The Buyers Network

Diane Holley, Editor

The Buyers Network is Published Monthly by the
Purchasing Division of the West Virginia Department of
Administration to Promote Better Value in Public Purchasing


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


Articles in this Issue:

1998 Fall Purchasing Conference Welcomes New Agency Purchasers

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

WV Purchasing Bulletin's 1999 Schedule Released

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

Watch Out!...for Computer Viruses and Hoaxes

Browser Beat: Information on our Website

The Ultimate Hiding Places for Presents

U.S. Federal Government Restores Preferential Purchasing Policy

MoneyWise...Tips for the Thrifty

The Travel Bag

Planning Ahead? TEAM General Inquiry Class Schedule Set for 1999

Current Statewide Contract Update

Questions?...Just Ask Us!


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

Purchasing's Debbie Watkins welcomes participantsAt 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.

Auditor's Office Jack MacDonald presents information on the State P-CardThe 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!

DNR's Harry Price benefited from this year's Solutions CenterAs 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).

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

By Dave Tincher
Purchasing Director

Purchasing Director Dave TincherSponsoring 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.

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WV Purchasing Bulletin's 1999 Schedule Released

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

Cut Off Date        January 19
Mail Date             January 22

February

Cut Off Date        February 2
Mail Date              February 5

Cut Off Date       February 16
Mail Date              February 19

March
Cut Off Date      March 2
Mail Date            March 5

Cut Off Date       March 16
Mail Date              March 19

April
Cut Off Date       April 6
Mail Date            April 9

Cut Off Date      April 20
Mail Date            April 23

May
Cut Off Date     May 4
Mail Date           May 7

Cut Off Date     May 18
Mail Date           May 21

June
Cut Off Date    June 1
Mail Date          June 4

Cut Off Date    June 22
Mail Date          June 25

July
Cut Off Date    July 6
Mail Date          July 9

Cut Off Date    July 20
Mail Date          July 23

August
Cut Off Date    August 3
Mail Date          August 6

Cut Off Date   August 17
Mail Date         August 20

September
Cut Off Date    September 7
Mail Date          September 10

Cut Off Date   September 21
Mail Date         September 24

October
Cut Off Date   October 5
Mail Date         October 8

Cut Off Date   October 19
Mail Date         October 22

November
Cut Off Date   November 2
Mail Date         November 5

Cut Off Date  November 16
Mail Date        November 19

December
Cut Off Date   November 30
Mail Date         December 3

Cut Off Date   December 14
Mail Date         December 17

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

Let's 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!

* winners of Purchasing Jeopardy games

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WATCH OUT!...for Computer Viruses and HoaxesVirus.gif (6798 bytes)

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:

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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.

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The Ultimate Hiding Places for Presents

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.

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U.S. Federal Government Restores
Preferential Purchasing Policy

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.

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The Travel Bag:
                   
Tips from the State Travel Management Office


Christmas without Clothes?

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.


Preparing for Holiday Driving

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.

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MONEY
WISE...Tips for the Thrifty

Plan to Boost Your Earnings

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.

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Planning Ahead?
    TEAM General Inquiry Class Schedule Set for 1999

By Dan Miller
Automation Manager

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.

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Current Statewide Contract Update

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.

Contracts Awarded

Contract: BROOM
Description:
Push Brooms
File:
22
Vendor:
Winan Sanitary Supply
Effective Date:
10/15/98

Contract: TYPE
Description:
Typewriters
File:
42
Vendor:
Nakajima International
Effective Date:
11/01/98

Contracts to be Bid or Under Evaluation

Contract: LWN-MTN
Description:
Lawn Maintenance Equipment
File:
22
Bid Opening:
12/09/98
Under Evaluation:
To Open

Contract: TCONES
Description:
Traffic Cones & Flags
File:
22
Bid Opening:
12/09/98
Under Evaluation:
To Open

Contract: PHOTO
Description:
Photography Film & Supplies
File:
31
Bid Opening:
10/21/98
Under Evaluation:
Yes

Contract: SAFETY
Description:
Safety Equipment
File:
22
Bid Opening:
12/09/98
Under Evaluation:
To Open

Contract: SAN-PAP
Description:
Sanitary Paper Supplies
File:
22
Bid Opening:
01/20/99
Under Evaluation:
To Open

Contract: FASTEN
Description:
Fasteners and Accessories
File:
22
Bid Opening:
03/01/99
Under Evaluation:
To Open

Contract: MED/SUR
Description:
Medical and Surgical Supplies
File:
31
Bid Opening:
10/21/98
Under Evaluation:
Yes

Contract: C-PIPE
Description:
Corrugated Pipe
File:
33
Bid Opening:
11/18/98
Under Evaluation:
Yes

Contract: SYSFURN
Description:
Modular Systems Furniture
File:
42
Bid Opening:
12/09/98
Under Evaluation:
To Open

Contract: TAGS
Description:
Identification Tags
File:
42
Bid Opening:
12/09/98
Under Evaluation:
To Open

Contract: LABELS
Description:
Computer Pin-Fed Labels

File:
42
Bid Opening:
12/09/98
Under Evaluation:
To Open

Contracts to be Renewed

Contract: DISKETTE
Description:
Computer Diskettes
File:
21
Vendor:
G.I. Tech
Expiration Date:
10/31/98

Contracts to be Extended

Contract: COPIER
Description:
Copy Machines
File:
33
Vendors:
American Office Systems, Xerox, Sharp, Minolta, Arrons Products, Pitney Bowes
Expiration Date:
02/28/98

Contract: DUP
Description:
Digital Duplicators
File:
42
Vendor:
American Office Systems and Solutions for Business
Expiration Date:
02/28/98

Contracts to be Reviewed

DECEMBER

OSTOMY
Ostomy Products and Accessories

CATH
Catheters and Related Items

LS
Chemical Glassware


JANUARY

DATA
Key Punch Services

FUEL
Fuels: Motor and Heating

FASTEN
Fasteners and Accessories

DFS
Disposable Food Services

FLR-MAC
Floor Machines

THERM
Electronic Thermometers

Purchasing Division Buying Staff

For questions concerning these contracts listed, please contact the appropriate buyer:

File 21
Pam Jones
(558-0067)

File 22
Jim Jackson
(558-0468)

File 31
Charlyn Miller
(558-2596)

File 33
Ron Price
(558-0492)

File 41
Evan Williams
(558-2316)

File 42
John Johnston
(558-2402)

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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:

Name:

Organization:

E-Mail Address:

Telephone:

Need Information About:

 

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Thank You for Viewing our December 1998 Online Issue of
The Buyers Network. Please Visit Us Again Soon!