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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 2004 Issue of the The Buyers Network!


Articles in this Issue:

Important Notice to Agency Purchasers
2004 Agency and Vendor Purchasing Conference POSTPONED at Mountaineer Resort

It's Time to Sing the Praises of Public Purchasers Throughout the Nation!...
March SIgnified National "Purchasing Month"

Director's Comments:
The Purchasing Division is Definitely on the Move

Parking Decals Must Be Displayed at ALL Times on State-Owned Lots

Agencies Must Register Vendors Accurately and Completely

Statewide Contract for Lawn Maintenance Equipment Renewed with Crede Tractor Sales

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

A Mandatory Fixed Assets Workshop Scheduled for Agency Coordinators

Buyer Supervisor Ron Price Honored

MONEYWISE...Tips for the Thrifty

When It Comes to E-mail...Control Yourself

Surplus Property Sets its March Auction

Nuts & Bolts

Current Statewide Contract Update

Questions?...Just Ask Us!


2004 Agency and Vendor Purchasing Conference POSTPONED
at Mountaineer Race Track and Gaming Resort

moneyshade.jpg (9057 bytes)Due to unforeseen circumstances, the Purchasing Division has had to POSTPONE its 2004 Agency and Vendor Purchasing Conference and Product Expo at Mountaineer Race Track and Gaming Resort until further notice. The conference was originally scheduled for April of this year.

Please continue to check our newsletter, The Buyers Network, and our website at www.state.wv.us/admin/purchase for more details about our annual training event.

The Purchasing Division regrets any inconvenience which this change may cause our agency purchasers and business representatives who had planned to attend. Additional information will be distributed as soon as possible regarding this conference.

Questions regarding the conference may be directed to Diane Holley at 558-0661 (dholley@wvadmin.gov) or Debbie Watkins at 558-3568 (dwatkins@wvadmin.gov)

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It's Time to Sing the Praises of Public Purchasers throughout the Nation!...
                                                      March Signifies National "Purchasing Month"

During this month, government officials and, most importantly, public purchasers throughout the nation recognize March as the month to acknowledge the dedication of the work performed and the importance of such work.

Organizations, such as the National Institute of Governmental Purchasing (NIGP), try to further expand the awareness of the purchasing and materials management profession’s role to governmental officials, the general public, business and corporate leaders and the media.

Although each association conducts individual activities throughout the year, NIGP determined that there should be one time when all associations could contribute to a universal event for the benefit of the profession. As a result, the month of March has been proclaimed as Purchasing Month.

Purchasing professionals are responsible for managing and monitoring billions of dollars worth of goods and services each year. Purchasers make important contributions to the quality, efficiency and profitability of small and large organizations and businesses in the public and private sectors across the United States.

This month, let’s take a moment to acknowledge the importance of our profession and the contributions which we make on a daily basis.

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The Director's Comments:
               
              The Purchasing Division is Definitely on the Move

By Dave Tincher
State Purchasing Director

Purchasing Director Dave TincherIf you haven't heard the latest, the Purchasing Division has recently had the opportunity to gain additional office space, which was greatly needed to operate efficiently. As many of you may be aware, space has been extremely limited for quite some time at the Purchasing Division.

As a result, several of our staff members are relocating upstairs in our office building at 2019 Washington Street East in Charleston (Building 15 of the State Capitol Complex). Some renovations will take place to the downstairs's space in order to better accommodate those employees.

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.

The benefits of this change are numerous, including more adequate filing space for purchasing records, more security, appropriate storage areas for bids, supplies and equipment, and sufficient work spaces for our employees.

Although this transition will be progressing gradually within the next few months, the work processes will continue as much as possible within our abilities. There may be some incidences at which telephones and/or computer access may be unavailable. Your patience is greatly appreciated.

More details on our move will be reported in upcoming issues of The Buyers Network!

Back to the TopState Capitol Laidley Parking Lot

Parking Decals Must Be Displayed at
ALL Times on State-Owned Lots

With approximately 3,000 parking spaces available at the State Capitol Complex, it is the job of our parking assistants to ensure that the appropriate persons are parking legally on the grounds.

Parking decals must be displayed on State Capitol parking lots.When a state employee is assigned a parking space at the Capitol Complex, a parking decal is given to the employee by the agency parking coordinator for that specific space.

Purchasing Director Dave Tincher reminds all individuals parking on state-owned parking lots at the Capitol Complex to have the appropriate decal displayed when they park their vehicles. The decal must be visible in the windshield area of the vehicle.

Parking attendants have been instructed to issue parking violations for those vehicles without the decal displayed. Please note that the Purchasing Division has the authority to issue parking violations until 5 p.m. during normal business days.

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Important Tips to Remember About Vendor Registration
                  Agencies Must Register Vendors Accurately and Completely

Vendor RegistrationVendors doing business with the state of West Virginia must be registered by having a Vendor Registration and Disclosure Statement (WV-1 or WV-1A form) on file with the Purchasing Division in accordance with West Virginia State Code, 5A-3-12.

Administration Unit Manager Jo Ann Dunlap reminds agency purchasers that it is their responsibility to make sure vendors are properly registered with the Purchasing Division prior to issuing a purchase order.

The WV-1 form is to be completed by vendors who wish to participate in the competitive bid process and receive purchase orders exceeding an aggregate amount of $1,000. The WV-1 form requires payment of a $45 fee. The vendor’s check and the WV-1 form are to be mailed directly to the Purchasing Division. Upon payment of this fee, the vendor will receive the West Virginia Purchasing Bulletin.

The WV-1A form is to be completed by vendors supplying sole source commodities and services to West Virginia state agencies, or aggregate competitive purchases of $1,000 or less in any one year. It is imperative that agencies include their agency name and mailing address on the front page of the WV-1A form prior to sending it to the vendor. The vendor is to complete Part I of the form and return to the requesting agency, who in turn reviews the form, completes Part II, the agency procurement officer signs the form and forwards it to the Purchasing Division. Incomplete WV-1A forms received in the Purchasing Division without the requesting agency's name on the front page of the form and with Part II not completed will not be processed, but retained temporarily in a "HOLD" file.

Agency procurement officers should review all vendor forms for completeness and legibility. All incomplete or illegible forms are returned. Dunlap said more than 25 percent of forms have to be returned for incompleteness. "Our biggest problem has been vendors not providing the names of their corporate officers, which is required by the Code," she said.

Agencies also should make certain that vendors are not already registered with the Purchasing Division prior to requesting a vendor become  registered.  Agency personnel not having access to the TEAM vendor file should contact their agency procurement officer for vendor registration verification or for questions relative to the registration requirements.

Agencies are responsible to furnish the appropriate Vendor Registration and Disclosure Statement to vendors with whom they wish to do business, whether they are registering as a new vendor or updating their vendor registration status with the Purchasing Division. Agencies should always furnish the vendor the name and telephone number of an agency contact person in the event the vendor has questions for the agency. Vendor Registration & Disclosure Statement (WV-1 and WV-1A forms) can be obtained from Correctional Industries.

As noted earlier, the $45 annual fee is required of vendors participating in the competitive bid process for purchases (single or multiple) over $1,000 in aggregate in any one year which are made by the Purchasing Division, agencies, boards and commissions.

No fee is required of corporations, companies or persons from which only sole source purchases are made. Additional subscriptions to the West Virginia Purchasing Bulletin are available at $45 each.

Questions should be directed to the agency procurement officer. If further information is needed, the procurement officer may contact Jo Ann Dunlap for assistance.

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Statewide Contract for Lawn Maintenance Equipment
Renewed with Crede Tractor Sales

The statewide contract for lawn maintenance equipment has been renewed with Crede Tractor Sales, effective February 1, 2004.

As part of the renewal of this con-tract, specific price adjustment and model changes were permitted on select models as listed below:

Snapper 21" Cut Width Lawnmower (Model Change Only)
Change from model: MR216021OV to R215517HC

Stihl Line Trimmer/Brush Cutter (Price Adjustment Only)
Model FS-85RX; Price changed from $223 to $248

Stihl Heavy Duty 16" Chain Saw (Price Adjustment Only)
Model MS290-16"; Price changed from $239 to $263

Stihl 12" Chain Bar Pole Pruner (Price and Model Adjustments Only)
Change from model HT75 to HT101; Price changed from $410 to $465

Stihl Hand-Tote Blower (Price Adjustment Only)
Model BG65; Price changed from $129 to $159

Toro Wheelhorse 18HP Garden Tractor (Price Adjustment Only)
Model: Toro 73542; Price changed from $5,988 to $6,389

Below are the specifications for the equipment on this contract.

Lawn Mowers: Commercial grade, walk behind rotary type.

A. Engine: Gasoline powered, 4 cycle, overhead valve, cast iron cylinder sleeve, full pressure lubrication, 1-1/2 fuel tank capacity.

B. Deck: 12-14 gauge stamped steel or cast metal.

C. Handles: Minimum 7/8" diameter, 14 gauge or 1" 16 gage continuous lopped, tubular steel.

D. Controls: Positive control from the operator's position; variable running speeds, stop, "dead man" bar or lever to disengauge the blade/engine.

E. Wheels: Metal hubs with ball bearings on steel axel; rear wheel diameter: Min. 8" semi-pneumatic wheel.

F. Cutting: 1-4", adjustable by hand without the use of hand tools.

"This contract has been renewed through January 31, 2005," according to Senior Buyer Betty Francisco. "The changes included model and price changes which went into effect on February 1, 2004. Agency purchasers should review change order #03 of the contract for exact details."

All orders from this contract totalling $500 or more shall be delivered FOB - Destination. Orders less than $500 shall be delivered FOB - Shipping Point.

For more information, contact Kevin Crede at Crede Tractor Sales and Service at (304) 965-1666; FAX: (304) 965-3864; e-mail - kevincrede@ msn.com. Visit Crede Tractor Sales' website at www.credetractor.com.

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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 Pitney Bowes of South Charleston, WV

Pitney Bowes of South Charleston, WV, offers a variety of equipment, including folders, inserters, software, addressing printers, accounting systems, mailing machines, postage meters, tabbers, mail openers, document management systems, and shipping and tracking systems.

Kay Kinder, District Director, indicated that her experience in dealing with the state has been very positive. Her company primarily sells to Bureau of Employment Programs, Surpreme Court and IS&C.

Kinder indicated that she has found that direct contact is the best marketing tool in dealing with state government. She also attended the past Agency and Vendor Purchasing Conferences and had positive feedback regarding this training opportunity. "It was great meeting people who we can reach about our products and state agencies that we can help," she said.

For more information on Pitney Bowes, contact Kay Kinder at (304) 744-1067 or via email at kay.kinder@pb.com.

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A Mandatory Fixed Assets Workshop Scheduled for Agency Coordinators

The Purchasing Divi-sion will conduct a mandatory Fixed Assets/Inventory Training Workshop for all designated Agency Inventory Coordinators in Building 17 (First Floor Conference Room) at the State Capitol Complex on the following times and dates:

1:00 p.m.- 4:00 p.m. Monday, March 29, 2004

9:00 a.m.- 12:00 p.m. Wednesday, March 31, 2004

9:00 a.m.- 12:00 p.m. Friday, April 2, 2004

For the convenience of our agency inventory coordinators, three sessions will be offered to accommodate their schedule; however, only one session is required to be taken by each coordinator. These sessions will be offered on a first-come, first-serve basis.

A registration form was distributed to each coordinator. However, if a copy is needed, please contact Sandy Singleton at (304) 558-4213 or Debbie Watkins at (304) 558-3568.

All state inventory coordinators for agencies that are required to follow the State Purchasing Procedures must plan to attend this training. Questions may be directed to Administration Unit Manager Jo Ann Dunlap at (304) 558-0059 or Surplus Property Unit Manager Ken Frye at (304) 766-2626.

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Buyer Supervisor Ron Price Honored as Employee of the Month

Ron PriceRon Price, a Buyer Supervisor for the Acquisitions and Contract Administration Section of the Purchasing Division, was selected as the department’s Employee of the Month in February.

A 29-year employee of state government, Ron serves as the primary buyer for construction and architectural-engineering services. He also oversees maintenance contracts for heating and cooling services as well as elevators. Ron supervises a team of four buyers and two purchasing support staff.

One of Ron’s co-workers said, "Ron is an asset to the state. He is very knowledgeable and always willing to share what he knows with others." Another co-worker added, "He is respectful of everyone he works with and that makes it a pleasure to work with him."

Ron was honored during a special ceremony on February 11, 2004, at the Purchasing Division's confer-ence room with his co-workers in attendance. Congratulations to Ron for being honored for his hard work and dedication!

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MONEY
WISE...Tips for the Thrifty

Buyer Beware!

Consumers are being more careful with their money and complaining if they feel they are not getting their money's worth.

According to the Consumer Federation of America, the traditional top three areas are the same. Automotive sales rate first in complaints, followed by home improvement, and then automative repairs.

In order, other areas of complaint are as follows:

Fourth place: credit

Fifth place: advertising/telemarketing

Sixth place: collections, billing practices.

Tied for seventh place are household goods, Internet/e-commerce, telecommunications and real estate/landlord tenant issues.

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Surplus Property Sets its March Auction

The Surplus Property Unit conducts public auctions as a method of disposing of state surplus property. The West Virginia State Agency for Surplus Property began its auction season in February. According to Surplus Property Manager Ken Frye, he and his staff are anxious to offer the public excellent bargains through their state auction process.

Frye said he anticipates a good crowd at its March auction which is set for Saturday, March 27. A listing of property to be auctioned may be accessed at its website (www.state.wv.us/admin/purchase/surplus).

Gates open at 9 a.m., with the auction beginning promptly at 10 a.m.

The auctions are conducted at the Surplus Property facility at 2700 Charles Avenue in Dunbar, WV. For auction dates or for more information, contact Surplus Property at (304) 766-2626.

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When It Comes to E-mail...Control Yourself

Are you managing your e-mail or letting it get out of control? E-mail usage is up almost everywhere, so setting up a plan for how you will handle your in-box is a smart way to deal with the onslaught efficiency.

You should deal with your e-mail the same way you would deal with hard-copy items in your real world in-box. That means you sort through your e-mail and decide whether each items is something you want to throw away, something you need to keep and file or something that goes on your to-do list. Here are 10 more tips to help you use e-mail more efficiently:

1. Only use e-mail when what you are dealing with is something that needs to be committed in print.

2. Print copies of your e-mail for a more permanent record, if necessary.

3. If you are sending e-mail that must be error-free, print it out and read it on hard copy and have someone else proof it before hitting the send button.

4. Don't delete names from your virtual address books. You never know when you might need to reach that person again.

5. Never be a part of a chain e-mail.

6. If you write an e-mail when you are tired or angry - don't send it.

7. Never participate in rumor mongering about people or the organization in an e-mail.

8. If you need to meet with someone face-to-face, don't send an e-mail to that person instead.

9. Keep this order in mind when deciding how to communicate something: meeting first, phone call second, voice mail third and, finally, e-mail.

10. Use e-mail only when necessary. Remember your e-mail is hackable, and its contents can be used against you.

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NUTS & BOLTS

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CURRENT STATEWIDE CONTRACT UPDATE

Information and dates (as of February 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: DEBT
Description: Debt Collection Services
File: 31
Effective Date: 01/01General Recovery Services,
Municipal Services, OSI Collection, Risk Management

Contracts to be Bid or Under Evaluation

Contract: MSSELECT
Description: Microsoft Products
File: 21
Bid Opening: 01/21/04
Under Evaluation: Yes

Contract: MOTEL
Description: Discounted Motel Rooms
File: 31
Bid Opening: 01/06/04
Under Evaluation: Yes

Contract: ALUM
Description: Aluminum Coil and Flat Sheets
File: 33
Bid Opening: 02/11/04
Under Evaluation: Yes

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

Contracts to be Renewed

Contract: CABLE
Description: Coaxial Cable (A)
File: 21
Vendor: State Electric
Expiration Date: 02/28/05

Contract: LAWN
Description: Lawn Maintenance Equipment
File: 42
Vendor: Crede Tractor Sales
Expiration Date: 01/31/05

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 03/31/0
4

Contract: N-TIRES
Description: Tires: Auto and Equipment
File: 23
Comments: Extended until 03/15/0
4

Contracts to be Reviewed

MARCH

File 33: FUEL
Fuel: Motor and Heatin
g

File 42: TAGS
Identification Tags

File 42: FINEPAP
Computer Paper

File 42: FOOD
Canned Foods and Staple Groceries

APRIL

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


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 31
Mike Sheets
(558-254
4)

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 March 2004 Issue of The Buyers Network