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 November 2000 Issue of the The Buyers Network!

Articles in this Issue:

Annual Agency Purchasing Conference Reaches 300 State Public Purchasers

Director's Comments:
Gaining Your Feedback Improves our Processes

Correctional Industries Schedules an Exposition of Products and Services

Celebrating Excellence in State Government
Purchasing Division Develops Recognition Programs to Honor the State's Top Achievers at the Agency Level

Duplication of Effort Causes Confusion

Statewide Cellular Telephone Contract Cancelled due to Technology Changes

Cabinet Secretary Buckalew Visits Purchasing Division to Gain Insight

Promoting State Business was Goal for Business Trade Show Presence

TEAM Training: Register Online!


Current Statewide Contract Update

Questions?...Just Ask Us!

Annual Agency Purchasing Conference
Reaches 300 State Public Purchasers

n Valuable Information Offered from Leasing Vehicles to Understanding the Request for Proposal Process

Purchasing Director Dave Tincher welcomed nearly 300 agency representatives to the 2000 Agency Purchasing Conference conducted at Canaan Valley State Resort in October.Nearly 300 state agency purchasers gathered together for four days to learn everything they wanted to know about purchasing commodities and services on behalf of the state of West Virginia.

In addition, they left with a better understanding of fleet management services, property leasing, surplus property, fixed assets, the encumbrance process, prevailing wages, travel management, the West Virginia Association of Rehabilitation Facilities and Correctional Industries. Information overload? Our participants ranged from the experienced to the novice; however, one constant factor was that everyone left the conference with an enhanced knowledge of state government procurement.

Who Wants to Be a Millionaire? At Purchasing version's of the game show, two Department of Administration employees hit the million dollar mark. Purchasing Director Dave Tincher holds the 'non-negotiable' million dollar check with the winners (l-r), Linda Lyter (FARS) and Diane Connelly (Accounting). "With the positive feedback we received while at Canaan Valley Resort, I applaud the hard work and effort which all of our presenters and coordinators extended to make this conference a success," according to Purchasing Director Dave Tincher. "Each year, we attempt to improve upon the previous year. We base our improvements on the evaluation forms which we encourage each participant to complete. These responses are analyzed and used as benchmarks for future enhancements to our training programs."

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The Director's Comments
  Gaining Your Feedback Improves our Processes

By Dave Tincher
State Purchasing Director

Purchasing Director Dave TincherTalk to us! We want to know what you have to say.

During the 2000 Agency Purchasing Conference, this was the message which continued to surface. We want you to let us know what concerns you have and what issues you would like to see addressed.

One way to gain feedback is through our conference evaluation forms which are extremely important in making improvements to our annual training conferences.

Another method is to provide the open forum for discussion. At the conference, we set aside one hour for the entire group to discuss issues that they wanted to raise, which included the State Purchasing Card, cellular phone service, statewide contracts, and minority and women-owned business opportunities.

Buyer Supervisor Ron Price and Senior Buyer Charlyn Miller led a discussion on the new Purchasing Handbook.All of our presenters were encouraged to provide ample time for questions in each workshops. For example, the workshop on the draft Purchasing Division Policies and Procedures Handbook encouraged the participants' input on what information should be included.

The presenters were also asked to make themselves accessible at the conference outside of their workshop session.

One of the purposes of this training event was to provide networking opportunities among participants, agency presenters and the Purchasing Division staff.

Let's keep the lines of communication open and learn better, more efficient ways to serve the citizens of West Virginia.

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Correctional Industries Schedules an
Exposition of Products and Services

Correctional Industries' Guy Perry was on hand at the Agency Purchasing Conference to answer questions.Do you know what Correctional Industries offers to state agencies? Here is your chance to find out!

Correctional Industries, previously known as Prison Industries, encourages state employees to attend an exposition of products and services on December 6 and 7 at the West Virginia National Guard Armory on Coonskin Drive in Charleston. The show will be open both days from 9:00 a.m. to 4:30 p.m.

"This exhibition will be an excellent opportunity for state agencies to see the variety and volume that Correctional Industries has to offer," according to Guy Perry of Correctional Industries. "This event will showcase everything that Correctional Industries does by offering information and samples of products and services such as dormitory and office furniture, janitorial supplies and refinishing/reupholstering."

Perry emphasizes that this exhibition is open to all eligible prospective users, not only purchasing agents.

Correctional Industries is working hard to get the word out about the products and services which it offers to state agencies. Recently, Perry attended the Agency Purchasing Conference, offering a workshop and being on hand with literature for conference participants who wanted to learn more about Correctional Industries.

For additional information on the exhibition, please contact Correctional Industries at 558-6054 or 1-800-525-5381. Refreshments will be served at the December event.

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Celebrating Excellence in State Government
               Purchasing Division Develops Recognition Programs to                   Honor the State's Top Achievers at the Agency Level

Recognizing excellence in state government won the spotlight at the Agency Purchasing Conference banquet on October 17 when the recipients of the fifth annual Agency Procurement Officer of the Year and the first-ever Partner in Purchasing awards for 2000 were announced.

2000 Agency Procurement Officer of the Year
Lendin Conway

2000 Agency Procurement Officer of the Year: Lendin Conway (DEP)Lendin Conway, Procurement Officer for the Division of Environmental Protection, was selected as the fifth Agency Procurement Officer of the Year. This award honors the expertise and cooperation of one individual who demonstrates the qualities which are extremely important in the purchasing profession.

With over 30 years of service in state government, Lendin has dedicated the past 20 years to public purchasing.

Lendin is noted for his high level of communication with all agency purchasing staff, the ability to train at the agency level to ensure that procedures are clear and understood, the good working relationship with the Purchasing Division, his organizational skills, enthusiasm toward the job and, most importantly, his values and ethics in observing and advocating the state's purchasing rules, regulations and procedures.

Past winners of this award includes Edi Barker (Bureau of Employment Programs), Susie Teel (Department of Health and Human Resources), Lt. Col. Jim Powers (State Police) and Jo Miller (Department of Health and Human Resources).

2000 Partner in Purchasing
Brent Kessinger

2000 Partner in Purchasing: Brent Kessinger (DEP)Brent Kessinger, Fleet Manager for the Division of Environmental Protection, was selected as our first Partner in Purchasing recipient. This award targets one agency representative who plays a major role in one of the other programs which the Purchasing Division administers, including fleet, travel, fixed assets, surplus property, TEAM and parking.

In Brent's role as agency fleet coordinator, he is most noted for his creativity which is demonstrated daily with those within DEP and at the State Fleet Management Office. Another important quality of Brent is communication, through written and verbal methods. The high level of performance and dependability has made others refer to him as "the Energizer Bunny."

Congratulations to Lendin and Brent for their hard work and dedication to the pursuance of excellence in state government. Both of these individuals are a pleasure to work with and represent their agency with professionalism.

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Cabinet Secretary Buckalew Visits
Purchasing Division to Gain Insight

Secretary Buckalew visits the Purchasing DivisionDuring a recent visit from Administration Cabinet Secretary Jack Buckalew, many of the Purchasing Division's staff were offered the opportunity to meet and talk with the head of their department. Buckalew indicated that he was wanting to visit all work locations to meet the employees who work for the department and to applaud their hard work and effort.

The Purchasing Division is organizationally structured under the jurisdiction of the Department of Administration.

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Duplication of Effort Causes Confusion

Buyer Supervisor Ron Price indicates that agencies often put information concerning the receipt and opening of bids within the specifications submitted for construction projects. However, this information is not necessary .

The Purchasing Division adds this information to all requisitions being prepared for bid and, at times, the information included in the specifications provided by the agency is incorrect. Future bid specifications with incorrect information will be returned for correction.

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Statewide Cellular Telephone Contract
Cancelled due to Technological Changes

The statewide contract for cellular telephone service has been cancelled effective October 11, 2000 due to rapidly changing technology and pricing plans available from multiple vendors, according to Curt Curtiss, Assistant Director for Acquisitions and Contract Administration.

"Until the cellular market stabilizes, the Purchasing Division does not plan to offer a statewide contract for cellular telephone service," he said.

To address these changes, agencies should follow appropriate purchasing procedures to obtain cellular telephone services as needed in accordance with the following:

) Agencies are forbidden by the West Virginia Code to "string" purchases (split up quantities and requisitions in order to circumvent bidding limits); therefore, all needs for cellular telephone service should be consolidated as much as possible to leverage the agency's buying power.

) Agencies must follow all normal bid limits and requirements, including IS&C's approval.

) All contacts for cellular telephone service obtained under agency delegated purchasing authority must include a signed Agreement Addendum (WV-96) by both the vendor and agency, and are limited to one year in length.

) The State Purchasing Card is not to be used to purchase cellular equipment or service.

) Mandatory 12-month activation contracts must be honored until the contract expires.

Questions, concerns or requests for additional information should be directed to Senior Buyer Charlyn Miller at 558-2596 or 1-800-BIDS2WV. Charlyn may also be reached via electronic mail at cmiller@gwmail.

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Promoting State Business was Goal for Mountain
State Business Trade Show Presence

Purchasing Director Dave Tincher (seated at right) led a group of Purchasing Division representatives during a presentation on doing business with West Virginia state government. Assistant Director Curt Curtiss (standing) explained the bid process.In an attempt to educate more West Virginia vendors on the benefits of doing business with state government, the Purchasing Division staff offered a workshop at the Mountain State Business and Trade Show in October.

Purchasing Director Dave Tincher encouraged state business representatives in attendance to take part in the competitive bidding process, indicating that over 70 percent of contracts issued over $10,000 are awarded to West Virginia businesses.

Assistant Purchasing Director Curt Curtiss explained the bid process and the levels of purchasing authority.

Administration Unit Manager Jo Ann Dunlap offered guidance as to how to become a registered vendor.

Automation Manager Dan Miller provided an overview of the Division's website and explained briefly the automated purchasing system (TEAM).

Diane Holley, Executive Assistant to the Director, offered an overview of the Division's training programs for West Virginia vendors and encouraged the participants to attend the 2001 Vendor Purchasing Conference which is scheduled for April 4-6 at Pipestem State Park.

"We were honored to participate in the Mountain State Business and Trade Show because it shows that our state vendors are expressing an interest in getting involved in the state competitive bidding process," Tincher said. "We want to continue to work toward increasing the percentage of state contracts issued to West Virginia vendors. We can succeed this goal through education."

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TEAM TRAINING: Register Online!

Need to sign up for a TEAM automated purchasing class? Don't waste your time picking up a telephone or sending an electronic mail message...register online at the Purchasing Division's Intranet site at

The Automation Unit offers training in all aspects of the automated purchasing system, including General Inquiry, Requisition Approval, Requisition Entry, PO Processing, Receipt Posting and Information Expert. If the training in which you are interested does not appear on the schedule, simply e-mail the Automation Unit ( with your request. Remember that all purchasing system classes are FREE!

Classes are held in the Purchasing Division's training room in Building 15, 2019 Washington Street, East
Charleston. The dates for scheduled 2001 TEAM general training classes are:

Thursday, January 11
9 am - 12 noon

Thursday, February 15
1 pm - 4 pm

Wednesday, April 18
9 a.m. - 12 noon

Wednesday, May 16
9 a.m. - 12 noon

Thursday, August 16
9 a.m. - 12 noon

Wednesday, September 19
9 a.m. - 12 noon

Thursday, November 8
1 pm - 4 pm

Thursday, December 13
1 pm - 4 pm

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Secretary Buckalew welcomes conference participantsAdministration Cabinet Secretary Jack Buckalew joined Purchasing Director Dave Tincher in welcoming the participants of the 2000 Agency Purchasing Conference. His comments focused on the importance of training and networking among other agency purchasers. He noted that maintaining an ethical standard was a vital element.


RFP Evaluation CommitteeDuring the "Understanding the RFP Process" workshop, class participants were asked to serve as a pseudo RFP evaluation committee. A scenario was set and the committee members were taken out of the room to evaluate each proposal based on the criteria established and offer a consensus recommendation. Pictured (l-r) are Donna Riggs (Bureau of Employment Services), Chip Myers (Public Employees Insurance Agency) and Dennis Meadows (Department of Health and Human Resources). In addition to this class exercise, this workshop provided an overview of the RFP process and its usage.

Agency Tips of the Trade Workshop
During the "Agency Tips of the Trade" workshop, state agency representatives described their internal purchasing procedures and answered questions from the participants. Our panel (shown l-r) which was facilitated by Purchasing Director Dave Tincher included Harry Price (DNR), Dennis Meadows (DHHR), Sue Farley (DOT), Lendin Conway (DEP), Syble Atkins (Tax) and Clarence Bess (BEP).

Buyer Supervisor Evan Williams assists with the RFP workshop



Buyer Supervisor Evan Williams joined Assistant Director Curt Curtiss in leading the "Understanding the RFP Process" workshop.




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Current Statewide Contract Update

Information and dates (as of October 16, 2000) 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: BUCKETS
Buckets, Containers, Brushes

Georgino Industrial Supply, Grainger Industrial Supply, Industrial Soap Co., Winans Services
Effective Date:

Contract: TEMPS
Temporary Employment Services

Various vendors
Effective Date:

Contracts to be Bid or Under Evaluation

Contract: DEBT
Debt Collection
Bid Opening:
Under Evaluation

Contract: RECMGT
Records Management
Bid Opening:
Under Evaluation:

Contract: MV
Motor Vehicles
Bid Opening:
Under Evaluation:

Contract: PC
Police Cruisers
Bid Opening:
Under Evaluation:

Contract: IV/SOL
I.V. Solutions and Accessories
Bid Opening:
Under Evaluation:

Contracts to be Renewed

Contract: AUDIT
Single Audit Services
Ernst & Young, LLP
Effective Date:

Contract: X-RAY
X-Ray Film and Supplies
Amis Systems
Effective Date:

Contract: DC BATT
Batteries - Dry Cell
West Virginia Electric
Date: 09/15/00

Contracts to be Reviewed


Video Tapes and Accessories

Audio Cassette Tapes

Car Rental Services

Housekeeping Services

Bulk Mail Handling

Sanitary Paper Supplies

Oil, Air and Fuel Filters


Paint and Paint Supplies


Temporary Personnel - Information Processing

Liquid Soap and Dispensers

Retread Tires

Welding Supplies

Mattresses, Box Springs and Pillows

Ribbons and Laser Toners

Lighting; Bulbs

Purchasing Division Staff

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

File 21
Charlyn Miller

File 22
Pam Jones

File 31
Evan Williams

File 33
John Johnston

File 41
Ron Price

File 42 
Jim Jackson

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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:



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Thank You for Viewing our November 2000 Issue of The Buyers Network