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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 April 2004 Issue of the The Buyers Network!

Articles in this Issue:

And the Walls Came Tumbling Down...
The Purchasing Division Makes a Few Changes to its Office

Director's Comments:
Be Aware of Scams!...Here's Some Helpful Advice

Local Preference Laws Exist in a Third of Public Agencies

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

More Details on the Move
Purchasing Staff Learns to Adapt to the Office Renovation

Give It Time...

It's That Time Again...
Federal Surplus Property Warehouse Inventory Means Savings to YOU!

Surplus Property Public Auction

Nuts & Bolts

MONEYWISE...Tips for the Thrifty

Earth Day Offers State Purchasers Good Reminder on Recycling Efforts

The 2003 State Legislative Session Comes to a Close

Congratulations to DOH's Sue Farley

NIGP Certification Course: West Virginia Chapter Announces Procurement Course

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

Current Statewide Contract Update

Questions?...Just Ask Us!

The Purchasing Division's file room had to be expanded in order to accommodate the volume of documents.And the Walls Came Tumbling Down...
  The Purchasing Division Makes a Few Changes to its Office Space
The modular units are disassembled after moving 11 Purchasing Division employees to the second floor of Building 15.

The Purchasing Division is in the process of making changes to its office space in Building 15.

Office space has been limited in the past; however, the opportunity presented itself to acquire additional office space on the second floor of our building, which was needed to operate more efficiently. We apologize to our state agencies, business representatives and the general public for any inconvenience that this renovation may incur and appreciate your patience.

Read "Purchasing Staff Learns to Adapt to the Office Renovation" below for more details and pictures.

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The Director's Comments:
              Be Aware of Scams! Here's Some Helpful Advice

By Dave Tincher
State Purchasing Director

Purchasing Director Dave TincherDesignated as a procurement agent with your agency, you may become a target of questionable marketing techniques used by certain businesses. Some of these techniques may be considered unethical, while others can be described simply as illegal.

Occasionally, the Purchasing Division receives reports from agency purchasers of telephone calls or e-mails that make a wide range of promises. The caller often asks for the model or serial number of certain equipment that you may have in your office. The vendor may indicate that they needed this information to determine pricing for supplies.

Be careful of suspicious inquiries. If you DO receive such a call, please do not give out specific information, such as serial numbers. You may remind the caller of the Purchasing Division's policies and procedures.

Telephone scams are not uncommon in any industry; therefore, the responsibility lies on each of us to be cautious when providing information to solicitors.

I suggest that you respond to these calls by requesting that business representatives mail you information about their products and services. This action will most likely deter questionable vendors from pursuing the scam.

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Local Preference Laws Exist in a Third of Public Agencies

According to a survey produced by the National Institute of Governmental Purchasing (NIGP), approximately 32 percent of all respondents indicated that their public entity had a local preference ordinance, statute or law on the books - with 15 percent claiming that the law was based on a fixed percentage extended to local suppliers.

Based on similar percentages, 28 percent of the respondents believed that local preferences benefited the local economy, the local tax base and the local supplier community, while 67 percent believed that local preferences adversely impacted competition and pricing.

The survey results concluded the following when asked if the public agency currently has a local preference ordinance, statute or law:

Yes 15.70%
Required based on a fixed percentage

Yes 90%
Required based on a fixed dollar amount

Yes 3.59%
Optional based on situation

Yes 5.83%
Optional based on reciprocity of another jurisdiction

Yes 5.83%
Based on another process not listed above

No 68.16%

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News and Tips from the State Travel Management Office

Click for State Travel Information

If you have not visited the Travel Management Office's website recently, a wealth of information awaits you! This website,, now includes an index of lodging facilities offering state discounts, the Delta City Pairs fares and the MasterCard Guide to Benefits.

In addition to this information, the site also includes the in-state hotel directory; the State Travel Regulations; travel forms; "State Travel News," the travel quarterly newsletter; the prescribed maximum per diem rates for CONUS and for foreign areas, and links to the websites for National Travel and United Bank.

Prices Could Limit Car Travel

For the first time, there are more cars per household in the U.S. than there are licensed drivers. The Department of Transportation reports that, on average, there are 1.9 vehicles per household and 1.8 drivers. About 30 percent of households own three vehicles.

In spite of these statistics, authorities predict that high fuel prices will limit the number of miles they will travel by car this year.

Mileage Reimbursement Rates

Please remember that effective January 1, 2004, the mileage reim-bursement rates increased to 37.5 cents per mile. For questions regarding submitting your travel settlement, please contact your agency travel coordinator.

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More Details on the Move
                 Purchasing Staff Learns to Adapt to the Office Renovation

UNDER CONSTRUCTION...Purchasing Division staff has worked among the debris from the renovation of the downstairs office space. Despite the transition, work continued to be processed by the staff on a regular basis. The Purchasing Division staff has learned quickly the importance of being flexible during their recent renovation of their office space in Building 15.

As we indicated in last month's issue of The Buyers Network, our division had the opportunity to acquire a portion of the second floor of our building. Therefore, plans were quickly developed to determine the most efficient use of this additional space.

The most urgent need related to the filing space for purchasing records. The 'file room' is being expanded to better accommodate the records which must be retained at our location.The hallways were temporarily filled with partitions which were disassembled while the carpeting was laid on the first floor of the Building 15.

Security was another issue which needed to be enhanced. The renovated space will require all visitors of the Purchasing Division to sign in at the reception area. If the individual has an appointment or needs to see an employee, the security door to the staff area will be opened utilizing an electronic feature to unlock the door.

Appropriate storage for bids was also addressed in the new design. An area is now designated for the storage of bids and proposals until they are to be opened.

The director's office, the Acquisitions and Contract Administration Section, and the Administration Unit will continue to remain on the first floor of the building.

The remaining employees of the Automation Unit, Communications and Training Unit, Credit Card Services, Fleet Management Office, New Business Development Office, and the Travel Management Office will be located on the second floor of the building.

Although this transition has progressed rather quickly in the past month, the work processes has continued with as little delay as possible in our buying section. There may be some incidences in which telephones and/or computer access may be unavailable. Your patience is greatly appreciated.

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Give It Time...

Lead times when planning to procure most commodities continue to increase as a result of economic conditions throughout the country. It is not too early to plan your needs for the months ahead and place your orders as soon as possible.

Ample time must be provided for processing your order through the Purchasing Division, receiving your merchandise and the processing of payment.

Be smart...think ahead!

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It's That Time Again...
         Federal Surplus Property Warehouse Inventory Means Savings to YOU!

Federal Surplus Property WarehouseEach year, the West Virginia State Agency for Surplus Property (WVSASP) is required to conduct an inventory of all federal property at its Dunbar location.

Prior to the inventory process, WVSASP schedules a property reduction sale to help alleviate many of the items in the federal warehouse that will need to be counted and documented.

The Pre-Inventory Reduction Sale will offer all property at 50 percent off from April 19-21. Additional discounts will be offered for quantity purchases.

Federal Surplus Property customers that have an updated Application for Eligibility on file and are approved as 'eligible' may participate.

Prices will be in effect ONLY for these specific dates.

The types of property available include hand tools, power tools, office equipment, household items, appliances, furniture, military gear, exercise equipment, lab equipment, tractors, generators and a variety of vehicles.

For a full listing of property available at the sale, visit our website at and click "What's New?"

For additional information or questions, please call (304) 766-2626 or (800) 576-7587 to inquire about property availability or your eligibility status.


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Surplus Property Public Auction

Mark your calendar now... for the next Surplus Property public auction.

The next public auction sche-duled by the West Virginia State Agency for Surplus Property is Saturday, May 15, 2004, at 2700 Charles Avenue in Dunbar.

Contact Surplus Property at 766-2626 for more details or visit its website at

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  • Senior Buyer Betty Francisco shares information on changes relating to three statewide contracts under her file.

    CLRM03 - The statewide contract with Keystone Concepts for classroom furniture was renewed through March 14, 2005. Additional items were included with this renewal, including larger desks and some styles not previously covered by this contract. Additional choices for table tops were added. To order a catalog, contact Dave Petrina at (888) 446-5797.

    SANPAP02 - The statewide contract with Unisource for sanitary paper (paper towels, toilet tissue, facial tissue) was renewed through March 14, 2005. Contact Ted Garnes at Unisource at (800) 344-6604 to place orders.

    OFFICE02 - The statewide contract for office supplies was renewed through February 28, 2005. The Purchasing Division has added the 2004 net pricer list, which is also available on a CD, and the 2004 Boise Office Products catalog. State agencies are encouraged to make their purchases through the internet. CD’s, Net Pricer Lists, Catalogs and internet training may be obtained by contacting Sharon Covert at (304) 755-8172.

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Earth Day Offers State Purchasers Good Reminder on Recycling Efforts

April 25 marks the 34th celebration of Earth Day. This annual event was first held in 1970 to encourage conservation and earth-friendly living. Today, conservation continues to be addressed in our personal and business lives.

A major way to conserve our resources is through recycling. This is a process by which materials that are otherwise considered trash or waste are collected and reused.

Why Recycle?

Waste disposal is a critical issue for communities across the country. There is no easy way to get rid of the garbage we once assumed could be buried or burned and forgotten.

West Virginians generate 1.4 million pounds of solid waste each year. Only four percent of that total is recycled. By law, communities with populations over 10,000 were to begin recycling by 1994. In addition, many of the state's 44 landfills will close rather than meet the more stringent regulations that go into effect over the next few years.

Recycling can help solve the waste disposal dilemma:

w Recycling reduces our reliance on landfills and incinerators.

w Recycling can cost less than operating landfills or incinerators.

w Recycling helps protect our health and the environment by removing harmful substances from the waste stream.

w Recycling conserves natural resources by reducing the need for raw materials.

w Recycling used materials into new products is less damaging to the environment than using raw materials to produce new products

w Recycling helps instill a sense of environmental responsibility.

Recycling is one way to reduce waste, conserve natural resources and protect the environment. An even better solution to the waste problem is not to create it in the first place.

In your personal life, here are some ways to reduce waste:

w Select products with a minimum amount of packaging. About one-third of the residential waste stream is made up of packaging.

w Select durable products that can be used for a long time. Avoid disposable items, such as paper napkins and towels,  foam and plastic cups and plates, food bags and wraps, razors and diapers. This keeps both the product and its                         
packaging out of the landfill.

w Buy large sizes of products that you use often. Single-serving food items often consist of more packaging than food.

w Buy refillable bottles of milk and other beverages. Refills are available for some cleaning products.

w Choose packaging containers that can most easily be recycled in your community. Take your own cloth or paper 
bags when shopping. Avoid plastic packaging as much as possible.

w Avoid aerosols that cannot be reused or recycled. Aerosol containers deliver less product than non-aerosol or pump
sprays, giving you less for your money.

These are a few examples of ways to create less waste. Every time you make a purchase, think about how that product and its packaging contributes to the solid waste stream.

Source: West Virginia University Extension Service

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WISE...Tips for the Thrifty

Raise Your Credit Score

Big department stores often run promotions during which customers can get 10 or 15 percent off their purchases by opening a new charge account.

While the deals sound good, consultants writing in Newsweek say each credit card you have lowers your credit score by 12 points. As your credit score drops, the percentage of interest you pay on new mortgages and other loans will rise.

Cancelling several cards can also lower your score. Instead, use them a little and pay them off every month. Then gradually reduce the number of cards you hold.

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The 2003 State Legislative Session Comes to a Close

Although approximately 32 bills were introduced which affected the Purchasing Division and its programs, there were few which actually passed both houses to become law.

Below is a brief list of the bills which you may want to research in more detail using the Legislature's bill tracking website at

HB3150: Barring state officers, agencies or entities from requiring that surety payment, performance or bid bonds be obtained from any particular company.

HB4671: Relating to the disposal of law enforcement weapons when replaced due to routine wear.

HB4745: Relating to the administration of repairs to vehicles and equipment by the Division of Highways.

SB100: Prohibiting state and political subdivisions from contracting with vendors owing debt to the state.

SB209: Requiring review of certain state leases and purchases by joint committee on government and finance.

SB269: Continuing the Division of Purchasing within the Department of Administration.

SB456: Requiring state agencies administering funds or grants to notify grantee in certain cases.

SB578: Continuing the design-build board.

SB694: Fairness in Competitive Bidding Act

SB700: Requiring state agencies to make timely payments for tele-communication services; other provisions.

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Congratulations to DOH's Sue Farley

Congratulations to Division of Highways' Sue Farley for recently becoming a grandmother. Her grandson weighed 10 lbs., 9 oz. and was 21 3/4 inch long. Grandma, mother and baby are all doing fine.

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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 Preston County Workshop of Reedsville, WV

Preston County Sheltered Workshop of Reedsville, WV, offers various products and services to state agencies, including assembly, pallets, janitorial services and brooms.

Mike Turner of the Preston County Sheltered Workshops indicated that his experience in dealing with the state has been very positive. He stated that his facility does work for the Division of Highways, Division of Rehabilitative Services and the Department of Health and Human Resources.

Turner said he believes that the key to a successful marketing plan with state government is face-to-face contacts. He also attended the past Agency and Vendor Purchasing Conferences and had positive feedback regarding this training opportunity. "Personal contacts with all of the agencies and vendors was beneficial," he said. "The training classes were priceless." For more information, contact Mike Turner at (304) 864-6446 or via email at

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NIGP Certification Course
                         WV Chapter Announces Procurement Course

The West Virginia Chapter of the National Institute of Governmental Purchasing, Inc. recently announced that a General Public Procurement (GPP) course will be offered in the Charleston area. Details will be forthcoming.

The GPP course, which will be held on May 5-7, 2004, will cost $550 for national members, $660 for chapter members and $770 for non-members.

This course will provide an introduction to public purchasing and address such topics as legal requirements, specifications and standards, purchasing methods, purchase orders and contracts and documentation and reporting.

For more details, contact DNR's Beverly Carte at (304) 558-3397.

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Information and dates (as of March 15, 2004) 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: MAO3SW04
Description: Crystal Software
Vendor: Crystal Decisions, Inc.
File: 21
Effective Date: 02/01/04

Contract: MOTEL*
Description: Discounted Motel Rooms
Vendor: Various
File: 31
Effective Date: 01/01/04

Contract: ALUM
Description: Aluminum Coils
Vendor: Vulcon Signs
File: 33
Effective Date: 03/01/04

*The motel statewide discounts are not authorized for political subdivisions' usage.

Contracts to be Bid or Under Evaluation

Contract: DIGCOP
Description: Digital Copiers
File: 21
Bid Opening: 03/31/04
Under Evaluation: Yes

Contract: CRENTAL
Description: Car Rental Services
File: 31
Bid Opening: 03/09/04
Under Evaluation: Yes

Contract: SAFETY
Description: Safety Equipment
File: 42
Bid Opening: 02/17/04
Under Evaluation: Yes

Contract: TEMPS
Description: Temporary Services
File: 42
Bid Opening: 03/25/04
Under Evaluation: Yes

Contracts to be Renewed

Contract: PCARD
Description: Purchasing Card Program
File: 31
Vendor: BB&T
Expiration Date: 04/14/05

Contract: XRAY
Description: X-Ray Film and Supplies
File: 31
Vendor: Amis Systems
Expiration Date: 02/25/05

Contracts Extended

Contract: IP
Description: Information Processing Equipment
File: 21
Comments: E
xtended until 06/30/04

Contract: IPTEMP
Description: Information Processing Temporary Services
File: 21
Comments: Extended until 06/30/04

Contract: DIGCOP
Description: Digital Copiers
File: 21
Comments: Extended until
Further Notice

Contract: N-TIRES
Description: Tires: Auto and Equipment
File: 23
Comments: Extended until 06/30/0

Contracts to be Reviewed


File 21: ROUTER

File 42: BEDDING
Mattresses, Box Springs and Pillows

File 42: HOUSE
Housekeeping Materials

File 42: INKCRT
Ribbons and Laser Toners

File 42: FASTEN
Fasteners and Accessories

Bar soap

File 42: DFS
Disposable Food Service


File 21: SAT
Satellite Transponder Time

File 31: LS

File 33: OIL
Lubricants and Oils

File 33: DC BATT
Dry Cell Batteries

File 42: SUPFD
Supplemental Foods

File 42:CEREAL
Breakfast Foods; Cereals

File 42: SYSFURN
Modular Systems Furniture

File 42: LAUNDRY
Laundry Materials

File 42: WATERT
Water Treatment Chemicals

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 31
Mike Sheets

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 April 2004 Issue of The Buyers Network