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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 March 2003 Issue of the The Buyers Network!

Articles in this Issue:

West Virginia Welcomes MasterCard as the Official State Travel Card

Director's Comments:
Celebrating the Value of the Purchasing Profession

Register Today for the 2003 Purchasing Conference

State Capitol Implements Security Access System; Changes Expected on Campus

MONEYWISE...Tips for the Thrifty

Question of the Month

Purchasing Conference Changes Format to Enhance Training Opportunities

THE AGENDA (Purchasing Conference)

Workshops Provide Information for Agency Purchasers

State Agencies Continue to Receive Monthly Expiration Contract Reports

Where Can You Find Us? We've Got the Directions!

Vendors Display Products and Services to Agency Purchasers at Conference

March Deadline Approaching for the Reduction of State-Owned Vehicles

Nuts & Bolts

Current Statewide Contract Update

Questions?...Just Ask Us!

West Virginia Welcomes MasterCard as the Official State Travel Card

MasterCard...the State's New Travel CardMany state employees will be carrying something new in their wallets…the MasterCard Travel Card. United Bank was the successful bidder in the TCARD statewide contract for travel credit card services.

The existing statewide travel card contract with Diners Club will expire March 31, 2003.

A smooth transition from Diners Club to MasterCard is expected, primarily due to the dissemination of information to all state travel coordinators in a timely manner, according to Catherine DeMarco, State Travel Manager. In February, six workshop sessions were conducted for state travel coordinators in Morgantown and Charleston.

Tina Smith, Assistant Vice President of United Bank, expands on the many advantages of the new MasterCard Travel Card. "One such advantage is that while traveling for business, you will have access to cash at over 799,000 ATMs worldwide. In addition, you may obtain a cash advance over the counter at any bank displaying the MasterCard logo, including the many convenient locations of United Bank," she said. Ghost accounts will continue to be available to agencies upon request.

An application and procedures for applying is available at the State Travel Management Office’s website at Once completed and signed, the applicant must submit the application to the state travel coordinator for review, approval and processing. The travel coordinator will ensure that the appropriate supervisor has approved the card for the employee and that all necessary sections of the application are complete.

United Bank offers a variety of reporting features for the state, including cardholder lists, aging and credit line analysis, employee activity report, cardholder recap reports by time line, employee cash advance reports, closed accounts reports, etc.

Questions regarding the new state travel card may be directed to Manager Catherine DeMarco at (304) 558-2613.


Important Credit Card Information

Annual Percentage Rate 18.00% fixed
Cardholder Fees Standard card fee waived
Card Replacement No charge
Grace Period for Repayment of Purchases and Cash Advances 60 days on an average to repay total balance before finance charges are imposed
Method for Computing the Balance Average daily balance (including new purchases and cash advances)
Issuance of Travelers Checks No service charge at United Bank branch offices
Emergency Cash Advances $1.50 per cash advance/ATM transaction. Minimum transaction $100.00
Foreign Currency Conversion 1% of transaction amount
Late Payment Fee 5% of the minimum payment amount not less than $1.00 or more than $15.00
Returned Checks $20.00
Cash Advances/ATM Acess

$1.50 per cash advance/ATM transaction. Minimum transaction $100.00

Minimum Finance Charge $.50

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The Director's Comments
Celebrating the Value of the Purchasing Profession

By Dave Tincher
State Purchasing Director

Purchasing Director Dave Tincher The month of March has long been slated as "Purchasing Month" by the National Institute of Governmental Purchasing (NIGP). In light of current budget shortfalls, there has never been a better time to focus on the significant impact of public procurement savings as it relates to governmental spending.

According to a press release by NIGP, research has proven time and time again that educated and certified procurement professionals have the necessary skills and tools to get the most use from each and every tax-payer dollar.

Purchasing Month is an international event that re-cognizes the significant contributions public purchasers make to the quality, efficiency and effectiveness of small and large governmental agencies every day, not only in the United States but throughout the world.

The Purchasing Division’s annual training conference strives to provide the ingredients to an efficient mixture of education, experience and networking. For additional information on this upcoming training event, please turn to pages 4 and 5 or visit our website at www.

All state agency purchasers and managers are encouraged to take a proactive position to further the awareness of ethical purchasing practices in our state government.

Since the month of March is traditionally set aside to reflect on the accomplishments of the past and the visions of the future, I hope that you take time to review the practices and processes for which you have implemented in your agency and look toward the future to continue to find ways to make positive improvements.

Be proud of the important role you play in state government!

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Register Today for the 2003 Purchasing Conference

ATTENTION ALL STATE AGENCY PURCHASERS: Don't miss out on this spectacular event to not only learn valuable information about many purchasing-related topics, but our participants also will have plenty of networking opportunities. In addition, many of our vendors will display their products and services during our Products Exposition.

Registration is easy!...Jump online to our online registration website at

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A pilot program for the new security access system was implemented in Building 3. The system will be rolled out in Building 5, 6 and 7.
State Capitol Implements Security Access System;
Changes Expected on Campus

The State Capitol Complex is experiencing dramatic changes relating to accessibility. On behalf of the Division of Protective Services, the Purchasing Division awarded a contract last year for a card security system to be installed in the buildings on campus.

According to Jay Smithers, deputy director of Protective Services, the pilot program for the security system in Building 3 has been successful and the roll-out to buildings 5, 6 and 7 is now in progress. The State Capitol will be the last to be completed due to the complexity of installing the equipment in the exterior.

"This system will greatly enhance the security of all state employees and visitors at the Capitol Complex and allow those individuals on campus a peace of mind," Smithers said.

A "proximity card" will be assigned and distributed to each employee which they will be able to scan in a special devise at the building’s entrances. Without ‘access’ to the building, the individual will have to enter through the ‘official’ entrance as would a visitor.

Smithers suggests to have your card ready when approaching the device and not to ‘piggyback’ on a card. Two people may not gain access through the use of one card.

If an employee’s card is lost or stolen, the employee must contact Protective Services immediately. The card will be cancelled and a new card will be issued at a cost of $20.

For more information or a copy of the videotaped training that was conducted last fall for each employee working at the Capitol Complex, please contact Protective Services at 558-9911.

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MONEYWISE...Tips from the Thrifty

Stopping Automatic Deductions from Checking Account

Whether an automatic deduction covers payments for insurance or something else, stopping it can prove to be difficult. What are you to do?

First, contact the company to cancel the automatic payment arrangement.

Banks indicate that it is common for unscrupulous companies to sneak one additional payment or more through your account. They recommend a stop-pay order.

Such companies may try to circumvent the order by making small changes in the amount so stop-pay won’t work.

Bank representatives also say that they can void the deduction if you catch it within a day or two, so check your account for a few days before and after the normal due date.

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What should I do if I experience poor performance from a vendor that my agency has been doing business with?


If a vendor does not provide the product or service for which it was contracted or such appropriate levels of delivery or quality were not met, agency purchasers should complete a Vendor Performance Form (WV-82) and submit to the Purchasing Division, detailing the steps it has taken to resolve the problem.

EVEN if the problem has been resolved, the Purchasing Division requests that the agency complete the form to document the problem which had occurred.

Only after all attempts have been exhausted by the agency to resolve the problem will the Purchasing Division intervene.

Please note that the Vendor Performance Form is available on the state's Intranet site for your convenience.

We want your questions! … Submit your questions via e-mail to Diane Holley at

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Purchasing Conference Changes Format to Enhance Training Opportunities

The Purchasing Division is offering something new and exciting this year and it can be summed up in a few words: 2003 Agency and Vendor Purchasing Conference & Product Exposition!

In the past, separate conferences were held for representatives of state agencies and businesses, respectively. This year, there will be a single conference with the buyers and sellers joined together.

Lakeview Resort & Conference Center in Morgantown, West Virginia will host this year’s training conference. Agency purchasers will arrive on Tuesday, April 8, with a packed full agenda awaiting them. The conference will conclude April 11 at about 11:30 a.m.

The Purchasing Division promises that this year’s purchasing conference will be the best ever. The agenda has changed dramatically to provide every participant with an abundance of information, networking possibilities and educational opportunities that will greatly benefit the agency purchasers and business representatives.

In addition to workshop sessions for agency purchasers and combined classes with vendor participants, businesses will be offering a Product Exposition to showcase their products and services.

A brief itinerary is included in the insert on this page. There are many changes from past conferences. The appropriate dress for this conference is business casual, with a suggested business attire for the banquet.

In addition to the valuable information presented within the workshops, the conference also offers ample opportunities to network with others to discuss similar issues and concerns.

Registering for the conference is simple. There are two different ways to register:

The registration fee is $175 per participant, which covers materials, group meals, administrative costs and attendance to all workshop sessions. Payment may be made using the State Travel Card, the State Purchasing Card or the participant may choose to process the invoice after the conference and issue payment.

Participants must make their own lodging arrangements by calling Lakeview Resort at 1-800-624-8300 and indicate that you are attending the Purchasing Conference. A special rate of $85 per night has been negotiated with this facility. Condominiums also are available at the same nightly rate (with a minimum of two occupants).

Special rates have been negotiated with the area hotels/motels. For a complete list of these facilities, please access the conference registration area of our website at
our conference website:

So…what are you waiting for? Register today! If you have a question, please contact our conference coordinators who can assist you with any information you may need:

Diane Holley
(304) 558-0661

Debbie Watkins
(304) 558-3568

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2003 Agency and Vendor Purchasing Conference & Product Exposition


Tuesday, April 8, 2003
12 noon – 4 p.m.
Conference Registration

4 p.m. – 8 p.m.
Product Expo Open

Wednesday, April 9, 2003
7:30 a.m. – 8:30 a.m.
Conference Registration

8:30 a.m. – 9:30 a.m.
Group Breakfast and Conference Commencement

9:30 a.m. – 1 p.m.
Product Expo Open

1:30 p.m. – 2:30 p.m.
Concurrent Workshop Sessions

2:45 p.m. – 3:45 p.m.
Concurrent Workshop Sessions

6:30 p.m. – 8:30 p.m. Conference Banquet

Thursday, April 10, 2003
9 a.m. – 10 a.m.
Concurrent Workshop Sessions

10:15 a.m. – 11:15 a.m.
Concurrent Workshop Sessions

11:30 a.m. – 12:45 p.m.
Group Luncheon

1 p.m. – 2 p.m.
Concurrent Workshop Sessions

2:15 p.m. – 3:15 p.m.
Concurrent Workshop Sessions

Friday, April 11, 2003
7:30 a.m. – 9 a.m.
Group Breakfast

9 a.m. – 10 a.m.
Concurrent Workshop Sessions

10:15 a.m. – 11:15 a.m. Concurrent Workshop Sessions

Conference Conclusion

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     Workshops Provide Information for Agency Purchasers

The Purchasing Division makes every effort to offer our participants a variety of classes to benefit everyone. Below is a listing of the topics to be addressed at the 2003 Agency and Vendor Purchasing Conference and Product Exposition:

w Agency Purchases

w Change Order Process

w Correctional Industries

w Fixed Assets

w Fleet Management

w Higher Education Purchasing

w Just the Basics

w Legal Issues

w Money Matters

w PO Encumbrance

w Purchasing Feud

w Purchasing Website & Technology

w Requests for Proposals

w Requisition Tracking

w State Use Program

w Statewide Contracts

w Surplus Property Disposition

w Technical Contracts

w Travel Management

w Vendor and Agency Relations

w Vendor Registration

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State Agencies Continue to Receive Monthly Expiration Contract Reports

The Purchasing Division continues to provide agencies with a monthly listing of any agency contracts that are expected to expire within a 60- day period.

According to Karen Byrd, Director of the Acquisitions and Contract Administration Section, the feedback from the agencies regarding these reports has been very positive and viewed as helpful reminder.

"We began sending agencies these reports last summer as a result of an increased problem with agencies requesting backdated contract renewals," said Byrd. She added that some improvement has been made since the implementation of these reports.

The Agency Contract Expiration Reminder Reports offer agencies the purchase order number, description, vendor name, origination date and expiration date.

Byrd requests that agencies provide the Purchasing Division with a renewal or rebid request no less than 30 days prior to an expiration of a contract, to provide the Purchasing Division adequate time to take action.

If you have any questions regarding these reports, please contact Karen Byrd at (304) 558-4317 or via e-mail at

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Where Can You Find Us? We've Got the Directions!

If you are planning a trip to the Purchasing Division’s office or a vendor has asked you to provide directions to our location, we’ve made it easy on you.

Directions to our office may now be found online at our website at htm.

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Vendors Display Products and Services to Agency Purchasers at Conference

What’s available in the today’s market? How are various industries changing? What’s new with technology? What products and services are expected to be introduced in the near future?

Products and services that we use every day are changing. What better way can we learn about these changes than from the business leaders who are spearheading the products and services of tomorrow?

At the 2003 Agency and Vendor Purchasing Conference in April, business representatives will be participating in our Product Exposition. State agency purchasers will have plenty of time to browse from exhibit booth to exhibit booth to see, feel, touch and talk to the innovators of the products and services that we may be using in the future.

This added feature to our conference surely will produce positive network opportunities and provide an education beyond the classroom!

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March Deadline Approaching for the Reduction of State-Owned Vehicles

The March 31, 2003 deadline is approaching, at which time all vehicles affected by Gov. Bob Wise’s Executive Order 03-1 must be retired to the West Virginia State Agency for Surplus Property.

The Purchasing Division distributed a Vehicle Reduction Action Plan to the affected agencies, which provided guidance as to the retirement of such vehicles. A total of 555 vehicles will be retired as a result of this reduction.

The Purchasing Division request-ed that by February 28, 2003, agencies submit the list of vehicles to be retired in preparation of the delivery of nearly 270 vehicles at the Surplus Property location in Dunbar, West Virginia. An additional 278 vehicles retired by the Department of Transportation will be made available on a regional basis to eligible organizations and to the public. Regional public auctions have been established to take place in Wheeling, Martinsburg, Buckhannon and Beckley.

The Purchasing Division was charged by the governor to organize the retirement and sale of these fleet vehicles. "Once we were informed that we would be the central point of contact for the fleet reduction, we quickly created a plan and shared this information with all agencies involved," said Purchasing Director Dave Tincher. "We have communicated with the agencies, political subdivisions and the Governor’s Office to ensure that everyone is aware of the status of the reduction and how the vehicles will be received and made available for sale."

The West Virginia State Agency for Surplus Property will be conducting an absolute auction on March 15, 2003 at its Dunbar location at 2700 Charles Avenue, beginning at 10 a.m. Approximately 100 vehicles will be sold at this auction. Property may be inspected from March 10-14, 2003 from 8:30 a.m. to 4:30 p.m.

Additional information regarding this auction will be available at Surplus Property's website at

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Information and dates (as of February 14, 2003) 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: BUCKETS
: Calico Industries, Hagemeyer, WInans Services, Jani Source, Inc.
Effective Date: 02/01/03

Contracts to be Bid or Under Evaluation

Contract: OFFICE
Description: Office Supplies
File: 42
Bid Opening: 06/18/02 (Cost opened 01/29/03)
Under Evaluation: Yes

Contract: CLRM
Classroom/Meeting Room Furniture
File: 42
Bid Opening: 0
Under Evaluation: Yes

Contracts to be Renewed

Contract: IMAGE
Description: Document Imaging
File: 21
Vendor: West Virginia Association of Rehabitation Facilities
Expiration Date: 01/31/0

Contracts Extended

Contract: IP
Description: Information Processing Equipment
File: 21
Comments: Extended until 04/14/03

Contract: HOUSE
Description: Housekeeping Materials
File: 22
Comments: Extended until 04/30/03

Contract: CARPET
Carpet and Rugs
Comments: Extended until 04/30/03

Contracts Canceled

Contract: HDTOOLS
File: 2

Contracts to be Reviewed


File 22: STAKES    
Survey Stakes and Flags

Plastic Can Liners

File 33: FUEL
Fuel: Motor and Heating

File 42: FOOD
Canned Foods and Staple Groceries

File 42: FINEPAP
Computer Paper

File 42: ENVLOP

File 42: TAGS
Identification Tags


File 21: ROUTER
Cisco Systems Routers/Maintenance

File 22: WATERT
Water Treatment Chemicals

File 22: BARSOAP
Bar Soap

File 22: DFS
Disposable Food Service

File 22: FASTEN

File 42: BEDDING
Mattresses, Box Springs and Pillows

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

File 21
Charlyn Miller

File 22
Pam Jones

File 23
Chuck Bowman

File 31
Evan Williams

File 33
John Johnston

File 41
Ron Price

File 42 
Betty Francisco

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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:



E-Mail Address:


Need Information About:


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Thank You for Viewing our March 2003 Issue of The Buyers Network