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 June 2002 Issue of the The Buyers Network!
4th Annual Vendor Purchasing Conference
Training Opportunity Meets the Needs of our Vendor Community
Director's Comments:
Looking from the Perspective of our Vendor Community
Purchasing Bulletin Changes Hard Copy Distribution
2002 Agency Purchasing Conference
QUESTIONNAIRE
A Pictorial Overview
VENDOR PURCHASING CONFERENCE...Training at its Best!
OOPS...
Correction on Business Hours
Statewide Travel Services Contractor to Offer Seminars for State Travelers
Inventory Management
Inventory Certification Required to be Submitted to Purchasing by July 15th
MONEYWISE...Tips for the Thrifty
WELCOME...Chuck Bowman Joines the Staff of the Purchasing Division
Current Statewide Contract Update
4th
Annual Vendor Purchasing Conference
Training
Opportunity Meets the Needs of our Vendor Community
The 4th Annual Vendor Purchasing Conference took place at Canaan Valley on May 14 through 17, with over 100 business representatives in attendance. Although the majority of participants were representing West Virginia businesses, there were also others from surrounding areas, including Washington D.C., Maryland, Virginia, Illinois, Kentucky, Pennsylvania and Ohio.
Purchasing staff joined representatives from state agencies to present valuable information on purchasing rules, regulations and procedures. Agency representatives included Beverly Carte, Division of Natural Resources; June Casto, Department of Environmental Protection; Sue Farley, Department of Transportation; Dennis Meadows, Department of Health and Human Resources; and Les Smith, Division of Tourism.
Two general sessions were offered, "Introduction to Purchasing" and "Vendor Advocate Resources." The latter was presented by Kim Wood of the Regional Contracting Assistance Center and Carolyne Brown of the West Virginia Development Offices Minority Business Development Center.
Small workshop sessions were offered to participants on a wide range of topics, including How to Get Started, The Basic Process Continues, Statewide Contract Management, the Purchasing Divisions Website, Marketing to State Agencies, Whats Your Question?, High-Tech Contracts, and Business Link to West Virginia Vendors. One-on-one consultation meetings were scheduled concurrently with the workshop sessions for participants to discuss their products and services with a Purchasing or agency representatives.
"Vendors were thrilled with the opportunity to learn more about our state purchasing process and, more importantly, to meet state decisionmakers face-to-face and market their products," said Purchasing Director Dave Tincher.
Although all evaluation forms have not been received nor tabulated, some of the comments thus far included the following: Once again, this has been an excellent conference...This conference was excellent!! I appreciate the purchasing agencies efforts to host this conference... Excellent information for me as a new vendor...Very good. Please invite us to your next years conference.
"I would like to express my gratitude to the Purchasing Division staff and agency representatives for displaying high levels of dedication, professionalism and customer service to make this training event successful and memorable for our vendor community," Tincher added.
The Director's Comments
Looking from the Perspective of
our Vendor Community
By Dave Tincher
State Purchasing Director
After spending nearly a week during the Vendor Purchasing Conference with many business representatives who are pursuing or have proved successful in selling their products and services to state agencies, my perspective on how the state of West Virginia works with the vendor community became more clear.
I spoke to several individuals who expressed a desire to become involved in the state purchasing process and were eager to learn how they could become more successful in their efforts. Some of the conference participants brought samples and literature of their products. It was apparent that they were not just selling their products, but they believed in their product. They stressed how their products would result in savings to the state of West Virginia, as they have in other states.
From hearing the vendors perspective, I would recommend that we, as professional purchasers who are in charge of determining the best buy for the taxpayers of our state, possibly listen more to what the experts in the field are saying. Perhaps we need to research more what is available in the market and how that market is ever changing.
It is our job to find the best price, keeping quality and service into consideration. We need to think beyond the box and look at other cost-effective alternatives to meeting the needs of our agencies. And, most importantly, we need to listen to the experts, our vendor community.
The schedule of a procurement officer is hectic, deadlines to meet, paper to process. Equally important, we need to take the time to meet with vendors, to further examine specifications to ensure that they are complete, accurate and concise.
Together with our vendor community, the state of West Virginia has the potential to benefit with quality products and services at the lowest possible price.
State Agencies Encouraged to
Offer Suggestions for Purchasing Handbook
In July, a group of Purchasing staff and agency procurement officers will begin reviewing the Purchasing Division Policies and Procedures Handbook. The new handbook is scheduled to be distributed at the Agency Purchasing Conference on September 24-27, 2002 at Canaan Valley State Park.
Agency purchasers are encouraged to forward suggestions and concerns to Diane Holley, Executive Assistant, by telephone at (304) 558-0661 or via e-mail at dholley@gwmail.state.wv.us.
The individuals who are serving on the Purchasing Division's handbook committee are as follows:
(Purchasing Division staff) Karen Byrd, Jo Ann Dunlap, Diane Holley, Ron Price, Debbie Watkins, Evan Williams.
(Agency representatives) Syble Atkins [Department of Tax and Revenue], Jo Bess [Department of Health and Human Resources], Sue Farley [Department of Transportation], and Phillip Uy [Department of Education].
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Purchasing Bulletin
Changes Hard Copy Distribution
Since October 1, 2001, the Purchasing Division has printed and mailed the West Virginia Purchasing Bulletin to all paid registered vendors, approximately 6,500, on a weekly basis. At that time, the Purchasing Division indicated to vendors that the weekly paper copies would be available only for a short time, due to the high cost of printing and postage.
Beginning July 1, 2002, the West Virginia Purchasing Bulletin will be mailed bi-weekly; however, an electronic weekly issue may be viewed on the Purchasing Divisions website at www.state.wv.us/admin/purchase for paid registered vendors.
Secured access is in place on our website for paid registered vendors. The vendors computer-generated number is necessary in addition to the check number by which the registration or subscription renewal was paid.
Agency purchasers with access to the states Intranet may view the weekly issue of the Bulletin at http://intranet.state.wv.us/admin/purchase.
Back to the Top 2002 Agency Purchasing Conference
Which topics would like addressed at the conference?
(Check only those topics on which you would attend a workshop)
¨
Agency Delegated PurchasingWhat other topics would you like to see addressed at this year's conference?
Would YOUR agency like a special session at our conference to discuss
specific issues related to your organization? ¨
Yes ¨ No
If yes, list state agency: ____________________________________________
Which format do you prefer for the conference?
¨ Group discussions ¨ Roundtable discussions
(all participants)
(agency participation)
¨ Small workshop sessions ¨ Other: ______________________
Other comments:
Thank you for your cooperation with our professional development efforts!
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IMPORTANT
Conference Details
For this reason, we need your help...Your input is very important to the success of the training conferences offered by the Purchasing Division. Let us know what issues you would like to learn more about.
Please return this questionnaire no later than June 15, 2002 to the attention of Diane Holley. This information will assist us in finalizing the workshop schedule. Additional information on lodging and registration will be forthcoming.
Agency Recognition AwardsThis is the seventh year for the Agency Procurement Officer of the Year and the third year for the Partner in Purchasing, which honors an individual in the field of inventory management, travel, fleet, surplus property or TEAM.
Back to the TopVisit our Vendor Resource Center and check out our 2002 Vendor Purchasing Conference Highlights webpage at www.state.wv.us/admin/purchase/vrc/vencon02.htm.
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n the May issue of The Buyers Network, the business hours reported for the Purchasing Division were incorrect. The correct hours of operation for the Purchasing Division are 8:15 a.m. - 5:00 p.m. (Monday through Friday). Please feel free to visit us during these hours, Monday through Friday.National Travel, the statewide contractor for travel services, has scheduled seminars at the State Capitol in June to introduce travelers and coordinators to its new and improved website, http://www.nationaltravel.com.
Several areas of interest will be discussed, including those listed below:
Ü
Overview of online reservations
Ü Introduction of updates and customized site for West Virginia
Ü Comparison of different websites while online with National Travel
Ü Discounts and private fares for the state
Ü Electronic ticketing and receipt for reimbursement
Ü "Quick Agent", which allows user to chat online with National Travel agents.
The sessions will be held at the Cultural Center's North Briefing Room on June 10 at 9:00 a.m. and 1:00 p.m. and on June 11 at 9:00 a.m and 1:00 p.m.
"National Travel is offering state travelers an encore training class, focusing primarily on the services available on its website," said State Travel Manager Catherine DeMarco. "This site is new and more user-friendly. I have received many requests for additional training on online services. With increased service fees, the benefits of booking airline reservations electronically are more cost-effective."
If you would like more information on this training opportunity or would like to register to attend one of the scheduled seminars, please contact State Travel Manager Catherine DeMarco at (203) 558-2613 or via e-mail at cdemarco@gwmail.state.wv.us.
To learn more about the State Travel Management
Program,
visit www.state.wv.us/admin/purchase/travel
Inventory Management....
Inventory
Certification Required To Be Submitted to Purchasing by July 15th
On an annual basis, state agencies are required by law to submit a certification to the Purchasing Division no later than July 15th, verifying that all fixed assets with an acquisition value of $1,000 or more have been entered into the WVFIMS Fixed Asset System, according to Jo Ann Dunlap, Administration Unit Manager.
Another requirement is that state agencies must take a physical inventory of their reportable fixed assets once every three years.
Each agency should have an individual designated as the "inventory management coordinator," who is responsible for maintaining the agencys fixed assets and reporting.
Each agency needs to complete the Inventory Management Certification Cover Sheet and Inventory Management Coordinator Designation Form and submit to the Purchasing Division no later than July 15, 2002, as required by §5A-3-34 of the West Virginia Code.
Dunlap stresses that it is important that agencies retire with proper documentation their obsolete equipment in accordance with established policies and guidelines, rendering their inventory accurate and complete.
For additional information on state policies and guidelines, please contact Jo Ann Dunlap at (304) 558-0059 or via e-mail at jdunlap@gwmail.state.wv.us.
WELCOME!
Chuck Bowman Joins the
Staff of the Purchasing Division
The Purchasing Division is pleased to welcome Chuck Bowman to the Acquisitions and Contract Administration Section as a senior buyer.
After only one week on the job, Chuck joined others from the Purchasing Division at the 4th Annual Vendor Purchasing Conference. He is currently being trained on the state purchasing process and procedures, and will soon be assigned specific commodities to purchase on behalf of state agencies.
Chuck has over 14 years of experience in the construction industry within the Kanawha Valley. For the past 10 years, he served as a manufacturers representative, facilitating contract sales of materials and products for commercial, industrial and government construction.
"It is my mission to do everything I can to develop and foster longlasting and harmonious business relationships between our state agencies and vendors," he said.
Back to the TopMONEYWISE...Tips for the Thrifty
More of Us Buy It On TVIf you are a late night TV shopper, chances are you have several fancy rings, a couple of toaster ovens and some "can't fail" diet products.
Infomercials have stepped up to fill time not wanted by regular advertisers. Their sales top $5 billion a year, and are rising. Everyone from the Federal Trade Commission to the Better Business Bureau is watching. They conclude that most products are legitimate, but a small number get more than their share of complaints.
Health and diet products are the items people are most dissatisfied with, according to industry consultants.
Back to the Top Current Statewide Contract Update Information and dates (as of May 15, 2002) 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: CONKITContracts to be Bid or Under Evaluation
Contract: FUELContracts to be Renewed
Contract: CANLINERContract:
A/E BATTContract:
CLRMContract:
ENVLOPJUNE
File 22: ELECHDWJULY
File 22: TEMPS
Purchasing Division Staff
For questions concerning these contracts listed,
please contact the appropriate buyer:
File 22
Pam Jones
(558-0468)
File 23
Chuck Bowman
(558-2157)
File 31
Evan Williams
(558-2596)
File 33
John Johnston
(558-0492)
File 42
Betty Francisco
(558-0468)