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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 2003 Issue of the The Buyers Network!


Articles in this Issue:

Mountaineer Resort Chosen as Site for 2004 Agency and Vendor Purchasing Conference & Product Expo

Emphasis on Justification of Contract Extension Requirements Strengthened

Director's Comments:
Purchasing Divisions Offers a Personal Touch to Customers

Statewide Contract for Digital Copiers Extended Until December 14, 2003

Buyers Network Newsletter Mailing List Updated

Inventory Procedures Outlined for the Disposition of Laptop Computers

MONEYWISE...Tips for the Thrifty

Training News!...Agency Purchasers Encouraged to Pursue Professional Training to Enhance Skills

The Travel Bag: News and Tips from the Travel Management Office

Vendor Spotlight...Meet Some of Our Valuable Business Partners!

2004 Agency and Vendor Purchasing Conference Information and QUESTIONNAIRE

First-Ever 2003 Architectural and Engineering 5G Conference Set

What's State Government Buying?

NIGP Online Courses

Current Statewide Contract Update

Questions?...Just Ask Us!


Mountaineer Resort Chosen as Site for 2004 Agency
and Vendor Purchasing Conference & Product Expo

The Purchasing Division has confirmed plans for the 2004 Agency and Vendor Purchasing Conference & Product Expo!

Next year's conference will be held on April 19-23 at Mountaineer Race Track and Gaming Resort in Chester, West Virginia.

Details of the conference, such as the workshop classes, are currently being developed; however, a questionnaire is included to gain feedback from our agency purchasers regarding potential topics of classes offered. (Check below for the Conference Questionnaire).

As a result of this year's conference evaluation responses, several aspects of the conference will remain the same, such as the inclusion of the product exposition offered by the participating vendors. However, some suggestions from our participants resulted in change. One of these changes was to overlap the vendor and agency portions of the conference to provide more networking opportunities. The Purchasing Division was able to accomplish this by locating a facility that offered 350 lodging rooms, plus excellent exposition space capabilities.

"Mountaineer Resort definitely wanted our business," said Purchasing Director Dave Tincher. "They proposed excellent cost-appealing accommodations that will serve our conference participants more than adequately. We are looking forward in continuing to educate and inform our agency purchasers and business representatives on the state purchasing process," he added.

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Emphasis on Justification of Contract Extension Requirements Strengthened

The Purchasing Division is placing more emphasis on requirements for change orders increasing contract amounts and requesting time extensions, according to Karen Byrd, Director of the Acquisitions and Contract Administration Section.

All time extension requests must be supported by a detailed letter of explanation from the vendor and state agency. This documentation must provide explicit information explaining the extenuating circumstances that arose during completion of the project or service resulting in the need for additional time.

Time extensions will not be approved in cases where vendors have failed to perform according to the terms and conditions of the purchase order or contract.

In addition, Byrd reminds agency procurement officers that change orders increasing, decreasing or changing the original scope of work also require a letter of explanation from the vendor and agency. Justification must provide explanations for proposed changes. Justification must describe the details resulting in the need for the proposed changes. Errors or oversights during specification development or bid preparation may not be approved.

"Agencies need to prepare this documentation in advance when possible, although it is understandable that certain circumstances do not permit such notice to be practical," Byrd said. "At a minimum, state agencies need to approve the contractor proceeding with work and to prepare and submit the paperwork to the Purchasing Division as quickly as possible so that our buying staff may process the extension or other changes. To wait until after the project is complete is not acceptable."

She emphasized that the documentation should be completed as the changes occur. Please note that if a contract extension request is received at the Purchasing Division, the buyers have been instructed to return the request to the agency for the appropriate documentation.

For more details, contact Karen Byrd at (304) 558-4317 or via e-mail at kbyrd@gwmail.state.wv.us.

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The Director's Comments:
                             
Purchasing Division Offers a Personal Touch to Customers

By Dave Tincher
State Purchasing Director

Purchasing Director Dave TincherThe Purchasing Division continues to strive to place service to our customers as one of our highest priorities.

Although hundreds of telephone calls and e-mails are received daily by our staff, each request is taken with the goal to answer the question, resolve the problem or to address the situation in the most effective way possible.

We also make every attempt to assist our customers in putting a face with the name. On our website, we offer our 'Staff Photo Gallery,' which includes the names and faces of all managers and buying staff, along with many of our valuable support staff.

Recently, we updated our photographs in our 'gallery' and have had several compliments, primarily from the vendor community, on how nice it is to place the name with a face. One vendor even contacted one of our staff, stating that she decided to contact her because she has a nice friendly smile and she knew that she would be helpful.

Our website offers a wealth of information on how to contact us! In addition to our photographs, we list our telephone numbers and e-mail addresses for all of our staff. If you feel a need to visit us in person, please contact us in advance so that we can make an appointment to see you at our earliest convenience.

Remember that our goal is to provide top-notch service to you!

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Statewide Contract for Digital Copiers Extended Until December 14, 2003

Senior Buyer Charlyn Miller recently announced that the statewide contract for digital copiers will be extended until December 14, 2003, while specifications for a new contract are being developed and a new solicitation is issued.

The current contract is serviced by Aarons Products Incorporated, American Office Systems, Inc., Minolta Corporation, Sharp Electronics, Corp., Xerox Corporation, and Ricoh Corporation.

The expiration date for the existing contract was August 14, 2003; however, vendors indicated to Miller that the product manufacturers release their new machines in September and October of each year. It was prudent for the state of West Virginia and for the participating vendors to wait until newer technology is available, Miller explained.

Questions relating to this contract may be directed to Charlyn Miller at (304) 558-2596 or via e-mail at cmiller@gwmail.state.wv.us.

For general information regarding statewide contacts, visit the Purchasing Division's website at http://www.state.wv.us/admin/purchase/swcframe.htm.

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Buyers Network Newsletter Mailing List Update

If you are reading this month's issue of The Buyers Network online because you didn't receive your copy in the mail...perhaps, you forgot to notify the Purchasing Division that you wanted to remain on our mailing list.

For the past three months, in order to update our mailing list, we have encouraged our readers to call, fax, e-mail or use the old fashion method of the U.S. Postal Service to inform us if they want to remain on our mailing list and/or if any changes need to be made to their mailing information.

If an individual was deleted from our mailing list and would like to be added, please contact Debbie Harrison at (304) 558-2315 or via e-mail at dharriso@gwmail.state.wv.us.

The Buyers Network monthly newsletter published by the Purchasing Division is also available online at our website: www.state.wv. us/admin/purchase.

Thank you for your interest in receiving this publication!

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Inventory Procedures Outlined for the Disposition of Laptop Computers

Guidelines have been in effect for many years to ensure that state property is properly received and, equally important, properly disposed of, in accordance with state law.

Each agency has designated an inventory coordinator, who maintains the agency's inventory and submits requested information in a timely manner. It is also the coordinator's role to educate their employees on the importance of managing their state property, especially those items which may be in the possession of individuals. Such items include laptop computers, which are often used by state employees outside of their work sites.

Because items may be 'sight unseen,' it is important for agency inventory coordinators and management officials to take extra effort to locate and ensure proper usage of these types of assets. In addition, property must be intact when disposed through the Surplus Property Unit.

In the case of laptop computers, cameras and video cameras, as well as all equipment, the parts of the computers are to be retired as one unit. No cannibalization of equipment shall be performed on any state property.

According to the recently revised Inventory Management and WVFIMS Fixed Assets Training Manual, every effort should be taken to secure all state-owned equipment. Because laptop computers are often taken to other locations outside of the workplace, individuals should take every precaution to alleviate any possibilities of theft, including locking the vehicle at all times when not in use. When any property on the agency's inventory has been stolen, the theft must be reported to the police.

In a recent memorandum from Purchasing Director Dave Tincher, he reminded state agencies of the importance of disposing all obsolete equipment, regardless of cost, to the Surplus Property Unit. Tincher also stressed the importance of the role of the agency inventory coordinator in disseminating valuable information regarding guidelines and procedures. Effective June 1, 2003, the new manual is available online at http://www.state.wv.us/admin/purchase/AdminUnit/default.htm.

All assets with an acquisition cost of $1,000 or more are to be placed on the WVFIMS Fixed Assets System. This step is required as soon as the equipment has been accepted and the invoice paid, generating the "I" document number.

For additional information regarding inventory management procedures, please refer to the online manual or contact Jo Ann Dunlap, Administration Unit Manager, at (304) 558-0059 or Ken Frye, Surplus Property Manager, at (304) 766-2626.

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The Travel Bag:
Tips for the Thrifty


Travel Confidentiality Statements

Each agency travel coordinator was sent a confidentiality agreement regarding the distribution of travel-related information. This agreement was to be signed and returned to Diane Holley of the Purchasing Division. If you have any questions regarding the agreement, please contact her at (304) 558-0661 or by e-mail at dholley@gwmail.state.wv.us.

Pack Less for Trips

Whether you are packing the car or packing suitcases for the airport, it is best if you pack light. Make a list considering where you'll go and what you'll do. Leave out anything you might not need. You can buy on arrival if necessary.

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MONEYWISE....Tips for the Thrifty

Myths About Saving Money on Food

People use coupons to save money. They buy in bulk, thinking the bigger the product, the bigger the value. They go for the generic brand often, mistakenly thinking that it's cheaper. Though it can be, that's not always the case. The following are myths that have endured time but are false upon further examination.

Adapted from The Dollar Stretcher newsletter

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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 to provide quality assurance monitoring, primarily for the implementation phase of the Bureau for Medical Services' MMIS re-procurement contract.

w Adjutant General's Office

Request to provide security guard services at four locations in the state.

w Regional Jail Authority

Request for chemicals, munitions, firearms, restraints and riot gear for the Western Regional Jail.

w Development Office

          Request for a consultant for "Main Street" Community Development Program.

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Training News!...Agency Purchasers Encouraged
to Pursue Professional Training to Enhance Skills

In last month's issue of The Buyers Network, an announcement was included regarding a seminar sponsored by the West Virginia Chapter of the National Institute of Governmental Purchasing (NIGP). The seminar, titled "Intermediate Public Procurement," will be conducted in the Charleston area on October 29 at the South Ridge Hampton Inn.

Instructed by William "Joe" Tommie, CPPO, this one-day course targets public officials responsible for purchasing goods and/or services or managing materials for governmental units as well as others interested in obtaining purchasing knowledge.

The seminar outline includes materials management, legal requirements, meeting organizational needs, controlling transportation and traffic, selection of procurement methods, contract administration, procurement automation, inventory management, procuring capital equipment and purchasing construction services.

The fee for this course is $500 for national members, $660 for chapter members and $770 for non-members.

For registration forms and additional information, please contact Beverly Carte of the Division of Natural Resources at (304) 558-3397 or fax (304) 558-2165. She may be reached by email at: bcarte@dnr.state.wv.us.

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Vendor Spotlight...Meet Some of our Valuable 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 Paramount Technologies of Follansbee, WV

Paramount Technologies of Follansbee, West Virginia, provides various products, including closed circuit television equipment, access control equipment, communication equipment, electronic components, electrical test equipment and related supplies.

Eric McGrew of Paramount Technologies indicated that by attending the Agency and Vendor Purchasing Conference this year, his company plans to pursue more direct marketing interaction with state agencies. In the past, his company primarily responded to solicitations advertised in the Purchasing Bulletin. Paramount Technologies works closely with the State Police, Division of Corrections and Department of Education.

"Attending the conference offered me a good opportunity to meet key people from various agencies and to display our capabilities to a variety of people at one time," he said.

For additional information regarding the services offered by Paramount Technologies, please contact Eric McGrew at (800) 891-4949 or by email at emcgrew@paramounttechnologiesinc.com.

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2004 Agency and Vendor Purchasing Conference

General Information

The 2004 Agency and Vendor Purchasing Conference & Product Expo will be held on April 19 - 23 at Mountaineer Race Track in Chester, West Virginia. 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 September 15, 2003 to the attention of Diane Holley at the address on page 8 of this newsletter.

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 the Agency Procurement Officer of the Year and the 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 ninth year for the Agency Procurement Officer of the Year and the fifth year for the Partner in Purchasing, which honors an individual in the field of inventory management, travel, fleet, surplus property or TEAM.

QUESTIONNAIRE

Which topics would you 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 Millionaire?

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   
(all participants)         

Roundtable discussions
(agency participation)

Small workshop sessions

Other: ______________________

Other comments: ______________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

 

Thank you for your cooperation with our professional development efforts!

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First-Ever 2003 Architectural and Engineering 5G Conference Set

The Purchasing Division is pleased to join with the American Institute of Architects and American Council of Engineering Companies of WV in sponsoring the 2003 Architectural and Engineering 5G Conference on September 30 - October 1 at Oglebay Park in Wheeling, West Virginia. Please direct this information to the appropriate individual in your organization.

5G of the West Virginia Code addresses the procurement of architect-engineer services by the state and its political subdivisions. Due to the usage of this law by various units of government in West Virginia, the purpose of this conference is to generate discussion regarding the interpretations and applications of 5G. Two tracks will be offered: for public agencies and another for architectural and engineering firms.

The fee for all participants of the 2003 Architectural and Engineering Conference is $100. Interested individuals may visit the conference website at www.state.wv.us/admin/purchase/conference/5G/2003/default.htm. Questions may be directed to our conference coordinators: Diane Holley (dholley@gwmail.state.wv.us / 558-0661) or Debbie Watkins (dwatkins@gwmail.state.wv.us / 558-3568).

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NIGP Online Courses

NIGP announces two new online courses available, "How to Process and Evaluate Bids," and "Specification Writing."

Online training is a convenient and affordable way to enhance your knowledge and skills. Offered on the Internet, the programs are self-paced to meet your schedule.

For more information about NIGP’s online courses or to register visit www.nigp.org/professional_development/OnlineTraining.htm. Questions may be directed to NIGP at distancelearning@nigp. org or call 1-800-FOR-NIGPx233.

 

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CURRENT STATEWIDE CONTRACT UPDATE

Information and dates (as of August 15, 2003) included in this Current Statewide Contract Update are subject to change. If you need additional information, please contact the appropriate state buyer.

Contracts Awarded

Contract: SAT
Description: Satellite Transponder Time
File: 21
Vendor: G2 Satellite Solutions Co.
Effective Date: 08/15/03

Contract: OIL
Description: Lubricants and Oils
File: 22
Vendor: Apollo Oil
Effective Date: 08/15/03

Contract: HOUSE
Description: Housekeeping Materials
File: 42
Vendor: Winans Sanitary Co., Inc.
Effective Date: 07/15/03

Contract: INKCRT
Description: Ribbons and Laser Toners
File: 42
Vendor: Impression Products
Effective Date: 08/01/03

Contracts to be Bid or Under Evaluation

Contract: WATERT
Description: Water Treatment Chemicals
File: 22
Bid Opening: 07/23/03
Under Evaluation: Yes

Contract: LIGHT
Description: Lighting; Bulbs
File: 42
Bid Opening: 08/07/03
Under Evaluation: Yes

Contracts to be Renewed

Contract: ROUTER
Description: Cisco Systems Maintenance
File: 21
Vendor: Verizon
Expiration Date: 07/31/04

Contract: BARSOAP
Description: Bar Soap
File: 22
Vendor: Various
Expiration Date: 07/14/0
4

Contract: DFS
Description: Disposal Food Service
File: 22
Vendor: US Food Service of WV; Mid-American Chemical Supply Co.
Expiration Date: 07/14/0
4

Contract: LAUNDRY
Description: Laundry Materials
File: 22
Vendor: Ecolab
Expiration Date: 08/31/0
4

Contract: FUEL
Description: Fuels: Motor and Heating
File: 33
Vendor: Various
Expiration Date: 06/30/0
4

Contracts Extended

Contract: IP
Description: Information Processing Equipment
File: 21
Comments: Extended until 10/31/0
3

Contract: CRENTAL
Description: Car Rental Services
File: 23
Comments: Extended
until Further Notice

Contract: IPTEMP
Description: Information Processing Temporary Services
File: 21
Comments: Extended until 09/30
/03

Contract: CANLINER
Description: Unisource
File: 31
Comments: Extended until Further Notice

Contracts to be Reviewed

SEPTEMBER

File 21: MFSVC
Microfilm Services

File 22: HOTEL
Hotel Room
s

File 31: TCARD
Travel Management Charge Card

File 31: DEBT
Debt Collection Services

OCTOBER

File 22: BUCKETS
Buckets

File 22: LAWN
Lawn Maintenance Equipment

File 33: C-PIPE
Corrugated Pipe

File 42: IMAGE
Document Imaging

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 2003 Issue of The Buyers Network