Diane Holley, Editor

Welcome to the December 1998 Issue
of the The Buyers Network!

Focusing on Education and Networking
                             1998 Fall Purchasing Conference
                  Welcomes New Agency Purchasers

At the 1998 Fall Purchasing Conference, the Purchasing Division staff was greeted with many new faces from state agencies. Several of the participants were from field offices located throughout the state and were eager to learn first-hand of new policies or program changes and to gain clarification on procedures.

With the beautiful setting of Canaan Valley State Resort & Conference Center in late October, this training initiative offered participants a selection of 19 workshops from which to choose. The conference kicked off on October 27 with a welcome from Purchasing Director Dave Tincher. Along with introductions of the staff and guest presenters, Tincher provided an overview of some of the recent changes affecting the state procurement process and emphasized the extent to which the Purchasing Division is promoting business opportunities with West Virginia resident vendors.

The majority of the fall purchasing conference was conducted in small, informal workshop sessions. In addition to the topics addressed at the spring conference, there were several new programs and issues addressed in the fall, including State Leasing of Space/Building, Purchasing Legal Issues, Prison Industries, and the West Virginia Association of Rehabilitative Services (WVARF).

Although the conference evaluation has not been completed, the comments received thus far from the participants were very positive:

This is my first conference and I really enjoyed coming. The classes were informative and entertaining. The networking I did helped for future contacts. Keep up the good work!

As usual, you put on a first-class conference.

Programs were well-organized and informative. Keep up the good work!

The conference was great and the accommodations were wonderful.

The representatives and speakers were well prepared and were willing to answer any questions asked.

I'm not sure what it was, but this was the best purchasing conference I've been to.

This is the first time I've been to a purchasing conference. It was very knowledgeable.

(Editor's Note: The results from the fall purchasing conference evaluation will be highlighted in next month’s issue of The Buyers Network).

The Director's Comments
Training Programs Assist Agencies and WV Vendors

Sponsoring training opportunities for state agency purchasing representatives and the vendor community takes great planning and coordination. The Purchasing Division offers these programs to better inform and educate those whom we serve.

The 1998 Fall Purchasing Conference concluded with great satisfaction for a job well done. In addition to the effort extended by our own staff, I would like to offer our gratitude to our guest presenters from Department of Administration, Information Services & Communications (IS&C) Division, the State Auditor’s Office, the State Leasing Office, and the Finance Division for joining us as workshop presenters. This is definitely a team effort, with everyone pulling together to offer a first-class training program.

Mark your calendars! The next agency purchasing conference will be held September 27-30, 1999 at Canaan Valley State Resort & Conference Center. There will be only one agency conference during 1999.

The Purchasing Division is actively planning our 1999 Vendor Purchasing Conference which will also be held at Canaan Valley State Resort on May 17-19. Agency representatives may be solicited to serve as panel presenters and in other capacities. Your support is always encouraged and appreciated. We are excited about this first-ever vendor purchasing conference. More details will be reported in this publication as they develop.

The Purchasing Division continues to strive to enhance the understanding of the state procurement process to our state agency liaisons and to those businesses who provide the services which state government requires.

The West Virginia Purchasing Bulletin is published twice monthly, listing all requisitions for commodities and services expected to exceed $10,000. The deadlines and mail dates for the 1999 calendar year, which are listed below, are to be used as a guide to establish bid opening dates. Vendors may not receive the bulletin three to five days after it has been mailed; therefore, sufficient lead time should be allowed after receipt to provide vendors ample time to prepare and submit a bid prior to the bid opening date.

January
Cut Off Date         January 5
Mail Date               January 8

February

March
Cut Off Date      March 2
Mail Date            March 5

April
Cut Off Date       April 6
Mail Date            April 9

May
Cut Off Date     May 4
Mail Date           May 7

June
Cut Off Date    June 1
Mail Date          June 4

July
Cut Off Date    July 6
Mail Date          July 9

August
Cut Off Date    August 3
Mail Date          August 6

September
Cut Off Date    September 7
Mail Date          September 10

October
Cut Off Date   October 5
Mail Date         October 8

November
Cut Off Date   November 2
Mail Date         November 5

December
Cut Off Date   November 30
Mail Date         December 3

Cut Off Date   December 14
Mail Date         December 17

It's Time to Play.... PURCHASING JEOPARDY!

Move over Alex Trebek and the Merv Griffin Production Company ...The Purchasing Division has successfully completed their second airing of their own Purchasing Jeopardy.

Two workshop sessions of Purchasing Jeopardy left those attending both entertained and better informed. Many of the comments received indicated the amazement of how fun it was to learn about state purchasing.

Purchasing Director Dave Tincher served as host of our pseudo-television game show. Dan Miller is to be commended for his work as the electronic guru who created the Purchasing Jeopardy screens and maintained the board throughout the game, and Diane "Vanna White" Holley took on the role of scorekeeper (thanks to a calculator!).

The biggest applause went to our contestants who eagerly volunteered to play our game. These agency representatives included:

GAME ONE

Team 1: Division of Highways
Henry Lilly, Deb Ferrell, and Kevin Riley

Team 2: DHHR*
Greg Nicholson, Sondra Samples, and Sena Pell

Team 3: Various Agencies
June Casto (DEP), Carl Smith (Development Office), and Tom Carson (Agriculture).

GAME TWO

Team 1: DHHR
Tiffany Cobb, Anna Pullen, and Rhonda Robinson

Team 2: DHHR
Mary Roberts, Homer Sweeney, and Mary Beth Hackney

Team 3: WV State Police*
Carole Woodyard, Jelayne Crosier, and Angie Harless.

The saying, "It doesn’t matter if you win or lose, it's how you play the game," certainly applied to Purchasing Jeopardy since the winner’s prizes, the second place prizes and last place ‘departing gifts’ were all the same: shirts touting, "My Life was in Jeopardy at the 1998 Fall Purchasing Conference". If you are interested in viewing the Purchasing Jeopardy screens, visit our website address on the Intranet at http://intranet.state.wv.us/admin/default.htm.

Special thanks to all who made this workshop a fun and educational experience!

WATCH OUT!...for Computer Viruses and Hoaxes

Trick or Treat may be long gone, but computer viruses and hoaxes unfortunately are common occurrence year-round in the business world. Hoaxes are quite high-tech, revealing the power and pitfalls of communications via Internet e-mail. The most obvious online hoax today is the e-virus hoax. These are especially rife on services like America Online, where e-mail message daily warn of viruses that do all sorts of scary things.

According to Information Security magazine, the fanciful Good Times virus hoax is said to erase hard drives or place the computer’s processor into an ‘nth complexity infinite binary loop." Ouch! Its cousin is the Pen pal virus, which supposedly destroys the hard drive. These virus hoaxes have long lives, despite being repeatedly debunked, partly because people like to seem in the know and partly because the virus threat is real.

The International Computer Security Association published a study in September that says the number of virus incidents in the second half of 1997 jumped 25 percent during the first half of the year, from an average of 165 per organization to 206. Of organizations surveyed, 37 percent had a virus disaster in 1997, costing an average of 45.5 hours to recover from an average cost of $2,500 and nine person-days.

Most users can protect themselves from viruses and virus hoaxes three ways:

• don’t download unknown e-mail attachments;

• don’t bring in disks from outside sources; and,

• develop a healthy skepticism about virus reports by not engaging in cyber-gossip that spreads hoax viruses.

BROWSER BEAT: Information on our Website

Editor’s Note: Each month, the Purchasing Division’s website will be highlighted to keep our readers better informed on information which may be accessed online. Questions relating to our website may be directed to our webmasters, Dan Miller (558-2314 or email:team@gwmail.state.wv.us) and Diane Holley (558-0661 or email:dholley@gwmail.state.wv.us).

Where can I use my Diner’s Club card? When preparing for a business trip, include on your list of Things to Do to browse the travel page at the Purchasing Division’s website. Connect to www.state.wv.us/admin/purchase/tm1.htm which will welcome you to the main travel page. Click onto "Establishments in WV Accepting the Diners Club Card" and you will receive a list of all businesses in West Virginia which accept the Diner’s Club card. This will assist you in making decisions on where to lodge or dine. Remember that if you visit an establishment that does not accept the Diner’s Club card, contact Catherine DeMarco, State Travel Manager, at 558-2613.

For many kids (of ALL ages), this is hunting season! They know their presents are hidden somewhere, the challenge is to find them, skillfully snoop in the packages, and wrap them all back up again.

It’s easier with little ones. They can’t reach the top shelf of the closet. But at age 10 and beyond, they can reach or use a chair. You may know they’ve been naughty, not nice, if you find wrappings slightly disturbed. If they’re skillful and good actors, their, "Just what I wanted. Thank you so much!" will fool you every time.

According to a recent and really unscientific survey by The Wall Street Journal, these are the most popular places to hide gifts: the closet, attic, basement, garage, freezer, trunk of the car, the store (on layaway) and other people’s houses.

The funny thing is, it is not just the kids who peek. There are dads who are excellent detectives when it comes to discovering what their big gift will be. They have been known to snoop, investigate, and even try to trick their own kids into giving up the big secret.

Actually moms aren’t much better, and grandma and grandpa are guilty to peek as well.

A new program to restore limited affirmative action preferences for purchases by the executive branch of the federal government was recently announced, according to the National Institute of Governmental Purchasing, Inc. (NIGP). This program will give extra help to small disadvantaged businesses in sectors of U.S. industries that have been determined by the Department of Commerce to still suffer the effects of racial discrimination.

Here's how the program will work: Federal contracts will not be set aside for small businesses nor will any goals be set. Instead, the Department of Commerce will compare sectors f the economy to determine which sectors require special assistance for disadvantaged firms of any racial ownership. The Department will compare the actual share of federal contracts which have been awarded to disadvantaged small businesses with what would be expected, in the absence of discrimination.

In the sectors identified, this program will give a 10% price credit to disadvantaged small businesses when comparing low bids. The federal contract would then be awarded to the disadvantaged small business at the new higher price after the Small Business Administration determines that the firm qualified as disadvantaged.

The program, which is currently being phased in and will continue through January of 1999, does not require congressional approval. The administration designed the program to meet the 'strict scrutiny' test set by the Supreme Court in 1995.

Special appreciation is extended to the National Institute of Governmental Purchasing, Inc. (NIGP) for allowing us to share this information with our readers.

The Travel Bag:
                    Tips from the State Travel Management Office

Christmas vacation won't be much fun if your luggage is lost. To increase your chances of reclaiming a bag, always have your name and telephone number on the outside and inside. Don't include your address. If a bag is missing, don't leave the airport without filing a report. Ask the airline to advance you a reason-able sum to cover a change of clothes and toiletries. A carrier that loses or damages your checked luggage on a domestic trip is liable for a payment of up to $1,250 per person for planes with more than 60 seats, according to the America Society of Travel Agents. The Diners Club Insurance Coverage program offers $350,000 in common carrier travel accident insurance as well as excess baggage insurance (up to $1,250 in lost baggage coverage based on replacement cost). This coverage is in addition to the airline's coverage. This is the most comprehensive in the travel industry. For international travel, the accident insurance is increased to $500,000 and the excess lost baggage coverage also increases to $2,000.

The holiday season may be the busiest time of the year for airlines and roadways. Take time now to check your vehicle for proper operation and safety. Before your trip, remember the standard cautions: Get plenty of rest the night before; allow ample time to reach your destination; and be careful to follow the rules of the road.

MONEYWISE...Tips for the Thrifty

Your biggest earning power is one of your biggest assets, so it pays to hone your skills or develop new ones. The best ways to do it: Take courses offered at work and take advantage of any financial assistance plans offered for job-related education. Additionally, financial planners suggest starting a career-development fund. Use the money for training that will help you get ahead in your present career. If you train for a new career, the planners suggest you will find yourself with a new skill but no experience.

Planning Ahead?
    TEAM General Inquiry Class Schedule Set for 1999

The Purchasing Division will continue to offer TEAM General Inquiry training once a month for state employees during calendar year 1999. The entire schedule is printed below. We encourage you to post it on your bulletin boards or other conspicuous places in your office.

There are three main objectives in the TEAM General Inquiry class:

• to learn how to look up vendors and determine their "hold" status before issuing a      purchase order;

• to learn how to check the status of requisitions; and,

• to become skillful at tracking purchase orders and change orders electronically.

Classes are scheduled for three hours and are provided at no charge to state agencies. The 1999 class dates are as follows:

Thursday, January 14
9:00 a.m. to 12:00 noon

Wednesday, February 17
9:00 a.m. to 12:00 noon

Thursday, March 18
1:00 p.m. to 4:00 p.m.

Thursday, April 15
9:00 a.m. to 12:00 noon

Thursday, May 25
9:00 a.m. to 12:00 noon

Wednesday, June 16
9:00 a.m. to 12:00 noon

Thursday, July 15
1:00 p.m. to 4:00 p.m.

Friday, August 20
9:00 a.m. to 12:00 noon

Wednesday, September 15
9:00 a.m.-12:00 noon

Thursday, October 14
9:00 a.m.-12:00 noon

Thursday, November 18
9:00 a.m.-12:00 noon

Tuesday, December 7
1:00 p.m.-4:00 p.m.

All classes will be conducted in the Purchasing Division Training Room (Room 103), 2019 Washington Street East, Charleston, West Virginia.

To register, contact the Automation Unit by telephone at 304-558-2314 or via e-mail at team@gwmail.state.wv.us.

Information and dates (as November 15, 1998) included in this Current Statewide Contract Update are subject to change. If you need additional information, please contact the appropriate state buyer.

OSTOMY
Ostomy Products and Accessories

DATA
Key Punch Services