Agency-Delegated Purchasing (Wednesday)
Agency-Delegated Purchasing (Friday) |
This session will address
purchasing procedures for commodities and services
expected to fall
under an agency’s delegated threshold and discuss the
spending thresholds and their bidding
requirements within this authority. |
|
Alternateive Procurement Methods |
This session will highlight four
unique purchasing options - emergency purchases, direct
awards,
impossible to bid items, and items that can be fast
tracked - and the documentation required for
each. The instances in which each would apply will
be discussed. |
|
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. |
|
Contracting Basics |
This session will offer an
overview of the Purchasing Division and explain its role
in state
government. As part of this session, attendees
will learn about various purchasing methods
available to them, contract documents that make up a
contract, and how critical contract terms
can impact the purchasing process, including time,
delivery, and price. |
|
Contract Negotiations |
In this session, participants
will explore what they should know about contracts, the
market, and
the law; when the state can negotiate; and several
negotiation strategies that have been proven to
work, as well as a few that don’t. |
|
Expressions of Interest and
Construction |
This session will highlight the
Expression of Interest (EOI) best value procurement
process
utilized by the state of West Virginia.
Participants will learn how EOIs are used to select
architects and engineers, as specified in West Virginia
Code §5G, based on the vendor's
qualifications and demonstrated competence for the type
of professional services required at a
fee determined to be fair and reasonable. Additionally,
participants will gain a better
understanding of the rules and requirements of the
construction solicitation process. |
|
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. |
|
Fleet Management |
This session will provide an
overview of Fleet Management and its role in state
government,
from vehicle ordering to decommissioning.
Participants will learn about the services Fleet
provides, and the benefits of using those services.
Other topics addressed will be the Capitol
Complex Motor Pool, the telematics program, and our
participation in the driver safety program.
Attendees will hopefully gain a better understanding of
the role of Fleet Management and its
contributions to state government. |
|
Forms and Documents |
In this session, participants
will learn how to correctly complete the following
forms, as well as
when and why they are used: Compliance Verification
Checklist For Requisition Submission;
Vendor Performance; Non-Conflict of Interest; and more. |
|
Inspections |
This session 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. |
|
Insurance |
This session will address the
proper inclusion of insurance into the purchasing
process. The
basics of insurance will be discussed, as well as the
types of coverage that should be required
from those vendors wishing to do business with the
state. |
|
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
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. |
|
Preparing and Evaluating RFPs |
In this two-hour class,
participants will learn the basic guidelines for
preparing a Request for
Proposals (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. This session
will also highlight the RFP evaluation process from
scoring the technical proposal to the cost bid
opening. |
|
Problem Solving |
In this session, attendees will
learn how to apply kaizen (continuous improvement), a
Toyota
Production System Support Center (TSSC) application, to
their daily tasks. Participants will
learn the best way to break down problems, identify
their root causes, and apply countermeasures
that are appropriate. |
|
Purchasing Card Program |
This session will provide
information on the Purchasing Card Program and its
application within
wvOASIS, administered by the State Auditor's
Office. |
|
Request for Quotations: From A to Z |
This two-hour session 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 Quotations (RFQ)
procurement method and analyze the
agency and vendor responsibilities prior to and during
the advertisement of the RFQ in the
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
(no PowerPoint Presentation) |
This session will allow
procurement officers the opportunity to discuss with
other agency
designated procurement officers multiple complex
purchasing-related issues and brainstorm
solutions and improvements. |
|
Secretary of State Requirements |
This session will discuss
business registration requirements, the laws that
mandate the filings,
what business types are required to register and what
types are not, differences in business entity
types, DBA names and how they work, searching the
business database, and other information
collected by the SOS Office. |
|
Statewide Contracts |
This session 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 and Fixed Assets |
This session 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. |
|
Tools and Resources |
This session will identify and
define state purchasing terms, concepts, and principles.
An
overview of the purchasing decision path will be
discussed, as well as the tools and resources
that are available to agency purchasers on the
Purchasing Division's website,
WVPurchasing.gov. |
|
Vendor Registration |
This session 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. |
|
Vendor Self-Service |
This session will focus on
Vendor Self-Service, from a vendor’s perspective and
what they see. |
|
wvOASIS Procurement Part I and
wvOASIS Procurement Part II |
This two-hour session will
include an overview of wvOASIS procurement
documents,
processing, terminology, and system features. The
role of commodity codes and encumbrance
also will be discussed. |
|
West Virginia Office of Technology (WVOT) Requirements |
This session will explore 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. |
