Carole Woodyard, procurement officer for the West Virginia State Police, was pleasantly surprised on September 29, 2004, (see picture to the right) when her name was announced as the 2004 Agency Procurement Officer of the Year.

This year marks the ninth year the Purchasing Division has offered this award which recognizes one individual who has demonstrated professionalism and quality performance in the state’s governmental purchasing field. This program focuses on the value of the expertise and cooperation of those individuals at the agency level who handle their daily purchasing operations.

The criteria used to select the Agency Procurement Officer of the Year includes tenure, performance, communication skills, internal training efforts, cooperation with agency and the Purchasing Division staff, creating a positive image, good purchasing practices and participation in professional organizations.

With 29 years of public sector experience, Woodyard has worked as a procurement officer since 1985. Her peers state that she exemplifies hard work, loyalty and the pursuit of excellence.

While supervising the agency’s purchasing staff, she offers training and guidance on a daily basis. As a result of her guidance and insight, the State Police’s procurement section has experienced a significantly smooth and efficient work flow.

As this year’s recipient of this program, Woodyard received an engraved clock, and a certificate signed by Governor Bob Wise, Cabinet Secretary of Administration John Poffenbarger and Purchasing Director Dave Tincher. In addition, she will receive free registration and lodging to the 2005 Agency and Vendor Purchasing Conference and Product Expo.

Woodyard joins several prestigious agency purchasers who have been awarded this honor in the past:

1996: Edi Barker, BEP

1997: Susie Teel, DEP

1998: Lt. Col. Jim Powers, State Police

1999: Jo Miller, DHHR

2000: Lendin Conway, DEP

2001: Beverly Carte, BEP

2002: Ratha Boggess, Treasurer’s Office

2003: Syble Atkins, Tax

Congratulations to Carole for this well-deserved honor!

When Tammy Canterbury of the Department of Environmental Protection was overseeing her agency’s fixed assets, she was just ‘doing her job.’ In the Purchasing Division, we make sure that a good job doesn’t go unnoticed.

On September 29, 2004, she was honored as our 2004 Partner in Purchasing. Since 2000, the Purchasing Division has recognized an individual at the agency level each year who excels in one of the statewide programs administered by our division, including Fleet Management, Capitol Parking, Travel Management, Fixed Assets,

Surplus Property and our automated purchasing system.

Canterbury was selected based on a similar criteria as the Agency Procurement Officer of the Year award, which includes tenure, performance, communication skills, internal training efforts, cooperation, and creating a positive image. She demonstrates a true partnership with the Purchasing Division in relation to the Fixed Assets Program.

For the past 10 years, Canterbury has worked for DEP, overseeing the daily operations in the areas of inventory, safety, leases, insurance and mail. Her efforts enabled her agency to be brought into compliance with the division by combining  inventory records from three systems into one.

She conducts in-house training on the WVFIMS Fixed As-sets Program as well as the proper equipment retirement process in the agency.

Described by her peers as ‘one of the most dedicated and hardest working individuals in the agency," Canterbury was named 2004 Employee of the Year for DEP.

Canterbury joins other honored recipients of the Partner in Purchasing award:

2000: Brent Kessinger, DEP

2001: Barbara Haddad, IS&C

2002: June Casto, DEP and Susie Teel, DHHR

2003: Patricia Holtsclaw, ABCC

Congratulations to Tammy for her dedication, exemplary performance and her cooperative spirit in partnering with the Purchasing Division!

By Dave Tincher
State Purchasing Director

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Statewide contracts contain firm prices for exact products, and offer information on delivery, minimum quantities, and ordering procedures.

Senior Buyer Betty Francisco, who oversees all statewide contracts, has learned that when a product is unavailable, vendor representatives may be trying to offer a substitution for this product or offer a product at a higher price. No such purchase should ever be performed as a release against a statewide contract.

Vendors are NOT permitted to make any substitutions for products listed on the contract. They are also required to sell the products at the price, not to exceed that listed in the contract.

If you experience a vendor offering substitutions on statewide contracts, please notify Senior Buyer Betty Francisco at 558-0468.

The Purchasing Division recently modified several of its forms to include the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Business Associate Addenda (BAA). (See insert below)

These forms now include a footnote stating:

This notation is available at the bottom of all affected forms, with the exception of the TEAM Request for Quotation and Purchase Order forms. For these forms, this notation has been added to the terms and conditions on the reverse side of these documents. All of these modified forms are now available on the Purchasing Division's website on the "forms page" at www.state.wv.us/admin/purchase/vrc/pforms.htm.

Certain statewide contracts have been required to initiate a change order to facilitate incorporation of the BAA into the agreement, along with a cover letter explaining the purpose of the BAA.

The forms affected by HIPAA include:
 

Request for Quotation (TEAM)

Purchase Order (TEAM)

Request for Quotation
(Agency Delegated) [WV-43]

Agreement [WV-48]

Verbal Bid Quotation Summary [WV-49]

Agency Purchase Order [WV-88]

If you have any questions regarding the HIPAA Business Associate Addendum, please visit our specially dedicated page for this Addendum at http://www.state.wv.us/admin/purchase/vrc/hipaa.htm.

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Effective July 1, 2004, the Purchasing Division made a change to the manner in which the buyers process purchases over $10,000, on behalf of state agencies. In the past, the division buyers were assigned particular commodities; however, the recent change resulted in our buying staff being assigned particular state agencies to serve. We would like to have your opinion regarding the benefits and effectiveness of this change.

Please complete the following survey and return by Tuesday, November 30, 2004 to: Diane Holley, Purchasing Division, 2019 Washington Street East, Charleston, WV 25305; FAX: 558-6026. Your input is greatly appreciated.

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

How do you rate your satisfaction level of the Purchasing Division in the following categories since the buyer reassignment, effective July 1, 2004? Check one box per category.

                                                                 Increased    Decreased     Remained the Same     Not Applicable

1. Ease of doing business
¨ Increased   ¨ Decreased    ¨ Remained the Same    ¨ Not Applicable

2. Pursuit of customer satisfaction
¨ Increased   ¨ Decreased    ¨ Remained the Same    ¨ Not Applicable

3. Communication
¨ Increased   ¨ Decreased    ¨ Remained the Same    ¨ Not Applicable

4. Responsiveness
¨ Increased   ¨ Decreased    ¨ Remained the Same    ¨ Not Applicable

5. Accessibility
¨ Increased   ¨ Decreased    ¨ Remained the Same    ¨ Not Applicable

6. Informative
¨ Increased   ¨ Decreased    ¨ Remained the Same    ¨ Not Applicable

7. Professionalism
¨ Increased   ¨ Decreased    ¨ Remained the Same    ¨ Not Applicable

8. Accuracy
¨ Increased   ¨ Decreased    ¨ Remained the Same    ¨ Not Applicable

9. Understanding of needs
¨ Increased   ¨ Decreased    ¨ Remained the Same    ¨ Not Applicable

10. Please rank the top three qualities of a buyer, by question number listed above, that you find most important to you as an agency procurement officer?

(Most important) ___________ (Second most important) ___________ (Third most important) ___________

11. Has this change directly affected your job as procurement officer?

¨ Yes           ¨ No

¨Never  ¨1-5   ¨6-15  ¨16-25   ¨More than 25

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The Travel Management Office recently provided agency travel coordinators with a clarification of the new per diem for state employees as well as the new statewide contract for travel management services.

The U.S. General Services Administration has changed how they determine allowance for the first and last day of business travel. In the past, the amount claimed was dependent upon the time of departure or arrival.

The appropriate way for this determination now is that 75% of the appropriate meals and incidental expense (M&IE) rate is paid for the day of departure and the day of return. This rate is not affected by the time of day the employee leaves or returns. For example, if the M&IE rate is $30 per day, the employee would receive 75% of this amount ($22.50) on the day of departure and the day of return, with no concern of the time left or returned. The 2005 M&IE rates are available at the Travel Management’s website at www.state.wv.us/admin/purchase/travel.

National Travel has been awarded the statewide contract for travel management services (TRAVEL04). As in the past, a fee will be charged for all airline reservations based on the type of ticket and agent assistance required. The changes to this new contract are as follows:

Transaction A: Domestic, online reservations with TravelCenter, which includes online support using the Quick Agent chat feature, 24 hour emergency travel assistance, Quick Change service for re-issuance of tickets while traveling, and $200,000 flight insurance ($14.50).

Transaction B: Domestic, agent assisted reservations utilizing phone, fax or e-mail, including full-service support, 24-hour emergency travel assistance, Quick Change service for re-issuance of tickets while traveling, and $200,000 flight insurance ($27.00).

Transaction C: International reservations, agent assisted reservations, which includes passport assistance, visa service assistance, Country Briefing (such as business protocol, state department bulletin, CDC health bulletins, currency exchange service, 24-hour emergency service throughout the world, all major rail and ferry schedule), ticket and re-confirmation of reservations, and $200,00 flight insurance ($34.00).

In addition, the following applies to the new contract: 1) Delivery fee of $3.00 local courier or $7.50 overnight express for document delivery; 2) No charge for hotel or rental car only reservations; and, 3) Service charges for paper tickets are not reimburseable.

Contract: DIAPER
Description: Diapers and Pads
Bid Opening: 11/02/04
Under Evaluation: To Open

Contract: LITTER
Description: Litter Grabbers
Vendor: Arcmate Mfg. Co.
Expiration Date: 09/30/05

Contract: SYSFURN
Description: Modular Systems Furniture
Vendor: Various Vendors
Expiration Date: 08/14/05

Contract: WATERT
Description: Water Treatment Chemicals
Vendor: Water Works and Industrial Supply
Expiration Date: 08/31/05

NOVEMBER

ALUM
Aluminum Coil and Flat Sheets

CABLE
Coaxial Cable (A)

DEBT
Debt Collection Services

OFFICE
Office Supplies

X-RAY
X-Ray Film and Supplies

MA02SW03
ESRE Software

File 21
Charlyn Miller
(558-0067)

File 22
Vacant
(558-0468)

File 23
Chuck Bowman
(558-2157)

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