Diane Holley, Editor

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

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).

Back to the Top

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).

Back to the Top

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.".

Back to the Top

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).

Back to the Top

STATE OF WV

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.

CRITERIA FOR SELECTION

• TENURE: The length of experience in which the individual has worked in the purchasing field.
• PERFORMANCE: The quality and dependability which the individual has demonstrated.
• COMMUNICATION: Knowledge of terms used in the purchasing profession and the manner in which the individual can communicate to others regarding purchasing issues.
• INTERNAL TRAINING: The level of commitment which the individual has displayed in training others in their agency on new developments and techniques regarding the purchasing process.
• PROFESSIONAL DEVELOPMENT: The enhancement of his/her position by acquiring advanced skills to continue one's education of various purchasing-related topics.
• COST-SAVING IDEAS: The development of ways to increase efficiency of programs and processes, while reducing costs.
• COOPERATION WITH PURCHASING AND AGENCY STAFF: The cooperation and helpfulness demonstrated in dealing with the purchasing and agency staff.
• POSITIVE IMAGE: The positive image which he/she contributes to the work environment.
• GOOD PURCHASING PRACTICES: The demonstration of good work ethics and the respect for established regulations to ensure a competitive purchasing process.
• PARTICIPATION IN PROFESSIONAL PURCHASING ORGANIZATION: The participation in various professional purchasing organizations. This membership enables the individual to gain access to information and resources.

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:

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)

Tenure: