WASHINGTON STATE CHAPTER
2016 OFFICERS
June 2016
President
Josh Klika, CPPB
[email protected]
Vice President
Rena Jackson
[email protected]
Treasurer
Susan Knotts, CPPO, CPPB
[email protected]
Secretary
Jeff Peterson, CPPB
[email protected]
Membership Secretary
Theresa Teschlog, CPPB
[email protected]
Past President
Sue Ownby, CPPO, CPPB
[email protected]
2016 Education Calendar
President’s Message
THE MOST WONDERFUL TIME OF THE YEAR
This month always makes me think of the holiday
song: It’s the Most Wonderful Time of the Year, by
Andy Williams.
The reason is that I consider this time of year to be a
celebration of sorts… it is the end of the fiscal year
(June) for state government, and soon to be fiscal
year end for other government entities (August).
Just like any holiday, there is probably always a little
stress or chaos involved with the fiscal year end.
Being procurement professionals, we want to make
sure we can meet our customer needs while being
good stewards.
Also, for this holiday, we can realize how fortunate
we are. We can be thankful that we can rely upon our
training and our procurement peers to give us the
guidance we need to do our best.
Wishing you a happy, successful, rewarding fiscal
year end!
Josh
Inside this Issue
Member Spotlight
Articles of the Month
WS Reverse Trade Show
And more……
1
Member Spotlight
NAME: Sarah Yeckley (formerly Dawson)
PERSONAL STATUS: I was born and raised in the Great White North (aka Canada), and moved to the
USA when I married my American husband in June 2013. I started my career in Public Procurement
back in 2001 up in Yellowknife, NWT Canada as a civilian Supply Clerk with the Canadian Military. I
worked in a variety of departments within the Canadian government, from a regional to national level.
Here in Washington State I have worked for King County and now for the City of Lynnwood. A couple
of the more “interesting” procurements in my career were a) a grenade container that had to be shipped
from one country to another, and b) a chicken semen collector. Not at the same time though. And one
I can’t speak about and the other I’d prefer not to.
Outside of work I enjoy my blended family with my husband and our 5 children, our many furballs,
scouting out vintage treasures to repurpose, spending time down at the creek on our property, and most
recently fixing up my vintage travel trailer for outings with my girlfriends. Funny enough, I don’t seem to
find a lot of down time.
EMPLOYED BY: City of Lynnwood, Purchasing Supervisor
NIGP MEMBER: 2014
WHAT DO YOU LIKE ABOUT YOUR JOB? I love the variety of what I do – procurement, P-Cards,
mentoring, training – it keeps me extremely busy and challenged and has me leaving the office feeling
like every single day has been productive. There’s no more positive (job related) feeling than that!
WHAT ADVICE WOULD YOU GIVE SOMEONE NEW TO YOUR PROFESSION?
A) Don’t start with getting caught up in the details of the process – understand the full concept of what
it is that you are doing and what you want to achieve first. Then add in the details. Too many times
we complicate the process unnecessarily at the onset, without taking a step back and looking at the
bigger picture.
B) Network, network, network. There is so much knowledge to be obtained from your peers. Don’t
ignore the opportunity to absorb what they have learned. That’s the beauty (and the importance) of
an organization like this.
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BY Bramby Tollen, CPSD, CPCM
Snohomish County
On a daily basis, emails come in advertising the latest cooperative agreement or joinder contract
opportunity and the chance to save money and time. There are partnership agreements, affinity
programs, and purchasing groups that promise to maximize volume discounts and lower your
costs.
While these opportunities may be a good option in some situations, we are experiencing great
results with processing bids at the organization or local level. National and regional contracts often
exclude the small, local supplier. Additionally there are often usage fees and commission
associated with the cooperative contracts. Another disadvantage of the large cooperative
contracts is that the end user may sacrifice their actual requirements or never define their actual
needs when a similar item is available. Taking a short cut often costs more and delivers less in the
long run.
The advantages of processing your own bids are:
1. Ability to define your actual needs and requirements.
2. Define your agency’s terms and conditions up front
3. Ability for small suppliers to participate in process
4. Better service from supplier located close by
5. Agency is the owner of the contract.
6. Support from and of local community
7. Ability to standardize and bid the total cost of items.
8. Prices are often lower
9. Customize specifications to include sustainability and other factors important to the agency.
10. Ability to extend or terminate based on agency’s needs and experience
There are situations where using a cooperative contract is in the organization’s best interest.
Performing due diligence to understand the advantages and disadvantages of each method is a
good business practice. We frequently purchase from joinders and piggy backs but we have also
realized tremendous savings (15-35%) in local bidding as well as increases in our small business
utilization and great service from suppliers invested in our community.
3
Continuation of April’s Article of the Month
BY Corey Larson
Department of Enterprise Services (DES)
From the last newsletter you may recall the story we shared of a solicitation for an airboat
conducted by the Department of Enterprise Services (DES) on behalf of Larry Oline of the
Department of Agriculture (WSDA). The solicitation went sideways and had to be cancelled, time
was running out and they stood a great chance of losing their funding with nothing to show for it.
No one was ready to give up so we arrived on “Plan-B” to continue to move forward.
Through the failed solicitation we’d surveyed the market and considered ourselves in a special
market condition which enables us to enter into direct negotiations with the only bidder.
You might ask; why didn’t we cancel and post another solicitation? For two reasons; the other
manufacturers I spoke with indicated their pricing would be nearly double the amount WSDA had
available. The second reason is that we were seriously running out of time.
In accordance with Plan-B, I was to notify the bidder that his bid was rejected and why. I also
needed to work my way around during the conversation to where we could talk about “maybe”
salvaging some kind of a deal.
Larry and I had already discussed the parameters to work within while negotiating a deal with the
guy I’d just given a verbal bid rejection notice to just moments prior.
I called the bidder, let’s call him “vendor” who at the time was driving on a remote back-road in a
desolate part of the US and suggested that he pull over so we could talk. He took the rejection news
fairly well, there was some venting and of course, a fair amount of storytelling before I was in
position to offer that “faint glimmer of hope” that perhaps a deal could be salvaged.
We managed to strike up a deal requiring considerable follow-up and timely communications. He
said he’d have to call in a favor or two from a local transportation company.
This vendor was an accomplished story teller. I’ll spare you details except to say that he claimed to
be ready to sign a deal with a world renowned publisher to do a documentary on his company and
that WSDA’s boat build would be showcased. Later on I heard another claims as interesting as that
one so I did some research which offered no cause to doubt their validity. I eventually learned that
the owner has been ill, the guy I’d been talking with is a competent partner who wants out, the
company is for sale, they might have a buyer and maybe even two but they weren’t exactly sure yet.
With those tidbits of information we were still willing to make a fair offer that might help them
keep their doors open.
Closing the deal involved an “Offer to Contract” document. Maybe you’ve seen one before but I
hadn’t so I pulled one together. I also needed some suitable terms and conditions. DES’ T’s & C’s
are suitable for Master Contracts and at the time they didn’t seem that great of a fit for what we
were trying to do so Larry kindly loaned me WSDA’s T’s & C’s.
I didn’t see the need to create a detailed Memo-to-File because the Offer to Contract pretty much
said it all. Items have been deleted or condensed for space. Yes, we were entertained with the
resulting document:
4
OFFER TO CONTRACT
16.5 foot Airboat package (WSDA)
Purpose: This is an offer by the State of Washington, Department of Enterprise Services (DES) on behalf
of the Washington State Department Agriculture (WSDA) to contract with ____________ (referred as the
vendor herein) for the purchase one (1) new and unused 16.5’ all welded aluminum airboat. Should the
offer be accepted by the vendor they shall be referred to as the Contractor.
Through solicitation _____ the vendor has extended the State of Washington a bid of $7X,XXX.XX for an
airboat meeting all of the state’s requirements. The bid submittal did not meet the State’s
responsiveness requirements and was rejected. Since the market had been surveyed through solicitation
_____ with no other bids received, a special market condition presented itself which enables the state
the opportunity to enter into direct negotiations with the vendor.
The Washington State Department Agriculture (WSDA) requires delivery “FOB Destination” meaning that
the vendor pays freight charges and owns the goods in transit. Delivery is to be made by no later than
June 30, 2015. If through this process, if for some reason it does not appear that the air boat cannot be
delivered by June 30, 2015, the state has the right to cancel the project due to lack of funding and the
vendor shall hold the state harmless.
Delivery: The delivery location is to be determined but shall be in Western Washington near the OlympiaTacoma area.
By state law, the Washington State Department of Agriculture (WSDA) cannot extend credit to vendors
for goods and services not received. However, the state can offer milestone payments to vendors
provided that conditions are met in the PROJECTED SCHEDULE OF EVENTS outlined below.
As an incentive to expedite Prompt Payment (PPD) within 15 (fifteen) days rather than the normal 30
(thirty) days, the State of Washington requests a prompt payment discount of 1%. This prompt payment
discount shall apply to each milestone payment. As notice of each milestone is received and approved by
the state, the state will make every effort to ensure that payment is received by the vendor within 15 days.
PROJECTED SCHEDULE OF EVENTS
This Projected Schedule of Events enables WSDA to process prompt payment
by Warrant (check) within 15 days of Notice of Completion with photos.
Hull Completion Inspection and photos, payment is authorized by WSDA of 50% with a 1% Prompt Payment
Discount.
Receipt of engine, reduction gear, propeller assembly photos, payment authorized by WSDA of 25% with a
1% Prompt Payment Discount.
Final Assembly, Vendor Sea Trials and Delivery FOB Destination on or before 6/30/2015, payment of the
balance is authorized by WSDA of 25% with a 1% Prompt Payment Discount.
Vendor is to send milestone completion photos to the following email addresses:
[email protected] and [email protected]
5
The following files contain Minimum Specifications and General Terms & Conditions for this offer.
Specifications
T’s & C’s
AUTHORIZED OFFER AND CONTRACT SIGNATURE PAGE
Department of Enterprise Services Use Only
The Award is identified/detailed or further identified/detailed in DES’s formal Award Letter to the
Vendor dated _______________________ and is incorporated by reference.
In Witness Whereof, the parties hereto, having read and understood this Contract in its entirety, including
but not limited to, the Vendor’s Authorized Offer (Firm Offer), and all attachments, do agree in each and
every particular and have thus set their hands hereunto.
This Contract is effective this _________day of ______________, ______.
See Award Letter
Date completed by Enterprise Services only
Approved – Vendor (Contractor if Awarded)
Approved – State of Washington
Signature
Signature
Corey A. Larson
Print or Type Name
Date
Print or Type Name
Date
Contracts Specialist
Title
Title
Department of Enterprise Services
Master Contracts and Consulting
Business Name
Business Name
Telephone
Telephone
End of document
We felt that we were being reasonable with our offer given the few options available to us but the vendor
suggested that we move on because they planned to close their doors and; “Oh by the way, if you want a
used boat meeting your specifications we might know of a couple.”
Oh, now this is really getting annoying! “Hey Larry…”
Maybe the conclusion to this story in next month’s newsletter.
6
Let’s Talk About It – Reverse Trade Show Planning
Strategic planning is underway for our chapter’s first-ever reverse trade show. We need your input!
What’s a “reverse” trade show, you ask? It’s when public procurement agencies (like us) host
tables telling vendors specifically what goods and services we need, and how vendors can bid on
our solicitations.
“This is so much more proactive than listening to a vendor’s sales pitch,” says organizer Sarah
Yeckley, purchasing supervisor for the City of Lynnwood. “A reverse trade show puts us in the
driver’s seat.”
Our reverse trade show is expected to debut in October or November of 2017. That sounds like
plenty of time, but the planning committee is meeting now to hash out the details, and we want
your input. Topics of discussion include:

What should we call it?
“Meet the Buyers – Reverse Vendor Trade Show” is a popular choice, but “Schmooze Fest”
is a dark horse. Any other suggestions?

Where should we host it?
Seattle, Spokane, or somewhere in the middle? We want to include all our chapter
members, and maximize vendors’ attendance.

How should we organize it?
How would you help buyers and vendors connect? All suggestions are welcome.
Please email your feedback to Sarah Yeckley at [email protected] and save the date for
WA NIGP’s first reverse trade show in 2017!
7
The Washington Chapter Chat will be published bi-monthly:
February, April, June, August, October and December.
Do you have something to share with your purchasing peers?
Want to be a newsletter contributor?
Benefits:
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Get published in an upcoming newsletter
You may submit articles to Heidi Bohl at [email protected] for publication in
April’s Edition by March 30th
August’s Edition by July 30th
December’s Edition by November 30th
February’s Edition by January 30th
June’s Edition by May 30st
October’s Edition by September 30th
Save the Date: NIGP Forum is coming
August 21- August 24, 2016 National Harbor, MD
The NIGP Forum is the largest North American conference exclusively for public
procurement. The Forum is NIGP's showcase educational event, providing an ideal environment
for networking with colleagues and suppliers, attending educational workshops led by subject
matter experts in the field, and being motivated and inspired by professional speakers during
general sessions.
Attendees can visit with nearly 200 suppliers during our products exposition on Sunday and
Monday, which provides the opportunity for one-on-one interaction and networking with suppliers.
Receive real hands-on experience with the latest and greatest products and services available to
the government during dedicated expo hours.
More than 60 specialized educational workshops and formal networking opportunities will be
available to help you improve your skills, learn best practices, or provide a platform where you can
gain support from colleagues on issues you face every day. The NIGP Forum is exclusive to the
public procurement profession so you can be assured that educational sessions will relate
specifically to public procurement issues. Professionals from all facets of the government will
highly benefit from attending this event.
8
NIGP Forum
August 21 through August 24, 2015 National Harbor Maryland
Awesomeness…it’s something you do every day and in every way. From sharing a cup of
coffee and a smile with a colleague or loved one to offering a tip on how to word that solicitation to
save your entity thousands of dollars to procuring bullet-proof vests that will save lives. It’s just
who you are and what you do. You are the definition of awesome.
So what happens when nearly 1,000 awesome public procurement professionals gather in one
location for the largest educational event in North America? You experience Forum
AWESOMENESS. There’s something incredible that happens at Forum. It’s that overwhelming
feeling that someone else understands. There’s a camaraderie that’s indescribable and irresistible.
Join us for NIGP Forum 2016 on August 21 – August 24 in National Harbor, Maryland and revel in
the awesomeness.
Join your colleagues for the NIGP Forum in National Harbor, Maryland. A conference like no
other that connects the vitality, originality and character of the heartland with the passion,
commitment and integrity of our procurement professional community.
10 Reasons to attend the Forum:

#1 Public Procurement Event of the Year

Connect with 950+ colleagues

Attend 60+ educational sessions

Visit 200+ suppliers at the Products Expo

Earn up to 18 contact hours

Bring back an infinite number of ideas and solutions that will positively impact your agency and
your community

Grow your skills through educational workshops & in-depth seminars

Learn from subject matter experts in the procurement field by attending relevant, real-world
educational workshops

Address key procurement trends and dynamics facing governments today

CONNECT WITH PROCUREMENT COMMUNITIES
For Registration details and fees visit “Register for Forum 2016”.

Justification Toolkit

Letter to Supervisor

Forum Expense Worksheet

Post-conference Report Template
9
NIGP Forum 2016 Keynote Speakers
Mel Robbins
The 5 Second Rule: Achieve Breakthrough Performance in Your Career & Life
Sunday, August 21
Mel Robbins is a powerful motivational speaker delivering interactive keynotes that inspire change, challenge
thinking and accelerate personal and business growth. Her TEDx Talk on "How To Stop Screwing Yourself
Over" has over 3 million views, and her book on the brain and productivity, “Stop Saying You’re Fine”, is a
business bestseller that has been translated into four languages. She started her career as a criminal
defense attorney and went on to launch and sell a retail and internet technology company.
Colette Carlson
Stress Less: YOU Management vs. Time Management!
Monday, August 22
Colette Carlson, founder of Speak Your Truth, Inc. is a human behavior expert, author and humorous
keynote speaker who shares the tools, terminology and techniques that encourage people to excel. With a
Master’s in Human Behavior and a fascination with communication trends, Colette delivers the latest
research letting the facts support the fun. She writes a monthly column for Business Management Daily and
has been featured in Success and Working Mother magazines.
Kai Kight
Composing Your World
Tuesday, August 23
As a classical violinist turned innovative composer, Kai Kight uses music as a metaphor to inspire individuals
and organizations across the world to compose paths of imagination and fulfillment. Inspired by his own
mother who, when diagnosed with cancer, revealed regrets of not bringing her ideas to the world, Kai is on a
mission to spark a global mindset shift in which ingenuity is the norm, not the exception.
Alex Sheen
because I said I would
Wednesday, August 24
Alex Sheen is the founder of because I said I would, a social movement and nonprofit dedicated to bettering
humanity through promises made and kept. Sparked by the loss of his father, Alex and his organization send
“promise cards” to anyone anywhere in the world at no cost. Alex is someone who truly honors commitment.
He once walked over 240 miles across the entire state of Ohio in 10 days to fulfill a promise.
For complete Bios visit keynotespeakers - NIGP Forum 2016
10
Chapter Membership
Current active WA Chapter of NIGP: 258
Tom Carroll, Buyer, City of Bellevue
William Martin, Materials Manager, WSDOT
Stan Hernandez, Buyer, City of Lynnwood.
Shaneel Fox-Lockard, Contracts Specialist, KCDA.
Alice Phoenix, Contracts Specialist 1, King County.
Rebecca VanEngen, Procurement and Supply Specialist III, Shoreline Community College
Leanne Algard, Supply Specialist 2, Everett Community College
WA NIGP Scholarship Program
The Washington State Chapter of the NIGP (hereafter known as the "Chapter") values the
contributions, efforts and professionalism of its members. With the challenges that public entities
face with constrained budgets, the Chapter recognizes that it has become increasingly difficult for
public entities to provide funding for professional development and continuing education.
Therefore, the Chapter hereby has established a Scholarship Program for the purpose of assisting
individual Chapter members who are interested in furthering the development of their purchasing
and material management skills and professionalism that may otherwise be unable to do so.
For more information about the Scholarship Program visit the WA NIGP Chapter website.
11
Complimentary NIGP Webinars for Members
Looking to become certified or strengthen your professional skills? Take advantage of NIGP’s
webinar offerings.
NIGP Webinars are 90-minute topical online classes that provide time-challenged professionals
the opportunity to earn contact hours without ever having to leave the office. All you need is a
computer. Offered throughout the year, Webinars are a great way for you and the entire
procurement team to stay abreast of the best practices and current issues in the profession.
Offered at various times during the day, a Webinar includes 60-70 minutes of information followed
by a Q & A session. Effective January 1, 2014: All webinar attendees may view their credit of 1
contact hour on their NIGP Profile Under My Transactions. For details please refer to this link:
Webinar FAQ's
Train without the travel. Register today!
Complimentary – Members
$190 - Non-Members (Includes a one-year complimentary NIGP membership for eligible
individuals)
Please contact us directly at [email protected] for more information.
Please note: To receive credit one must register and attend the webinar.
Upcoming Webinars
June 2016
 June 22, 2016 – Is There an RFP in our Future?
 June 29, 2016 – A Different Kind of Cooperative
July 2016
 July 13, 2016 – Alligator Presentations: How to have a tough skin…big smile…in front of a
tough audience.
General Webinar Information
 Tips for Participants
 FAQs
 VoIP Fact Sheet
 Adobe Connect 9 System Requirements
 Directions for Downloading Recordings

Free downloads for members are available in the NIGP Store
12
2nd Quarter of 2016
April
National Autism Awareness Month
National Deaf History Month
May
Asian Pacific American Heritage Month*
Cinco de Mayo (commemorates Mexico's victory over the French at the Battle of Puebla On May 5,
1862)
Memorial Day
Jewish-American Heritage Month
National Better Hearing & Speech Month
National Older Americans Month
Women’s Health Care Month
June
Gay Lesbian Bisexual Transgender Month*
Juneteenth (also known as Freedom Day or Emancipation Day, commemorates the end of slavery in
the United States)
D-Day (commemorates June 6, 1944, the day on which Allied forces landed in northern France to
begin the liberation of occupied Europe in World War II)
3rd Quarter of 2016
July
National Foreign Language Month
Independence Day
August
National Physically Challenged Month
Women’s Equality Day
September
National Hispanic Heritage Month*
Mexican Independence Day
13
Washington State encompasses a diverse culture. Studies have shown that business strategies with
strong diversity and inclusion practices benefit from an increased potential for effective partnerships,
and a more diverse workforce – which lead to better insights, better decisions, and better products.
The Seattle Center offers opportunities to enjoy and learn what makes each culture unique and
wonderful, all throughout the year. These festivals highlight the diverse cultures & ethnic
communities that share our beautiful Puget Sound region. Below is a list of cultural events at the
Seattle Center this year:
Festival Sundiata (Black Arts) - June 11th -12th
Polish Festival –July 9th
Arab Festival- July 23rd-24th
Iranian Festival- August 13th
Brazil Festival- August 21st
Tibet Festival – August 27th-28th
Hawaiian Cultural Festival- September 11th
Patrias (Latin) Festival- September 17th-18th
Italian Festival- September 24th-25th
Croatia Festival- October 2nd
Turkish Festival – October 15th-16th
Mexican Remember Our Departed Festival – October 29th -30th
Hmong Festival (China, Vietnam, Laos, Thailand) – November 5th
Lights of India Festival – November 6th
WA NIGP Diversity Committee
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AMENDMENT
COMMODITY
NIGP
REQUISITION
SIGNATURE
AWARD
CONTRACT
PROCEDURES
RESPONSIVE
SOLICITATION
CLAUSE
DOCUMENT
RECIPROCITY
SCOPE
WORKSHEET
Answers to April’s Puzzle:
Across:
2. HUB, 3. Par Value, 4. Fidelity Bond, 8. Prototype, 9. Partnering, 10. Hybrid Contracts, 11. Production
Down:
1. Shall, 5. Diversion, 6. Protest, 7. Multiple Award
15
WA State Chapter of NIGP Committees
Have you thought about becoming more involved with the chapter, but just haven’t felt ready to commit?
There are a number of opportunities you may explore. May it be running for a board position in the fall or
joining one of the Chapter committees. It will benefit the member committees by bringing fresh ideas,
different perspectives, experiences, etc. and will strengthen our chapter. You will gain knowledge,
networking skills, meet other purchasing peers and much, much more…………….
Committee
Chair
Contact Info
Charity Special Committee
Craig Bush
CPPB
206.934.4139
[email protected]
Diversity Special Committee
Cynthia Lewis
360.407.7955
[email protected]
Education And Research Committee
Mark Little
CPPO, CPM
253.383.9453
[email protected]
Finance Committee
Susan Knotts
CPPO, CPPB
509-575-6095
[email protected]
Honors & Awards Special Committee
Rena Jackson
CPPB
206.263.9385
[email protected]
Membership Committee
Theresa Teschlog
CPPB
425.438.6139
[email protected]
Newsletter Special Committee
Heidi Bohl
CPPB
360.701.0201
[email protected]
Nomination & Election Special Committee
Sue Ownby
CPPO. CPPB
509.576.6695
[email protected]
Maria Mayhue
CPPO, CPPB
509.575.6094
[email protected]
Public Relations And Marketing Committee
Jessica Smith
360.407.8655
[email protected]
Regional Conference Committee
Sue Ownby
CPPO, CPPB
509.576.6695
[email protected]
Reverse Tradeshow Committee
Sarah Yeckley
425.670.5166
[email protected]
Scholarship Committee
Rena Jackson
CPPB
206.263.9385
[email protected]
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