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 June 1999 Issue of the The Buyers Network!


Articles in this Issue:

Vendor Purchasing Conference Attracts Businesses Statewide

Director's Comments: Changes Made to Advertising in WV Purchasing Bulletin

Clarification Addresses Confusion with Processing WV-96 Forms

Vendor Purchasing Conference: Presenters Vital to Conference Success

1999 Fall Agency Purchasing Conference

Vendor Conference Highlights...
West Virginia Businesses Benefit from Networking and Information Offered

SPOTLIGHTING...Statewide Contracts

West Virginia Surplus Property Operations Receives High Marks in Federal Review

Purchasing Staff Joins in the Excitement of Matt Hackworth's Upcoming Arrival

Transforming from Department Store to State Offices...
DHHR Relocates to Former Diamond Building

Charting the Evolution of Specifications

NUTS & BOLTS

Current Statewide Contract Update

Questions?...Just Ask Us!


ven101.JPG (58856 bytes)Vendor Purchasing Conference Attracts Businesses Statewide

State Purchasing Director Dave Tincher promised the participants of the first-ever statewide vendor purchasing conference that the information shared would be simple and straight-forward. In following the conference theme, The ABC's of Doing Business with the State of West Virginia, Tincher and representatives from the Purchasing Division and other state agencies simplified the big picture by offering just the facts that state vendors need to know.

ven401.JPG (67358 bytes)Approximately 100 West Virginia vendors attended the conference held May 17-19 at Canaan Valley State Resort. Small workshop sessions were scheduled as well as one-on-one consultations.

The conference provided benefits to both the vendors and state purchasing officials. According to Tincher, vendors benefited by acquiring valuable networking contacts and gaining information on the purchasing process. The state benefited by learning more about what our state businesses have to offer.

The bottom line is to increase competition among resident vendors, resulting in positive rewards to our state economy, Tincher added.

 

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The Director's Comments
          
           Changes Made to Advertising in WV Purchasing Bulletin

By Dave Tincher
State Purchasing Director

Purchasing Director Dave Tincher A complaint which the Purchasing Division occasionally receives concerns the timeliness of the state purchasing process.

There are many factors which contribute to the amount of time the process takes from when an agency determines a need to the issuance of an award. Many tasks must be addressed, including preparation of the request for quotation/proposal; advertisement; mandatory meetings; evaluation, and the actual award.

Most of these factors cannot be adjusted without negative ramifications to the process. However, shortening the advertising period is plausible.

Therefore, the Purchasing Division has begun advertising solicitations over $10,000 in the West Virginia Purchasing Bulletin once, rather than the previous policy of twice, prior to the bid opening. Unless a special situation merits advertising twice, this new policy will be tested and evaluated as to its outcomes.

Since the West Virginia Purchasing Bulletin had previously ran twice a month, reducing the required number of issues a solicition is to be advertised will automatically shorten the process by two weeks.

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Clarification Addresses Confusion with Processing WV-96 Forms

The Purchasing Division recently has been made aware of a problem concerning the submission of Agreement Addendums (WV-96) through the Attorney General's Office. This form is used when a vendor enters into any state contract or agreement with its own terms and conditions.

The Attorney General's Office has refused to accept any WV-96 form which a state agency or vendor has downloaded from the Purchasing Division's Internet or Intranet website or copied from our Agency Purchasing Manual. Their refusal to accept these forms generated through these sources are based on the possibility that the wording may not be exact to the original form. Due to time constraints, their office cannot verify each form submitted.

As a result, an acceptable copy of the Agreement Addendum (revised May, 1994) was distributed to all state procurement officers on May 10. State agencies are required to use this copy of the form. Photocopies of the acceptable form are permissible and encouraged.

Questions regarding the Agreement Addendum may be directed to the buying staff of the Acquisition & Contract Administration Section.

Please note that the electronic version of the WV-96 is currently not available on either the Purchasing Division's Internet or Intranet sites.

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Vendor Purchasing Conference
                     Presenters Vital to Conference Success

The success of the 1999 Vendor Purchasing Conference can be attributed to many factors, such as good planning, effective marketing and a need for information by the vendor community. However, a major contributor to its success was the experts in the purchasing process who participated as our workshop presenters.

We would like to recognize and express our gratitude to all of our conference presenters: [Purchasing Division] Curt Curtiss, Jo Ann Dunlap, John Johnston, Charlyn Miller, Dan Miller; [State Agencies] Clarence Bess (BEP); Ken Caplinger (DNR); Lendin Conway (DEP); Danny Ellis and Bill Feazelle (DOT); Lt. Col. Jim Powers (State Police); and Susie Teel (DHHR).

Also, hats off  to Diane Holley and Debbie Watkins, the conference coordinators, who were responsible for all aspects of marketing, planning and ensuring smooth sailing throughout the week. Because of the overwhelming positive feedback, State Purchasing Director Dave Tincher said he is anxious to make this conference an annual event.

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1999 Fall Agency Purchasing Conference

September 27-30
Canaan Valley State Resort

Mark your calendars now! Registration materials will be distributed in late summer. For more details, call Diane Holley (304) 558-0661 or Debbie Watkins (304) 558-3568

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VENDOR CONFERENCE HIGLIGHTS...ven201.JPG (64859 bytes)

West Virginia Businesses Benefit from
Networking and Information Officered

"I am very impressed with the quality of people managing our state Purchasing Division and state agencies," says a vendor who attended the first annual Vendor Purchasing Conference on May 17-19 at Canaan Valley State Resort. "I came away feeling you want to do business with my company. You have provided me with the information to help me do that. I just need to do my part."

At the conclusion of this conference, similar comments were offered from the West Virginia businesses who participated. "Several vendors told me that this conference exceeded their expectations," State Purchasing Director Dave Tincher said. "But, the opportunities to meet and discuss a variety of issues with our state vendors far exceeded my own expectations. It truly was a positive exchange of information for both the state and our West Virginia businesses."

ven301.JPG (68351 bytes)The conference consisted of small workshop sessions which included such topics as the formal bid process, bid evaluation and award, getting started, the Purchasing Division's website and two panel discussions, agency delegated purchasing process and what's the problem?

Questions, comments and suggestions were encouraged throughout the conference, not only during the workshop sessions but also during breaks, meals and in the hallways.

Tincher asked all presenters to agree to the Oath of Simplicity, by avoiding acronyms often used in state government and by keeping with the theme of the conference, The ABC's of Doing Business with the State of West Virginia.

ven501.JPG (56427 bytes)Tincher stressed the value of increasing state business' participation in the bidding process. Because state law only permits for up to five percent preference for state vendors, Tincher wanted to look at other avenues to help state businesses.

In recent years, the Purchasing Division has coordinated a vendor teleconference, offered online bid requests, involved vendors in the contract review process, visited vendors on-site, enhanced its website to provide more information and published an informative vendors guide in doing business with the state.

Last year, over $300 million in purchase orders (70 percent) were awarded to West Virginia vendors. The conference provided information and contacts that will assist those attending to pursue state business more aggressively.

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SPOT
LIGHTING...
                     
Statewide Contracts

Editor's Note: Each month, The Buyers Network will be highlighting a statewide contract. This information may be helpful to you in making the appropriate contacts to the vendor or determining the types of products and services available on the contract.

SWC-DC BATT

Statewide Contract for
Dry Cell Batteries

Vendor
West Virginia Electric Supply
P.O. Box 6668
Huntington, WV 25773

Telephone: (304) 525-0361/ (800) 642-3448
FAX:     (304) 525-2726

Contract Period

In effect from September 15, 1998 through September 14, 1999. [This is the final renewal option available on this contract.]

Products Available

Products include dry cell batteries (variety of descriptions and battery sizes), flashlights and lanterns.
The contract includes a 65% discount from price list/catalog.

Delivery

Orders are to be delivered within 10 working days after receipt of the order. The contractor is required to carry an adequate stock to insure such delivery service for the duration of the contract.

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West Virginia Surplus Property Receives
High Marks in Federal Review

Last September, representatives of the mid-Atlantic region of the U.S. General Services Administration conducted a bi-annual review of the federal surplus property program in West Virginia, administered by the Surplus Property Unit.

Approximately 20 basic areas of the program were evaluated, including inventory management, physical inventory, the overseas property program, fiscal accounting system, eligibility, compliance, records management, receiving and warehousing, and distribution.

In the final report issued by GSA, the review team expressed their satisfaction with West Virginia's operation, specifically in its efforts to achieve property security and compliance.

"The West Virginia State Agency still remains one of the better managed programs for administering the donation of federal surplus property. Based on the findings of this review, it will be recommended that the West Virginia State Agency's operation be reviewed every four years in lieu of two," according to the report.

Congratulations...to Surplus Property Manager Ken Frye and his staff for their dedication to excellence.

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Purchasing Staff Joins in the Excitement
of Matt Hackworth's Upcoming Arrival

matt-s01.JPG (62533 bytes)Matt Hackworth, Purchasing Division's mailrunner, is used to making deliveries, but this time he is expecting a delivery of his own. He and his wife, Cathy, are expecting their first child this month. Our staff organized a baby shower during lunch on May 10.

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Transforming from Department Store to State Offices
                     DHHR Relocates to Former Diamond Building

dhhr01.JPG (104837 bytes)Over 227,000 square feet of space is currently being renovated to accommodate over a thousand employees of the Department of Health and Human Resources (DHHR). When the project is complete, seven floors plus the basement will be used for state offices that were previously located in and around the State Capitol Complex.

For those of our readers who have lived in the Kanawha Valley for more than 10 years, this building is often referred to by the name of the department store which, for years, resided at this location, The Diamond. But soon, instead of selling clothings, shoes and accessories, the tenants of this building will be offering services to West Virginia citizens.

According to Frank Drobot, state architect for this project, several DHHR agencies will be relocating to this site, including personnel from the Bureau of Child Support Enforcement, Bureau for Medical Services, Office of Behavioral Health Services and the Office of Management Information Services and other agencies.

The exterior of the building will maintain much of its historical features, including the original light-colored brick, the canopies at the entry doors...even the flagpoles, according to Drobot. Some changes will be made to the exterior, such as the storefront windows and roofing to provide weather durability.

The interior, however, has been completely overhauled for the new office use. "The modern layout will include both private offices and open office areas of modular furniture workstations," Drobot explains. "Building systems for elevators, plumbing, heating, cooling and fire sprinklers have all been replaced with state-of-the-art equipment." Nearly 200 heat pumps on the hydronic closed loop system scattered throughout the building will be utilized.

Technologically, the Diamond Building will exceed what has been provided in current office spaces," he added. Each workstation not only has data cable for computer networking and Internet access, but also has fiber optic cable for future use. The conference rooms will have the capability for remote teleconferenning through a roof-mounted satellite and some rooms will be wired for group computer training. A 1,000 square foot Computer Network Room will monitor and troublshoot not only local computer operations, but DHHR offices statewide, Drobot said.

In addition to the office space, a parking garage is also being con-structed nearby at the corner of Capi-tol and Christopher streets.

Department of Health and Human Resources personnel are expected to begin moving into this newly renovated, state-of-the-art building by this fall.

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From Need to Standard
                      Charting the Evolution of Specifications

The U.S. Standard railroad gauge (the distance between the rails) is 4 feet, 8.5 inches. Why was that odd gauge used? Because that's the way they built them in England, and the U.S. railroads were built by English expatriates.

Why did the English people build them like that? Because the first rail lines were built by the same people who built the pre-railroad tramways, and that's the gauge they used. But, why did they use that gauge? Because the people who built the tramways used the same jigs and tools that they used for building wagons, which used that wheel spacing.

Okay! Why did the wagons use that odd wheel spacing? Well, if they tried to use any other spacing the wagons would break on some of the old long-distance roads, because that's the spacing of the old wheel ruts.

So, who built these old rutted roads? The first long-distance roads in Europe were built by Imperial Rome for the benefit of their legions. The roads have been used ever since. And the ruts? The initial ruts, which everyone else had to match for fear of destroying their wagons, were first made by Roman war chariots. Because the chariots were made for or by Imperial Rome, they were all alike in the matter of wheel spacing.

Thus, we have the answer to the original question. The United States standard railroad gauge of 4 feet, 8.5 inches derives from the original specification for an Imperial Roman army war chariot. The moral of the story: Question specifications to make sure that they fit your need. Complete your research and analyze the data. Look for the availability of the option chosen. Test the option chosen. And, only then, make the specification a standard.

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nutbolt.gif (10723 bytes)
The West Virginia State Agency for Surplus Property will conduct an absolute auction on Saturday, June 26, beginning at 10:00 a.m., at 2700 Charles Avenue in Dunbar. For more details, call 766-2626.

REMEMBER: The 1999 Agency Purchasing Conference will be held September 27-30 at Canaan Valley State Resort. More details on registration will be included in upcoming issues of The Buyers Network.

A special note of appreciation to the all agency representatives who attended the Open Purchasing Forums which were held during the month of April. Their feedback and discussion on purchasing-related issues were extremely beneficial.

The National Institute of Government Purchasing (NIGP) will be conducting its 54th Annual Forum and Products Exposition on July 23-28 at the World Trade and Convention Center in Halifax, Nova Scotia. For more details, call 1-800-FOR-NIGP, ext. 227 or visit NIGP's website address at www.nigp.org.

Details on the 1999 Agency Procurement Officer of the Year will be distributed later this summer. If you have any questions concerning this recognition program, call Diane Holley at 558-0661.

During the week of May 3, the Purchasing Division joined other state, local and federal agencies in celebrating Public Service Recognition Week. The Department of Administration conducted a recognition ceremony during the week to honor those employees with tenured service to the state of West Virginia. We would like to recognize our employees for their dedication to public service: [20 years] James Farmer (Surplus Property) and Sandra Joyce (CPF); [25 years] Jim Jackson (Central Office), Robert Laughlin (CPF), and Muriel Smith (CPF); [30 years] Jo Ann Dunlap (Central Office). Also honored were employees who did not miss any sick leave during 1998. Purchasing Division's recipients included Michael Kincaid (CPF), Charles Loughner (Central Stockroom) and Muriel Smith (CPF).

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Current Statewide Contract Update

Information and dates (as of May 16, 1999) 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: MSSW
Description: Microsoft Software

File:
21
Vendor:
Software, Inc.
Effective Date:
04/15/99

Contract: CONKIT
Description: Condiment Kits

File:
22
Vendor:
WVARF
Effective Date:
05/01/99

Contract: OSTOMY
Description:
Ostomy Products and Accessories

File:
31
Vendor:
Coloplast
Effective Date:
05/15/99

Contract: CATH
Description:
Catheters and Related Items

File:
31
Vendor:
Kendall Healthcare
Effective Date:
05/15/99

Contract: LS
Description:
Chemicals; Glassware

File:
31
Vendor:
VWR Scientific
Effective Date:
05/15/99

Contract: NEED/SYR
Description:
Needles and Syringes

File:
31
Vendor:
Seneca Medical
Effective Date:
05/15/99

Contract: PAINT
Description:
Paint and Supplies

File:
42
Vendor:
Sherwin Williams
Effective Date:
02/15/99

Contract: RIB
Description:
Ribbons and Laser Toners

File:
42
Vendor:
Impression Products, Miami Computer
Effective Date:
02/15/99

Contracts to be Bid or Under Evaluation

Contract: IP
Description:
Information Processing Equipment
File:
21
Bid Opening:
05/19/99
Under Evaluation:
Yes

Contract: TCONES
Description:
Traffic Cones and Flags
File:
22
Bid Opening:
05/12/99
Under Evaluation:
Yes

Contract: FASTEN
Description:
Fasteners and Accessories
File:
22
Bid Opening:
04/14/99
Under Evaluation:
Yes

Contract: FINEPAP
Description:
Computer Paper
File:
42
Bid Opening:
05/25/99
Under Evaluation:
To Open

Contracts to be Renewed

Contract: CABLE
Description:
Coaxial Cable
File:
21
Vendor:
State Electric
Effective Date:
06/15/99

Contract: FLR-MAC
Description:
Floor Machines
File:
22
Vendors:
Unisource, Dayco
Effective Date:
05/15/99

Contract: CANLINER
Description:
Plastic Can Liners
File:
22
Vendor:
Unisource
Effective Date:
006/01/99

Contract: DFS
Description:
Disposable Food Service
File:
22
Vendor:
Unisource, Standard Food Service
Effective Date:
04/10/99

Contract: A/E BATT
Description:
Auto and Equipment Batteries
File:
33
Vendor:
Taylor & Blackburn
Effective Date:
06/01/99

Contracts to be Extended

Contract: OFFICE
Description: Office Supplies
File: 42
Vendor: Boise Cascade
Effective Date: 12/31/99

Contracts to be Reviewed

JUNE

DRESS
Dressings

X-RAY
X-Ray Film and Supplies

DC BATT
Dry Cell Batteries

MV
Motor Vehicles

PC
Police Cruisers

CARPET
Carpet and Rugs

ELEC-HDW
Electric Cable and Hardware

BUCKETS
Buckets

JULY

DISKETTE
Computer Diskettes

TEMPS
Temporary Services

ALCOHOL
Ethyl Alcohol

BROOM
Push Brooms

IV/SOL
I.V. Solutions and Accessories

TYPE
Typewriters

Purchasing Division Staff

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

File 21
Charlyn Miller
(558-0067)

File 22
Pam Jones
(558-0468)

File 31
Evan Williams
(558-2596)

File 33
John Johnston
(558-0492)

File 41
Ron Price
(558-2316)

File 42 
Jim Jackson
(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 June Issue of The Buyers Network!