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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 June 2002 Issue of the The Buyers Network!


Articles in this Issue:

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

Important Conference Details

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

Questions?...Just Ask Us!


4th Annual Vendor Purchasing Conference
                         Training Opportunity Meets the Needs of our Vendor Community

Purchasing Director Dave Tincher moderates a panel discussion of agency representativesThe 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.

Carolyne Brown of the Development Office's Minority Business Center addresses the entire groupTwo 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 Office’s 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 Division’s Website, Marketing to State Agencies, What’s 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 year’s 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.

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The Director's Comments
                     
Looking from the Perspective of our Vendor Community

By Dave Tincher
State Purchasing Director

Purchasing Director Dave Tincher 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 vendor’s 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.

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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 Division’s 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 vendor’s 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 state’s Intranet may view the weekly issue of the Bulletin at http://intranet.state.wv.us/admin/purchase.

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2002 Agency Purchasing Conference
QUESTIONNAIRE


Which topics would like addressed at the conference?
(Check only those topics on which you would attend a workshop)

Agency Delegated Purchasing
Attorney General's Office
Automated Purchasing (E-Procurement)
Best Value Purchasing (RFPs)
Contract Management
Correctional Industries
Fixed Assets (Inventory)
Fleet Management
Game Show
    Purchasing Jeopardy!
    Agency Feud
    Who Wants To Be A Millionnaire?
    Purchasing Squares
    Purchasing Pyramid
    Other: ____________________
High-Tech Contracts
Introduction to Purchasing
Intermediate Purchasing
Legal Issues
Payment Issues
Purchase Order Encumbrance
Policies and Procedures
Purchasing Card Program
Purchasing's Website
Question and Answer Session
Statewide Contracts
Surplus Property Program
Travel Management
Vendor Complaint Procedures
Vendor Registration
WV Association of Rehabilitation Facilities

What 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

General Information
The 2002 Agency Purchasing Conference will be held on September 24-27 at Canaan Valley State Resort and Conference Center. The workshop schedule is currently being developed.

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 Awards
Start thinking now of who you would like to nominate for Agency Procurement Officer of the Year and Partner in Purchasing recognition awards. More details will be sent directly to all agency procurement officers and agency leadership with the criteria for selection and the official nomination form.

This 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.

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A Pictorial Overview....
             VENDOR PURCHASING CONFERENCE...Training at its Best!

Visit 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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OOPS!...

In 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.

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Statewide Travel Services Contractor to Offer Seminars for State Travelers

National Travel, Inc. LogoNational 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:

Overview of online reservations
Introduction of updates and customized site for West Virginia
Comparison of different websites while online with National Travel
Discounts and private fares for the state
Electronic ticketing and receipt for reimbursement
"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

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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 agency’s 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.

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WELCOME!
              
     Chuck Bowman Joins the Staff of the Purchasing Division

Chuck Bowman, Senior BuyerThe 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 manufacturer’s 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.

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MONEYWISE...Tips for the Thrifty

More of Us Buy It On TV

If 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.

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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: CONKIT
Description:
Condiment Kits
File:
22
Vendor:
WVARF
Effective Date:
05/01/02

Contract: EQMAINT
Description:
Equipment Maintenance
File:
31
Vendor:
Speciality Underwriters
Effectiv
e Date:
05/01/02

Contracts to be Bid or Under Evaluation

Contract: FUEL
Description:
Motor and Heating Fuels
File:
33
Bid Opening:
04/17/02
Under Evaluation:
Yes

Contract: LIGHT
Description:
Lighting; Bulbs
File:
42
Bid Opening:
05/21/02
Under Evaluation:
Yes

Contract: BEDDING
Description:
Mattress, Box Springs and Pillows
File:
42
Bid Opening:
05/21/02
Under Evaluation:
Yes

Contracts to be Renewed

Contract: CANLINER
Description:
Plastic Can Liners
File:
22
Vendor:
Unisource
Expiration Date:
06/01/02

Contract: A/E BATT
Description:
Auto and Equipment Batteries
File:
33
Vendor:
Taylor & Blackburn
Expiration Date:
04/01/02

Contract: FINEPAP
Description:
Computer Paper
File:
42
Vendor:
Xpedx
Expiration Date:
07/02/02

Contract: CLRM
Description:
Classroom/Meeting Room Furniture
File:
42
Vendor:
Virco
Expiration Date:
08/06/02

Contract: ENVLOP
Description:
Envelopes
File:
42
Vendor:
Chapman Printing
Expiration Date: 07/01/02

Contracts to be Reviewed

JUNE

File 22: ELECHDW
Electric Cable and Hardware

File 33: R-SHEET
Reflective Sheeting

File 33: DC BATT
Dry Cell Batteries

JULY

File 22: TEMPS
Temporary Services

File 22: BROOM
Push Brooms

File 22: BUCKETS
Buckets

File 22: ALCOHOL
Ethyl Alcohol

File 33: N-TIRES
New Tires

File 33: PC
Police Cruisers

File 33: MV
Motor Vehicles


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

File 21
Charlyn Miller
(558-0067)

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 41
Ron Price

(558-2316)

File 42 
Betty Francisco
(558-0468)

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Questions?...Just Ask!

Are you unsure of certain purchasing procedures? ... 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:

Name:

Organization:

E-Mail Address:

Telephone:

Need Information About:

 

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Thank You for Viewing our June 2002 Issue of The Buyers Network