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 January 2000 Issue of the The Buyers Network!


Articles in this Issue:

Agenda Being Finalized in Preparation of the 2nd Annual Vendor Purchasing Conference

Agency Purchasing Manuals Available in Paper Format and Electronically

Director's Comments: Accessibility of Staff

A Quick Call to Surplus Can Save You Money...Call Toll-free!

Keeping Up with Market Trends: What's New with Furniture?

MoneyWise...Tips for the Thrifty

Deadline Dates Set for West Virginia Purchasing Bulletin Year 2000 Issues

The Travel Bag...Tips for the State Travel Management Office

Capitol Shuttle Schedule Changes During the Legislative Session

CPF Workers' Transfer to Prison Industries Receives Approval of Personnel Board

ACA Section Welcomes Sandy Joyce to Staff

Fixed Assets System Modification Allows for Historical Tracking

Q&A: Question of the Month

Vendor Spotlight: Meet our West Virginia Businesses!

Purchasing Division Joins Government During Northern Panhandle Visit

Automation Unit Sets Training Dates for General Inquiry TEAM Classes

Nuts & Bolts

Current Statewide Contract Update

Questions?...Just Ask Us!


Keeping with Traditionabcweb.gif (7056 bytes)
Agenda Being Finalized in   Preparation of the 2nd Annual Vendor Purchasing Conference

If it isn't broken, don't try to fix it...

Using this philosophy, the Purchasing Division is planning to offer the 2nd annual Vendor Purchasing Conference, set for May 15-17, 2000 at Canaan Valley State Resort and Conference Center.

Targeting West Virginia vendors, this training event proved successful last year, with nearly 100 state business representatives attending.

This year's agenda is currently being finalized; however, the schedule is somewhat consistent with last year. Several small workshop sessions will be offered, addressing such topics as the bid and award process, purchasing limits, and the Purchasing Division's website.

In addition, panel discussions will be conducted with representatives from state agencies, Purchasing Division and West Virginia businesses as panelists.

More details will be available in The Buyers Network. Please help us spread the word to state vendors about the 2000 Vendor Purchasing Conference.

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Agency Purchasing Manual Available
in Paper Format and Electronically

Copies of the Agency Purchasing Manual are still available through the Purchasing Division by contacting Debbie Watkins at (304) 558-3568. The copies are $10 each and may be paid using the State Purchasing Card.

This revised manual was distributed at the 1999 Agency Purchasing Conference in late September.

For those agency purchasers who prefer viewing the manual electronically, the latest revisions are now available on our website at http://www.state.wv.us/admin/purchase/MANUAL/Purcon.htm.

Have you visited our agency's homepage lately? Simply type in our address at http://www.state.wv.us/admin/purchase for a variety of purchasing-related information!

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The Director's Comments

                                 Accessibility of the Purchasing Division Staff

By Dave Tincher
State Purchasing Director

DT.jpg (21859 bytes)"I'm with state government and am here to help you!"...This phrase often conjures negative, somewhat skeptical images of customer service.

However, our staff continues to understand that the purchasing process can be confusing, especially to new agency procurement officers and support staff. For this reason, the Purchasing Division publishes an Agency Purchasing Manual to help guide new and experienced state workers in following the appropriate procedures in procuring goods and services.

This document can very helpful, but sometimes it takes more. Each agency has a lead procurement officer which should be your first point of contact with questions. However, if an answer cannot be found, that is why we are here. The Purchasing Division staff is more than happy to assist you in gaining the 'best buy' for your agency.

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A Quick Call to Surplus Can Save You Money

For state agencies which are not within local calling distance to the West Virginia State Agency for Surplus Property, did you know that you can call toll-free?

Long distance agencies can dial 1-800-576-7587 for a free call to find out what property is available to meet their needs. State agencies in the Charleston area should call the direct telephone number at (304) 766-2626. WVSASP is located at 2700 Charles Avenue in Dunbar.

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Keeping Up with Market Trends...
What's New with Furniture?

When it comes to buying new furnishings for offices, Green Seal, a nonprofit environmental labeling organization, recommends choosing environmentally responsible products in several ways, according to The Public Purchaser published by the National Institute of Governmental Purchasing, Inc.

First, beware of volatile organic compounds, which can pollute air and water during manu-facturing and can be released during and after installation. To avoid VOCs, Green Seal suggests staying away from products that use metal plating as a coating, especially chromium VI, and looking instead for metal products with powder coating. It is also suggested to select wood or fiberboard products that are made from renewable or sustainable harvested material.

The group advises purchasers to choose furniture with low or no formaldehyde emissions and to consider buying recycled products. That can help keep landfills from overflowing with desks, cubicles and chairs. For seating or cubicle panels, it suggests requesting fabric made from recycled, recyclable, reusable or biodegradable material.

In general, products with a long useful life are better choices environmentally than products with a short life.

The Public Purchaser explains that several new products have overcome these and other environmental factors and it is important for public purchasers to be aware of these concerns.

(Used with permission by The Public Purchaser, July/August 1999 issue)

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MONEYWise ... Tips for the Thrifty

Social Security Info Online

The Social Security Administration has information available on the Internet. Individual estimates of future Social Security benefits can be requested online or will come automatically about three months prior to your birthday. For more information, check out their website at www.ssa.gov.

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Deadline Dates Set for West Virginia
Purchasing Bulletin Year 2000 Issues

The West Virginia Purchasing Bulletin deadlines and mail dates for the calendar year 2000 are listed below. These are tentative dates and are subject to change.

January

Cut off: January 4
Mail Date: January 7

Cut Off: January 18
Mail Date: January 21

February

Cut off: February 1
Mail Date: February 4

Cut Off: February 21
Mail Date: February 25

March

Cut off: March 7
Mail Date: March 10

Cut Off: March 21
Mail Date: March 24

April

Cut off: April 4
Mail Date: April 7

Cut Off: April 18
Mail Date: April 21

May

Cut off: May 9
Mail Date: May 12

Cut Off: May 23
Mail Date: May 26

June

Cut off: June 6
Mail Date: June 9

Cut Off: June 20
Mail Date: June 23

July

Cut off: July 11
Mail Date: July 14

Cut Off: July 25
Mail Date: July 28

August

Cut off: August 8
Mail Date: August 11

Cut Off: August 22
Mail Date: August 25

September

Cut off: September 5
Mail Date: September 8

Cut Off: September 19
Mail Date: September 22

October

Cut off: October 3
Mail Date: October 6

Cut Off: October 17
Mail Date: October 20

November

Cut off: October 31
Mail Date: November 3

Cut Off: November 14
Mail Date: November 17

December

Cut off: November 28
Mail Date: December 1

Cut Off: December 19
Mail Date: December 22

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The Travel Bag...
Tips from the State Travel Management office

Carry-On Coffee

Airline passengers who buy a cup of coffee in the terminal no longer have to dump the brew before boarding, thanks to a ruling by the Federal Aviation Administration. The agency says coffee does not count as a caarry-on.

Car Phone Know-How

The safest way to make a cellular call from your car is to pull off the road. Most travelers will not take the time, so here are some safety tips:

Before leaving on a trip, preprogram numbers you are likely to call into your phone. It will limit the danger of dialing while driving;

Tell the people you contact that you are calling from your car. They will make a greater effort to talk above any static and will understand if you are disconnected.

Consider your route and call before going into an area where reception will be poor, like in a hilly area or through a tunnel. If you will approach a toll booth, call later.

Turn off the radio, roll up the windows, and turn down heater or AC fans so there will be less background noise.

Credit Card Deactivation

If you do not usually travel, but plan a trip, tell your credit card company. Some companies automatically deactivate cards not used often. If you tell them ahead of time, this may prevent some potential problems.

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Capitol Shuttle Schedule Changes During the Legislative Session

The Capitol Parking Unit has reported that all-day shuttle service has resumed between the State Capitol and the Laidley Field parking area, effective December 13, 1999. This service will continue through the 2000 Regular Legislative Session and conclude on Friday, March 31, 2000. Click here for a Capitol shuttle schedule map!

Service begins at 7:00 a.m. and ends at 6:00 p.m., Monday through Friday, when the shuttle leaves the Division of Highways’ Building (Building 6) for its final daily run. The shuttle stops are listed below:

  • Department of Highways (Building 5 - Piedmont Road);

  • Building 6 (California Avenue);

  • State Capitol - East Wing Entrance (California Avenue);

  • State Capitol - Main Building Entrance (California Avenue);

  • Governor’s Driveway (Greenbrier Street).

Each stop is served approximately every ten (10) minutes. The shuttle does not operate from 11:00 a.m. to 11:30 a.m. or on any state holiday.

A shuttle that is easily accessible to the physically disadvantaged (including a wheelchair lift) is being utilized.

Visitors are urged to use the Laidley Field parking area during the Legislative Session. The shuttle service is provided free of charge.

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CPF Workers' Transfer to Prison Industries
Receives Approval of Personnel Board

The State Personnel Board unanimously approved a resolution proposed by the Department of Administration to transfer 14 state print shop workers from the Consolidated Publishing Facility to temporary positions with Prison Industries, effective December 1.

The plan allows for these employees to continue to perform print services functions under the Division of Corrections, which now oversees printing for state government. The Consolidated Publishing Facility was disbanded after the Personnel Board's action.

"This resolution enables these workers the opportunity to continue to work for over five months," according to Purchasing Director Dave Tincher. At that time, the Division of Corrections can determine if the operation should continue.

For several years, the Consolidated Publishing Facility experienced financial difficulties due to equipment and employee costs, and was unable to generate sufficient cash to sustain its operation and maintain its expenditures. The purpose of this action is to substantially reduce the cost of printing to state government.

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joyce.jpg (14391 bytes)
ACA Section Welcomes Sandy Joyce to Staff

Sandy Joyce recently joined the Acquisitions and Contract Administration staff as an Office Assistant. She previously worked for the Consolidated Publishing Facility.

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Fixed Assets System Modification Allows for Historical Tracking

Recently, a modification was made to the WVFIMS Fixed Assets System enabling state agencies to electronically enter corrections to their inventory and submit for approval to the Purchasing Division.

In the past, agencies wanting to make corrections to an asset were required to make a copy of the "add" screen, detailing the correction to be made, then submitting to the Purchasing Division along with any documentation supporting the requested change. This process, which did not retain a history of the correction in the system, took a great amount of time and effect, proving to be inefficient in today's technological world.

Information Services and Com-munications (IS&C) Division has enhanced the system to accommodate various changes requested by agencies, according to Jo Ann Dunlap, Administration Unit Manager. These changes can now be made online, similar to retiring an asset. The change and detailed reason for the change will be retained in the system.

How does this new process work? The Data Change Request is to be electronically approved to Org 0213. After this approval is complete, the Data Change Request cover sheet accompanied with any additional documentation supporting the requested change must be submitted to the Purchasing Division for approval. The change then will be made in the fixed assets database.

It is important to note that no change will be approved by the Purchasing Division without the Data Change Request cover sheet.

"When this enhancement to the WVFIMS Fixed Asset System went into production, the original data, all modifications and the detailed reason for making a change to an asset will be retained in the system," Dunlap said. She added that this feature will prove extremely beneficial when needing to research the history of certain assets years from now which were obtained by state government.

Technology at its best!

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Q&A
Question of the Month


What can be done if a vendor does not meet our expectations?

Agencies are always encouraged to complete a Vendor Performance form (WV-82). This form is used to report all incidents of vendor performance even if a resolution has been reached. When assistance is requested, a Purchasing Division official will notify the vendor directly in writing of the problem.

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VENDOR SPOTLIGHT
Meet Our West Virginia Businesses!

Each month, The Buyers Network will be familiarizing our readers with state businesses who attended our Vendor Purchasing Conference last year. We appreciated their participation in this training event.

Introducing E & R Services of Petersburg, West Virginia

E & R Services is an authorized dealer for Datatech (paper shredders and automatic envelope openers); Cruiser Electric Vehicles, Inc. (electric utility and distribution vehicles); Rol-Lift Corporation (pallet trucks, stackers, lift tables and dock equipment); and, Pride Mobility Products Corp. (electric power chairs, personal mobility scooters and lift chairs).

Owner Daniel D. Alt attended the 1999 Vendor Purchasing Conference and described his experience as positive. "I found it very encouraging that the Purchasing Division would go to such efforts, especially for West Virginia vendors. The conference workshops provided a wonderful opportunity to learn about the necessary paperwork and the proper way to complete. I enjoyed meeting the people, both from Purchasing and other vendors. Meeting other vendors is the best way to not only keep tabs on the competition, but to also find new suppliers and customers."

For more information on the products offered by E & R Services, call (304) 257-9675 or e-mail Dan Alt at dalt@access.mountain.net.

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Purchasing Division Director Joins Governor
During Northern Panhandle Visit

The State Purchasing Division joined Governor Cecil H. Underwood and other members of his cabinet and administration in early December on a three-day trip to the northern panhandle of West Virginia to meet with citizens and officials.

According to Governor Underwood, the goal of this visit was to listen to the people of the northern panhandle and provide them with information regarding state government’s work in that area of West Virginia. "We want to gain a more thorough understanding of the issues and opportunities in the state’s four northernmost counties," he said.

Purchasing Director Dave Tincher represented the Purchasing Division during this visit. Each agency scheduled individual meetings with business and government representatives in Brooke, Ohio, Hancock and Marshall counties.

Governor Underwood and his cabinet met at Independence Hall in Wheeling with members of the county commissions of the four counties, officials of municipalities in the area and the region’s legislative delegation.

"I firmly believe that we can best serve the people of West Virginia by working together on the state and local levels. I am determined to make state government more accessible and responsive to the people of the Northern Panhandle," Governor Underwood stated.

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Automation Unit Sets Training Dates
for General Inquiry TEAM Classes

The Automation Unit of the Purchasing Division will be offering TEAM General Inquiry training once a month during calendar year 2000. There are three main objectives to be achieved in the TEAM General Inquiry training:

to learn how to look up vendors and determine their "hold" status;

to learn how to check the status of requisitions; and,

to become skillful at tracking purchase orders electronically.

The three-hour classes are provided at no charge to state agencies. The 2000 dates are as follows:

Thurs., January 20 (9 a.m. - noon)
Thurs., February 17 (1 p.m.-4 p.m.)
Wed., March 15 (9 a.m. - noon)
Thurs., April 13 (1 p.m.-4 p.m.)
Thurs., June 15 (9 a.m. - noon)
Tues., July 18 (9 a.m. - noon)
Thurs., August 17 (9 a.m. - noon)
Tues., September 19 (9 a.m. - noon)
Thurs., November 16 (9 a.m. - noon)
Tues., December 12 (1 p.m.-4 p.m.)

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

Please note that if Kanawha County Schools are closed or delayed due to inclement weather, TEAM classes will be cancelled entirely for that day.

To register, contact Kelli Doyle at (304) 558-7839 or via e-mail at kdoyle@gwmail.state.wv.us.

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NUTS & BOLTS

n Statewide Contract for Information Processing Equip-ment: The evaluation committee for the SWC-IP has completed its review and made recommendations to the Purchasing Division. The number of qualified vendors has been reduced from 27 to 10.

nSecurity Services Contract: A prebid conference for the Division of Protective Services' security services contract was held on December 14. Until a new contract is awarded, agencies are advised to continue to use the current statewide contract with Security America.

nCar Rental Contract: New specifications were prepared for the statewide contract for car rental. Bids opened on December 14 and are currently being evaluated.

nAgency Four-Hour Parking Decals: The Capitol Parking Unit will be distributing decals for four hour parking to agency satellite offices that need to park at the Capitol Complex for short-term visits.

nHave You Checked Out our Website Lately? Our site keeps changing, so visit the Purchasing Division's homepage often at www. state.wv.us/admin/purchase.

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Current Statewide Contract Update

Information and dates (as of December 15, 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: DICT
Description:
Dictating Equipment

File: 21
Vendor:
Dictaphone, Inc.
Effective Date:
12/01/99

Contracts to be Bid or Under Evaluation

Contract: DIGCOP
Description:
Digital Copiers
File:
21
Bid Opening:
12/08/99
Under Evaluation:
Yes

Contract: PHOTO
Description:
Photography Film and Supplies
File:
31
Bid Opening:
11/30/99
Under Evaluation:
Yes

Contracts to be Renewed

Contract: SAFETY
Description:
Safety Equipment
File:
22
Vendor:
Discount Industrial Supply, Grainger, Safety Supply Inc.
Effective Date:
02/01/99

Contract: LAWN
Description: LAWN Maintenance Equipment
File:
22
Vendor:
Crede Tractor Sales
Effective Date:
02/01/00

Contract: C-PIPE
Description:
Corrugated Pipe
File:
33
Vendor:
Contech Construction Products
Effective Date:
01/01/00

Contract: BWATER
Description:
Bottled Water
File:
42
Vendor:
Lesage Wells Green Acres Regional Center
Effective Date:
12/01/99

Contracts to be Reviewed

JANUARY

CONKITS
Condiment Kits

DFS
Disposable Food Services

DATA
Keypunch Services

MSSW
Microsoft Software

CELTEL
Cellular Telephone Services

FEBRUARY

DEBT
Debt Collection Service

OSTOMY
Ostomy Products and Accessories

CATH
Catheters and Related Items

LS
Chemical Glassware

NEED/SYR
Needles and Syringes

A/E BATT
Auto and Equipment Batteries

R-SHEET
Reflective Sheeting

SWC2000
Year 2000 Readiness

FOOD
Canned Foods and Staple Groceries

CEREAL
Breakfast Foods/Cereals

FLRMAC
Floor Machines

CANLINER
Plastic Can Liners

FASTEN
Fasteners and Accessories


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 January Issue of The Buyers Network