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

2004 Agency and Vendor Purchasing Conference Information and QUESTIONNAIRE

First-Ever 2003 Architectural and Engineering 5G Conference Set

What's State Government Buying?

NIGP Online Courses

Current Statewide Contract Update

Questions?...Just Ask Us!

Details of the conference, such as the workshop classes, are currently being developed; however, a questionnaire is included to gain feedback from our agency purchasers regarding potential topics of classes offered. (Check below for the Conference Questionnaire).

"Mountaineer Resort definitely wanted our business," said Purchasing Director Dave Tincher. "They proposed excellent cost-appealing accommodations that will serve our conference participants more than adequately. We are looking forward in continuing to educate and inform our agency purchasers and business representatives on the state purchasing process," he added.

The Purchasing Division is placing more emphasis on requirements for change orders increasing contract amounts and requesting time extensions, according to Karen Byrd, Director of the Acquisitions and Contract Administration Section.

All time extension requests must be supported by a detailed letter of explanation from the vendor and state agency. This documentation must provide explicit information explaining the extenuating circumstances that arose during completion of the project or service resulting in the need for additional time.

Time extensions will not be approved in cases where vendors have failed to perform according to the terms and conditions of the purchase order or contract.

In addition, Byrd reminds agency procurement officers that change orders increasing, decreasing or changing the original scope of work also require a letter of explanation from the vendor and agency. Justification must provide explanations for proposed changes. Justification must describe the details resulting in the need for the proposed changes. Errors or oversights during specification development or bid preparation may not be approved.

"Agencies need to prepare this documentation in advance when possible, although it is understandable that certain circumstances do not permit such notice to be practical," Byrd said. "At a minimum, state agencies need to approve the contractor proceeding with work and to prepare and submit the paperwork to the Purchasing Division as quickly as possible so that our buying staff may process the extension or other changes. To wait until after the project is complete is not acceptable."

She emphasized that the documentation should be completed as the changes occur. Please note that if a contract extension request is received at the Purchasing Division, the buyers have been instructed to return the request to the agency for the appropriate documentation.

The Purchasing Division continues to strive to place service to our customers as one of our highest priorities.

Remember that our goal is to provide top-notch service to you!

Senior Buyer Charlyn Miller recently announced that the statewide contract for digital copiers will be extended until December 14, 2003, while specifications for a new contract are being developed and a new solicitation is issued.

The current contract is serviced by Aarons Products Incorporated, American Office Systems, Inc., Minolta Corporation, Sharp Electronics, Corp., Xerox Corporation, and Ricoh Corporation.

The expiration date for the existing contract was August 14, 2003; however, vendors indicated to Miller that the product manufacturers release their new machines in September and October of each year. It was prudent for the state of West Virginia and for the participating vendors to wait until newer technology is available, Miller explained.

Questions relating to this contract may be directed to Charlyn Miller at (304) 558-2596 or via e-mail at cmiller@gwmail.state.wv.us.

Buyers Network Newsletter Mailing List Update

Guidelines have been in effect for many years to ensure that state property is properly received and, equally important, properly disposed of, in accordance with state law.

Each agency has designated an inventory coordinator, who maintains the agency's inventory and submits requested information in a timely manner. It is also the coordinator's role to educate their employees on the importance of managing their state property, especially those items which may be in the possession of individuals. Such items include laptop computers, which are often used by state employees outside of their work sites.

Because items may be 'sight unseen,' it is important for agency inventory coordinators and management officials to take extra effort to locate and ensure proper usage of these types of assets. In addition, property must be intact when disposed through the Surplus Property Unit.

In the case of laptop computers, cameras and video cameras, as well as all equipment, the parts of the computers are to be retired as one unit. No cannibalization of equipment shall be performed on any state property.

According to the recently revised Inventory Management and WVFIMS Fixed Assets Training Manual, every effort should be taken to secure all state-owned equipment. Because laptop computers are often taken to other locations outside of the workplace, individuals should take every precaution to alleviate any possibilities of theft, including locking the vehicle at all times when not in use. When any property on the agency's inventory has been stolen, the theft must be reported to the police.

In a recent memorandum from Purchasing Director Dave Tincher, he reminded state agencies of the importance of disposing all obsolete equipment, regardless of cost, to the Surplus Property Unit. Tincher also stressed the importance of the role of the agency inventory coordinator in disseminating valuable information regarding guidelines and procedures. Effective June 1, 2003, the new manual is available online at http://www.state.wv.us/admin/purchase/AdminUnit/default.htm.

All assets with an acquisition cost of $1,000 or more are to be placed on the WVFIMS Fixed Assets System. This step is required as soon as the equipment has been accepted and the invoice paid, generating the "I" document number.

For additional information regarding inventory management procedures, please refer to the online manual or contact Jo Ann Dunlap, Administration Unit Manager, at (304) 558-0059 or Ken Frye, Surplus Property Manager, at (304) 766-2626.

Travel Confidentiality Statements

Each agency travel coordinator was sent a confidentiality agreement regarding the distribution of travel-related information. This agreement was to be signed and returned to Diane Holley of the Purchasing Division. If you have any questions regarding the agreement, please contact her at (304) 558-0661 or by e-mail at dholley@gwmail.state.wv.us.

Whether you are packing the car or packing suitcases for the airport, it is best if you pack light. Make a list considering where you'll go and what you'll do. Leave out anything you might not need. You can buy on arrival if necessary.

• Pack tiny-sized toiletries, flashlight and first-aid kits

• Be sure to take all your medications.

• Plan to launder. Take only enough clothes to last one week.

• Pack comfortable clothes, including some that can be worn during the day or in the evening.

• Compartmentalize. Put socks and undergarments in freezer bags.

• Take a folding bag for souvenirs.

Myths About Saving Money on Food

People use coupons to save money. They buy in bulk, thinking the bigger the product, the bigger the value. They go for the generic brand often, mistakenly thinking that it's cheaper. Though it can be, that's not always the case. The following are myths that have endured time but are false upon further examination.

• To save money, you have to use coupons. False. You can save money on food without them. It just takes a little more planning, like looking for the two-for-one sales and special holiday sales.

• Wholesale stores are the cheapest thing around and the greatest thing since sliced bread. False. While, yes, certain items bought in quantity may save you money, your favorite brand might not always be there.

• Store brands are always cheaper. Wrong. Sales frequently bring brand names close to store brands.

• You can save money by shopping at several stores. No way. Beside the extra gas mileage, consider if your time is worth the few pennies you might save.

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What's State Government Buying?

This information is compiled from the West Virginia Purchasing Bulletin. The purpose is to provide an awareness of the variety of products and services being procured in state government. Only a small sample of solicitations are listed.

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Paramount Technologies of Follansbee, West Virginia, provides various products, including closed circuit television equipment, access control equipment, communication equipment, electronic components, electrical test equipment and related supplies.

Eric McGrew of Paramount Technologies indicated that by attending the Agency and Vendor Purchasing Conference this year, his company plans to pursue more direct marketing interaction with state agencies. In the past, his company primarily responded to solicitations advertised in the Purchasing Bulletin. Paramount Technologies works closely with the State Police, Division of Corrections and Department of Education.

"Attending the conference offered me a good opportunity to meet key people from various agencies and to display our capabilities to a variety of people at one time," he said.

General Information

The 2004 Agency and Vendor Purchasing Conference & Product Expo will be held on April 19 - 23 at Mountaineer Race Track in Chester, West Virginia. The workshop schedule is currently being developed.

For this reason, we need your help...Your input is very important to the success of the training conferences offered by the Purchasing Division. Let us know what issues you would like to learn more about.

Please return this questionnaire no later than September 15, 2003 to the attention of Diane Holley at the address on page 8 of this newsletter.

This information will assist us in finalizing the workshop schedule. Additional information on lodging and registration will be forthcoming.

Agency Recognition Awards

Start thinking now of who you would like to nominate for the Agency Procurement Officer of the Year and the Partner in Purchasing recognition awards. More details will be sent directly to all agency procurement officers and agency leadership with the criteria for selection and the official nomination form.

This is the ninth year for the Agency Procurement Officer of the Year and the fifth year for the Partner in Purchasing, which honors an individual in the field of inventory management, travel, fleet, surplus property or TEAM.

Which topics would you like addressed at the conference?
(Check only those topics on which you would attend a workshop)

¨ Agency Delegated Purchasing

¨ Attorney General's Office

¨ Automated Purchasing (E-Procurement)

¨ Best Value Purchasing (RFPs)

¨ Contract Management

¨ Correctional Industries

¨ Fixed Assets (Inventory)

¨ Fleet Management

¨ Game Show

¨ Purchasing Jeopardy!

¨ Agency Feud

¨ Who Wants To Be A Millionaire?

¨ Purchasing Squares

¨ Purchasing Pyramid

¨ Other: ____________________

¨ High-Tech Contracts

¨ Introduction to Purchasing

¨ Intermediate Purchasing

¨ Legal Issues

¨ Payment Issues

¨ Purchase Order Encumbrance

¨ Policies and Procedures

¨ Purchasing Card Program

¨ Purchasing's Website

¨ Question and Answer Session

¨ Statewide Contracts

¨ Surplus Property Program

¨ Travel Management

¨ Vendor Complaint Procedures

¨ Vendor Registration

¨ WV Association of Rehabilitation Facilities

What other topics would you like to see addressed at this year's conference?

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Would YOUR agency like a special session at our conference to discuss specific issues related to your organization?

¨ Yes ¨ No

If yes, list state agency: ___________________________________________

Which format do you prefer for the conference?

¨ Group discussions   
(all participants)         

¨ Small workshop sessions

¨ Other: ______________________

Other comments: ______________________________________________________________________________

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Thank you for your cooperation with our professional development efforts!

The Purchasing Division is pleased to join with the American Institute of Architects and American Council of Engineering Companies of WV in sponsoring the 2003 Architectural and Engineering 5G Conference on September 30 - October 1 at Oglebay Park in Wheeling, West Virginia. Please direct this information to the appropriate individual in your organization.

§5G of the West Virginia Code addresses the procurement of architect-engineer services by the state and its political subdivisions. Due to the usage of this law by various units of government in West Virginia, the purpose of this conference is to generate discussion regarding the interpretations and applications of 5G. Two tracks will be offered: for public agencies and another for architectural and engineering firms.

The fee for all participants of the 2003 Architectural and Engineering Conference is $100. Interested individuals may visit the conference website at www.state.wv.us/admin/purchase/conference/5G/2003/default.htm. Questions may be directed to our conference coordinators: Diane Holley (dholley@gwmail.state.wv.us / 558-0661) or Debbie Watkins (dwatkins@gwmail.state.wv.us / 558-3568).

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NIGP announces two new online courses available, "How to Process and Evaluate Bids," and "Specification Writing."

Online training is a convenient and affordable way to enhance your knowledge and skills. Offered on the Internet, the programs are self-paced to meet your schedule.

For more information about NIGP’s online courses or to register visit www.nigp.org/professional_development/OnlineTraining.htm. Questions may be directed to NIGP at distancelearning@nigp. org or call 1-800-FOR-NIGPx233.

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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: