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Agency-Delegated Purchasing |
This course will address
agency-delegated purchasing procedures for commodities
and services expected to cost $25,000.00 or less and
help participants identify bidding levels within this
authority. A panel of agency representatives will assist
the presenter in answering questions related to this
dollar threshold. |
|
Boards and Commissions |
This interactive workshop will
provide insights into procuring for the state's boards
and commissions. Since these entities may be structured
slightly different than a larger agency, attendees will
be asked to participate in an interactive discussion on
issues faced by these entities and solutions to these
problems. Attendees will also be asked to elaborate on
the processes utilized within their own specific board
or commission. |
|
Certification Study Group |
In this session, participants
will learn the requirements of the West Virginia
Procurement: Basic and Advanced Certification programs,
as well as discuss the final examination format and
re-certification requirements. This session will allow
agency purchasers who are interested in obtaining either
certification the opportunity to review the state
purchasing processes and procedures contained in the
Purchasing Division Procedures Handbook. |
|
Construction Purchases/ Solicitations |
This
workshop has been designed to take attendees through the
process of soliciting and the ultimate award of a
construction project. As a part of this workshop,
participants will learn which documents are required and
used for these services. Participants will have the
opportunity to discuss past challenges, as well as
successes, and learn from other procurement
professionals. |
|
Correctional Industries |
This session will provide a
comprehensive overview of West Virginia Correctional
Industries (WVCI), including how to purchase products
from WVCI, how to effectively use the WVCI website,
and products and services that are available to state
agencies from WVCI. The quality of the products
produced, the passion each shop has in their overall
operation, and the teamwork that is exhibited by both
Correctional Industries employees and the inmates in the
facilities will be discussed in detail. |
|
Critical Thinking in Procurement |
From time to time, we all fall
into the routine trap that ends with processing
documents or moving procurements up and down the line
without any real thought about how our actions, or lack
thereof, fit within the larger framework of our agency,
and the state as a whole. This class is an interactive
scenario-based discussion of that bigger picture.
Sometimes something seemingly as simple as asking “what
is the goal here?” will shed a whole new light on what
your next steps should be. While the most apparent
answer is usually to get the good or service needed, the
real answer may be completely unexpected. |
|
Developing Specifications for RFQs |
This workshop will provide
guidelines for writing effective specifications. Some
topics addressed will include when to use mandatory
specifications, the new standardization process for
commodities, and the "or equal" requirement when using
brand names when a standardization has not been
approved. |
|
Electronic Business with West Virginia |
This workshop will explore state
government’s electronic business options, resources to
help purchasers expand their agencies’ vendor base for
increased competition, tools for the procurement
officer drawn from lessons learned, and the latest
strategies within state procurement. |
|
Evaluating a Request for Proposal: Part II |
This workshop will highlight the
Request for Proposals evaluation process from scoring
the technical proposal to the cost bid opening. |
|
Expressions of Interest |
This class will highlight this
best-value procurement tool, which is primarily used in
the selection of architects and engineers as specified
in West Virginia Code 5G. The Expressions of Interest 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. |
|
Forms and Documentation |
In this session, we will discuss
the following forms and when they are used: Agreement
Addenda (WV-96); Purchasing Affidavit; Drug-Free
Workplace Affidavit and Cover Sheet; and more. |
|
Fraud in Public Procurement |
In this class, you will learn
about recent criminal activity in public procurement,
discuss those that catch it and prosecute it, and
discuss the costs to the individual and the
organization. In addition, you will be given
hypothetical examples to test your knowledge and discuss
with the group. |
|
General Discussion |
This Advanced Track session will
allow primary and backup agency-designated procurement
officers the opportunity to discuss with Purchasing
Division personnel the complex laws, rules, and
procedures of the state purchasing process. Attendees
should come prepared with questions as well as
agency-specific examples. |
|
How to Avoid Common Pitfalls in Public Procurement |
Navigating the West Virginia
state procurement laws and rules can be tricky, but
there are some tips and tricks agency procurement
officers can use to ensure efficiency and effectiveness
in the process. This workshop will identify the top ten
common pitfalls in the public procurement process as
seen by the West Virginia Purchasing Division and offer
guidance on how agencies can better manage their
solicitations from beginning to end while ensuring
compliance with the laws, rules, and procedures. |
|
Inspections: Making the Grade |
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, with a focus on the use of
its grading system and corrective action plan request,
in addition to the requirements for state agencies and
contract management procedures. |
|
Managing Your Vendor |
Sometimes the hardest part of
public procurement is making sure your vendor lives up
to their end of the deal. This class will help you
understand that you represent the state, that you are in
control, and that you have way more power than you
think. Additionally, the class will include a discussion
of the tools at your disposal to properly manage the
contractual relationship with the vendor. Those tools
include, but certainly are not limited to, proper vendor
screening and selection, use of expert advisors, the
power of contract knowledge/understanding in
negotiations, and post-breach remedies like formal
demand letters and debarment. |
|
Payment Process |
This session will give an
overview of the payment process in wvOASIS. The
course will
stress the importance of the vendor name being
consistent on the contract, invoice, and in wvOASIS.
The course
will also review the communications released from the
State Auditor's Office in the past year. This session will also look
into the common errors we encounter and offer ways to
avoid the rejects associated with these errors. |
|
Preparing a Request for Proposal: Part I |
In this class, participants will
learn the basic guidelines for preparing a Request for
Proposal (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. |
|
Privacy and Cybersecurity |
This session will introduce
participants to the State Privacy Office (SPO), explain
its role in state government and provide a brief
discussion on understanding the current data breach
threat. The session will cover the importance of the
partnership between Purchasing and the SPO for the
protection of the state’s data assets. Attendees will
learn about how the risk of data loss is managed and
reduced through the purchasing and contracting processes
and how the role of the procurement officer is an
essential element for holding vendors to the state’s
privacy and security standards. The session will also
provide an introduction to the Privacy Impact Assessment
(PIA)--an industry best practice for managing data
privacy risks. |
|
Public Procurement Basics |
This session will cover the
fundamentals of the procurement process. A basic
overview of the Purchasing Division, including who is
required to buy under its authority and how the division
is structured organizationally, will be discussed.
Attendees will also review the steps of the Purchasing
Decision Path, as well as some terminology used in the
state purchasing process. |
|
Purchasing Card Program |
This workshop will provide
information on the Purchasing Card program and its
application within wvOASIS, administered by the State
Auditor’s Office. |
|
RFQs: From A to Z |
This workshop will discuss the
acquisition-planning steps required prior to the actual
bidding process, including determining the need,
conducting market research, identifying possible
vendors, and more. Participants will review the
purchasing decision path leading up to the decision to
use the Request for Quotation (RFQ) procurement method
and analyze the agency and vendor’s responsibilities
prior to and during the advertisement of the RFQ in the
West Virginia
Purchasing Bulletin. Additionally, this workshop will
highlight the evaluation of 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. |
|
Roundtable Discussions |
This session will allow
procurement officers the opportunity to discuss with
other state agency procurement officers multiple complex
purchasing-related issues and brainstorm solutions and
improvements. |
|
Secretary of State Requirements |
This session will provide a
basic overview of the Secretary of State’s role in
governing business entities, discuss how vendors
register with the Secretary of State’s office, and
review different business types. |
|
Special Purchases |
In this workshop, attendees will
learn the different types of special purchases that
exist in the state purchasing process, including those
made in the event of an emergency, direct award
purchases, piggybacking contracts and exempt purchases. An overview of the circumstances and procedures for each
will be discussed. |
|
State Ethics and Open Meetings Act |
This presentation will cover
both the West Virginia Ethics Act and Open Meetings Act. Topics relating to the Ethics Act will include recent
Advisory Opinions as well as rules governing public
contracts, voting, other employment, and private gain
and gifts. Topics related to the Open Meetings Act will
include an overview of meetings which are subject to the
Act, notice and agenda requirements, minutes, and
violations. |
|
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 Assets
Module. Adding property, retiring property, asset
modifications and annual certifications will be covered. Disposal of information technology equipment will also
be discussed in this workshop. |
|
Transparency and Resources |
Transparency is an often-used
word in state government, and this session will explore
the specific reports and resources that comprise the
Purchasing Division’s transparency initiatives for
agencies, vendors, and citizens. We will explore our
regularly-updated tools and how they empower procurement
officers to better navigate the day-to-day purchasing
process at their own agencies. |
|
Vendor Registration |
This workshop will discuss the
vendor registration program and its requirements,
including at what time during your agency’s transaction
a vendor must register and when the annual registration
fee is applicable. In addition, we will cover the
various methods at our disposal for completing a
successful registration and when each tool is used. We
will also discuss strategies for navigating through
records in the wvOASIS vendor/customer table. |
|
West Virginia Office of Technology (WVOT) Requirements |
This session explores recent and
upcoming policy improvements, providing an overview and
guidance on the WVOT Chief Technology Officer Review and
Approval Policy, revealing the “what, why, who, when,
and how.” This workshop will also highlight technology
statewide contracts, as well as allow participants the
opportunity to provide process-improvement feedback. |
|
wvOASIS Procurement: Part I |
This workshop will include an overview of wvOASIS
procurement functions, as well as a discussion of topics
ranging from encumbrance to the Vendor Self-Service
portal. |
|
wvOASIS Procurement: Part II |
This workshop will include an overview of wvOASIS
procurement functions, as well as a discussion of topics
ranging from encumbrance to the Vendor Self-Service
portal. |
