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 October 2001 Issue of the The Buyers Network!

Articles in this Issue:

West Virginia Purchasing Bulletin Begins Weekly Distribution Schedule Beginning in October

2001 Agency Purchasing Conference Set for October 15!

Director's Comments:
Release of Information Prohibited Prior to Award

Recycling Saves our Environment...Do Your Part to Conserve!

Fiscal Year 2001 Statistics Indicates State Trends

What to Do First?...Planning is an Essential Step in Making Effective State Purchases

Vendor Spotlight...Meet our West Virginia Vendors!


Resident Vendor Preference
What's New in the Purchasing Division Policies and Procedures Handbook?

Technical Contract Website Offered through IS&C Becomes More Complete

What's State Government Buying?

Agency Employees Recognized for High Performance

Thank YOU....for Maintaining Enthusiasm on Agency Meetings

Political Subdivisions May Now Register Online for Cooperative Purchasing Program

MONEYWise...Tips for the Thrifty

Current Statewide Contract Update

Questions?...Just Ask Us!

Increased Advertising Effort

West Virginia Purchasing Bulletin Begins its Weekly Distribution Schedule to Vendors This Month!

For the past 13 years, the West Virginia Purchasing Bulletin has been published and distributed to all paid vendors. It details all solicitations on behalf of state agencies that are expected to exceed $10,000.

Since its inception, the Bulletin has been made available twice monthly and, for nearly five years, has been accessible on the Purchasing Division's website (with certain security stipulations).

In an effort to expedite the purchasing process and to better serve our customers, the state agency and the vendor community, the Purchasing Division will begin on October 2 to publish the West Virginia Purchasing Bulletin on a weekly basis. "We continue to look at ways to reduce the time in which the Purchasing Division has responsibility for the acquisition," said Purchasing Director Dave Tincher. "We've heard you loud and clear. You have told us that you want to speed up the time in which the solicitation is advertised."

Occasionally, requisitions are received in the Purchasing Division in the middle of our schedule, where delays may occur by simply waiting until the next advertising opportunity. Days must be added to the bid opening date to accommodate the need to notify our vendors of the solicitation through the Bulletin.

"Going from 24 issues to 52 issues will most certainly please all parties involved in the purchasing process," Tincher adds. Initially, each weekly issue will be printed and distributed to our paid vendors; however, due to postage and printing costs, two issues per month will be mailed with the remaining issues being available on the Purchasing Division's website ( State agencies will be able to view the most recent as well as all back issues of the West Virginia Purchasing Bulletin on the state Intranet site at

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2001 Agency Purchasing Conference Set for October 15!

key.gif (232387 bytes)After months of planning, the 2001 Agency Purchasing Conference is almost here. Offering a variety of information regarding purchasing policies, practices and programs, this conference is guaranteed to broaden the understanding of our state agency participants.

Look in next month's issue for conference highlights and for the announcement of the 2001 Agency Procurement Officer of the Year and the Partner in Purchasing!

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The Director's Comments

Release of Information Prohibited Prior to Award

By Dave Tincher
State Purchasing Director

Purchasing Director Dave TincherOne of the primary goals of the Purchasing Division is to ensure accuracy and efficiency when procuring goods and services on behalf of the state of West Virginia. Maintaining compliance with state law and regulations also must be addressed.

The process of releasing contract information has been reviewed and changes respectively implemented. After the bid opening and during the evaluation period, there are numerous purchasing transactions, including changes, rejections, protests and cancellations that can occur.

For this reason, the staff of the Purchasing Division will not provide any information or speculations concerning the apparent successful vendor to agency procurement officers or their staff until the award is complete. An award is complete only if the contract has been signed by the Purchasing Division, approved as to form by the Attorney General’s Office, encumbered and distributed to all respective parties. This action will alleviate any incorrect information being released.

By processing contracts on behalf of state agencies, it is vital to keep our agency procurement officers informed as to the status of contracts and any requirements and activities that may be taking place. My staff and I are currently reviewing avenues to better communicate this contract status information, which we feel will prove helpful to you. More information will be available soon.

I appreciate your continual assistance in preserving the effectiveness of the state purchasing process.

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Recycling Saves our Environment... Do Your Part to Conserve!

Every day, citizens in the state of West Virginia throw away large amounts of paper and other resources. This only adds to the already overwhelming garbage problem faced worldwide. What is to be done with all of this trash?

One solution is recycling. For this reason, the Division of Natural Resources and the General Services Division are banding together to keep our state clean and to preserve our resources. In compliance with the West Virginia Recycling Act of 1989, these divisions are expanding the office recycling program.

Recycling bins currently exist at various places around the Capitol Complex, but these changes will ensure that there is a set of recycling bins on each floor of each building. These bins will be designated for paper products only, one for computer and white ledger paper and the other for mixed grade paper. This action will hopefully relieve the mass of trash disposed each year by our state government. In addition to the centrally located bins, each office will eventually be provided with a recycling receptacle. At the end of each day, its contents will be separated into the two central bins and the General Services Division will empty the recyclable paper for collection.

To begin a program in your agency, appoint a recycling coordinator who will be responsible for organizing your effort and reporting any problems to the Division of Natural Resources at 558-3370.

Remember to add a recycling regiment to your household routine as well. Together, we can make a difference!

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Fiscal Year 2001 Statistics Indicate State Trends

In fiscal year 2001, the Purchasing Division processed 1,955 purchase orders for a total of $371,978,682. The majority of these purchase orders (64%) were awarded to West Virginia vendors.

According to statistics generated from the TEAM automated purchasing system, the average purchase order was $190,270. This average is based on purchase orders processed by the Purchasing Division. State agencies have the delegated authority to purchase commodities and services up to $10,000.

Additional information will be provided in the next issue of The Buyers Network.

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What to Do First?...
Planning is an Essential Step in Making Effective State Purchases

The challenge of state employees today is to conduct government operations in an efficient and econo-mical manner. Old ways must be replaced with new and improved programs and techniques.

West Virginia citizens must yield increased value. Planning the purchase of products and services is an essential ingredient to receiving added value for your agency.

Below are three areas to consider for effective planning:

Considerable thought and planning must be given to what is required. Quality, quantity, service and price needed to carry out the requirements of the organization must be evaluated. Suitability of what is commercially available in the marketplace must be a prime consideration. Look at current practices. Ask if there is a more efficient and economic way to achieve your objective.

Market conditions, affecting price and delivery, change for many products and services. Study trade publications, government and industry reports and time your purchases to coincide with favorable periods.

Allow ample time to process requisitions, quotations, purchase orders and delivery. Plan for adequate inventory and service to avoid shortages. Timing is crucial to good planning.

Formal purchasing methods consist of competitive quotations (Requests for Quotation) and competitive proposals (Requests for Proposals). Information methods are sole source, emergency and small purchases.

Generally, formal purchases are more time-consuming, but more cost-effective. Informal methods, on the other hand, take less time, but also are less cost-effective. Contracting for large-dollar, large-volume repetitive purchasing needs at one time is the most efficient and econo-mical method of purchase and results in a better price and less paperwork.

Predicable, definite quantity contacts generally afford better value (price and delivery) than indefinite quantity contracts where requirements are vague. Planning the method of purchase selected has a large bearing on the value received in a purchase for products and services.

To meet the challenge for optimum results, plan your purchases based on need, timing and methods.

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VENDOR SPOTLIGHT...Meet Our West Virginia Businesses!

Cornerstone Technology Group of Charleston, West Virginia
Cornerstone Technology Group of Charleston, West Virginia, offers professional services in network integration, wireless LAN/WAN, web database and e-commerce solutions, and consulting.

Jessica Edwards of Cornerstone stressed the value of doing business with the state and the importance of explaining the market, especially the new products and services. Using one-on-one attention, Cornerstone has dealt closely with the Department of Health and Human Resources, Supreme Court of Appeals and Division of Rehabilitative Services.

Edwards was pleased to attend this year's vendor conference. "The opportunity to network with decision makers and purchasing influencers was the greatest benefit," she said. "It also was very helpful to learn more about the inner-workings of the process."

For more details on Cornerstone Technology, contact Jessica Edwards at 347-9200 or by e-mail at

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Continental Airlines Offers Discounts to State Travelers and Introduces Jet Service
Effective September 1, 2001, National Travel began offering the state of West Virginia a discount on Continental Airlines flights departing Charleston, West Virginia, and Pittsburgh, Pennsylvania. The discount is 15 percent off unrestricted fares and 5 percent off discounted fares.

Continental will introduce three regional jet departures from Charleston to the connecting hub in Cleveland, beginning October 1, 2001. Continental’s current schedule of four Charleston-Cleveland flights, using 19-seat propeller powered aircraft, will change to three daily flights, making use of 37-seat Embraer regional jets.

The changes in flights and aircraft are now included in the airline’s reservation system.

An Update on National Travel Service's Fee Schedule
National Travel will no longer charge the state $6 for a car rental or hotel-only booking. Since hotels and car companies still pay a commission to the travel agencies, this additional fee is not required at this time.

In the near future, you may see slightly higher fees for airline tickets, due to airlines having lowered commissions to agencies.

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Resident Vendor Preference
What's New in the Purchasing Division Policies and Procedures Handbook?

Editor's Note: Periodically, the Purchasing Division will highlight specific information which is contained in the Purchasing Division Policies and Procedures Handbook. For more details, please refer to the online handbook at

Resident Vendor Preference

State law requires certain preferences for West Virginia vendors over out-of-state vendors. Generally, a West Virginia vendor may be eligible for two 2.5% preferences in the evaluation process. See Appendix B for the Resident Vendor Preference Certificate.

Examples of Utilizing Resident Vendor Preference:

Example 1:

Amount of Bids $25,000* $24,500


*Assuming that the in-state vendor qualifies for both 2.5% preferences for evaluation purposes.

Preference Formula:
$24,500 (out of state bid) x 1.05 = $25,725

Result: The award would go to the in-state vendor.

Example 2:

Vendor #1
Vendor #2
Amount of Bids $25,000*

* Did not request Resident Vendor Preference
**Requested 5% Resident Vendor Preference

Preference Formula:
$24,500 (out of state bid) x 1.05 = $25,725

Result: Because one of the in-state vendors applied for Resident Vendor Preference, the formula must be added to the out-of-state vendor, bringing the total bid to $25,725. Resident Vendor Preference cannot be used between in-state vendors; therefore, in-state vendor #1 is awarded the contract.

There are different scenarios of eligibility using the Resident Vendor Preference, it is strongly recommended that the Purchasing Division buyer assist the agency in evaluating specific situations relating to this preference.

Reciprocity also is applicable to all commodities and services, including construction. Exact preferences applied against West Virginia vendors bidding in other states will in turn be applied to vendors bidding in West Virginia from that state.

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Technical Contract Website Offered through
IS&C Becomes More Complete

Need to learn more about technical contracts offered through statewide contract?

The Purchasing Division’s technical partner, the Information Services and Communications Division (IS&C), has created a site on the state’s Intranet server (, which highlights the statewide contracts for information processing equipment, information process temporary services and digital copiers. This site also explains in more detail master contracts with Oracle and Aprisma.

Information concerning the SWC-IP (statewide contract for information processing equipment) includes an explanation of what the contract entails, the contract levels, the successful vendors, where to start when using the contract, buying guidelines, bidding instructions, installation of the purchase order, warranty issues and much more.

Information regarding the multi-vendor statewide contract for information processing temporary services is equally helpful. This site explains work assignments, classifications, rates and the responsibilities of the prime contractor.

Digital copiers are a relatively new commodity on statewide contract. The vendors are listed at this site, along with the brands which they sell.

Agency procurement officers who are responsible for purchasing technical equipment and services should visit this site to learn more about products and services.

For additional questions, please contact Buyer Charlyn Miller at 558-2596.

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What's State Government Buying?

(This information is compiled from the West Virginia Purchasing Bulletin. The purpose is to provide an awareness of the variety of products and services being procured in state government. Only a small sample of solicitations are listed.)

w    State Agencies
Request to supply computer data cables and fittings to all state agencies and participating political subdivisions.

w Department of Administration
Request to provide an electronic document management system for the Finance Division.

w Division of Natural Resources
Request to provide four- to six-inch commercial farm-raised channel catfish fingerlings.

w Development Office
Request to prepare a community flood and economical analysis plan for flood areas.

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Agency Employees Recognized for High Performance

The recipients of the Agency Procurement Officer of the Year and the Partner in Purchasing recognition programs will be announced at the 2001 Agency Purchasing Conference and will be highlighted in next month's issue of The Buyers Network!

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...for maintaining the enthusiasm of the agency meetings conducted on a regular basis between the Purchasing Division and several of our state agencies. Positive feedback continues, and great benefits are being realized.

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Political Subdivisions May Now Register Online
for Cooperative Purchasing Program

The Purchasing Division administers a cooperative purchasing program with political subdivisions, including municipalities, counties, county school systems, urban mass transportation authorities of county and municipal governments, volunteer fire depart-ments and other local government bodies within the state.

This program allows eligible political subdivisions the opportunity to purchase from nearly 90 statewide contracts currently being issued by the Purchasing Division.

The process of participating in this program recently became easier! Political subdivisions may now register for the program via the Purchasing Division’s website ( and scroll down to the pull-down program listing and click on "Cooperative Purchasing Program."

How does this program help state agencies? The basis of statewide contracts is to increase the volume to be procured. Basic principles of economics indicate that the larger the demand, the lower the price. These contracts are in existence for a large variety of commodities and services and are utilized on a regular basis by other state agencies. Why not add more usage and potentially lower the prices for all users?

An annual membership fee is required for political subdivisions to participate in the program. This fee entitled the participants to receive up to 10 statewide contracts of their choice. Additional use of more than 10 statewide contracts costs $5 each.

If you know of an eligible political subdivision that may be interested in this program, please refer its representative to Karen Byrd, External Relations Manager, at 558-4317.

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WISE...Tips for the Thrifty

Refinancing and Spending
As home values rise, some owners are doing a little profit taking. They refinance and take tens of thousands of dollars out of the home's new value. Often a lower interest rate makes payments just slightly higher. Economists say this is one reason consumer spending is so strong.

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Current Statewide Contract Update

Information and dates (as of September 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: R-SHEET
Reflective Sheeting
3M Corporation
Effective Date:

Contract: CEREAL
Breakfast Foods, Cereal
Kelloggs and General Mills
Effective Date:

Contracts to be Bid or Under Evaluation

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

Contract: ALCOHOL
Ethyl Alcohol
Bid Opening:
Under Evaluation:

Contract: BROOM
Push Brooms
Bid Opening:
Under Evaluation:

Contracts to be Renewed

Contract: TEMPS
Temporary Services
Various Vendors
Effective Date:

Contract: OIL
Effective Date:

Contract: RE-OIL
Refined Oil Products
Guttman Oil

Contract: DC BATT
Dry Cell Batteries
File: 33
WV Electric
Effective Date:

Contracts to be Reviewed


File 21: IP
Information Processing

File 21: IMAGE
Document Imaging

File 22: SAFETY
Safety Equipment

File 22: LAWN
Lawn Maintenance Equipment

File 22: RECMGT
Records Management

File 22: HDTOOLS
Hand Tools


File 21: AUD/TAP
Audio Cassette Tapes

File 21: VID-TAP
Videotapes and Accessories

File 22: HOUSE
Housekeeping Materials

File 22: PRESORT
Bulk Mail Handling

File 22: SANPAP
Sanitary Paper Supplies

File 22: CRENTAL
Car Rental Services

File 33: A/E FILTER
Oil, Air and Fuel Filters

File 33: ALUM
Aluminum Coil and Flat Sheets

File 42: PAINT
Paint and Paint Supplies

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:


Need Information About:


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