bn0698.gif (3042 bytes)

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 June 1998 Issue
of the The Buyers Network!


Articles in this Issue:

Major Jim Powers of DPS Receives Honor as the
1998 Agency Procurement Officer of the Year

Spring Training Effort Benefits Over 250 Agency Purchasers

The Director's Comments: Conference Support Greatly Appreciated

Policy Changes to the State Purchasing Card Program Offer Many Benefits to Users

Question of the Month

Avis Awarded Contract to Service the State's Car Rental Needs

Duplicating Technology Offers More Networking Capabilities

West Virginia Vendor Awarded General Services Contract for Capitol Floral Display

New Purchasing Manual Available

1998 Spring Purchasing Conference: SNAPSHOT

Division Employees Honored During Public Service Recognition Week

Sam's Wholesale Club Contract Ends

Current Statewide Contract Update

Questions?...Just Ask Us!



Major Jim Powers of DPS Receives Honor as the
1998 Agency Procurement Officer of the Year

powers.GIF (251129 bytes)Major James Powers of the Division of Public Safety was honored as the third recipient of the Agency Procurement Officer of the Year award, sponsored by the Purchasing Division. The announcement was made at the spring purchasing conference banquet.

Now as director of procurement services for the State Police, Major Powers began his career in purchasing in 1988. He was initially assigned to the Bureau of Criminal Investigations as a grant/forfeiture officer. In April of 1994, he was promoted to the rank of Captain and transferred to his present position. He is responsible for the acquisition of all goods and services necessary to the day-to-day operations of the State Police. With over 70 facilities throughout the state and a diversity of services provided, this position is complex and challenging.

According to one of Major Powers' co-workers, the best measure of his performance is the high level of satisfaction that is expressed by the department's employees, the vendor community and other state procurement officers. He displays a solid knowledge of terms and concepts unique to the purchasing profession, and is often requested to convey these explanations to agency employees in a training environment.

"Major Powers always strives to expand his knowledge and skills in order to become more effect in his position," according to a co-worker.

Congratulations to Major Jim Powers for his outstanding service in the procurement profession for the State of West Virginia!

Back to the Top


Spring Training Effort Benefits Over
250 Agency Purchasers

With over 250 individuals in attendance, the 1998 Spring Purchasing Conference proved to be a huge success. Over 16 different purchasing-related workshop topics were offered to the conference participants. The conference was held May 18th through 20th at Canaan Valley State Resort & Conference Center. conflogo.GIF (54929 bytes)

The conference theme, Partnership in Purchasing, focused on the importance of cooperation between the Purchasing Division and the state agency procurement offices. Although much information is gained during the small workshop sessions, one of the biggest benefits of this training effort is networking. Discussions with the Purchasing Division staff as well as with other state employees with similar responsibilities are extremely important in improving efficiency and in problem resolution.

For those unable to attend this conference, a fall conference has been scheduled for October 26-28, 1998.

Back to the Top


Director's Comments:
                Conference Support Greatly Appreciated

BNDIR.gif (83696 bytes)After all the hard work, planning and anticipation, the 1998 Spring Purchasing Conference is over. It is my hope that those of you who attended this conference received as much benefit from the workshop sessions and networking with other state procurement officers as I received.

It has been my experience and this year was no different that your questions, comments, suggestions, and even complaints, have helped us in establishing and improving policy and practices in public procurement.

This exchange of information is vital as the purchasing cycle is a dynamic process, constantly in need of adjustment to meet the desires of its users. With that in mind, I want to encourage you to let us know of your thoughts at all times during the year, not just during our conferences.

The Conference Evaluation Sheet which participants were asked to complete at the conference (it isn't too late...mail yours in today) will be a valuable tool in planning our fall conference, which has been scheduled for October 26th through 28th at Canaan Valley State Park.

Back to the Top


Policy Changes to the State Purchasing Card
Program Offer Many Benefits to Users

The 1998 Legislative Session had positive effects to the future of the State Purchasing Card Program. Three major enhancements were made to the policies and guidelines of the program:

1. Effective July 1, 1998, the Purchasing Card transaction limit will raise from $500 to $1,000. Coinciding with this increase is the limit of small purchases requiring no bids. According to the Agency Purchasing Manual, this limit was previously $500, but effective July 1st, will raise to $1,000. No other changes have been made to the procedures for verbal ($1,001 to $5,000) and written ($5,001 to $10,000) bids.

2. Effective July 1, 1998, the Purchasing Card will be allowed to pay for utility expenditure (unlimited value). Special cards will need to be issued to each agency for this purpose. When contacting your utility vendors to negotiate the use of the Purchasing Card, first contact Jack MacDonald at (304) 558-2251, ext. 115, for more information.

3. Effective immediately, the Purchasing Card is allowed to be used to pay for workshop/conference registration fees (although the Diners Club card is the preferred card for this type of payment). The traveler must attach a copy of the registration invoice or other proof of attendance to the expense account settlement. An agency is permitted to pay up to the limit of the card for more than one employee registration fee with one swipe, or each registration fee can be swiped separately for the card limit is not to be exceeded. In no case is a single registration fee which exceeds the authorized card limit allowed.

Back to the Top


QUESTION OF THE MONTH

When procuring professional services, is there a standard format that must be used for the Request for Proposal (RFP)?

Yes, there is a standard format that must be used. Agencies are required to use this format unless authorization from the Purchasing Division is obtained. The format has five main parts: General Information, Purpose/Scope of Work Statement, Proposal Submission Requirements, Evaluation Criteria, and Additional Contract Requirements.

Back to the Top


Avis Awarded Contract to Service the
State's Car Rental Needs

The Travel Management Office recently announced a new Corporate Rate Agreement with Avis, according to State Travel Manager Catherine Bryan. The program which Avis has extended is expected to result in considerable cost savings to state travelers when renting a vehicle for business travel. These guaranteed low daily rates are based on the state's volume of usage.

When renting vehicles, please be sure to use our Avis Worldwide Discount Number (AWD) A646900 when making your reservation. Below are some of the rates available:

CAR GROUP

DAILY RATES

FLORIDA

NY METRO      AREA 

NEWARK

MANHATTAN JFK & LGA

Compact       $39.00 $36.00 $49.00 $54.00 $59.00
Intermediate $41.00 $38.00 $51.00 $56.00 $61.00
Full Size 2DR $43.00 $40.00 $53.00 $58.00 $63.00
Full Size 4DR $45.00 $42.00 $55.00 $60.00 $65.00
Luxury 10% Discount
Mini-Van 10% Discount

Some of the other features of this contract include:

   Free unlimited mileage
   Special weekly and monthly rates
   Free Preferred Express applications for "no-wait" service at over 600 U.S.locations ($50 value)

Back to the Top


Duplicating Technology Offers
More Networking Capabilities

Copy machines have advanced tremendously in recent years. Today, the new copier on the market uses digital technology.

Buyer Supervisor Ron Price indicates that many state agencies have expressed an interest in these digital copiers; however, these models are currently not available on the statewide contract for copiers (SWC-CM).

"The features these machines offer are different from those available on the statewide contract," Price said. "They have the ability to be used as network printers and fax machines."

Although these machines are not available on contract, it is important for agencies to follow all applicable purchasing guidelines:

2 If the cost of the unit exceeds $10,000, agencies must advertise the requisition in the West Virginia Purchasing Bulletin;

2 If the network printer and fax options are to be utilized, and the cost of those options exceed $10,000, approval by the Information Services & Communications (IS&C) and the Chief Technology Office are required.

For additional information, please contact Ron Price at (304) 558-0492.

Back to the Top


West Virginia Vendor Awarded General Services Contract for Capitol Floral Display

Gs.gif (226771 bytes)When visitors and employees arrive on the State Capitol grounds, they are greeted with a beautiful display of color. The General Services Division, which oversees the maintenance of the Capitol grounds, can confidently claim this year that the plants and flowers were grown in West Virginia soil at a West Virginia greenhouse by West Virginia residents.

"In the past, we were not actually sure where the plants and flowers were grown," according to General Services Director Raymond Prozzillo. "Of course, we knew the name of the successful vendor, but we did not know if the plants were grown in North Carolina, Tennessee or another state." This is the first in recent years that a state resident greenhouse has won this contract.

Mountain State Greenhouses, Inc., from Flemington, W.Va. [Taylor County], was successful in their bid to provide nearly $15,000 worth of flowering plants. The types of flowers that will be planted by General Services Division personnel in the various flower beds around the State Capitol Complex include: impatiens, dusty miller, petunias, marigolds, salvia strats, canna, geranium, snapdragons, vinca vine, vinca tropical, begonia, and ageratum. In total, the state purchased nearly 1,000 flats, 500 gallon pots, and nearly 7,000 4" pots of various flowers.

Prozzillo credits Gov. Cecil H. Underwood’s foresight and strong push on utilizing technology for reaching many small West Virginia vendors with business opportunities. The West Virginia Purchasing Bulletin is available online to vendors who have properly registered with the Purchasing Division. These vendors also receive a hard copy of the Bulletin. "Many of the state’s bidding opportunities are at the fingertips of our West Virginia vendors," he said.

Heidi Warner, Mountain State Greenhouses Manager, indicated that spring time for greenhouses is like Christmas for most retail businesses. The award of this large contract was like icing on the cake.

"We were very pleased to have had the opportunity to bid, but when we received notice that we had been awarded the contract, we were elated," she said. "The hard work and dedication of our employees will show through the quality of our plant material that can be seen around the State Capitol Complex."

Mountain State Greenhouses has 75 employees (including seasonal and full-time).

Back to the Top


New Purchasing Manual Available

The new and improved Agency Purchasing Manual (effective July 1, 1998) was released at the 1998 Spring Purchasing Conference. The manual has a new look and up-to-date information.

One of the biggest changes was the review and consolidation of 34 policy statements previously issued by the Purchasing Division. The statements, which were found appropriate for this manual, were incorporated into the contents.

Over 20 staff and agency representatives took part in the review of the manual and policy statements ...Thank you! For more information or to receive a copy, contact Diane Holley at (304) 558-0661, fax at (304) 559-6026, or email at dholley@gwmail.state.wv.us.

Back to the Top


1998 Spring Purchasing Conference
A Pictorial Glance Back: SNAPSHOT

dick.GIF (25964 bytes)Workshop sessions ranging in topic were offered. Pictured are IS&C's Rick Pickens (armed with his water gun to keep his attendees awake) and Purchasing's Dick Estill, who along with Jack MacDonald of the Auditor's Office conducted the "Purchasing Card" workshop.

 

manilow.GIF (41680 bytes)Automation Manager Dan Miller conducted an 'off the wall' (pardon the pun) survey which participants in the TEAM class had to complete. The results will be available in the next issue of The Buyers Network.

 



Register.GIF (26431 bytes)Janice Boggs, Debbie Watkins and Diane Holley (not pictured) were kept busy at the conference registration desk welcoming participants. Over 250 agency representatives attended the 1998 Spring Purchasing Conference at Canaan Valley State Resort.

 

 

jeo.GIF (31826 bytes)Purchasing Jeopardy, which was offered for the first time, was a big hit. Not only did the contestants (pictured) and audience learn about purchasing, but they had fun at the same time.

 

 

 

Back to the Top

Division Employees Honored During
Public Service Recognition Week

"Public Service: Working for You, Working for America" ... The theme of the 13th annual Public Service Recognition Week (PSRW) celebration expresses the value and appreciation of service to the community and of those who dedicate their careers to providing these services.

From May 4th through 8th, West Virginia state government joined with other state and local governments throughout the United States in celebration of public service. Many special events were organized at the State Capitol Complex and at other locations throughout West Virginia.

Some of the highlights of the week were the Awareness Fair; the "Goodies Bake-Off"; food stands; live entertainment; the Governor’s Awards Ceremony; and the Department of Administration’s special recognition ceremony.

Gov. Cecil H. Underwood recognized employees with 30 or more years of service. Two individuals received special recognition with their 50 years of public service: Andrew Aheart (West Virginia State College) and Lillian Rinaldi (West Virginia University).

Cabinet Secretary Joseph Markus conducted a special ceremony later in the week for Department of Administration employees with 20 or more years of service. Those recognized from the Purchasing Division for 20 years of service included Janice Boggs, Sandy Green, Becky Hughart, Raymond Smith, and David Tincher.

At this ceremony, 35 Department employees were also honored for superior attendance (those who did not use any sick leave for 1997 calendar year). Those from the Purchasing Division included Philip Bryant, Willadean Fisher, Randy Hughes, Michael Kincaid, and Charles Loughner.

Back to the Top


Sam's Wholesale Club Contract Expires

According to Buyer Supervisor Evan Williams, the Sam’s Club Contract (CCA95) has expired, effective May 15, 1998. The vendor has refused to renew the purchase order and has indicated that they will not accept the State Purchasing Card.

Therefore, agencies will not be permitted to make any purchases from Sam’s Wholesale Club, effective immediately. For more details, contact Evan Williams at (304) 558-2316.

Back to the Top


Current Statewide Contract Update

Information and dates (as May 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: FOOD
Description:
Canned Foods
File:
42
Vendor:
Standard Foods - Wendling
Effective Date:
05/15/98

Contracts to be Bid or Under Evaluation

Contract: CABLE
Description:
Coaxial Cable
File:
21
Bid Opening:
04/29/98
Under Evaluation:
Yes

Contract: DFS
Description:
Disposable Food Service
File:
22
Bid Opening:
04/01/98
Under Evaluation:
Yes

Contract: FLR-MAC
Description:
Floor Machines
File:
22
Bid Opening:
04/22/98
Under Evaluation:
Yes

Contract: AUDIT
Description:
Single Audit Services
File:
31
Bid Opening:
04/29/98
Under Evaluation:
Yes

Contract: A/E BATT
Description:
Battery: Auto and Equipment
File:
33
Bid Opening:
04/22/98
Under Evaluation:
Yes

Contract: LWN-MTN
Description: Battery:
Lawn Maintenance Equipment
File:
22
Bid Opening:
05/07/98
Under Evaluation:
Yes

Contract: SAT
Description:
Satellite Transponder Time
File:
22
Bid Opening:
05/29/98
Under Evaluation:
Yes

Contract: ENVLOP
Description:
Envelopes
File:
42
Bid Openin
g:
05/20/98
Under Evaluation:
Yes

Contracts to be Renewed

Contract: THERM
Description:
Electronic Thermometers
File:
31
Vendor:
General Medical Corp.
Expiration Date:
05/01/98

Contract: DEBT
Description:
Debt Collection Service
File:
31
Vendor:
General Recover Service - Aman Collection - Equifax Credit
Information Service - Windham Associates
Expiration Date:
04/30/98

Contract: RIB
Description:
Ribbons and Laser Toners
File:
42
Vendor:
Impression Products - Miami Computer
Expiration Date:
05/14/98

Contracts to be Cancelled

Contract: SUTURES
Description:
Surgical Sutures
File:
31
Vendor:
General Medical Corp.
Expiration Date:
05/01/98

JUNE

BUCKETS
Buckets

TCONES
Traffic Cones and Flags

PHOTO
Photography Film and Supplies

DRESS
Dressings

ELEC-HDW
Electric Cable and Hardware

DC BATT
Dry Cell Batteries

CARPET
Carpet and Rugs

LIGHT
Lighting; Bulbs


JULY

TEMPS
Temporary Services

ALCOHOL
Ethyl Alcohol

SAFETY
Safety Equipment

DISKETTE
Computer Diskettes

ISC57369
Disaster Recovery of Computer Systems

SUTURES
Surgical Sutures

MED/SUR
Medical Surgical Supplies

PC
Police Cruisers

PAINT
Paint and Paint Supplies

TAGS
Identification Tags

LABELS
Computer Pin-Fed Labels

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)

Back to the Top

 

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:

 

Back to the Top

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