

o Financing and Leasing of Equipment

o Fixed Assets (Inventory Management)

o Fleet Management

o State Health Insurance Benefits

o IP Contracts

o IS&C

o Leasing/Temporary Space Needs

o Legal Issues Pertaining to Public Purchasing

o Maintenance, Emergency & Sole Source Purchases

o National Institute of Governmental Purchasing (NIGP)

o Purchasing Policies and Procedures

o Prison Industries

o Professional Services Contracts

o Purchasing Card

o Retirement Benefits

o RFP Process & Evaluation

o Sheltered Workshops

o Specifications

o State Auditor

o Statewide Contracts

o Surplus Property

o TEAM Purchasing System

o Travel Management

o Vendor Registration


What other topics would you like to see addressed? _____________________________________________

Are there particular persons in the Purchasing Division (or other agencies) you wish to meet and discuss specific issues, problems, etc.? Please specify. ___________________________________________________


Have you ever attended a purchasing conference offered by the Purchasing Division? oYes oNo

Any other suggestions?______________________________________________________________________


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Purchasing Division Staff Participates in IS&C's Technology Conference and Expo

Over 500 state employees participated in Information Services & Communications (IS&C) Division's second annual Information Technology Users Conference & Technology Expo on September 3th and 4th.

Gov. Cecil H. Underwood, Chief of Staff Jim Teets and Chief Technology Officer Dr. Samuel Tully kicked off this event with many positive comments regarding the state's many technology initiatives.

"The number one reason for the success of our administration is our advocacy of technology," Gov. Underwood said at the conference commencement. "Technology is the engine which drives the future of state government."

During the conference, 15 workshops were offered concurrently, including Central Mail, Crystal/Ad Hoc Reporting, SWC-IP-97, Introduction to the Internet, State Web Page/Intranet, Video Conferencing, and Telecommunications. In addition to the workshop sessions, several software presentations were offered as well as continuous demonstrations of statewide automated systems at the Solutions Center.

Automation Manager Dan Miller and Administration Unit Manager Jo Ann Dunlap participated in the Solutions Center, providing demonstrations of the TEAM and WVFIMS-Fixed Assets automated systems, respectively.

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Current Statewide Contract Update

Information and dates (as of September 15, 1997) included in this Current Statewide Contract Update are subject to change. If you need additional information, please contact the appropriate state buyer.

Contracts Awarded

Contract: IP
Description: Information Processing
File: 21
Effective Date: 09/01/97
Vendor:Various Vendors (See Related Article on SWC-IP97) Contract: DISHWSH
Description: Dishwashing Materials
File: 22
Effective Date: 08/14/97

Contracts to be Bid or Under Evaluation

Contract: TCONES
Description: Traffic Cones and Flags
File: 22
Bid Opening: 07/16/97
Under Evaluation: Yes Contract: EL-TOOLS
Description: Portable Electric Handtools
File: 22
Bid Opening: 07/02/97
Under Evaluation: Yes Contract: BUCKETS
File: 22
Bid Opening: 09/03/97
Under Evaluation: Yes Contract: TEMP
Description:Temporary Services
File: 22
Bid Opening: 09/17/97
Under Evaluation: Yes Contract: FLOORPAD
Description:Floor Buffing Pads
File: 22
Bid Opening: 10/08/97
Under Evaluation: To Be Opened Contract: DRESS
File: 31
Bid Opening: 09/17/97
Under Evaluation: Yes Contract: IV/SOL
Description:I.V. Solutions and Accessories
File: 31
Bid Opening: 09/17/97
Under Evaluation: Yes Contract: C-PIPE
Description:Corrugated Pipe
File: 33
Bid Opening: 09/10/97
Under Evaluation: Yes Contract: R-SHEET
Description:Reflective Sheeting
File: 33
Bid Opening: 09/16/97
Under Evaluation: Yes Contract: PC
Description:Police Cruisers
File: 33
Bid Opening: 09/16/97
Under Evaluation: Yes

Contracts Renewed

Contract: 2000
Description: Year 2000 Readiness
File: 21
Effective Date: 05/15/97
Vendor: Various Vendors Contract: IPTEMP
Description: Temporary Personnel - Information Processing
File: 21
Effective Date: 08/15/97
Vendor: Synet, MTI, CBSI, A.C. Coy Contract: DISKETTE
Description: Diskettes
File: 21
Effective Date: 11/01/97
Vendor: G.I. Tech Contract: CARPET
Description: Carpet and Rugs
File: 42
Effective Date: 10/01/97
Vendor: Capital Business Interiors Contract: LIGHT
Description: Lighting: Bulbs
File: 42
Effective Date: 10/01/97
Vendor: State Electric

Contracts to be Reviewed


Audio Cassette Tapes MOPS
Mops and Brooms MF-SVC
Microfilm Services A/E BATT
Auto & Equipment Batteries MOF
General Metal Office Furniture


Modular Systems Furniture CEREAL
Cereal Breakfast Foods CALC
Desktop Calculators SAN-PAP
Sanitary Paper Supplies LWN-MTN
Lawn Maintenance Equipment

Purchasing Division Buying Staff
For questions concerning these contracts listed, please contact the appropriate buyers:

File 21
Pam Jones

File 22
Jim Jackson

File 31
Charlyn Miller

File 33
Ron Price

File 41
Evan Williams

File 42
Dick Estill

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Questions? ... Just Ask!

Are you unsure of certain purchasing procedures? ... Do you need to know what printing services Consolidated Publishing Facility provides? ... Do you have a question regarding travel requests? ... Would you want to know what surplus property is available?... If you need information concerning any function within the Purchasing Division, complete the form below:



E-Mail Address:


Need Information About:

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