When the Purchasing Division prepares its Annual Report, it provides an opportunity to take a look back at the accomplishments made during each fiscal year.

This year included many highlights which enhanced the efficiency of the services provided and improved our customer service, training initiatives and communication efforts.

The following provides a brief overview of a few of our division's accomplishments. For a complete copy of the Purchasing Division's Fiscal Year 2004 Annual Report, visit our website at www.state.wv.us/admin/purchase/Annualreport/default.htm.

Purchasing Division Reorganization

In an attempt to enhance customer service and efficiency in our operation, the Purchasing Division announced changes in its organization, effective June 1, 2004.

A reorganization of the Purchasing Division provides additional opportunities to improve the services we provide to our customers. By reorganizing our division, more attention may be directed at the various aspects of each program and service we offer and the customers for whom we serve.

BusinessFirst Seminars Targets Small Businesses

BusinessFirst, a program which was offered during the month of April was geared toward attracting and informing small businesses on how to do business with state government.

Administered through the New Business Development Office of the Purchasing Division, this seminar series was presented in 15 cities throughout the state. The purpose of this seminar series was to provide assistance and resources to the business community about why and how to conduct business with state government.

Architectural and Engineering Conference

The Purchasing Division was pleased to have the American Council of Engineering Companies of WV and the American Institute of Architects co-sponsor this endeavor.

§5G of the West Virginia Code addresses the procurement of architectural and engineering services by the state and its political subdivisions.

Office Space Renovation

The Purchasing Division staff learned quickly the importance of being flexible during the renovation of our office space at 2019 Washington Street, East, in Charleston.

The Purchasing 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 much needed additional space.

Mandatory Fixed Assets Training

More than 100 agency coordinators attended these training sessions on fixed assets procedures, including the disposition of property and electronic entering of data.

Minority and Small Business Data

In addition to the paper copies available through the Correctional Industries’ printing facility, the revised forms may be accessed electronically at the following websites:

The change provides the division with the opportunity to collect information relating to the designation of a small business status. The form added a question which requested the applicant to indicate if it is a small business as defined by the Code of Federal Regulations, Title 13, Part 121, as appended.

This code contains detailed industry definitions and related procedures offering the characteristics of the business' control, operation and/or ownership.

The applicant may designate from the following listing:

By Dave Tincher
State Purchasing Director

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Exemption to Vendor Registration Process Outlined

According to the Purchasing Division's Policies and Procedures Handbook, vendors doing business with the state of West Virginia must be registered with the Purchasing Division by completing a Vendor Registration and Disclosure Statement (WV-1 or WV1A). This requirement is in accordance with §5A-3-12 of the West Virginia Code. It is the agency’s responsibility to make sure vendors are properly registered with the Purchasing Division prior to issuing a purchase order either verbally or in writing. Vendors on HOLD in TEAM vendor file are not eligible to receive purchase orders for any dollar amount.

There are specific circumstances when entities are not required to register; however, it is not that it is an exemption to vendors, but that these entities are not classified as vendors.

The list below clarifies entities not applicable to the vendor registration process:

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Lanier, formerly known as American Office Systems, has enjoyed a solid working relationship with the state of West Virginia since the early 1970’s. Since 1986, it has serviced statewide contracts, such as the current contract for digital copiers.

In addition to all of West Virginia, Lanier also serves four counties within Ohio and 14 within eastern Kentucky. It's parent company, Lanier Worldwide of Atlanta, Georgia, is owned by the Richo Corp., and is the largest manufacturer of digital office solutions in the world.

Lanier’s focus is not solely on hard-ware, although it continues to furnish a large amount of digital multi-functional devices, such as copier facsimile equipment, color printing systems as well as a complete line of dedicated computer printers.

Since 1986, Lanier has been successful in participating in the statewide contract for copiers. As part of their service to state agencies, their staff works closely with agencies to determine their usage and provides them the contracted product that would best suit their needs.

As part of the new statewide contract for digital copiers, the contract encompasses much more technology. In addition to digital, multi-function products (the traditional walk-up copier) the copiers may be integrated into an existing network or to a single workstation. These stations act as the prep device at a much less cost per page than the traditional printer.

Lanier also has printers on this statewide contract. If the application is for print only, they have two printers on state contract that can provide that need. Need something in color? Lanier offers color printers as well as a two color-enhanced, multi-function product. Lanier's solutions to state agencies have broadened; what this company can offer agencies has nearly doubled as to what it was four months ago under the previous contract.

"Rather than waiting around for an agency's equipment to die or become obsolete like we used to do," said Gerry Lowe, District Manager of Lanier, "we actually engage our customers and prospects into a needs analysis process. We basically perform an analysis of the current technology in an office environment and compare it to the cost and efficiency of technologies that are now available." Lowe said this is much more of a service than just selling copiers like they used to offer state agencies.

Lowe stated that they have a dedicated team at Lanier who serves their state government customers. The sales team, headed by Alton Spaulding who has been with their company for over 25 years, is made up of more than 30 technicians located throughout the state.

For products listed on the statewide contract, please contact:

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Agency Purchasers Benefit from NIGP Seminar Sponsored by Purchasing

Twenty-three purchasing representatives from state government participated in a course, sponsored by the Purchasing Division, offered by the National Institute of Governmental Purchasing, Inc.

"Purchasing Management and the Relentless Pursuit of Excellence" was the topic for the 8-hour course conducted at Mountaineer Race Track and Gaming Center on October 26-27. This class provided credited hours for those agency purchasers who were seeking certification through NIGP. Fred Marks was the instructor for this course.

Great managers believe in excellence and create an environment that cultivates excellence. Some of the objectives of this course was to define the fundamentals of excellence and identify the obstacles in the way. Excellence requires a personal commitment, one of which must be recognized and achieved within a supportive operation.

The participants expressed their eagerness in using the information gained through this course. Below are some ideas or changes the participants indicated they will be able to implement in their workplace from this course:

DECEMBER

CLRM
Classroom/Meeting Room Furniture

FLRCOV
Carpet and Rugs

SAFETY
Safety Equipment

SANPAP
Sanitary Paper Supplies

File 21
Charlyn Miller
(558-0067)

File 22
Vacant
(558-0468)

File 23
Chuck Bowman
(558-2157)

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