Buyers Network - September 1997





		Diane Holley, Editor The Buyers Network is published monthly by the Purchasing Division of the WV Department of Administration to promote better value in public purchasing. Welcome to the September Issue of The Buyers Network! Articles in this issue: WVFIM's PO Encumbrance Module Expands Beyond Pilot to Roll Out State Agencies Plans Confirmed for the Annual State Fleet Conference Director's Comments Working Together to Promote Awareness Computers in the Classrooms $16 Million Computer Contract Awarded to Assist Students Surplus Property Takes its Public Auction to Preston County Catherine Bryan Starts Work as Travel Manager Department of Administration "Shows Off" their Services Ask Your Agency Procurement Officer Forrest Loudin Selected as "Employee of the Month" for the Department Renovation Ahead of Schedule on Purchasing's New Offices Current Statewide Contract Update Questions? ... Just Ask! WVFIM's PO Encumbrance Module Expands Beyond Pilot to Roll Out State Agencies Since early this year, the Department of Health & Human Resources has been busy testing the PO Encumbrance Module, a part of the West Virginia Financial Information Management System (WVFIMS). The purpose of this project is to electronically encumber purchasing documents to ensure appropriate funds are available to cover the respective expenditures. As the pilot agency for this project, DHHR has worked closely with the Purchasing Division, Information Services & Communications (IS&C) Division, and the State Auditor's Office to monitor the process and to resolve any problems which have occurred. After approximately six months of the pilot, the module process is ready to be rolled out to other state agencies. The State Auditor's Office has notified the next group of agencies to begin using the PO Encumbrance Module. These agencies are as follows: Criminal Justice & Highway Safety Division of Tourism Governor's Office Division of Corrections Department of Education Environmental Protection WV State College Department of Administration Secretary's Office Finance Division General Services Division Purchasing Division Personnel Division IS&C Training on the PO Encumbrance Module will begin this month for the appropriate staff of the agencies listed above. Since October of 1994, the Administration Unit of the Purchasing Division has had responsibility for the encumbrance of purchasing documents. This function was previously performed by the Budget Section. Until this year, this process has been a manual system; however, modifications were made to the WVFIMS in order to automate this process. Back to the Top Plans Confirmed for the Annual State Fleet Conference As reported in last month's issue of *The Buyers Network, the State Fleet Management Office will be conducting its second annual conference to address various issues relating to the policies and procedures of maintaining the state's fleet of vehicles. The conference will be held on October 1st from 8:00 a.m. to 4:00 p.m. at the Ramada Inn in South Charleston, West Virginia. The agenda will include presentations on such issues as a motor pool, mileage reporting, lease rates, PHH vehicle maintenance, the statewide contract for motor vehicles, and vehicle rotation. All agency fleet coordinators and drivers of state vehicles are encouraged to attend. "This conference offers us an excellent opportunity to meet face-to-face with those individuals who are responsible for maintaining their agency's vehicles and those state employees who spend their business hours driving state vehicles," according to Ken Miller, State Fleet Manager. "We are anxious to talk to agency representatives who manage or drive state vehicles. We need their feedback in order to continue to make progressive, proactive changes to the Fleet Management Program." All agency fleet coordinators will be receiving registration materials soon from the State Fleet Management Office. If your agency does not receive the materials by September 5th, please contact Ken Miller at (304) 558-2614 or Janice Boggs at (304) 558-0086. Back to the Top The Director's Comments Working Together to Promote Awareness* By Dave Tincher Purchasing Director In last month's issue of *The Buyers Network, we outlined our plans for our upcoming free* statewide vendor teleconference. As you may be aware, this educational effort is being pursued to encourage West Virginia vendors to look upon state government as a potential customer. This relationship benefits both the vendor community and the Purchasing Division in enhancing the economy of the state. With this event approaching on October 28th, the Purchasing Division needs your help. Although a publicity plan of action has been set forth, the traditional "word-of-mouth" is still the best way to relay information quickly. Included in this issue of your newsletter is a brochure which I hope you will post in a place where it may be viewed by many of your current and potential vendors. The teleconference will be downlinked at twelve sites throughout the state. Pre-registration is required. If you have questions regarding the facilities to be used or the registration procedures, please contact Diane Holley (558-0661). The Purchasing staff and other agency procurement officers are playing a very active role in this teleconference by not only assisting us in promoting this presentation, but also by serving as site facilitators. I would like to especially recognize those individuals who will be welcoming the registered participants at the various sites: Beckley [Raleigh County Public Library] Ken Miller WV Purchasing Division Bluefield [Mercer County Health Department] Paul Rutherford Bluefield State College Charleston [DHHR Boulevard Building] Evan Williams WV Purchasing Division Charleston [DHHR Building 6] Ron Price WV Purchasing Division Elkins [Elkins High School] Scott Knight Division of Natural Resources Huntington [Barboursville Public Library] Yetta Evans Marshall University [Guyandotte Public Library] Barbara Smentkowski Marshall University Lewisburg [WV School of Osteopathic Medicine] Betty Baker WV School of Osteopathic Medicine Martinsburg [Martinsburg-Berkeley Public Library] Rita Rudolf Shepherd College Morgantown [West Virginia University] Doug Knorr West Virginia University Parkersburg [Parkersburg-Wood County Library] Wayne Riley WVU at Parkersburg Wheeling [West Liberty State College] Ed Stewart West Liberty State College Back to the Top Computers in the Classrooms $16 Million Computer Contract Awarded to Assist Students The recent award of a $16 million contract to put computers in secondary education classrooms builds on the success of the elementary computer education program. Computer education has been part of the state's school curriculum for eight years in a 10-year program for students in kindergarten through sixth grade. This new contract will extend this education through 12th grade. Governor Cecil H. Underwood launched the SUCCESS program (Student Utilization of Computers in Curriculum for the Enhancement of Scholastic Skills) in March and won $8.8 million in funding from the State Legislature this year. In addition, the contract includes more than $8 million in money rolled over from the last fiscal year that was designated for the beginning of this initiative. "This is not just about computer education, but rather computers in education," said Governor Underwood at a recent press conference to announce the contract award to Pomeroy Computer Resources, Inc., a Hebron, Ky.-based firm. Pomeroy will be responsible for installing computer equipment, providing software and conducting training. As an added benefit of this contract to the state, Pomeroy Vice President Jim Eck expressed his company's commitment to this project and announced that they will be expanding their business in West Virginia by opening an office in South Charleston. Eck estimates bringing 50 to 75 new jobs to the state. This contract is the "part of the puzzle that completes West Virginia's technology system for kindergarten through 12th grade," according to State Superintendent of Schools Hank Marockie. "When the SUCCESS program is fully implemented, the 27,000 students graduating from our state's high schools every year will have had 13 years of technology in education. No other state in the country can make that claim," he added.



	The framework for full implementation of SUCCESS calls for five more years of funding. The contract with Pomeroy must officially be renewed every year throughout that period. Most county school systems have been working on their technology plans for secondary schools for the past several months. Three counties — Gilmer, Nicholas, and Wetzel — have been involved in the state's planning and development of the program and will be among the first counties to receive equipment and connections under this new contract. Governor Underwood said that emphasis will be focused on local decision making in regard to this contract. Counties will play a major role in how this program will be implemented, he explained. Back to the Top Surplus Property Takes its Public Action to Preston County If people live too far from Dunbar to attend the state public auctions conducted by the West Virginia State Agency for Surplus Property, then simply take the auction to them. That's the philosophy of Surplus Property Manager Ken Frye. On August 9th, a public auction was held at Hopemont State Hospital in the northeastern part of West Virginia. The hospital requested assistance in disposing a large amount of unneeded items. Instead of picking up the property for sale in Dunbar, more property was loaded and sent to Hopemont in Preston County. "There's two primary reasons for having a public sale in Hopemont," according to Frye. "First, I believe it will prove to be a cost-efficient way to dispose of surplus property. Secondly, this sale will give taxpayers in that area an opportunity to purchase state property...We are taking the auction to them!" Frye explains that Hopemont is approximately 200 miles from Charleston, which makes it difficult for residents in that area to come for the monthly sales in Dunbar. "We've received wonderful support from the local people from Preston County," Frye said. The last time that Surplus Property had a remote sale was ten years ago at Shepherd College in Jefferson County. A cost-benefit analysis will be completed after the auction to determine its efficiency. Frye said he hopes to continue to have public auctions periodically at that location or other remote locations in the future. Back to the Top
	Catherine Bryan Starts Work as Travel Manager On August 25th, the Purchasing Division welcomed Catherine Bryan as our new state travel manager. With more than 18 years of experience in the travel industry, she will be working closely with those individuals who are responsible for coordinating their agency's travel needs. "With Catherine's background, I'm anxious to see new programs implemented that will assist state travelers and realize savings to the state," Purchasing Director Dave Tincher said. Conferencing planning is one area which Tincher plans to direct the focus of the travel office. Many state agencies conduct conferences throughout the year for both their internal and external customers. Much research on the accommodations of facilities within West Virginia is necessary to make wise, cost-efficient decisions, he added. Bryan will be joining representatives from National Travel Service, the SWC-TM contractor, and Diner's Club, the SWC-CC contractor, this month in conducting statewide seminars to educate state travelers. "I've got some good ideas for streamlining the travel process and saving the state money," Bryan said. "I look forward to working as the state's travel manager."
	Back to the Top Department of Administration "Shows Off" their Services The Purchasing Division participated in the Department of Administration's first ever "Show & Tell Fair", August 5th-7th at the State Capitol Complex. The purpose of this event was to showcase the various programs and services offered under the Department. State employees and the general public were invited to attend.



	According to Waltt Vest, chairperson of the fair, nearly 700 individuals viewed the variety of exhibits which were displayed. "I feel that the fair was a very big success...and should be continued in the future," he said. Janice Boggs coordinated the exhibit offered by the Purchasing Division. In addition to the literature which was available for nearly every service and program operated under the Purchasing Division, representatives from the different work units were present to answer questions. The Purchasing Division would like to thank those individuals who stopped to visit us at the fair. Back to the Top Ask Your Agency Procurement Officer If you have a purchasing-related question, ask your agency procurement officer first. In most cases, they can answer your question or find a solution to your problem. Due to different agency policies, they will provide an answer that is in accordance with internal procedures. If your agency procurement officer does not have the information you need, then please feel free to contact us! Back to the Top Forrest Loudin Selected as "Employee of the Month" for the Department
	Forrest Loudin, the vendor registration clerk for the Purchasing Division, was recently selected as the September *Employee of the Month* for the Department of Administration. A 12-year employee of state government, Forrest is responsible for registering vendors to do business with state government. As part of her job, she corresponds daily with a large number of businesses throughout the world. She also performs other clerical duties, including responding to telephone inquiries, distributing the mail, and filing. Forrest also assists in the encumbrance of purchasing documents. According to her co-workers, Forrest is a 'customer-pleasing employee.' "She is the perfect person to have representing your division," another co-worker describes. Congratulations, Forrest! Back to the Top
	Renovation Ahead of Schedule on Purchasing's New Offices The renovation of the new office building for the Purchasing Division is ahead of schedule, according to Buyer Supervisor Evan Williams. The construction firm, Plott & Holbrook, was contracted to complete this project within 90 days. With these terms, the 25+ staff members would have had to begin moving in mid-October; however, it appears that the moving date will most likely be changed to possibly later this month. Carpet, window treatment, and telephone and computer cabling have already been ordered to prepare for installation. When the physical move actually occurs, the Purchasing Division encourages our agency and vendor customers to be patient, since there will be a period of time when our computer systems will be down and access to our staff will be limited. More details will be reported in next month's *The Buyers Network. Back to the Top Current Statewide Contract Update* Information and dates (as of August 16, 1997) 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: OIL Description: Lubricants and Oils File: 33 Effective Date: 08/18/97 Vendor:Pennzoil - CRW Contracts to be Bid or Under Evaluation Contract: TCONES Description: Traffic Cones and Flags File: 22 Bid Opening: 07/16/97 Under Evaluation: Yes Contract: HANDTOOLS Description: Portable and Mechanic Handtools File: 22 Bid Opening: 07/01/97 Under Evaluation: Yes Contract: BUCKETS Description:Buckets File: 22 Bid Opening: 08/22/97 Under Evaluation: Yes Contract: TEMP Description:Temporary Services File: 22 Bid Opening: 10/08/97 Under Evaluation: To Be Opened Contract: FLOORPAD Description:Floor Buffing Pads File: 22 Bid Opening: 08/22/97 Under Evaluation: Yes Contract: DRESS Description:Dressings File: 21 Bid Opening: 09/03/97 Under Evaluation: To Be Opened Contract: MV Description:Motor Vehicles File: 33 Bid Opening: 09/10/97 Under Evaluation: To Be Opened Contracts Renewed Contract: DATA Description: Key Punch Services File: 21 Effective Date: 05/01/97 Vendor: Jackson County Sheltered Workshop Contract: DICT Description: Dictating Equipment File: 21 Effective Date: 08/15/97 Vendor: Dictaphone, Inc. Contract: DISKETTE Description: Diskettes File: 21 Effective Date: 11/01/97 Vendor: G.I. Tech Contract: WIPING Description: Wiping Cloths File: 22 Effective Date: 08/30/97 Vendor: Jackson County Sheltered Workshop Contract: PHOTO Description: Photography Film & Supplies File: 31 Effective Date: 10/01/97 Vendor: Fuller & d'Albert Contract: DC BATT Description: Dry Cell Battery File: 33 Effective Date: 09/15/97 Vendor: McJunkin Corp. Contracts to be Deleted Contract: FAX Description: Facsimile Machines File: 21 Effective Date: 04/30/97 Contracts to be Reviewed SEPTEMBER A/E FILTER Filters: Oil, Air and Fuel N-TIRES Tires: Auto and Equipment FOOD Canned Foods and Staple Groceries BWATER Bottled Water HOUSE Housekeeping Materials OCTOBER AUDIOTP Audio Cassette Tapes MOPS Mops and Brooms MF-SVC Microfilm Services A/E BATT Auto & Equipment Batteries MOF General Metal Office Furniture Purchasing Division Buying Staff For questions concerning these contracts listed, please contact the appropriate buyers: File 21 Pam Jones (558-0067) File 22 Jim Jackson (558-0468) File 31 Charlyn Miller (558-2596) File 33 Ron Price (558-0492) File 41 Evan Williams (558-2316) File 42 Dick Estill (558-2744) Back to the Top Questions? ... Just Ask! Are you unsure of certain purchasing procedures? ... Do you need to know what printing services Consolidated Publishing Facility provides? ... 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 the form below: Name: Organization: E-Mail Address: Telephone: Need Information About: Back to the Top Thank You for Viewing our September Online Issue of The Buyers Network. Please Visit Us Again Soon!