|
Agency Delegated Purchasing |
This course will address agency purchasing
procedures for commodities and services $25,000.00 or
less and help participants identify bidding levels
within this authority. |
|
Attorney General’s Role in Purchasing |
This workshop will review state laws governing
contracts, common pitfalls to avoid, and requirements
for “approval as to form” by the Attorney General. The
Agreement Addendum (WV-96) and contract negotiation
procedures will also be discussed. |
|
Basic Purchasing |
This session will cover the fundamentals of the
procurement process. The eleven steps of the
purchasing decision path will be discussed, as well as
an overview of the basic rules and regulations relating
to the different levels of purchasing authority. |
|
Change Orders and Addenda |
This workshop will provide an overview of change
orders and addenda and address the types of changes
involved for each. General instructions on preparing,
processing, and issuing change orders and addenda will
be offered. |
| Consultation Sessions |
This series of five-minute consultation sessions
will provide agency purchasers with the opportunity to
ask purchasing-related questions and discuss specific
issues with Purchasing Division staff, including buyers,
inspectors, the Purchasing Attorney, and more.
Participants may sign up for a designated time when they
check-in at the registration desk. |
|
Contract Drafting |
Attendees in this class can expect to learn the core
principles of contract drafting, along with some of the
finer points of drafting that could elevate a document
from being barely recognizable, to the go-to form for
all of an agency’s contracting needs. More
specifically, attendees will learn the importance of key
contract components, consistency in wording,
clarification of meaning, avoidance of ambiguity, legal
rules of contract interpretation, and the impact of
drafting principles on the agency’s current and future
procurement contracts. |
| Correctional Industries |
In this workshop, participants will have the
opportunity to ask Correctional Industries experts about
their products and services. Also, you will get an
inside look at their prison shops and showroom. Please
note: The first session will place an emphasis on
furniture and seating products. The second session will
focus on embroidery, printing, and wide format vinyl
signs and banners. |
|
Cost Sheet Overview |
This session will discuss the different kinds of
cost sheets, the analysis needed in comparing bids
(apples-to-apples), and the basis of awards. |
|
Emergency and Sole Source Purchases |
This workshop will discuss the
procedures required when an agency intends to process an
emergency purchase or a sole source purchase.
Emergency purchases occur when unexpected circumstances
arise. Sole source purchases relate to those
unique commodities where only one known source may
provide such a commodity. |
|
Evaluating a Request for Proposal |
This workshop will highlight the RFP evaluation
process, from scoring the technical proposal to the cost
bid opening. Individuals chosen to participate in
an RFP evaluation committee are required to take this
training within one year of sitting on that committee. |
|
Evaluation and Award Process |
This workshop will discuss the process of examining
all received bid responses to determine the bidder’s
adherence to the mandatory specifications, compliance
with procurement regulations, and determination of the
lowest responsible and responsive bidder in order to
facilitate award. |
|
Expressions of Interest |
This class will discuss this best value procurement
tool, which is primarily used in the selection of
architects and engineers as specified in West Virginia
Code §5G. The EOI process permits the state to
award a contract to the most qualified vendor on the
basis of demonstrated competence and qualification for
the type of professional services required at a fee
determined to be fair and reasonable. |
|
Guiding Values and Principles of
Public Procurement |
This class is intended to provide a
more in-depth look at the guiding values and principles
of public procurement. The topics of discussion will
focus on trust in the purchasing process; appropriate
procurement practices, including accountability,
impartiality, and professionalism; ethical conduct in
decision-making; and transparency in the public
procurement process. |
|
Inspection Services |
This workshop will discuss the
purpose of reviewing and auditing spending unit
requests, purchases, and other transactions and
purchases within the Purchasing Division’s authority. It
will also detail inspection procedures and requirements
for state agencies. |
|
Payment Process |
This workshop will discuss the
payment process after the procurement is initiated and a
contract is officially executed through the West
Virginia Purchasing Division. |
|
Pre-Bid Conferences |
This workshop will discuss pre-bid
conferences, which are conducted by the state agencies,
with potential bidders present. Requirements for
solicitations for complex, high-dollar projects are
addressed. |
|
Preparing a Request for Proposals |
In this class, participants will
learn the basic guidelines for preparing an RFP, from
the initial approval of the Purchasing Division to
developing the agency’s goals and objectives, writing
the specifications, and completing the RFP template. |
|
Purchase Order Encumbrance |
This workshop will explain
information and requirements relating to purchase order
encumbrance. |
|
Purchasing Card Program |
This workshop will provide
information on the Purchasing Card Program, administered
by the State Auditor’s Office. |
|
Purchasing Tools and Resources |
In this session, we will discuss the
various procurement-related tools and resources that are
at your disposal, including the Daily Requisition
Tracking Report, the West Virginia Purchasing Bulletin,
and the Purchasing Division Procedures Handbook, as well
as discuss other various publications and training
administered by the Purchasing Division. Also, we
will demonstrate the ease of using the Purchasing
Division’s Internet and intranet sites. |
|
Request for Quotation |
The use of requests for quotation
will be covered in this workshop. Topics will
include RFQ requirements, from advertisement to issuing
a purchase order, and address acquisition planning,
required document submissions, the bid evaluation
process, and the contract award. The
responsibilities of the agency, the Purchasing Division,
and the vendor during the life of the contract will also
be presented. |
|
State Use Program |
This workshop will inform
participants of the various components of the State Use
Program. This program allows state purchasing
agents to acquire certain commodities and services from
qualified sheltered workshops without going through the
bid process. Examples of commodities and services
available through sheltered workshops include janitorial
services, bottled water, data management, wiping cloths,
liquid hand soap, and oil absorbency kits. |
|
Statewide Contracts |
This workshop will provide an
overview of statewide contracts that are available to
state agencies. Participants will learn the proper use
of these contracts as well as vendor issues related to
such contracts. |
|
Surplus Property / Fixed Assets |
This workshop will focus on how to
obtain property through the State and Federal Surplus
Property Programs. The discussion will include
eligibility requirements of the two programs,
use/compliance requirements, and property availability.
In addition, you will learn the basic requirements of
maintaining an agency inventory in the Fixed Asset
System. Adding property, retiring property, data
change requests, and annual certifications will be
covered. |
|
Travel Management |
This workshop will discuss the state
travel program and the various travel-related statewide
contracts, as well as travel payment processing. |
|
Vendor Performance and Relations |
This class will discuss the State’s
relationship with its vendors. Communicating
effectively, establishing performance expectations,
handling unsatisfactory vendor performance and reviewing
the benefits of good vendor relations will be covered. |
|
Vendor Registration |
This workshop will discuss the
vendor registration process, including who is required
to register as a vendor and when the registration fee is
applicable. In addition, we will cover the two
vendor registration forms and their respective uses, as
well as the responsibilities of the agency and the
Purchasing Division in the vendor registration process. |
|
Vendor Remedies: Protests,
Circuit Court, and Court of Claims |
This workshop will provide an
in-depth look at the legal challenges to Purchasing
Division procurements and the internal processes
utilized to handle them. Attendees will be exposed
to the formal protest process, circuit court suits, and
court of claims actions and will discuss how the
Purchasing Division and the agency can work together to
reduce the occurrence of these formal legal challenges. |
|
wvOASIS:
Enterprise Resource Planning |
The purpose of this workshop is to
discuss the wvOASIS project from a procurement and
logistics perspective. Topics will include
purchasing, e-procurement, inventory fleet, facilities,
and real estate management. Vendors and commodity
codes will also be discussed. |
