Back to the Top

VENDOR SPOTLIGHT...Meet Our Business Partners!

Each month, The Buyers Network familiarizes our readers with businesses who have attended our past vendor purchasing conferences. We appreciated their participation in these training events.

Introducing Imagistics Internataional of Pittsburgh, PA

Imagistics International, Inc. of Pittsburgh, Pennsylvania, offers copiers, printers, fax machines and knowledge management/CRM software.

Alan Ware of Imagistics expressed his excitement in getting started in the West Virginia market. His dealings with the state have primarily focused with the larger users. He attended this year's vendor purchasing conference. "Being able to have the opportunity to meet everyone at one place was the greatest benefit of the conference," he said. "I can't even begin to tell you how valuable that was for our organization."

For more details on the services offered by Imagistics International, contact Alan Ware at (412) 963-6650 or via electronic mail at alan.ware@imagistics.com.

Drafting Policy and Procedures
                   Teamwork Used in Creating New Purchasing Procedures Handbook

Representatives of the Purchasing Division and state agencies joined together to revised the Purchasing Handbook. The Purchasing Division appreciates the time and energy put into this project by the committee. Pictured (l-r) are Sandy Singleton, Jo Bess, Jo Ann Dunlap, Ron Price, Evan Williams, Philip Uy, Syble Atkins and Sue Farley. Not pictured is Diane Holley.

Something to Make You Say ... "Hmmm"

Didn't know you could buy flowers, get a movie ticket or pick up a map at your local ATM? Well, you can't just yet, but it's coming.

The rest of the world has been far ahead in the race to provide these kinds of services from automated teller machines.

ATMs in Singapore will even dispense driver's licenses as one of their 35 transactions. Spain allows citizens to pay their utilities via the machines, and rail commuters in India and China can buy their tickets.

In the United States, some banks will provide sports tickets and movie passes and 7-Eleven's new ATMs will allow check cashing and wire transfers. Amazing how technology is advancing!

Adapted from USA Weekend

The Capitol Building Commission has been established by the Legislature to review and approve, modify or reject any substantial physical or aesthetic changes that alter the Capitol Building or surrounding complex, according to a memorandum from Commissioner Nancy Herholdt of the Culture and History.

The approval of the commission is mandatory before a contract may be issued for work which constitutes a substantial physical change, or before changes are started if the work is not performed under a contract.

Pursuant to West Virginia Code §4-8-5, any contracts or purchase orders relating to renovations to any building within the Capitol Complex shall not be bid or executed until approval has been obtained by the Capitol Building Commission. Questions may be directed to Nancy Herholdt at 558-0220, ext. 112 (nancy.herholdt@wvculture.org).

The Do's and Don'ts of Driving a State Vehicle
            Driver Education Offered to State Employees Assigned State Vehicles

The Fleet Management Office conducts a new assignment training with each state employee who is assigned a state-owned vehicle to ensure that the terms and conditions of driving the leased vehicle are explained. This training usually occurs when the driver picks up a new vehicle at the West Virginia State Agency for Surplus Property (WVSASP).

More than 1,500 vehicles are leased through the State Fleet Management Program to various participating agencies. There were 236 new vehicles ordered for the 2002 model year.

During this training, Fleet Manager Janice Boggs explains the responsibilities of her office and the responsibilities of the driver. In addition, the PHH vehicles maintenance management program, which handles fuel purchases; maintenance, repair and warranty services; and emergency and roadside assistance, is also detailed to the driver. The state-owned vehicle assignment and lease agreement are reviewed and signed by the driver.

"Employees who are responsible for state vehicles seem appreciative of having an explanation offered concerning their role in the assignment of a state-owned vehicle," said Fleet Manager Janice Boggs. "There are several do’s and don’t’s that they need to be aware of before driving off in a state vehicle."

Some of the restrictions include no smoking in state vehicles, wearing safety belts at all times and carrying a current vehicle operator’s license.

The process of acquiring new vehicles begins in September of each year. At this time, vehicle request forms are sent to agency fleet coordinators and a statewide contract is released for bid by the Purchasing Division. By October, the request forms are returned to the Fleet Management Office and reviewed with the coordinator. A new vehicle contract is usually awarded during this month.

By December, each department receives a confirmation of their vehicle orders and any discrepancies are resolved. By the first of the year, purchase orders are created for the vehicles to be ordered; however, depending upon the manufacturer, make and model of the vehicles, the delivery time of the vehicles range from February to July.

One vehicle must be retired to the WVSASP for each new vehicle received. If an agency wishes to add a vehicle to their fleet, justification is required and approval must be given by the Purchasing Director.

Back to the Top

Direct Purchases Require Attention

Direct or sole-source purchases are those items which perform a certain function for which no other items are known to exist. These purchases require considerable attention.

Only two situations lend themselves to sole source purchasing. One is a patented, copyright or franchised product. The other is for a truly superior product which is not available from other sources.

Consider, for example, a proprietary situation where your agency owns equipment requiring the use of a certain brand and type of patented lubricant. Use of any other lubricant is only available from the franchised dealer who sells the lubricant at an escalated price. You have no other choice but to enter into a sole source-direct-purchase.

If you have doubts that a sole source situation exists, then you must use competitive bid procedures to test the marketplace. If only one bid is received you can be relatively assure that competition does not exist.

When requesting a direct purchase, prepare a written justification stating factually why no other items are known to exist. Direct purchases require considerable attention.

Give it the utmost thought.

Debbie Watkins joined other representatives of the Purchasing Division in presenting Eddie Henderson, a long-time purchasing officer for the Division of Natural Resources, with a toy Harley Davison motorcycle...a past-time that Eddie plans to enjoy during his retirement. We wish Eddie the best!

Back to the Top

The Purchasing Division is pleased to announce the development of a new report to be issued on a monthly basis to state agencies, listing all open-end contracts which are due to expire within a 60-day period.

The 60-day advance reminder will provide agency procurement officers and their support staff with sufficient time in which to review contract information and submit the appropriate documentation to the Purchasing Division to renew or rebid open-end contracts.

Should you have any questions, please feel free to contact Karen Byrd at (304) 558-4317.

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 Department of Agriculture
Request for services of a pilot(s) and airplane(s) to make aerial surveys.

w All State Agencies
Request for laundry materials, dispensing equipment and technical services to all spending units and participating political subdivisions.

w Consolidated Public Retirement Board
Request to provide third party administrator services for three investement fund options.

w Lottery Commission
Request to provide production and uplink services for televised lottery drawings.