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 December 2001 Issue of the The Buyers Network!

Articles in this Issue:

Reflecting Upon the Division's Achievement Accomplished During the Past Fiscal Year

Have You Been Left Out?

Director's Comments:
Executive Order Affects the State's Vehicle Fleet

Area Prepared for Temporary Parking

Steps in Overcoming Information Overload

Fiscal Year 2001 Purchase Order Summary

Surfing the Internet Can benefit the Agency Purchaser in Gaining Valuable Information

MONEYWISE...Tips for the Thrifty

Political Subdivisions Authorized to Utilize the Surplus Property Auction Process

The Travel Bag

Economic Outlook Positive for Spring

Purchasing Division Produces Videotape to Address Best Value Purchasing Guidelines

Vendor Performance Monitored by the Purchasing Division

Current Statewide Contract Update

Questions?...Just Ask Us!

Let's Take a Closer Look...
           Reflecting Upon the Division's Achievements
                 Accomplished During the Past Fiscal Year

The Purchasing Division’s 2001 Annual Report was recently distributed, highlighting the accomplishments made during the 2001 fiscal year. Great strides were taken in the areas of communication, procedural clarification and training.

"Our division has reviewed many of our processes and questioned the efficiency of each," said Purchasing Director Dave Tincher. "We have examined more expeditious ways for more effective resolutions and, as a result, have made positive changes affecting the purchasing process."

Following is a brief overview of the accomplishments included in this Annual Report:

Agency Meetings
Purchasing Director Dave Tincher and Assistant Director Curt Curtiss began conducting meetings in March of 2001 with various officials from agencies that purchase a high volume of products and services. The goal of these meetings is to discuss current issues of importance and provide problem resolution on particular situations pending. According to an evaluation of those individuals attending these meetings, nearly 95 percent indicated that their level of satisfaction was high. All of the respondents (100 percent) noted that they found the meetings beneficial.

Best Value Purchasing
Recent changes have been made to the Best Value Purchasing process, resulting in revisions to the Purchasing Division Policies and Procedures Handbook. The standard format for opening responses to a Request for Proposal (RFP) changed to a two-part process. A more thorough evaluation of proposals has been implemented.

New Business Development
The Purchasing Division has become proactive in the development of new businesses participating in the state bidding process.
Focusing primarily on West Virginia businesses, Scott Padon, the division’s new business development manager, is working closely with the Small Business Development Centers. In a cooperative effort, meetings have been conducted to explain the changes that have occurred that will ease doing business with the state.

Customer Relations
To provide improved customer service, the Purchasing Division changed how certain services are offered. The goal was to make our employees more accessible and improve the efficiency and effectiveness of our services. Telephone coverage improved and work hours were extended until 5:00 p.m.

Recognition Awards
Recognizing excellence in state government, the Purchasing Division continues to honor two individuals annually at its Agency Purchasing Conference, the Agency Procurement Officer of the Year and the Partner in Purchasing.

Training Conferences
The Purchasing Division conducts two training conferences during the fiscal year for West Virginia vendors and state agency purchasing personnel, respectively.

The general accomplishments listed above are only a few of the many advancements that were made within the Purchasing Division. Each unit has noted its own achievements in the Annual Report which has enhanced the programs and services offered by the division. For a copy of the Purchasing Division’s Annual Report, please contact Diane Holley at (304) 558-0661 or via e-mail at

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Have You Been Left Out?

Beginning in October, a weekly electronic mail message is being distributed, offering status infor-mation on contracts processed within the Purchasing Division. If you would like to be added to this electronic distribution list, please visit our Intranet site at

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The Director's Comments

        Executive Order Affects the State's Vehicle Fleet

By Dave Tincher
State Purchasing Director

Purchasing Director Dave TincherGovernor Bob Wise recently signed an executive order to limit the use of state-owned vehicles and reduce the current fleet of cars by at least 10 percent. This action is expected to save more than $17.8 million over the next four years.

The Fleet Management Program was assessed several months ago in regard to the process used to manage the fleet of vehicles used by state government. This reduction is in response to the outcome of this study.

Gov. Bob Wise has ordered his appointees not to use state cars to commute from their homes to their jobs, except in special cir-cumstances. Each agency also is required to offer a plan of reduc-tion that will result in a 10 percent cut.

By reducing the fleet, Gov. Wise indicated that more state resources could be used for other purposes. His plan also included:

w Obtain vehicles at the lowest possible cost;

w Use multi-state and multi-agency cooperative purchasing;

w Establish comprehensive policies for the purchase of vehicles and fuel;

w Create a management system for vehicle inventory;

w Implement a statewide pool;

w Create an online reporting venue for misuse of vehicles;

w Provide driver education and training.

As more details become available on the changes in the Fleet Management Program, information will be reported in upcoming issues of The Buyers Network.

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Temporary parking at the Capitol Complex
Area Prepared for Temporary Parking

As a result of the recent demolition of houses on Washington Street, temporary parking soon will be available across the street from the Purchasing Division’s office. This area is scheduled to be paved this month and spaces will be allocated accordingly to state employees.

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Steps in Overcoming Information Overload

At times, don’t you wonder if there is just TOO much information? Information processing accounts for half the gross national product, and most of it ends up on paper that someone has to read.

Below are five steps which may help in becoming a picky information consumer:

STEP 1. Don’t read everything that comes to you. You simply can’t absorb everything.

STEP 2. Assess your information sources. Decide which sources of information are essential to your job.

STEP 3. Scan for information. Look through the table of contents and then scan for topics and article summaries.

STEP 4. Use your highlighter. Once you read an article, underline any information you may want to refer to later.

STEP 5. Be an example. Keep your e-mails short and let others know they should make theirs as concise as possible.

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Fiscal Year 2001 Purchase Order Summary

FY 2000 Purchase Order Summary

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Surfin the Internet Can Benefit the Agency
Purchaser in Gaining Valuable Information

During the Agency Purchasing Conference in October, a workshop called Introduction to Purchasing, targeted agency purchasers new to state government. A panel of Purchasing buyers provided general information on policies and procedures, and shared useful tips for those in attendance.

Buyer Jim Jackson offered a handout that listed helpful websites pertaining to the purchasing function. Following is information found online for your benefit:

State of West Virginia

Locates Purchasing Division Homepage and provides information on purchasing procedures, forms and personnel.

Unemployment Compensation and Workers' Compensation
Provides a convenient method of checking on vendor’s compliance with Workers’ Compensation Program.

Reverse Telephone Directory
Assists in locating names, addresses and telephone numbers.

Thomas Register
Provides a list of various manufacturers and items.

State of West Virginia Government Telephone Directory
Locates department, names, addresses, telephone numbers and e-mail addresses.

WV Division of Labor Wage Rates
Offers current wage rates for each county within the state of West Virginia.

Internet Search Engine
Provides information on various commodities.

Internet Search Engine
Searches the Yellow Pages by commodity classification.

State of West Virginia Recycling Directory
Locates a variety of recycled products.

Purchasing Forms
Provides various forms including Vendor Registration, Agreement Addendum, No Debt Affidavit and Resident Vendor Preference.

Freight Terms and Conditions
Provides definitions of FOB terms and conditions.

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MONEYWISE...Tips for the Thrifty

Borrowing Against Equity
With real estate prices rising, Americans should be rolling in home equity; however, they are not. Many are borrowing against gain in equity, especially in the past two years. Some banks will lend more than 100 percent of the property value.

In 1980, Americans owned an average of 70 percent of the value of their homes. This percentage has dropped to 55 percent in the last decade.

The most common form of borrowing is home refinance. A larger new mortgage pays off the original loan and provides cash to the borrower. The monthly payment rises, but the interest rate might be lower than on the first mortgage.

Some owners take a home equity loan. The size of an average home equity loan grew to an average of $34,318 last year, according to the Consumer Bankers Association.

The advice of financial experts is to not take this kind of loan to pay off credit cards. They carry an invitation to charge again. Rather, pay bills with current income and learn budgeting and impulse control.

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Political Subdivisions Authorized to Utilize
the Surplus Property Auction Process

As part of the strategic goals initiated by the Purchasing Division, the West Virginia State Agency for Surplus Property recently explored the idea of extending the public auction process to political subdivisions including, but not limited to, municipalities, fire departments, county commissions and public service districts.

After reviewing the benefits and drawbacks of such a venture and ensuring that this extension was legally possible in accordance with the West Virginia Code, Surplus Property has begun selling commodities that are no longer needed by the political subdivision entity utilizing the absolute auction process.

In addition to promoting goodwill between the state and its political subdivisions, this extension also allows such entities to maximize their returns on items no longer needed. A large percentage of the profits of the item’s high bid is reim-bursed to the political subdivision.

"By expanding the auction process to political subdivisions, it is a win-win solution," said Surplus Property Manager Ken Frye. "Surplus Property has the opportunity to offer its customers more of a selection, while political subdivisions can dispose of property they no longer need in an effective, profitable manner."

For additional information on how political subdivisions may participate in the public auction process, please contact Ken Frye toll-free at 1-800-576-7587.

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Future Looks Bright...
              Economic Outlook Positive for Spring

The impact of recent events ripples through the economy, affecting businesses in many ways. Economic experts quoted in The Kiplinger Letter indicate that a new economic growth can be expected this spring. Recovery is predicted to be strong by mid year.

In the meantime, the Kiplinger editors say the greatest economic risk currently is overreaction by consumers and businesses. Many people are making decisions not based on their own situations and cutting back in anticipation of possible effects from someone else’s distress. However, many households and businesses are doing quite well and are able to stay the course, maintain their spending and, in some cases, boost it. More good news is that experts also are predicting a nice rise in the stock market just before the economic rise.

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Soda Card Convenient
Princess is the latest cruise line to offer a ‘soda card.’ Available for adults and soda-slurping kids, the prepaid card entitles them to all the soda they want during the cruise. Costing about $17.50 for a week’s cruise, the card is a lot less than the $2.50 per bottle if paying cash. Other cruise lines that offer the soda-pop cards include Royal Caribbean, Carnival and Disney. The prices and rules of each vary.

Single Parent Car Trips
Driving to Grandma’s house during the holidays can be a trial for a single parent traveling by car with children. Here are some tips:

wLimit luggage if you are the only one handling it. (Even small kids can carry their clothes in a backpack).
wTake a pal along in case you have trouble on the road.
wAllow plenty of extra travel time.
wHave toys or other diversions available to entertain the kids.

New Terminal at NY Airport
A snazzy new International Arrivals Building (Terminal 4) has brought style back to one of the most important international gateways in the U.S., New York’s John F. Kennedy Airport. The steel and glass structure has 40-ft. ceilings, Mongolian granite floors, colorful artwork and architecture. Builders say it offers a place people might come to for fun, not just for an airplane flight.

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Purchasing Division Produces Videotape to
Address Best Value Purchasing Guidelines

Lights...Camera... ACTION! The Purchasing Division is producing a videotape on Best Value Purchasing to be used by agency purchasers.

Since June of 2001, a class is held at the Purchasing Division Conference Room twice monthly to offer information on this topic. As a requirement for Request for Proposal evaluation members, training must be taken in order to learn more about the purchasing process and criteria evaluation. By making this videotape available, many evaluators can benefit from viewing this informa-tion at their convenience.

"Training is a key element in the purchasing process," said Purchasing Director Dave Tincher. "It is crucial that members of Request for Proposal evaluation teams have a good understanding of the process and their role. This videotape was produced to not only alleviate the training schedule offered in-house, but to share the information more efficiently among individuals who will be participating in this Best Value Purchasing process."

Utilizing the services of Educational Network located at West Virginia State College in Institute, the videotape is approximately one hour and features the same information which is offered ‘live’ at the Purchasing Division by Assistant Director Curt Curtiss.

Such areas of the Best Value Purchasing process which are addressed include:

w Requests for Proposals
w Expressions of Interest
w Design Build Projects
w Life Cycle Costing
w Grounds Rules
w Selection and Role of Evaluation Committee
w Purchasing Division's Role
w Evaluation Process

To learn more about obtaining a copy of this training videotape, please contact Diane Holley at (304) 558-0661 or via electronic mail at

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Good News or Bad...We Want to Hear About it!
        Vendor Performance Monitored by the Purchasing Division

Scenario: You order products from a vendor for which you have a contract and the delivery is late or does not arrive at all. You contact the vendor numerous times and are dissatisfied with the results. The problem is documented in writing to the vendor with no results. What should you do?

Resolution: Once you have expended all resources and attempts to resolve the problem, complete a Vendor Performance Form (WV-82).

Vendor performance and product quality are crucial in the state purchasing process. When certain factors do not meet expectations, agencies are encouraged to contact the vendor and voice their concerns. Complaints should be resolved expeditiously and courteously, preferably by the state agency.

There are several misconceptions about the use of the Vendor Performance Form. First and foremost, this scenario focuses on a negative experience with the vendor. The Vendor Performance Form also may be used for positive comments about a vendor.

Secondly, after all attempts have failed by the agency to resolve the issues (verbal and written correspondence), the complaint should immediately be referred to the Purchasing Division using the Vendor Performance Form, documenting all steps taken to try to resolve the problem and all written vendor responses.

Thirdly, even when a resolution is reached, the agency should submit the Vendor Performance Form noting all pertinent information. There is a section on this form which asks if the situation is resolved or unresolved.

For more information on vendor performance, please contact Karen Byrd, External Relations Manager, at 558-4317.

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Current Statewide Contract Update

Information and dates (as of November 15, 2001) included in this Current Statewide Contract Update are subject to change. If you need additional information, please contact the appropriate state buyer.

Contracts to be Awarded

Contract: ALCOHOL
Ethyl Alcohol
Aaper Alcohol
Effective Date:

Contract: SUPFD
Supplemental Food
Mead Johnson
Effective Date:

Contracts to be Bid or Under Evaluation

Contract: CABLE
Coaxial Cable A
Bid Opening:
Under Evaluation: To Open

Contract: TCARD
Travel Management Charge Card
Bid Opening:
Under Evaluation:

Contract: MV
Motor Vehicles
Bid Opening:
Under Evaluation:

Contract: PC
Police Cruisers
File: 33
Bid Opening: 09/26/01
Under Evaluation: Yes

Contracts to be Renewed

Contract: IPTEMP
Temporary Personnel: Information Processing
Various Vendors
Effective Date:

Contract: OFFICE
Office Supplies
Boise Cascade
Effective Date:

Contracts to be Reviewed


File 22: SOAP
Liquid Soap and Dispenser

File 31: PHOTO
Photography Film and Supplies

File 33: R-TIRES
Retread Tires

File 33: WELD
Welding Supplies

File 42: RIB
Ribbons and Laser Toners

File 42: LIGHT
Lighting; Bulbs


File 21: DATA
Key Punch Services

File 22: CONKIT
Condiment Kits

File 22: DFS
Disposable Food Services

File 31: LGLOVES
Latex Gloves

File 31: TRAVEL
Travel Management Services

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 this form:



E-Mail Address:


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Thank You for Viewing our December 2001 Issue of The Buyers Network