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 February 1998 Issue
of The Buyers Network!


We've Been Making Some Changes!
Additional Information Now Accessible Online at www.state.wv.us/admin/purchase

The Director's Comments
Gearing Up for the 1998 Purchasing Conference

Charnock to Provide the Purchasing Division with Legal Assistance

Analysis Offers Insight into Teleconference

Agency Procurement Officer of the Year Criteria and Nomination Form

Purchasing Card Program Celebrates Achieving Million Dollar Milestone

Estill Named Purchasing Card Administrator

UPDATE: PO Encumbrance

WV Chapter of NIGP Sets February Meeting

Agencies Encouraged to Attend TEAM General Inquiry Training Sessions

Current Statewide Contract Update


We've Been Making Some Changes!

Additional Information Now Accessible Online at www.state.wv.us/admin/purchase

In today's business environment, information must be accessed quickly. People are accustomed to getting the information they want...NOW.

To meet these needs, the Purchasing Division has revamped our website to offer access to a wealth of information, 24 hours a day, 365 days a week...at your convenience. Simply go to the Internet and type our address: www.state.wv.us/admin/purchase. It not only looks different...it is different.

Let's take a closer look to see what this site offers to those who have access to the Internet. For those who may not be familiar with our agency, a site map is offered which gives users options as to the information they can access. This simple table includes information about us, contracts, publications, programs and other links.

Need to contact someone from the Purchasing Division and don't know how to reach them? We've got all of our e-mail addresses and telephone numbers available at your fingertips. Also, our Directory of Services can be found online which includes those individuals who have responsibilities for certain programs managed by our Division.

As a convenience to state agencies, all issues of The Buyers Network since February of 1997 are available online. See the nameplate that indicates online issues? Just click and <POOF!> you are there. Also accessible is a list of all statewide contracts and notices of award.

Not only does our website assist state agencies, we've recently created the Vendor Resource Center (VRC), which offers a multitude of information. The most recent issue of the West Virginia Purchasing Bulletin is accessible with certain security stipulations (only those paid vendors registered with the Purchasing Division have authorization to view the online issue).

Also available on the VRC is a listing of recent or pending purchase orders resulting from our competitive bid process; an online edition of Business Opportunities with the State of West Virginia, a guide for vendors; a listing of all agency procurement officers; the request for quotations terms and conditions; purchase order terms and conditions; the units of measure; freight terms; and two forms: Agreement Addendum (WV-96) and the Vendor Registration & Disclosure Statement (WV-1). Tired of faxing these forms to vendors? Refer them to our website and they can download these forms at their own convenience.

Some of the other information now available on our website includes the 1997 fleet lease terms and conditions; frequently-asked questions about the TEAM automated purchasing system; and, WV Chapter of NIGP meeting notices.

Take time to visit our website soon! If you have any suggestions or comments, call our Division's webmasters, Dan Miller (558-2314) and Diane Holley (558-0661).

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The Director's Comments...
            Gearing Up for the 1998 Purchasing Conference

By Dave Tincher
Purchasing Director

Plans are underway for the 1998 Spring Purchasing Conference. As announced in last month's issue of our newsletter, there will be a few changes made to our formatting.

The conference is scheduled for May 18-20, 1998 at Canaan Valley State Resort & Conference Center. This year, the conference has been shortened from four days to three. A stronger focus on only those issues directly related to the Purchasing Division will be addressed.

It is very important for those individuals to attend who are performing the day-to-day tasks associated with state purchasing.

A similar conference will be scheduled for this fall in order to offer all state employees who work in public purchasing an opportunity to gain valuable information. It will not be necessary to attend both conferences in 1998 due to the similarity of the information offered.

Registration information will be distributed in late March; however, if you have questions or suggestions in enhancing our training efforts, please contact our conference coordinators: Diane Holley (558-0661); Janice Boggs (558-0086); and Carol Jarrett (558-2309).

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      Charnock to Provide the Purchasing Division with Legal Assistance

Bill Charnock has recently been hired as assistant general counsel to the Department of Administration. One of his responsibilities is to provide legal assistance to the Purchasing Division. His other responsibilities in relation to the Department will be assigned by John Poffenbarger, the Department's general legal counsel.

Prior to joining state government, Charnock worked as an assistant prosecuting attorney for Kanawha County. A graduate of West Virginia University School of Law, he views the correlation between these two positions as a continuation of service to the state of West Virginia.

"Previously, I worked at the county level as a prosecutor, dealing with many strong issues in county government," according to Charnock. "I now look forward to using those experiences in meeting the challenges waiting for me in state government.".

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Analysis Offers Insight into Teleconference

The final analysis of the first-ever statewide vendor teleconference sponsored by the Purchasing Division has been completed. "We are very pleased with the positive responses received from the business representatives who attended," according to Purchasing Director Dave Tincher.

The teleconference, which was held on October 28th, reached eleven sites in ten different cities throughout West Virginia. The goal of this program was to educate and inform West Virginia vendors about the opportunities of doing business with state government. Approximately 150 participants attended. A summary of the results is listed below:

Knowledge of Instructors
97% rated excellent or good

Visual Materials Used
67% rated excellent or good

Better Understanding of Process
92% rated excellent or good

Overall Program Content
93% rated excellent or good

Question/Answer Opportunity
91% rated excellent or good

Teleconference Format
93% rated excellent or good

Notification of Teleconference
88% rated excellent or good

Accessibility/Comfort of Site
84% rated excellent or good).

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Purchasing Division Agency Procurement Officer of the Year

The West Virginia Purchasing Division is pleased to continue our recognition program for excellence in state procurement principles and performance. Individuals, who are employed by a West Virginia state agency and are presently working primarily in the purchasing field, are eligible for this recognition. All state procurement officers are encouraged to nominate an individual for "Agency Procurement Officer of the Year" for 1998.

The nominee may be a co-worker within your agency or a purchasing officer from a different agency. The Purchasing Division staff are not eligible for this award. The recipient of the award will receive a certificate of achievement, an engraved clock, free registration and lodging to the 1999 State of West Virginia Purchasing Conference, and free registration to a National Institute of Governmental Purchasing (NIGP) seminar (of the individual's choice).

Nominations will be screened using the following criteria for selection. These criteria should be used as desirable features, but are not mandatory requirements. The official nomination form must be completed in order to be considered for this award. Additional information may be attached to a separate sheet of paper.


Please use the form on the attached page to nominate an agency purchasing professional, using the criteria above to base your nomination. The nomination forms are to be submitted to Diane Holley, WV Purchasing Division, State Capitol Complex, 2019 Washington Street, East, P.O. Box 50130, Charleston, WV 25305 no later than Friday, April 10, 1998. All nominations will be gathered and evaluated by a six-member team who will make the selection. The recipient of the award will be recognized at the 1998 Spring Purchasing Conference on Tuesday, May 19, 1998 at the Conference Banquet. For more details, please contact Diane Holley (558-0661).



Name/Title of Person Nominated:


Supervisor's Name/Telephone:

Reason for Nomination: (Please explain why you consider the nominee a candidate for this honor, based on the criteria listed on the previous page. Please note any special accomplishments which the nominee attained in 1997. Additional sheets may be used)




Internal Training:

Professional Development:

Cost-Saving Ideas:

Cooperation with Purchasing and Agency Staff:

Positive Image:

Good Purchasing Practices:

Participation in Professional Purchasing Organizations:

Person Submitting the Nomination:

Telephone Number:

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Purchasing Card Program Celebrates
Achieving Million Dollar Milestone

Applauding the success of the State Purchasing Card Program, representatives of the State Auditor's Office, One Valley Bank and VISA organized a 'Million Dollar Purchasing Card Celebration' in December.

October 1997 represented the first month that the total dollar volume of the State Purchasing Card exceeded one million dollars. "This is such a tremendous milestone," according to Dick Estill, Purchasing Card Administrator. "We are pleased that we were able to reach this goal two months ahead of our predictions."

During the celebration, Gary Callen, a West Virginia native and VISA International's Vice-President for Eastern Regional Government Sales, and Phyllis Arnold, One Valley Bank President/CEO, offered their gratitude to various state officials for their support of the program. Gov. Cecil H. Underwood; State Auditor Glen Gainer, III; Senate President Earl Ray Tomblin; and House Speaker Robert Kiss received plaques signifying the important role they played in the program's success.

For the program's first year, over two million dollars were saved by using this credit card program. By year end, 96 state agencies were rolled out, with over 2,000 individual cards issued.

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Estill Named Purchasing Card Administrator

Purchasing Director Dave Tincher recently named Dick Estill as the State Purchasing Card Administrator. Since 1995, Estill has been working on the Purchasing Card Program and performing buying duties under the Acquisition & Contract Administration Section.

Estill came to state government in 1980 as director of the General Services Division. In 1985, he transferred to the Purchasing Division, working as a state inspector.

"Of the state projects with which I have been involved, this program has offered more benefits to a wider variety of entities, including state agencies, the vendor community and taxpayers, than any other program," according to Estill. "I am very pleased to be part of such an effective statewide program."

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UPDATE: PO Encumbrance

Training continues on the Purchase Order Encumbrance Module, a part of the West Virginia Financial Information Management System (WVFIMS). This feature electronically encumbers purchasing documents to ensure appropriate funds are available to cover the expenditure.

Those agencies recently trained include Department of Agriculture, Auditor's Office, Division of Natural Resources, Board of Risk & Insurance Management, Public Service Commission, Secretary of State's Office, Treasurer's Office, Culture & History, and WV Development Office.

Additional agencies are being trained on a regular basis. For more details on the PO Encumbrance Module, please contact Jo Ann Dunlap, Administration Unit Manager, at (304) 558-0059 or John Smolder of the Financial Accounting & Reporting Section (FARS) at (304) 558-0249.

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WV Chapter of NIGP Sets February Meeting

Mark your calendars now for the next general meeting of the West Virginia Chapter of the National Institute of Governmental Purchasing (WV-NIGP). All employees working in public purchasing are invited to come at 12:00 noon on February 18th at Ponderosa Restaurant in Kanawha City (Charleston).

WV-NIGP, which is a network of public procurement officers and assistants, meetings bi-monthly at different locations throughout the state.

For more information regarding this meeting or for details on how to become a member of the WV-NIGP, please contact Skip Amole, Chapter President, at 759-0510.

A reminder for members: Dues of $24 can be paid at this meeting.

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Agencies Encouraged to Attend TEAM
General Inquiry Training Sessions

The Purchasing Division's Automation Unit will be offering TEAM General Inquiry training once a month during calendar year 1998.

There are three main objectives to be achieved in the TEAM General Inquiry training:

Classes are three hours long and are provided at no charge to state agencies. The 1998 dates are as follows:

Wednesday, February 25
9:00 a.m.-12 noon

Tuesday, March 24
1:00 p.m.-4:00 p.m.

Thursday, April 23
9:00 a.m.-12 noon

Tuesday, May 26
9:00 a.m.-12 noon

Wednesday, June 24
1:00 p.m.-4:00 p.m.

Thursday, July 30
1:00 p.m.-4:00 p.m.

Friday, August 28
9:00 a.m.-12 noon

Wednesday, September 23
9:00 a.m.-12 noon

Friday, October 23
9:00 a.m.-12 noon

Thursday, November 19
9:00 a.m.-12 noon

Tuesday, December 15
1:00 p.m.-4:00 p.m.

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

To register, contact Vickie Goodall by telephone at 304-558-7839 or e-mail at vgoodall@gwmail.state.wv.us.

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Current Statewide Contract Update

Information and dates (as of January 16, 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: R-SHEET
Description: Reflective Sheeting
File: 33
Effective Date: 12/01/97
Vendor: Avery Dennison

Contract: ALUM
Description: Aluminum Coil and Flat Sheets
File: 33
Effective Date: 01/15/98
Vendor: Rocal, Inc.

Contracts to be Bid or Under Evaluation

Contract: HOUSE
Description: Housekeeping Supplies
File: 22
Bid Opening: 01/14/98
Under Evaluation: To Be Opened

Contract: LWN-MTN
Description: Lawn Maintenance Equipment
File: 22
Bid Opening: 05/07/98
Under Evaluation: To Be Opened

Contract: DFS
Description: Disposable Food Service
File: 22
Bid Opening: 03/25/98
Under Evaluation: To Be Opened

Contract: FLR-MAC
Description: Floor Machines
File: 22
Bid Opening: 04/08/98
Under Evaluation: To Be Opened

Contracts Renewed

Contract: AUDIOTP
Description: Audio Cassette Tapes
File: 21
Effective Date: 01/15/98
Vendor: National Audio

Contract: VIDEOTP
Description: Videotapes & Accessories
File: 21
Effective Date: 02/01/98
Vendor: Videotape Products

Contract: C-PIPE
Description: Corrugated Pipe
File: 33
Effective Date: 12/01/97
Vendor: Contech Contruction Products - Lane Enterprises - Stelling

Contract: R-TIRES
Description: Retread Tires
File: 33
Effective Date: 01/01/98
Vendor: Mountaineer Retreading

Contracts Extended

Contract: SOAP
Description: Liquid Soap and Dispensers
File: 22
Extended Date: 03/01/98
Vendor: WVARF

Special Procedures

Contract: COMPAPR
Description: Computer Paper
File: 42
Procedure: This contract will be rebid at a later date. Use agency delegated purchase procedures until a new contract is awarded.

Contracts to be Reviewed


Year 2000 Readiness

Security Guard Services

Lawn Maintenance

Plastic Can Liners

X-Ray Film & Supplies

Debt Collection Service

Needles & Syringes

Digital Duplicators

Classroom/Meeting Room Furniture


Water Treatment Chemicals

Guardrail and Posts

Motor Vehicles

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

File 21
Pam Jones

File 22
Jim Jackson

File 31
Charlyn Miller

File 33
Ron Price

File 41
Evan Williams

File 42

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