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

Nuts & Bolts

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

Current Statewide Contract Update

Questions?...Just Ask Us!

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.

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

By Dave Tincher
State Purchasing Director

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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

If you have not visited the Travel Management Office's website recently, a wealth of information awaits you! This website, www.state.wv.us/admin/travel, 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.

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.

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.

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.

Each 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 www.state.wv.us/admin/purchase/surplus and click "What's New?"

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Earth Day Offers State Purchasers Good Reminder on Recycling Efforts

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.

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.

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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 http://www.legis.state.wv.us.

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.

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.

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 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 miketurnerpcsw@aol.com

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.

Contracts Awarded

Contracts Extended

Contracts to be Reviewed

File 21: ROUTER
Routers

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

File 42:BARSOAP
Bar soap

File 42: DFS
Disposable Food Service

File 21
Charlyn Miller
(558-0067)

File 22
Pam Jones
(558-0468)

File 23
Chuck Bowman
(558-2157)

Thank you for viewing our April 2004 Issue of The Buyers Network