News&Views
Published for Members of the Virginia Association of Governmental Purchasing, Inc.
March 2013
Reflections
Jennifer Luchard (VAGP Past President) shared some interesting finds with me this past month! She
passed along several old issues of the VAGP newsletter that she received from VAGP Past President
Al Elias. I do not refer to the VAGP newsletter by name because it wasn’t until the late 1980s that the
newsletter became the News & Views as we know it today. In fact, the October 1987 issue announces
the winner of the VAGP newsletter naming contest as Nan Rowe. As it turns out Nan Rowe is still an
active member of the VAGP! I checked in with Nan to see what she has been up to and here is what
she had to say. - LeeAnne Beatty Smith, VCA, PR Committee Chair
By Nan Rowe,VCO
Statewide Contract Officer, Department of General Services/
Division of Purchases and Supply, Richmond
When I began in Virginia State Procurement,
at Jamestown-Yorktown Foundation, in 1982
VAGP was already an impressive organization (even before
the “electronic age”). It is even more so now. As with most
organizations, VAGP has improved with age and through growth
and experience as is evidenced by the many NIGP Chapter
of the Year Awards! Virginia is definitely a “Leader in Public
Procurement”.
I was so very impressed when I attended the VAGP conference
last spring in Williamsburg. It had been awhile as I had not
had the opportunity to attend while working at the College (of
William & Mary). Everything throughout the entire conference
ran so efficiently and, although I knew better, it all seemed to
flow almost effortlessly. The classes were excellent, as were
the speakers and the food. The silent auction was an awesome
success. Having representatives from the Disabled American
Veterans organization attend to accept the proceeds was a
high spot for me.
I have always been awed by the energy and motivation of
the VAGP members and officers. They are devoted leaders
in professional development who never hesitate to volunteer their time and talents; not only
to the organization but to any seeking their wisdom and knowledge. Many are civic leaders but still make the time to spend
countless hours teaching procurement classes and certification-prep courses.
Although I am well past retirement age, I cannot bring myself to leave this profession…not yet, anyway. I love truly what we do!
I am, and always have been, very proud to be a member of the Virginia Association for Governmental Purchasing!
Inside This Issue
From the Desk of the President .......................................2
Providing Excellent Customer Service ...............................3
Committee Reports ............................................................5
From the Desk of the Secretary .................................7
Upcoming Educational Offerings .................................8
Members in Motion! .......................................................9
Suppiler Diversity Adviocacy Institute ......................10
eVA Approvals on the Go ...............................................10
The Perfect Storm ..........................................................11
From the Desk of the Treasurer ....................................13
Local Preference Issues ..................................................13
Mentor-Protégé Program ..................................................14
Guess the Virginia Landmark ...........................................15
Page 2 - March 2013
Board of Directors
From the Desk of the President
Officers
President
Bill Lindsey, CPPO, C.P.M.
President-Elect
Jan Giffin, CPPO, CPPB,VCO
Treasurer
Stephanie Suter, CPPB
Secretary
Christopher Cheney, CPPB
First Past President
Kelly Okken, CPPB,VCO,VCCO
Second Past President
Linda Wade, CPPB
First At–Large Member
Ginger Gordon, CPPB
Second At–Large Member
Donnie Legg, CPPO
By Bill Lindsey, CPPO, C.P.M.
As we celebrate Purchasing Month in March, I can’t think of a better
time to reflect on Purchasing’s position within an organization and the important role that
each of us play in supporting our entities strategic goals and objectives.
The responsibility for the type and description of the materials that need to be purchased
rests with those who use them. However, purchasing has both a legal and operational
responsibility to acquire these items. It may be as simple as accurately describing what
is to be purchased, but the real worth offered by purchasing is the buyer’s knowledge of
the need and their sourcing expertise to acquire the right product, at the right time, and
certainly, at the right price.
The Governor’s proclamation endorsing Governmental Purchasing Month says that as
purchasing professionals, we work diligently to establish and maintain ethical standards
in buying and selling, and through our knowledge of efficient procurement methods, we
disseminate this information to promote professionalism in public purchasing.
Committee Chairpersons
Conference
Lorie Newton, CPPB
Diversity
Marvis W. Marshall, CPPB
Education
Cindy Davis Smith, CPPB
Membership
Michelle Glass,VCO
Professional Development
Greg Scearce,VCO
Public Relations
LeeAnne Beatty Smith,VCA
Technology
Jimmy MacKenzie,VCO
Legislative
J. Kevin Beardsley CPPB, CPPO
Executive Director
Eric Hecker
News & Views
Editor
LeeAnne Beatty Smith,VCA
Layout, Design & Advertising
Kim Breeding-Mercer
News & Views is published quarterly and
was designed and created for the members
of the Virginia Association of Governmental
Purchasing, Inc. (VAGP), by Organization
Management Group, Inc.
Views and
advertising expressed in this newsletter
are not necessarily those of, or endorsed
by, VAGP. Send correspondence to 638
Independence Parkway, Suite 100, Chesapeake
VA 23320; (757) 609-3696; info@VAGP.
org. Subscriptions are included in the annual
dues paid by members. Advertising rates and
policies may be obtained by calling (757) 6093696.
Copyright 2013. All rights reserved.
If your purchasing office is championing any of these ‘rich rewards’ for your organization,
what are you doing to capitalize on these efforts? Or maybe a better question is, “what
are you doing to promote the efforts of your purchasing office?”
There is no better time than our
March Purchasing Month to go on the
offensive and advertise the services
and successes of the purchasing
office. Offer procurement training and
workshops in March and engage your
buyers who work behind those computer
screens and phones all year to step
forward and explain their value. Hold
a ‘Procurement Open House’ in March
and invite your clients to visit and talk
with these Buyers—needless to say,
offering refreshments is always a good
idea to entice attendance. Don’t be
shy in bragging to your clients in telling
them what the purchasing function is
doing for its customers and how their
requests are magically converted into
purchase orders. Finally, explain to
your management and to your clients
that purchasing recognizes them as
important team members dedicated in
acquiring the highest quality goods and
services.
I salute each and every one of you
for your contributions in our noble
profession. Your continued alliance
with VAGP and its principles of
professionalism is truly a rich reward
for the citizens of the Commonwealth of
Virginia.
Virginia Association of Governmental Purchasing, Inc.
Page 3 - March 2013
Providing Excellent Customer Service:
We Can Do That!
By Ron Hull, CPPO, CPPB,VCO
Coordinator, Purchasing Support, FCPS
When interviewing prospective
phone calls and questions from colleagues. I felt as if he was
employees, I sometimes ask the candidate
giving me a limited amount of his attention. He wasn’t trying
to talk about the characteristics of an
to be rude, he was just trying to help too many people at
outstanding customer service provider. Common responses
one time and as a result he wasn’t adequately serving any of
include attentiveness, courtesy, empathy and timeliness. All
us. Give customers your full attention and let them know you
good answers, but many of the candidates
understand their issues.
focus on activities at or near the point of
purchase. As procurement professionals,
How many of
Get in Front of the Requirement
we know that providing great customer
Too often, we’re blindsided by sudden and
us have started
service is a process, or series of activities
urgent requests, only to find out that our
that begin long before the need is firmly
customers knew about the requirement
screaming into the
identified and last well after the purchase or
months, or even years in advance. I’ve
contract has been executed.
often heard those in procurement say, “Poor
phone when we
planning on your part does not constitute
Automation and online resources have the
an emergency on mine.” I hate to be the
know the voice on
potential to increase service efficiencies and
one to break this to you, but poor planning
measure effectiveness, but may also drive
often does result in emergencies where
the other end is
a wedge between the customer and the
procurement staff is forced to quickly
service provider through a lack of personal
react. We need accept some responsibility
housed within a
attention. How many of us have ended up
and get involved in the planning stages
frustrated after trying to navigate a phone
alongside of our customers. One way to do
computer?
tree for several minutes only arrive back
this is to schedule regular meetings with our
at the place we began? Ok, now let’s be
customers and just ask them what types of
really honest. How many of us have started
projects they will be working on over the
screaming into the phone when we know
next several months/years.
the voice on the other end is housed within
a computer? My hand is raised.
Train Procurement Staff
A knowledgeable procurement staff can
The tenets of providing good customer
be our greatest customer service attribute.
service are well established and have
Staff cannot be expected to adequately
remained largely unchanged for many years.
serve customers if they are not confident
Read any two or more articles on providing
of their own abilities. Encouraging staff to
good customer service, and you’ll likely find
attain professional certification is a fine goal,
the same traits packaged differently. Still,
but training goes well beyond certification.
here are a handful worth a look and maybe
Staff needs to have superior knowledge of
discussion with your colleagues:
the financial systems we use, and a solid
understanding of the business processes
Be Great Listeners
within the organization so that we can
We can best find out what our customers
shepherd our customers through various
need by asking good questions and then
issues.
practice active listening skills. We all know
Train Customers
what happens when we make assumptions, right? Be attentive
Several years ago, one of our customers told me that she
when assisting customers and avoid distractions. Recently,
I was in a retail establishment and the sales associate
would gladly follow the procurement process if she only
knew what was expected of her as a customer. This led to
assigned to help me was distracted by other issues, such as
(continued on page 4...)
Virginia Association of Governmental Purchasing, Inc.
Page 4 - March 2013
(Customer Service, continued from page 3...)
detailed procurement schedule template which included key
milestones within the procurement process and specified
who had responsibility for accomplishing each task. We sat
down with this customer and her staff and discussed each
step in the process to be sure they understood each task.
Regularly scheduled procurement workshops are a great
offering for newly hired and promoted staff, and training can
also be tailored to smaller groups with specific training needs.
Admit Mistakes
We all make mistakes, but we sometimes spend a great deal
of time trying to justify why we took a particular decision or
action, rather than just admitting a mistake, learning from it,
and moving on. It’s difficult to remain angry with someone
who humbles themselves and admits their mistakes, isn’t it?
Customers appreciate honesty and it’s counterproductive to
get caught up in the blame game or take a defensive stance.
Focus on the Positive
Once, when phoning a sales representative, I was greeted
with, “Hi, this is Jane Doe, I can help you.” Instead of asking a
question, the sales representative chose a positive statement
that made me feel as if she had taken ownership of an issue
I had yet to express. We have an office supply vendor whose
slogan is “We Can Do That.” This makes me think that they’ll
work towards solutions instead of making excuses. The point
here isn’t that we’ll always be able to provide exactly what the
customer wants, but if we approach issues in a positive way,
our customers will feel as if we’re acting as strong advocates
for them. Focus on what we can do as opposed to what we
cannot.
Opportunities
Try to view customer complaints as an opportunity to improve
performance and develop stronger relationships with our
customers. We all need a wakeup call from time to time,
whether it’s from our colleagues, supervisors or customers.
We can choose to ignore complaints and advice, continuing
down the same path, or we can choose to respond in a
positive way and improve performance.
Providing good customer service comes naturally for some
people. Others may have to be deliberate in practicing good
customer service skills until it becomes a normal part of their
interaction with customers.
Improve career
opportunities with an
online certificate in
Public Procurement
& Contract
Management
Learn more: dl.odu.edu/vagp
Virginia Association of Governmental Purchasing, Inc.
Page 5 - March 2013
Committee Reports
diversity Committee
By Marvis W. Marshall, CPPB
Diversity Committee Chair
A Day Without Black Inventions
As I thought about writing an article for this month’s News and Views, I remembered that February is Black
History month. This made me try to imagine what a day would be like without the contributions from Black
inventors. My mind starts to wander…
I reached to turn on the bedside light. Well, there was no light, because Lewis Howard Latimer, a black man, in 1881 invented the
filament within the light bulb. I lit a candle and went about getting ready for work. As usual, I hadn’t ironed my outfit so I needed to
iron, but I couldn’t find the ironing board. Sarah Boone invented the ironing board in 1884. Oh, I’ll just put them in the dryer and
get the wrinkles out that way. I guess not, no dryer. The dryer was invented by a black man, George Sampson in 1892. Maybe
no one will notice how wrinkled my clothes are, after all, I have my new 5” spiked heels to wear. Jan E. Matzelinger, a black man,
invented the shoe lasting machine that attaches the sole to the shoe. So, I guess I won’t be wearing my new 5” spiked heels with
flopping soles. It’s getting late, I better get a move on. As I reach for the comb and brush, they aren’t there. Walter Sammons, a
black man, patented a comb and Lydia O. Newman, a black female, invented the brush. Oh well, I’ll just take some curl out of my
hair by using a straightening comb. That’s out of the question—Madame C. J. Walker invented the straightening comb around
1905. I’m really going to look outrageous: hair not coiffed, clothes wrinkled and shoes with flopping soles!
I may as well go and get something to eat before leaving for work. I’ll make some biscuits. I can have a couple for breakfast
and put peanut butter on a couple for lunch. That’ll save me some time. I mix up the dough for the biscuits, roll out the dough,
and reach for the biscuit cutter. Not there, you see, Alexander P. Ashbourne, a black man, invented the biscuit cutter in 1875. I
guess I’ll do it the way they used to and shape them by hand. After a great deal of work, I’m all ready to put them in the range
oven. One very big problem: no range oven! That was invented by Thomas Carrington in 1876. Enough! I’ll just have peanut
butter for breakfast and lunch, no biscuits. George Washington Carver was a black American scientist, botanist, educator, and
inventor. Mr. Carver provided farmers with over 105 food recipes using peanuts. He also developed and promoted about 100
products made from peanuts that were useful for the house and farm, including cosmetics, dyes, paints, plastics, gasoline, and
nitroglycerin. Mr. Carver was often credited with the invention of peanut butter. However, while he may have made peanut butter,
the preparation arose in other cultures independently. So, I guess I can still have my peanut butter. Yeah! Something is going
my way.
Off to work! I go out to get in my car only to discover it won’t start. You see, Richard Spikes, a black man, invented the automatic
gearshift, and Joseph Gammel invented the supercharge system for internal combustion engines. I’ll just take the bus, but there
are no buses because its precursor was the electric trolley which was invented by another black man, Elbert R. Robinson. The
office is only a few miles, I’ll walk. It’s a good thing I don’t have on those 5” heels. Traffic is terrible! Horse and buggies, Model
T’s and NO traffic lights! You see, Garrett A. Morgan, a black man invented the traffic light. I finally make it to my office building.
I can hardly wait to get to my office and prop up my feet! Yes, they hurt. The walk was longer than I thought. Well, I usually take
the elevator up to the 20th floor to my office, but guess what? I’m out of luck because Alexander Miles, a black man, invented
the elevator.
I’ve had it! I’m going to get some ice cream and sit and play games on my cell phone. But wait! You’ve got to be joking! No ice
cream! African American, Augustus Jackson was a candy confectioner from Philadelphia who created several ice cream recipes
and invented an improved method of manufacturing ice cream around 1832. Well, I can at least play a few games on my cell
phone before the long walk back home. On July 6, 1971 Henry T. Sampson was awarded a patent for a gamma-electrical cell
that paved the way for the invention of the cell phone.
What’s that sound? Oh, it’s my blackberry buzzing with a new message. I must have dozed off while thinking about writing the
article. Thank goodness it was only a dream! What we now call Black History Month originated in 1926 and was founded by
Carter G. Woodson as Negro History Week. Mr. Woodson, born in New Canton, Virginia, spent his life working to educate all
people about the vast contributions made by Black men and women throughout history. Please take time, this month, to learn
about some of those contributions.
(continued on page 6...)
Virginia Association of Governmental Purchasing, Inc.
Page 6 - March 2013
(Committee Reports, continued from page 5...)
education Committee
By Cindy Davis Smith, CPPB
Education Committee Chair
Make this your year to receive your certifications. This is just a friendly reminder that the eligibility
requirement will change on January 1, 2014. It may be to your advantage to take the exam this fall because
of these new changes. Please take a second to review the 2014 eligibility details at www.uppcc.org/
certified/2014eligibilityonly.pdf. The application deadline for the fall examination is July 16, 2013. The testing
dates are October 14-26, 2013. For more details, visit the Universal Public Procurement Certification Council (UPPCC) website
www.uppcc.org/certified/schedule.aspx.
The Education Committee stands ready to help you meet your professional development goals for 2013. Below is the schedule
of classes through the summer. If you are interested in hosting a class in your location or joining the education committee,
please don’t hesitate to contact Cindy Davis Smith at [email protected] or 571-423-2318. (See a list of upcoming classes
on page 8 of this newsletter, or at www.vagp.org.)
Congratulations to the following members who recently received their certification. Great work, everyone!
CERTIFIED PUBLIC PROCUREMENT OFFICER (CPPO)
• Ravi Chandan Palaniandy, CPPO – Alexandria Redevelopment & Housing, Alexandria, VA
• Ralph J Rossi, CPPO, CPPB – Upper Occoquan Service Authority, Centreville, VA
• Brad W. Quann, CPPO, CPPB, VCO – County of Spotslyvania, Fredericksburg, VA
• Sheri L. Chapman, CPPO, CPPB – City of Newport News, Newport News, VA
CERTIFIED PROFESSIONAL PUBLIC BUYER (CPPB)
• David J. Webb, CPPB – Arlington County Public Schools, Arlington, VA
• Bessie F. Nelson, CPPB – Loudoun Water, Ashburn, VA
• Donna M. Zimbro, CPPB – Chesapeake Public Schools, Chesapeake, VA
• James N. Mackenzie, CPPB, VCO – Virginia Information Technologies Agency, Chester, VA
• Sharon Lynn Lineberger, CPPB, VCO - Germanna Community College, Locust Grove,VA
• Robin L. Whitley, CPPB – Norfolk Redevelopment & Housing Authority, Norfolk, VA
• Feliscia Bagdy, CPPB – Virginia Department of Criminal Justice Services, Richmond, VA
• Sharita LaChelle Bryant, CPPB, VCA, VCO – Virginia Department of General Services, Richmond, VA
• Patricia B. Lipscomb, CPPB, VCA, VCO – Virginia Correctional Enterprises, Richmond, VA
• Scott A. Magazine, CPPB, VCO – Virginia Department of Correctional Education, Richmond, VA
• Thomas I. Daniel, CPPB, VCO – Virginia Department of General Services, Sandston, VA
• Anastasia O. Triplett, CPPB, VCA, VCO – Lord Fairfax Community College, Winchester, VA
Interested in
Joining a Committee?
Your efforts are essential to moving VAGP into the future. Have a voice
in your association! VAGP is always looking for enthusiastic volunteers
with fresh ideas to help on the various association committees.
Learn more at www.vagp.org/about/committees.html
Virginia Association of Governmental Purchasing, Inc.
Page 7 - March 2013
From the Desk of the Secretary
By Christopher Cheney, CPPB
ProD Committee Vice Chair
Most, if not all, public procurement professionals value the importance of their work. They recognize
the impact that their actions have on state and local governments, educational institutions, and special
authorities that they serve. Now more than ever that responsibility has taken on greater significance at a
time when businesses struggle to stay in the black, the state unemployment rate is still as high as it has
been in over 15 years, our public budgets continuously shrink, and—to make matters worse—we are facing possible federal
sequestration that could have a profound impact on the most populous regions here in the Commonwealth.
These times may seem troubling. However, they may present a great opportunity for our profession to prove the benefit of
excellence in public procurement by providing our employers and those we ultimately serve with substantial value for their
dollars. NIGP’s Values and Guiding Principles of accountability, impartiality, ethics, professionalism, service, and transparency
act as a guide for us to ensure that our executives and managers recognize and support the advantages of fair and open
competitive processes administered by purchasing staff. Performance of these principles will speak volumes to the public
because they will be reflected in the services they receive through our work. The public good will win through consistently
if each and every one of us 1) champions these aforementioned best practices and 2) constantly acts to enhance our
knowledge and networking bases. One cannot be accomplished without the other.
That is why I beg everyone to get more involved in VAGP. It is important!
2013 VAGP Spring Conference
Please plan to join us for the 2013 Spring Conference
Expo in Henrico County as we recognize
and celebrate March as Purchasing Month!
Hosted by Henrico County, VA
The Westin Richmond, 6631 W Broad Street
March 20 - 22, 2013
Learn more and register at
http://www.vagp.org/events/spring.html
2013 VAGP / CAPA Reverse Trade Show
Save the date for this popular event, held once again in Richmond this year.
May 13, 2013
Learn more at http://www.vagp.org/events/reverse.html
Virginia Association of Governmental Purchasing, Inc.
Page 8 - March 2013
Upcoming 2013 Educational Offerings
NIGP Seminars
NIGP seminars are taught by NIGP approved instructors and can assist those aspiring to achieve their CPPB and/or CPPO
certifications. These are the standard training courses for entry-level to experienced purchasing professionals. Please visit
www.VAGP.org for a list of all 2013 courses offered.
Seminar TitleDates
Location
Developing & Managing RFP’s in the Public Sector
March 6-8
Christiansburg
CPPB Prep Class March 11-12
Chesterfield
CPPO Prep Class March 13-14
Chesterfield
Contracting for Construction Services April 2-3
Chesapeake
Legal Aspects of Public Procurement
April 17-19
Richmond
Contracting for Public Sector Services
April 24-25
Falls Church
Warehousing and Inventory Control
May 8-9
Virginia Beach
Effective Mgmt of Construction Contracts
May 15
Christiansburg
Introduction to Public Procurement Jun. 12-14 Fairfax Ethics: A Survival Kit for Public Procurement Aug. 14 Christiansburg
Developing & Managing Requests for Proposals Sep. 18-20 Richmond CPPB Prep Class Sep. 23-24 FCPS CPPO Prep Class Sep. 25-26 FCPS
Low-Fee Seminars
Low-fee seminars are designed to offer VAGP members continuing education through courses designed to meet their
particular needs. These courses are taught by instructors familiar with both the subject and Virginia Procurement Law. These
courses can provide CPPO, CPPB and VCO recertification points (earn one point for a full day—eight hours of instruction
time). Please visit www.VAGP.org for a list of all 2013 courses offered.
Seminar TitleDates
Location
Insurance and Bond
Lynchburg
Virginia Association of Governmental Purchasing, Inc.
Apr. 17 Page 9 - March 2013
Members in Motion
By Jeff Moyer, CPPB
Public Relations Committee Member
If James Brown is the godfather of soul and Bill Monroe the father
of bluegrass, then Fred Marks must be considered the godfather of
the VAGP when we consider how much we have all learned from
him and his many contributions to our profession.
Fred started his procurement career in the Aero-Space industry on Long Island,
New York, and then moved on to electrical contracting and the power
plant industry. When he felt he was prepared, he interviewed at the
Port Authority of NY & NJ and Robert Hall Clothes, both in the same
week. Robert Hall wanted him as the heavy machinery buyer for their
southern plants and the Port Authority liked his electrical background.
The Port Authority was embarking on a maintenance program which
was more suited to his talents so he accepted their offer, as he says,
“molding me into their image as a manager, a technical expert who was
trained (dragged screaming and yelling to management courses) for
management.” He held that position for 25 years, retiring as one of three
Supervising Buyers in a large Purchasing Department.
After his time with the Port Authority, he taught for the NIGP for a few
years but quickly tired of the pace. When the opportunity arose to
interview for the Director of Material Management at Northern Virginia
Community College he was hired, spending 3 years there and taking
the courses necessary to obtain his VCO certification. That first day began an association with VAGP, from which we have all
benefitted, as his focus changed to teaching, writing, and becoming involved with VAGP, a decision he has never regretted.
When asked for his observations on how procurement has changed during his time, he likes how our profession has advanced
in both technology and attitude and looks forward to us having more responsibilities for making business decisions rather than
having to rely on a manual or a procurement code, feeling that neither one covers all situations and it’s the professional on the
spot who is ultimately responsible for the decision.
Today he still lives on the south shore of Long Island, not far from the Atlantic Ocean, enjoying fishing and the National Hockey
League. When I asked him about his fishing preferences, he answered that “It’s tough to get the salt water out of your blood, and
the deeper and rougher in the ocean it is, the more I like it. The wrecks off the south shore of the island have some of the best
fishing and there is nothing better than a pail full of sea bass and your boots full of salt water.” Fred can be contacted at fmarks@
mindspring.com. You can recommend a VAGP member to appear in the next News & Views! Contact [email protected].
Movers and Shakers
Kelly Okken, 1st Past President, recently accepted a job as the Director of
Procurement with the County of Albemarle. Congratulations and good luck, Kelly!
Virginia Association of Governmental Purchasing, Inc.
Page 10 - March 2013
Supplier Diversity Advocate Institute
By Catherine ‘Katie’Weaver
Administrative & Technology Team Manager, JMU
The Virginia Association of State College
& University Purchasing Professionals
(VASCUPP) and the Virginia Association
of Governmental Purchasing (VAGP) are partnering to host
the first Supplier Diversity Advocate Institute for Virginia.
The Supplier Diversity Advocate Institute will be a one day
conference, not for vendors, but for procurement and supplier
diversity staff. The event will be entirely focused on our
side of supplier diversity. It will be a unique opportunity for
purchasing and supplier diversity professionals to talk openly
and honestly about challenges and to get insight into leading
practices.
The event is in the early stages of planning, but anyone
interested can save the date of Thursday, July 25. The event
will be held at the College of William & Mary, Sadler Center.
Registrations are currently expected to be processed through
VAGP and we’ll be working to get that started soon. The cost
is expected to be $75.00 per person. This cost will cover the
event space, a light breakfast, full buffet lunch, an afternoon
break, and all administrative costs to hold the event. We are
planning to provide certificates that will allow participants to
gain points towards the various professional certifications.
Registration and light breakfast will start at 7:30 a.m. and the
event will close by 4:00 p.m.
The event is intended for managers, purchasing professionals,
SWaM champions, and others with supplier diversity roles/
duties. We plan to build an exciting and robust program that
will be beneficial to all participants regardless of whether they
work for a centralized state agency, locality, or decentralized
higher education institution.
Sessions topics are still under development, but we already
are working on some great things. There is an open call
for speakers, so if you have an idea for a session and are
interested in presenting please contact Katie Weaver at
[email protected]. More information will be coming soon!
eVA Approvals on the Go
By Kimberly Madison
Marketing & Outreach, eVA Bureau
Attention all eVA Approvers! Your work
day is about to get a little easier. Ever been
out of the office for an event, training or
other function only to return to what feels like a never ending
list of requisitions waiting for your OK? Well, eVA is giving you
a way to have one less “to-do” on your list!
Introducing eVA Mobile 4 Approvers—eVA’s newest mobile
app that allows eVA Approvers and Watchers, with an internet
enabled mobile device (iPhone, iPad, Android, Blackberry,
etc.), to have real-time access to requisitions.
The app allows you to see all of the requisition details, from
buyer information to attachments, just as if you were sitting at
your desk. The app also allows you to either approve or deny
the requisition and also add comments. It’s a fast, secure,
Virginia Association of Governmental Purchasing, Inc.
easy way to do a thorough review of the entire requisition—all
from the convenience of your phone, tablet or other mobile
device.
“We really feel like this is a great new tool for approvers onthe-go, because the app gives them an easy, quick way to
keep the purchase process moving,” shares Shane Caudill,
Deputy Director for the eVA Project Team.
The mobile web version of the eVA Mobile 4 Approvers
app is available from the eVA website and can be found at
www.eva.virginia.gov/eva4apprv.
The app will be available in the Apple and Android markets
very soon so check back to the above page of the eVA
website for updates!
Page 11 - March 2013
The Perfect Storm
By Jeff Moyer, CPPB
Public Relations Committee Member
Several events have combined over the
last few months to create the perfect
storm of challenge to those of us in
procurement and inventory.
be less in this case (how is that my problem?) and direct
shipment would limit their ability to provide customer support.
All of this leads up to extended and unacceptable lead times
of four to six weeks or more, projects that are held up while
Scrap metal prices continue to climb, mostly due to shortages
waiting for materials, strained relations with the provider
in the domestic market due to excessive export to foreign
community and among our own people, and countless other
markets, resulting in a shortage of raw
headaches. What’s a purchaser/inventory
materials necessary for the manufacture of
manager to do? Tylenol and a dark, quiet
water service and repair items.
We sometimes have
room offer solace for only so long. Through
all of the excuses, multiple terse phone calls,
to ask ourselves
On January 4, 2014, the “Reduction of
and foot shuffling from our providers, and
Lead in Drinking Water Act” will become
the many discussions in our organization,
if our vendors
law of the land, reducing the lead content in
we have learned in the midst of all of this that
the brass components that come in contact
there was a breakdown in communications
have become a bit
with potable water. After that date, materials
between those involved with the project in
with lead content in excess of the allowable
question, that needs were not communicated
complacent.
amount will no longer be provided or allowed
in a timely fashion and assumptions regarding
for installation. This also contributes to the
product availability and the rate of progress
issue as manufacturers and distributors are
on the job site were incorrect. Is contracting
making the transition from leaded to lead
for goods the answer? That remains to be
free content, resulting in longer lead times
seen at this point due to the many variables
and increased cost to the end user.
involved. We have identified a need to reexamine our procedures and policies, and
while we will not increase our stock levels at
This would seem to be an ideal opportunity
the whim and desire of the providers, we will
to explore new equivalent products and
likely increase levels for critical items for the
sources of supply, so we did just that,
short term until we see where this situation
only to find the new vendor unable to
leads. Our providers say that they have not
deliver in the time frame necessary to the
kept in touch with us sufficient to addressing
project at hand. We apparently have sales
territory concerns as well, according to one manufacturer’s
our needs and concerns and wish to meet with us to rectify
that, and perhaps we are not communicating our needs
representative. When asked about going out for quote for his
sufficiently to them. It is my hope that they have realized that
product to other vendors, after much soft shoeing and back
our business with them is not a given and that they still need
pedaling he told me that we are in vendor x’s territory and if
to work for and earn it, and that we have learned from this as
we went to other vendors, we would pay more and likely have
well.
even longer lead times. We sometimes have to ask ourselves
if our vendors have become a bit complacent. I recently asked
The question is posed to you, the reader. What would you
them for specific information in a specific format and received
very little to no information in an unacceptable format. Are
have done differently? Who is at fault? In such situations there
is usually enough blame and finger-pointing to go around,
they listening to us at all?
but to whom? We will come through this storm with bruises
Then there’s the economy. Manufacturers, distributors, and
and scars, yet hopefully greater patience and understanding,
suppliers have cut inventories and admit trying to force end
everyone involved will have repair work to do on business
users to increase their inventories, usually against the wishes
models, professional relationships, and how responsibilities
of finance departments and auditors. When I floated the idea
are carried out, and hopefully the next big challenge won’t
of a contract for product, I was told that the manufacturer
seem quite so daunting and won’t cause a spike in antacid
would likely want to ship the entire order direct to me instead
sales. Contact me at [email protected].
of ordering in smaller quantities over the life of the contract.
The vendor expressed concerns that their profit margin would
Virginia Association of Governmental Purchasing, Inc.
Page 12 - March 2013
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2/11/13 3:13 PM
Page 13 - March 2013
From the Desk of the Treasurer
By Stephanie Suter, CPPO, CPPB
VAGP Treasurer
What are you going to do with all of that
money? The membership seems to ask
that question of the VAGP Board during
every Business Meeting. The Board was
listening and during their February meeting voted to establish
two additional reserve funds in the amount of $10,000
each for (i) Legislative and (ii) Scholarships and Awards.
Establishment of these reserves will provide a way to utilize
funds above those originally budgeted, if needed throughout
the year, to ensure the highest level of support is provided to
the membership for these two important programs.
The Legislative reserve fund will allow VAGP to maximize
its presence in Richmond throughout the General Assembly
session to lobby for bills which VAGP both supports and
opposes. This reserve may also provide funding for VAGP to
participate in study commissions and meetings throughout the
year related to legislative activity. In the event that legislative
expenditures are projected to exceed the annual budgeted
amount because of the level of effort needed, the Legislative
Committee Chair, with approval of the Board, will have the
authority to authorize additional legislative services.
The Scholarship and Awards reserve fund will provide
additional funds, if needed, to fully support VAGP’s
scholarship and awards programs. These additional funds
will enable the Honors and Awards Committee to award the
maximum number of scholarships throughout the year, as
well as provide funding for the VAGP Buyer and Manager of
the Year recipients to attend the NIGP Forum should funds
not otherwise be available to them. For example, if more
individuals apply for the Certification Scholarship than were
originally budgeted for, the Honors and Awards Committee
would have the means to award the scholarship to all eligible
applicants rather than on a first come first serve basis as was
the case in the past.
If no additional funds are needed throughout the year, these
reserves will carry forward into the next year. Each year, the
VAGP Board will review the reserves and determine the level
and availability of funding. Any adjustments will be made
accordingly. If there are any questions or concerns regarding
these new reserve funds, please feel free to contact me at
434-455-3963 or [email protected].
Local Preference Issues
By Donnie Legg, CPPO
2nd Member At Large
I would like to take this opportunity to
thank the VAGP membership for showing
your confidence in me and electing me as
the VAGP 2nd At-Large Member. My role
in this position will be to work alongside
the President and fellow Board members to achieve the goals
of the organization.
The current task assigned to me is to research local
preference pros and cons and then develop a formal position
for the VAGP Board and membership to sponsor. As we all
know local preference issues seem to arise during every
legislative session in some way, and we deal with them at
our own entities on a constant basis. My goal is to look at
Virginia Association of Governmental Purchasing, Inc.
local preferences from an unbiased perspective and then
present my findings to the VAGP Board for discussion with
our membership. Ideally, the end result would be a formal
position either for or against local preferences that the VAGP
Board could present when legislative bills are presented on
this subject.
I will be reaching out to various individuals of the VAGP
membership for your perspective on this issue. If you have
any thoughts or would like to discuss you may contact me at
[email protected].
Page 14 - March 2013
Mentor and Protégé Program
By Ginger Gordon, CPPB
1st Member At-Large
Did you know? President Barack Obama
had designated January 2013 as National
Mentoring Month. VAGP would like to
take this opportunity to pay a special
tribute to past and present individuals that have served as a
Mentor with the VAGP Mentor and Protégé Program. These
individuals enrich the knowledge of our Protégé’s and help
them to grow as public purchasing professionals and to
possibly become future mentors or future officers for VAGP
themselves.
This could be you
Congratulations to Maureen Daniels for completing the Mentor
and Protégé Program. Maureen completed the Program
in October 2012 and was presented with her Certificate of
Completion at the December VAGP Board Meeting. Maureen
did a great job and was very committed to the program. She
even completed the program early, our hats are off to you
Maureen for a job well done!
Mentoring builds relationships and awareness of the need for
more volunteers to make a difference.
VAGP wants you
Even though January was National Mentoring Month, every
month is Mentoring Month for VAGP. VAGP is reaching out
to our members to get engaged for this year, 2013. Let’s
make a difference and get involved. How you ask? Become
a Protégé. The VAGP Mentor-Protégé Program provide
opportunities for emerging public procurement professions to
develop organization management skills and gain information
necessary to be successful for VAGP, as well as your
professional lives. Also, when working with a Mentor it provides
opportunities for networking and developing professional
relationships. This program is great for professionals both
new and experienced. If this is a program that you are
interested in becoming a part of, please go to www.vagp.org/
education/mentor.html to find out more information or feel
free to contact me at [email protected].
Maureen Daniels receiving her
Certificate of Completion for the
Mentor and Protégé Program.
Let’s all be Social
Facebook - http://www.facebook.com/VAGPofNIGP
Stay connected with your VAGP friends!
Twitter - http://twitter.com/VAGPofNIGP
Get updates delivered in 140 characters or less!
LinkedIn - http://www.linkedin.com/
(search groups for Virginia Association of Governmental Purchasing)
Name VAGP as an important part of your professional online presence!
Virginia Association of Governmental Purchasing, Inc.
Page 15 - March 2013
Guess the Virginia Landmark
make a guess...
By LeeAnne Beatty Smith,VCA
Public Relations Committee Chair
Can you name this Virginia Landmark?
This 540 acre island is located in the middle of a wellknown Virginia river. Accessible only by foot or boat, the
easiest way to get there is via a pedestrian bridge from its host city, which is
viewable from the shore. Although the island now offers quiet paths for biking
or running, along with fishing and picnicking spots, it has a more sordid past.
During the Civil War the island was home to the Confederacy’s largest military
prison. Opened in 1862, the island was chosen for its natural isolation and
surrounding rapid currents. Without permanent shelters or barracks on
the island, Union prisoners were exposed to extreme weather conditions
throughout the year. At its highest capacity, 10,000 Union soldiers were
housed there with enough tents for only 3,000. The extreme overcrowding
and harsh conditions led to rampant disease epidemics, including the Small
Pox outbreak in December of 1863. Eventually, Confederate officials began
evacuating the island in February 1864 sending prisoners to other military
prisons further south.
It is rumored by locals in the area that the island is still haunted by the ghosts
of Union soldiers who perished there…
win a prize!
How well do you know Virginia and its history? Got a guess? Visit us on Facebook and be the first person to tell us the name
and location of this island in Virginia! The first person to correctly comment on VAGP’s Facebook page underneath this article’s
thumbnail wins a VAGP goody! Send a suggestion and picture of another Virginia landmark to feature in the News & Views to
LeeAnne Beatty Smith at [email protected].
We want your news...and views!
This is your Association and your publication—make your voice heard! All VAGP
members are encouraged to send articles, press releases and photos. Published
articles on purchasing-related topics may help members earn recertification points.
For eligibility requirements, please verify directly with the certifying agency.
Submit your contributions to LeeAnne Beatty Smith at [email protected].
Production Schedule
Deadline Available 2nd Quarter May 8 Jun. 3 Virginia Association of Governmental Purchasing, Inc.
3rd Quarter Aug. 7 Sep. 4 4th Quarter
Nov. 6
Dec. 2
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