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. |
Bonds |
This session will address the
proper inclusion of bonds into the purchasing process.
We will discuss the use of various types of bonds to
ensure that vendors perform in a proper and timely
fashion. |
Correctional Industries
(no presentation file) |
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. |
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. |
Evaluating a Request for Proposal |
This workshop will highlight the
Request for Proposals evaluation process from scoring
the technical proposal to the cost bid opening. |
Forms and Documentation |
In this session, Purchasing
Division personnel will discuss various forms and
documentation and when they are to be used, including,
but not limited to, the Agreement Addenda (WV-96),
Purchasing Affidavit, Drug-Free Workplace Affidavit and
Cover Sheet, and more. |
Inspections: Making the Grade |
This webinar will discuss the
purpose of reviewing and auditing spending unit
requests, purchases, and other transactions and
purchases within the Purchasing Division's authority.
It also will detail inspection procedures, requirements
for state agencies, and contract management procedures. |
Managing Your Vendor |
Sometimes the hardest part of
public procurement is making sure vendors live 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
advisers, 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
presenter will stress the importance of the vendor name
being consistent on the contract, invoice, and in
wvOASIS. He also will review the communications
released from the State Auditor's Office in the past
year. This session also will look into the common
errors the office encounters and offer ways to avoid the
rejects associated with these errors. |
Purchasing Card Program |
This webinar will provide
information on the Purchasing Card program and its
application within wvOASIS, administered by the State
Auditor's Office. |
Preparing a Request for Proposal |
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 webinar will introduce
participants to the State Privacy Office and explain its
role in state government, as well as the role of our
state procurement officers as gatekeepers through use of
the Business Associate Addendum. Attendees will
learn about HIPAA and the HITECH Act, specifically about
the importance of ensuring that vendors protect the
health information of our state's patients and members.
Finally, attendees will gain a better understanding of
the risks that vendors pose to our information and how
we can manage and reduce that risk through our
purchasing processes and contracts. |
Secretary of State Requirements |
This session will review the
necessary documentation vendors need to have on file in
the Secretary of State’s office, including the state of
incorporation, the address of all officers, the
corporate headquarters, the address of the principal
place of business, and other pertinent information. |
Special Purchases |
This session will examine the
procedures required when an agency intends to process an
emergency, direct award, or cooperative (piggyback)
procurement, including pre-approvals, required
documentation, and exceptions. Participants also
will explore the Purchasing Division's list of
non-competitive/exempt commodities and services and how
such purchases are handled. |
Statewide Contracts |
This webinar will provide an
in-depth look at the purpose and importance of statewide
contracts. Participants will gain a better
understanding of the statewide contracts available to
them, learn the proper use of these contracts, and
discuss how to mitigate vendor issues related to such
contracts. |
Surplus Property/Fixed Assets |
This webinar 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 and
compliance requirements, and property availability.
In addition, participants will learn the basic
requirements of maintaining an agency's inventory in the
wvOASIS Fixed Asset System. Adding property,
retiring property, data change requests, and annual
certifications will be covered. |
Vendor Registration |
This webinar will discuss the
vendor registration process, rules, requirements, and
reasons behind the program, and will address questions
such as who is required to register as a vendor 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, as well as the responsibilities
of both the state agency and the Purchasing Division in
the vendor registration process. Details will be
covered related to the electronic vendor/customer
registration process and the creation and requirements
of the associated documents with wvOASIS. The
vendor/customer data table utilized by the vendor
registration process, the wvOASIS system's relationship
with Vendor Self-Service, and various fee-exemption
codes will all be examined. |
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 also will highlight
technology statewide contracts, as well as allow
participants the opportunity to provide process
improvement feedback. |
wvOASIS Procurement: Part I |
These introductory webinars will include an overview of
wvOASIS procurement documents, processing, terminology,
and system features. The role of commodity codes
and encumbrance also will be discussed. |
wvOASIS Procurement: Part II |
These introductory webinars will include an overview of
wvOASIS procurement documents, processing, terminology,
and system features. The role of commodity codes
and encumbrance also will be discussed. |