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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 September 2002 Issue of the The Buyers Network!


Articles in this Issue:

2002 Agency Purchasing Conference
Training Conference Assists Agency Purchasers

Award Programs Honor Outstanding Public Service in West Virginia State Government

Director's Comments:
Purchasing Buyer Attends RFP Evaluation to Assist

The Travel Bag...News and Tips from the State Travel Management Office

MONEYWISE...Tips for the Thrifty

2002 Agency Purchasing Conference ITINERARY

Workshop Sessions Address a Vareity of Purchasing-Related Topics

No Debt Affidavits: State Agencies Must Be Aware of Requirement with Change Orders

Monthly Reports Offer State Agency Purchasers the Decisions-Making Tools

Department Selects Ken Frye as the Employee of the Month

VENDOR SPOTLIGHT...Meet Some of Our Valuable Business Partners!

Auction Notice

The State Use Program Offers Valuable Services to Agencies

Surplus Property Assists in Flood Relief Effort

What's State Government Buying?

Current Statewide Contract Update

Questions?...Just Ask Us!


moneyshade1.gif (1837 bytes)2002 Agency Purchasing Conference
   Training Conference Assists Agency Purchasers

Agency purchasers are gearing up for the 2002 Agency Purchasing Conference on September 24-27 at Canaan Valley State Resort and Conference Center.

This training event is beneficial to state employees who are new to the responsibilities of public procurement as well as the resident experts in the field of state purchasing at the agency level. In short, there is always something new to learn.

The workshops range in topic from more general information to more detailed information. See article titled, Workshop Sessions Address a Variety of Purchasing-Related Topics.

Conference participants will receive a certificate of completion for each class attended. An agency certification program is being developed in which a core group of classes will be required of all agency purchasers. The required classes will be made available at the annual purchasing conferences.

For more information on the conference, visit our website at www.state. wv.us/admin/purchase.

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Award Programs Honor Outstanding Public
Service in West Virginia State Government

Recognizing excellence has become part of the tradition of the Agency Purchasing Conference. Each year, the Purchasing Division announces the recipients of two award programs, the Agency Procurement Officer of the Year and the Partner in Purchasing.

The Agency Procurement Officer of the Year program recognizes individuals who have demonstrated high levels of performance and professionalism. This program provides an avenue for agency procurement officers to nominate co-workers and colleagues who have served as role models in the purchasing profession.

Past recipients of this award are Edie Barker (BEP), Susie Teel (DHHR), Lt. Col. Jim Powers (State Police); Jo Miller (DHHR), Lendin Conway (DEP) and Beverly Carte (DNR).

The Partner in Purchasing program recognizes individuals who have demonstrated high levels of performance and professionalism in working with various programs administered by the Purchasing Division: Capitol Parking, Fleet Management, Fixed Assets, Surplus Property, TEAM and Travel Management. This program provides an opportunity to applaud the agency coordinators or representatives who work diligently to see these programs succeed.

Past recipients of this award include Brent Kessinger (DEP) and Barbara Haddad (IS&C).

All nomination forms for both awards must be submitted no later than Tuesday, September 6, 2002 to: Diane Holley, Purchasing Division, 2019 Washington Street, East, P.O. Box 50130, Charleston, WV 25305-0130.

An evaluation team will select the recipients of these award programs, who will be announced during the 2002 Agency Purchasing Conference at Canaan Valley State Resort and Conference Center on September 24-27, 2002.

For additional information, please contact Diane Holley at (304) 558-0661 or via e-mail at dholley@gwmail.state.wv.us.

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The Director's Comments
                                   
Purchasing Buyer Attends RFP Evaluation to Assist

By Dave Tincher
State Purchasing Director

Purchasing Director Dave Tincher When charged to serve on an evaluation committee for a request for proposal, individuals often gain a better perspective of the complexity of this method of procurement.

In short, it isn’t an easy task to complete. However, in cases where cost should not be the sole determining factor in making an award, it provides the opportunity to look at various criteria, such as experience and financial stability. Cost in this evaluation process does not exceed 30% of the vendor’s score.

Because of its complexity and that the determination is somewhat subjective, with the appropriate justification and documentation, I have requested that a buyer from the Purchasing Division attend the meetings at which time scoring will take place for requests for proposals.

The presence of our buying staff will offer the committee a purchasing resource to direct questions or request clarification on procedural issues.

The request for proposal process is used primarily for complex, high dollar purchases (over $250,000). A standard format was developed years ago to assist agencies in preparing their specifications and for vendors to respond appropriately.

A two-step bid opening process has been implemented, which entails the technical proposals to be opened and evaluated initially. After the technical scoring has been completed by the committee, approved by the buyer and an internal review committee within the Purchasing Division, the buyer will establish a bid opening date and time for the cost proposals to be opened.

This process allows the evaluation committee members to review the technical proposals without bias regarding cost.

For additional information regarding the request for proposal process, please refer to your Purchasing Policies and Procedures Handbook or view this document online at our website at www.state. wv.us/admin/purchase.

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THE TRAVEL BAG...News and Tips from the State Travel Management Office

Room Service, Please
Travelers are cutting back in many areas, but not on room service. Although it is more popular than ever, don’t count on it being prepared by the fancy eatery in the lobby. It usually comes from a different place entirely. Room service is not cheap. Expect to pay well over $100 for a nice meal for two. The wait is 35 minutes or more and some hotels add a delivery charge.

Fill Up Before the Weekend

Do you want to keep fuel costs down for that weekend trip? Stop at the gas pump a couple days ahead of time. As you may have noticed, gasoline and diesel cost more on the weekend, especially on a holiday weekend. To save a few bucks, fill it up on Thursday.

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MONEYWISE...Tips for the Thrifty

Strategies for Saving Money

Everyone has certain "triggers" that prompt them to spend money where they might have resisted. Temptation can be everywhere; after all, that's what advertising and marketing are all about. It's time to recognize these unique cues and stop them in their tracks. Try these trigger-busting tips!

$ Stay away from those people who tempt you to spend.

$ Don't shop if you are hungry, tired or depressed.

$ Think of the consequences of making the purchase.

$ Are there alternatives to buying?

$ And if you do decide to buy, do some major comparison shopping.

- Adapted from personal-budget-planning-saving-money.com

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2002 Agency Purchasing Conference
ITINERARY

 

Tuesday, September 24

Conference Registration 12:00 noon - 4:00 pm

Conference Golf /Putt-Putt Tournament 12:00 noon - 5:00 pm

Wednesday, September 25

Conference Registration 7:30 am - 9:00 am

Conference Breakfast 7:00 am - 8:45 am

Conference Commencement 9:00 am - 9:30 am

Concurrent Workshops 9:30 am - 10:30 am
(How to Get Started, Best Value Purchasing, Purchases $10K and Less, Correctional Industries)

Concurrent Workshops 10:45 am - 11:45 am
(PO Encumbrance, The Basic Process Continues, The RETURN of Purchasing Jeopardy, and Retiring State Property)

Lunch 11:45 am - 1:00 pm

Concurrent Workshops 1:00 pm - 2:00 pm
(Change Order Process, Requisition Tracking, E-Purchasing: Buying the E-asy Way, Correctional Industries)

Concurrent Workshops 2:15 pm - 3:15 pm
(Receiving Reports, Monitoring Vendor Performance, What's New with Statewide Contracts?, Legal Eagles)

Conference Banquet 6:30 pm - 8:30 pm

Wednesday, September 26

Concurrent Workshops 8:30 am - 9:30 am
(PO Encumbrance, Open Forum: Bring YOUR Questions, Process Checklists, Sheltered Workshop Services)

Concurrent Workshops 9:45 am - 10:45 am
(How to Get Started, Best Value Purchasing, Purcahses $10K and Less, Vendor Registration)

Concurrent Workshops 11:00 am - 12:00 am
(Receiving Reports, The Basic Process Continues, The RETURN of Purchasing Jeopardy, Retiring State Property)

Group Luncheon 12:00 noon - 1:15 pm

Concurrent Workshops 1:15 pm - 2:15 pm
(Change Order Process, Requisition Tracking, E-Purchasing: Buying the E-asy Way, Sheltered Workshop Services)

Concurrent Workshops 2:30 pm - 3:30 pm
Process Checklists, Monitoring Vendor Performance, What's New with Statewide Contracts?, Legal Eagles)

Karaoke 9:00 pm - 12:00 midnight

Friday, September 27

Group Breakfast 9:00 am

Future Trends in Purchasing/Conclusion 9:30 am - 10:00 am

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Workshop Sessions Address a Variety of Purchasing-Related Topics

During the 2002 Agency Purchasing Conference, workshop sessions are included as part of the itinerary (see to the left). Below is a brief description of each class to be conducted:

The Basic Process Continues: An explanation of the bid, evaluation and award process for procurements processed through the Purchasing Division.

Best Value Purchasing: Detailed information on the Request for Proposal process and other Best Value Purchasing techniques will be offered.

Correctional Industries: Products and services, including printing and furniture, available through Correctional Industries will be detailed.

How to Get Started: Clarification of the initial steps necessary in the state purchasing process, including vendor registration, determining agency needs and preparing a requisition.

PO Encumbrance: Pertinent information and requirements relating to purchase order encumbrance will be explained.

Purchases $10K or Less: An agency panel will address several issues concerning the delegated purchasing authority (purchases $10,000 or less). Audience participation is encouraged.

Requisition Tracking: An introduc-tion of the Purchasing Division’s requisition tracking system and relative timeline goals will be presented.

The RETURN of Purchasing Jeopardy: Educational game show workshops have become a popular treat for our conference participants. This year, we are bringing back one of our most applauded workshops, Purchasing Jeopardy!

Retiring State Property: Guidelines, requirements and documentation relating to the retirement of state property will be explained.

What’s New with Statewide Contracts?: Several new statewide contracts have been awarded recently, concerning technology, furniture and more!

Receiving Reports: Information will be offered by the State Auditor’s Office relating to House Bill 3034, which requires submission of receiving reports with a claim for payment.

Monitoring Vendor Performance: Vendor performance issues, including documenting complaints, will be explained. Details of steps that the Purchasing Division are taking to improve and monitor vendor perfor-mance will be shared with participants.

E-Purchasing: Buying the E-asy Way!: Electronic purchasing will open doors to many technological advancements in public purchasing in West Virginia, affecting both state government and the vendor community. Details of this project will be addressed.

Legal Eagles: Legal issues will be the focus of this workshop, including the Agreement Addendum, WV-96, bonding issues, contract negotiations and other purchasing-related concerns.

Open Forum: This open session offers the participants an opportunity to discuss purchasing-related issues which are of importance. Bring your questions to this interactive workshop!

Sheltered Workshop Services: Products and services offered through sheltered workshops will be highlighted. Information on the State Use Law will also be addressed.

Change Order Process: How does the process work to change a contract? Our buying staff will explain the steps in submitting a change order and the documentation necessary.

Vendor Registration: Explanation of the agency’s responsibilities in registering vendors who want to do business with the state. This session also will include West Virginia Code requirements and purchasing procedures relating to this topic.

Process Checklists: What is required for an agreement, a request for quotation, a change order, and other purchasing types? We have broken down the requirements into checklists to make this process easier for all agency purchasers.

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No Debt Affidavits
                  State Agencies Must Be Aware of Requirement with Change Order

When monitoring the purchasing process primarily through the Requisition Tracking System implemented by the Purchasing Division, a common delay in processing change orders for time extensions and renewals relates to the No Debt Affidavit. The vendor must complete and sign this document.

Since 1999, this affidavit has been required of the state agencies by the Purchasing Division. In accordance with the West Virginia Code, 5A-3-10A, no contract or renewal of any contract may be awarded under this article to any vendor or prospective vendor when the vendor or prospective vendor or a related party to the vendor or prospective vendor is a debtor as defined in this section and the debt owned is an amount greater than $5,000 in the aggregate.

The Requisition Tracking System has enabled the division to better identify areas for improvement or to educate the agency purchasers on parti-cular procedures or requirements.

For questions relating to the No Debt Affidavit, refer to our Policies and Procedures Handbook or contact our buying staff at 558-2306.

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Monthly Reports Offer State Agency Purchasers the Decision-Making Tools

In last month’s issue of The Buyers Network, the Purchasing Division announced the issuance of monthly reports to state agencies, listing all open-end contracts which are due to expire within a 60-day period.

These reports, generated by the purchasing automated system, provides agencies sufficient time to review the contract information and to make the necessary decisions relating to that contract, such as to renew or to rebid the contract.

Appropriate documentation is required to be prepared and submitted to the Purchasing Division regarding the decision as to whether to renew or rebid the contract.

"There is a common saying that you have to have the right tools to get the job done right," said Purchasing Director Dave Tincher. "Our staff is working hard to give the procurement officers and their support staff at the state agency level the right tools. We have implemented many new services this year, including this report, the weekly contract status electronic mail and the Requisition Tracking System. All of these efforts give what agency purchasers need: information."

Questions regarding the monthly expiring contract agency reports should be directed to Karen Byrd, director of the Acquisition and Contract Administration Section, at (304) 558-4317 or via e-mail at kbyrd@gwmail.state.wv.us.

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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 Glotfelty Enterprise of Petersburg, WVI

Glotfelty Enterprise of Petersburg, WV, offers tires and services to state agencies.

Fred Glotfelty, shareholder of Glotfelty Enterprise, said he considers himself knowledgeable in how to do business with state government. His company has actively worked with the Division of Natural Resources, the Department of Health and Human Resources, the Division of Highways and the school systems.

Glotfelty indicated that he plans to attend next year’s purchasing conference and found this year’s training event helpful.

For more details on Glotfelty Enterprise, contact Fred Glotfelty at (304) 257-2487 or via electronic mail at tricotives@hardynet.com.

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Auction Notice

The West Virginia State Agency for Surplus Property will conduct an absolute auction on Saturday, September 21, 2002, at 2700 Charles Avenue in Dunbar. A variety of property, including office furniture and equipment and vehicles, will be available for sale. For more details or a listing of available property, visit Surplus Property’s website at www.state. wv.us/admin/purchase/surplus or call toll-free at 766-2626.

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Department Selects Ken Frye as the Employee of the Month

Ken Frye - September Employee of the MonthKen Frye, an Administrative Services Manager III for the Surplus Property Unit, was selected as the Department of Administration’s Employee of the Month for September.

Ken oversees the daily operations of the state and federal surplus programs and monitors the disposal of state-owned property.

Congratulations to Ken for his hard work and dedication to public service!

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The State Use Program Offers Valuable Services to Agencies

The State Use Program encourages and assists individuals with disabilities to achieve maximum personal independence. This is achieved through useful, productive and gainful employment by assuring an expanded and constant market for their products and services, according to a brochure published by the West Virginia Association of Rehabilitation Facilities (WVARF).

WVARF is the approved Central nonprofit Agency designated by state law to develop, promote, market and manage the State Use Program in West Virginia.

This state mandated program allows state agencies the opportunity to receive various products and services without the requirement of competitive bidding.

WVARF reveals that studies conducted in other states have documented that the state receives $1.36 in value for every $1 spent through the State Use Program.

For additional information on WVARF or the services provided by the sheltered workshops in West Virginia, please contact its office at (304) 766-4894 or visit its website at www.wvarf.org.

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Surplus Property Assists in Flood Relief Effort

The West Virginia State Agency for Surplus Property (WVSASP) joined in the effort to assist West Virginia businesses affected by the recent flooding in the state.

Over 400 pieces of equipment, including office furniture, computers and copiers, were made available. Nearly 20 businesses benefited from this assistance.

"Our agency worked closely with the Governor’s Office and other state agencies, especially the Office of Emergency Services, to help these businesses start building their operations back," Frye said.

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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 Department of Health and Human Resources

Request for fiscal agent & health care claims processing services.

w All State Agencies

Request for Electrical cable and conduit as needed on a statewide basis.

w Department of Health and Human Resources

Request to Medical transcription services for the Office of Maternal, Child & Family Health, Division of Children’s Specialty Care.

w All State Agencies

         Request to provide a full line of credit card services for travel related purchases for the State’s Travel Credit Card Program.

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Current Statewide Contract Update

Information and dates (as of August 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: FASTEN
Description:
Fasteners and Accessories
File:
22
Vendor: Fastenal Company
Effective Date:
08/01/02

Contract: STAKES
Description:
Stakes
File:
22
Vendor: WVARF
Effective Date:
07/01/02

Contract: BEDDING
Description:
Mattresses, Box Springs and Pillows
File:
42
Vendor: White Dove (Motel/Hotel, Institutional)
Effective Date:
07/15/02

Contracts to be Bid or Under Evaluation

Contract: LAUNDRY
Description:
Laundry Materials
File:
22
Bid Opening:
08/07/02
Under Evaluation:
Yes

Contract: OFFICE
Description:
Office Supplies
File:
42
Bid Opening:
06/18/02
Under Evaluation:
Yes

Contract: SYSFURN
Description:
Office Systems
File:
42
Bid Opening:
06/18/02
Under Evaluation:
Yes

Contract: TCARD
Description:
Travel Credit Card
File:
31
Bid Opening:
08/27/02
Under Evaluation:
Yes

Contract: LS
Description:
Glassware/Chemicals
File:
31
Bid Opening:
08/06/02
Under Evaluation:
Yes

Contracts to be Renewed

Contract: ROUTER
Description:
Cisco Systems Routers/Maintenance
File:
21
Vendor:
Verizon
Expiration Date:
08/01/02

Contract: SAT
Description:
Satellite Transponder Time
File:
21
Vendor:
Insight Telecommunications
Expiration Date:
08/01/02

Contract: BROOM
Description:
Push Broom
File:
22
Vendor:
Winan Sanitary Supply
Expiration Date:
10/15/02

Contract: R-SHEET
Description:
Reflective Sheeting
File:
33
Vendor:
Guttman Oil
Expiration Date:
09/15/02

Contract: CEREAL
Description:
Breakfast Foods/Cereal
File:
42
Vendor:
US Food Service; Standard Food; Kelloggs
Expiration Date:
08/20/02

Contract: IPTEMP
Description:
Temporary Services for Information Processing
File:
21
Extended Date:
09/30/02

Contracts to be Reviewed

SEPTEMBER

File 21: MFSVC
Microfilm Services

File 22: ROOMS
Hotel Rooms

OCTOBER

File 21: IP
Information Processing

File 21: IMAGE
Document Imaging

File 22: LAWN
Lawn Maintenance Equipment

File 33: C-PIPE
Corrugated Pipe


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 September 2002 Issue of The Buyers Network

Contracts Extended