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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.

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.

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.

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.

Department Selects Ken Frye as the Employee of the Month

Ken 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.

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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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.