Tallahassee Area Chapter of NIGP March 2010 Newsletter … · Tallahassee Area Chapter of NIGP ... Lenten prohibitions against ... prepare and issue the solicitation, evaluate bids/proposals,

0B

Tallahassee Area Chapter of NIGP March 2010 Newsletter VOLUME 1 ISSUE 3

Message from the President March is Purchasing Month!

Support your profession and your chapter by attending the March meeting. Don’t wait for the last minute reminder – sign up now. The Governor’s Proclamation is available on the TACNIGP website: https://www.tacnigp.com/insidepages/newsletters/. We have an excellent speaker this month and for several more to come thanks to Robert! You won’t want to miss a single monthly meeting. Be sure to check out the photos from last month’s meeting. Don’t’ forget about the scavenger hunt…$50 Walmart gift card to the winner…BUT you must be present at the meeting to win. Membership fees increase from $25.00 to $35.00 on March 1st. Be sure to get those memberships paid early. Invite your coworkers and colleagues in the purchasing field to join TACNIGP. Annual membership is open to full-time, shared-position and retired employees of federal, state, county, municipalities, public school systems, community colleges, state universities and other political subdivisions whose majority work time is involved in purchasing or material management. Don’t forget to have them take a look at the website www.tacnigp.org . There is information about the Chapter and a list of benefits for members. See you at the meeting on Tuesday, March 9th! ~ Never mistake motion for action ~ Ernest Hemingway

2010 OFFICERS

Wendi Sellers, President Robert Threewitts, Vice-President Don Tobin, Treasurer Donna Smith, Secretary Keith Roberts, Immediate Past President

2010 BOARD MEMBERS

Vida Addison, City of Tallahassee Susan Barr, Department of Corrections Charles Day, Department of Management Services Gloria Dixon, Department of Transportation Ed Valla. Department of Business & Professional Regulation Brenda Wells, Department of Management Services

Bylaws Committee - Vacant Communications Committee - Diana K. Trahan Education & Professional Development Committee – Robert Threewitts

2010 COMMITTEE CHAIRS

Finance Committee– Mark Lovell House Committee – Charles Day Membership Committee – Susan Barr Nominating Committee – Keith Roberts Reverse Trade Show Committee – Charles Day Scholarship Committee – Vida Addison Tradeshow Committee – Mark Lovell Volunteer Committee – Ed Valla

2010 TACNIGP President Wendi Sellers, CPPB

Tallahassee Area Chapter of NIGP Post Office Box 922 Tallahassee, Florida 32302 Phone: (850) 414-6148 [email protected] https://www.tacnigp.com/

Upcoming Events for 2010 March 9, 2010 TACNIGP Meeting

March 17, 2010 St. Patrick’s Day

March 20, 2010 First Day of Spring

April 2, 2010 Good Friday

April 13, 2010 TACNIGP Meeting

April 21, 2010 Administrative Professionals Day

May 9, 2010 Mother’s Day

May 11, 2010 TACNIGP Meeting

May 31, 2010 Memorial Day

June 8, 2010 TACNIGP Meeting

June 14, 2010 Flag Day

June 20, 2010 Father’s Day

June 21, 2010 First Day of Summer

July 4, 2010 Independence Day

July 13, 2010 TACNIGP Meeting

August 10, 2010 TACNIGP Meeting

September 3, 2010 Labor Day

September 14, 2010 TACNIGP Meeting

October 12, 2010 TACNIGP Meeting

October 31, 2010 Halloween

November 9, 2010 TACNIGP Meeting

November 18, 2010 Thanksgiving Day

December 14, 2010 TACNIGP Holiday Meeting

December 24, 2010 Christmas Eve

December 25, 2010 Christmas Day

2010 TACNIGP Vice-President Robert Threewitts, CPPB, FCPM

It used to seem like not much happened in February. Less than two weeks after celebrating the unofficial holiday that put another football season to rest, most people usually settle in and tough out the last full calendar month of winter. Change comes to mind; a new Super Bowl Champion. The “who dat” New Orleans Saints are in, the Indianapolis Colts are out. Change, change that is always constant. March is Purchasing Month! Warmer weather, change. We all need to be ready for change. Take this month and promise yourself you’re going to change. Promise yourself that you are going to get recertified or take a course to improve yourself. Change. Do it for yourself, do it for the knowledge, do it for your organization. Change; it’s constant; be a part of it.

Message from the Vice-President

March 2010 Newsletter

Happy St. Patrick’s Day

The History of St. Patrick’s Day St. Patrick’s Day is celebrated on March 17, his religious feast day and the anniversary of his death in the fifth century. The Irish have observed this day as a religious holiday for over a thousand years. On St. Patrick’s Day, which falls during the Christian season of Lent, Irish families would traditionally attend church in the morning and celebrate in the afternoon. Lenten prohibitions against the consumption of meat were waived and people would dance, drink and feast on the traditional meal of Irish bacon and cabbage.

WELCOME TO MARCH 2010Kenneth D. Hayslette, CPPO, C.P.M., CPCM Ken’s passion for helping others become happier through success in their careers and personal life has motivated him to develop and facilitate customized workshops and seminars for many for-profit, non-profit and government organizations. He has authored many articles on communications, ethics, procurement, contracting, and professional development and contributed to many textbooks. Ken’s background includes serving as the Operations Manager for a mid-sized electronics firm specializing in the development and maintenance of specialized consumer and industrial video and automation technologies. Subsequently he worked for Volusia County, Florida for seventeen years working his way up from Buyer, Purchasing Agent, Purchasing Systems Coordinator, to the Purchasing Director. He also served as the Procurement Services Director for Lake County, Florida for over three years. Ken currently serves as COO of Hayslette & Associates, a training and consulting organization whose primary mission is to assist individuals in achieving their highest career and personal goals and aspirations.

March Speaker

March 2010 Newsletter

PROCUREMENT Adding Value to the Process 

Professional purchasers, particularly in the public section, receive specific training in the area of development and evaluation of various types of solicitations for the express purpose of ensuring best value in addition to fairness and accountability.  Too often,  these  same procurement people have done  a poor  job  in educating senior management about  the value of  the procurement  function.   Some senior managers and politicians still  regard procurement people as “buyers”, or “order takers”.  These stakeholders don’t understand the value that procurement people add to the process. 

 In public procurement organizations,  the procurement people are  the guardians of public policy.  They are the ones who ensure that the process is “fair and open”.  Particularly  in the public section, scandalous behavior  in procurement matters  is big  news.    And  in most  cases,  the  scandal  deals  with  senior management  or politicians having  abused  the procurement process.    It  is  rare  that professional procurement people are involved.  

Value Added through Professional Procurement A Checklist of Important Tasks 

 Needs Definition Phase • Assists in defining the requirements • Provides advice on alternative products/services • Recommends different procurement approaches (e.g., obtaining the 

equipment and related maintenance services in the same RFP) • Advises on quality assurance alternatives • Provides information on organizational/agency standards, priorities, policies 

and in‐house resources  Planning Phase • Provides advice on the time and nature of work required to conduct market 

research, research existing contracts, coordinate procurement with other users, source potential vendors, investigate solutions at other organizations, prepare and issue the solicitation, evaluate bids/proposals, negotiate contracts, secure all internal approvals 

• Build in process steps to ensure fairness and acceptability  Research Phase • Assesses economic and political environment to determine any impact on the 

planned procurement.  For example, are law/regulations changing?  Is the  

March 2010 Birthdays

Fran Shewan 1‐Mar

Rita Tucker 8‐Mar

Mable Jones 10‐Mar

Gwenn Godfrey 12‐Mar

Kim Ross 12‐Mar

Stuart Potlock 13‐Mar

Darlene McDonald 14‐Mar

Randy Chapman 16‐Mar

Ashley Williams 20‐Mar

Patti Casey 21‐Mar

Bill Spencer 21‐Mar

Vonnie Allen 26‐Mar

Pamela Lemay 27‐Mar

Robert Threewitts 27‐Mar

Keith Milton 31‐Mar

value of the dollar rising?  What are the transportation logistics?

• Assesses internal information to determine if there have been vendor performance problems experienced by others. 

• Assesses external information in the industry to determine what opportunities exist, and the degree of competitiveness in the marketplace. 

• Determines the organization’s relative position of strength and the factors that will maintain this, and considers the potential risks in the procurement. 

• Devises alternative acquisition methods when a creative solution is required and recommends a method consistent with policies, by‐laws, best practices, etc. 

• Recommends changers to the plan to reflect market and internal conditions which may affect the results. 

 Sourcing Phase • Assembles or creates suitable terms, conditions, instructions and special 

provisions which reflect the best approach after considering the research information.  Considers life‐cycle and cost/benefit in determining price schedules 

• Secures acceptance of all participants (other departments or co‐operative partners) of the solicitation package and process 

• Develops a list of potential bidders and issues and receives all public documents 

• Receives and documents enquiries during the solicitation, evaluation, and negotiations processes, arranges vendor briefings as required and coordinates technical enquiries through the client 

• Plans and conducts negotiations in accordance with standards for professional procurement 

• Assesses critical information items for documenting in the corporate records in the event of a dispute or litigation. 

 Analysis Phase • Conducts independent public openings and documents all official bid results • Reviews all proposals received for irregularities and develops spreadsheets 

of bid amounts, irregularities, and pertinent information for consideration by client.  Also monitors results for compliance with internal and external policies and applicable laws and regulations 

• Conducts evaluation or provides assistance, determines treatment of irregularities and requests for additional information outside of the official process.  For example, pricing after the fact for missed items. 

• Coordinates all the parties and seeks consensus on the recommended vendor(s) 

Awards Phase • Assists in the preparation of bid award documents – agenda items, 

memoranda, etc • Posts all awards on internet, conducts debriefings upon request, and 

handles bid protests in accordance with standard policy and procedures • Creates and communicates organizational standards for contracting utilizing 

the solicitation terms, conditions, as amended during contract negotiations • Develops implementation and performance monitoring strategies and 

ensures expectations of both parties (client and vendor) are clear and that vendor delivery and billings are acceptable 

• Implements automatic payments and payment discount procures  Contract Management Phase • Ensures appropriate bonding and insurance requirements are met prior to 

commencement • Handles performance disputes between client and vendor and takes 

appropriate action including retainage and other remedies to discharge the contract 

• Establishes and maintains tickler files to begin new acquisition cycles upon expiry of established contracts 

• Assists contract managers with issues as needed  Article provided by: Keith Roberts, Purchasing Director, Leon County Purchasing Division

TACNIGP BUDGET

Money market - $107,184.21Checking - $27,068.15 Total - $134,252.36

Don’t miss the March Meeting!!

$50 Walmart Card* awarded to the Scavenger Hunt Winner;

AND a FREE LUNCH*;

AND a Professional Procurement

Speaker;

AND More*… (*YOU MUST BE PRESENT TO WIN!!)

M F M P A D F L B N P M T I ZA Q G F B B N P K P S V N T BR F N R M L G L C X Z W E N TI R Y H J I K B K O P X M Z AB I B V N O O U W D C G E Z WA P M H D G X Y L P E R R C NA T H O P M E E S F G N U I MN H I D F V P R W I D F C B YH I Y S W Y C S R T W B O M PD R O C D P A H W B C E R O UJ P R I C L R Q Y C H T P G RL O T H T X D E I F I T R E CH S K T Q A J N O P L W R T HQ E L E S X T C V B Q Y H M AP E W A R O P I Z X E T Y H SR E Q U E S T F C S F I O P EO N B H U I P R S I F G V C BT I Y O O P G F S D L S E R TE O U V F G W P R O P O S A LS P I K C B I D R T W E S N PT S O H F Q H O P R H N M X CT F M J H T C A R T N O C L PN O I T A C I F I C E P S D S

ARIBA ITN PURCHASEBID MFMP REPLYBUYER NIGP REQUESTCERTIFIED PCARD RFPCONTRACT PROPOSAL RFIETHICS PROTEST SOLICITATIONITB PROCUREMENT SPECIFICATION

PURCHASING MONTH PUZZLE

February Monthly Chapter Meeting Date: February 9, 2010 

Location: Tallahassee/Leon County Civic Center Number in Attendance: 57 

 Call to Order:  President Wendi Sellers called the meeting to order at 11:49 AM.  Pledge:  Gloria Dixon, Dept. of Transportation   Invocation: David Callaway, Dept. of Transportation  Minutes: A motion was made and seconded to approve the January Chapter minutes.  Motion passed.  New Members and Guests:  There were no new members or guests.  Job Opportunities:  A future job opportunity was announced (Bureau Chief in State Purchasing)  Reports:  President: President Wendi Sellers reported that she received the Governors’ proclamation of March is Purchasing Month and that a special event is planned for the 3/9 Chapter meeting..    President Sellers reminded the group that the discount membership renewal rate expires on March 1.  Treasurer: Treasurer Don Tobin ‐ Checking ‐ $26,100.51; Money market ‐ $107,021.39; Total ‐ $133121.90  Trade Show: Chairman Mark Lovell encouraged volunteerism for the upcoming two day event and stated that registration for the Products Expo (Vendors) is open ‐ more info on the website.   Introduction of Speaker: Vice President Robert Threewitts introduced Mr. Mathieu Cavell, the Volunteer Services Coordinator with Volunteer LEON. Mr. Cavell provided the membership with an overview of the wide and exciting array of opportunities for volunteerism here in the Big Bend area. He can be reached via e‐mail at mailto:[email protected]  for more information or guidance in selecting a volunteer event.   Meeting Event: Red Hot Volunteer Fair – President Sellers invited the membership to meet the Committee Chairs manning the "Red Hot Volunteer Fair" tables, ask questions about their respective committees and sign up to volunteer for their favorite committee. 33 members signed up. Brenda Wells handled the decorations, handouts and placards.  Monthly Drawing: Tim Ellinor won the regular free lunch drawing. Kathy Hutchins and Diane Harper each won a copy of Enough is Enough by Jane Straus.  Adjourn Respectfully submitted – Donna Smith TACNIGP 2010 Secretary  

           Mr. Mathieu Cavell 

              Volunteer Services Coordinator Speaker 2/9/2010 

FEBRUARY MINUTES BOARD MEETING 

TALLAHASSEE AREA CHAPTER OF NIGP, INC.  Date:    February 17, 2010 Location:  Leon County Purchasing Bid Room, 2284 Miccosukee Road  Members  Present: Wendi  Sellers,  President;  Robert  Threewitts,  Vice  President; Don  Tobin,  Treasurer; Donna  Smith,  Secretary; Board Members, Brenda Wells, Charles Day,  Susan Barr Gloria Dixon  and   Ed Valla.   Committee Chairs Present: Mark Lovell, Trade Show; Diana Trahan, Communications  Members Absent:  Keith Roberts, Immediate Past President; Vida Addison, Board Member.  President Wendi Sellers called the meeting to order at 3:30 PM.   Minutes  for  the  January  Board  meeting  were  approved.    Board Member  Barr  motioned  and  Board member Day seconded.  Officers Reports: 

a. President – We received the Governors’ proclamation letter (2 copies), “March is Purchasing Month.”  President Sellers will retain one for the Chapter and the other will be hung in State Purchasing.   

b. Vice President  ‐ no report c. Treasurer – Provided the P & L statement for 1/19 through 2/16.  d. Secretary  ‐no report 

 Old Business:  Purchasing Agent and Manager of the Year: The Board will work on these nominations in the fall for 2011. The nominations are due May 4 and there is not enough time to do a quality job for a 2010 submission.  2010 Products Expo and Reverse Trade Show: Chair, Mark Lovell reports that registration is open for the Expo and Reverse Trade Show on the website. He will send an e‐mail to MFMP vendors shortly (one was just sent to announce the FAPPO Trade show).  Attendance at National Forum: President Sellers, Vice President Threewitts, Secretary Smith, Treasurer Tobin  motioned  to  use  the  remaining  4  spots  to  send  Board  member  Wells,  Board  member  Day, Communications Chair Trahan and Trade Show Chair Lovell. Vice President Threewitts seconded. Motion passed. Camera Purchase: The Board has not purchased the camera as yet. Greg Hill was chosen to be the Chapter meeting photographer.   Committee Reports:  Pro D – Vice President Threewitts:   Robert discussed the tentative schedule; March – National Purchasing Month – Mr. Kenneth Hayslette; April –Mr. Lane Green from Tall Timbers Research Center; May – Public Coalition, Bill Cain;  June  ‐  Emergency Management,  Lauren Mckeague;  July  –  Judge Hawkins. Kenneth Hayslette  requires  $650  to  speak.  Secretary  Smith motioned  to  approve  the  payment,  Vice  President Threewitts seconded – the motion passed.  Membership  Committee  –  Susan  Barr:      Susan will  provide  the  Board with  the member  and  student member benefits. 

 House Committee – Charles Day:  Charles will contact members that sign up for the monthly luncheon and habitually do not show to encourage participation. Charles also asked Robert Threewitts for the bios on the upcoming speakers and if they would require anything for their presentations.  Volunteer  Committee  –  Ed  Valla:    The  February  Red  Hot  Volunteer  Fair was  a  success.  24 Members volunteered  for  8  Committees  (Scholarship,  Finance,  Trade  Show,  Volunteer,  Membership,  Reverse Tradeshow,  Communications  and  Education  and  Professional  Development.  Committee  Chairs  will contact  their  respective  volunteers with  thanks  and  information. A Holiday Committee will be  formed later this year.  New Business:  March Meeting: Kenneth Hayslette’s topic will be “Procurement as the “Real” Risk Manager.”  Communications Chair Trahan will send a “Scavenger Hunt”  list to the membership. The Board voted to provide one $50  gift  card  to  the person  finding  and bringing  the most  items on  the  list  to  the March Chapter meeting. In case of a tie, we’ll flip a coin. Board members and involved Committee Chairs are not permitted  to  participate.  Communications  Chair  Trahan will  also  include  a word  search  puzzle  in  the newsletter.  Adjourn  Respectfully submitted by Donna Smith, 2010 Secretary – Tallahassee Area Chapter of NIGP

♥RED HOT VOLUNTEER FAIR♥

The chapter would like to thank all those members that signed up for a committee during our Red Hot Volunteer Fair.

Vida Addison, Sonya Avant, Susan Barr, Diana Blue, David Callaway, Claudia Cooper, Diane Cox, Florence DeWiest, Dave Donaldson, Sheila Faircloth, Martha Fletcher, Julyn Hussey, Kathy Hutchins, Turquoise James, Nancy Jewett, Norma McLaughlin, Keith Milton, Jason Ouzts, Mary Quinsey, Byron Saper, Shameka Smith, Bill Spencer, Valerie Stanley and Debbie Stephens.

There is still time and plenty of things to volunteer for. If you are interested, please contact Ed Valla at [email protected] or call him at 410-1886.

Never heard of a scavenger hunt? Well, here’s how it works. Get a bunch of your friends together and divide into teams. Set a time to find as many things as possible on the list below. The team with the most items from the list at the end of that time wins. No friends around? That's OK. Challenge yourself to see how many things you can find. Hint - The internet is a good source!

Be sure to bring all of your items to the March 9th meeting. The person or team who finds the most amount of items on the list will win a $50.00 Wal-Mart Gift Card. If there is a tie, a coin will be tossed to determine the winner. Listed below are 20 items that need to be collected prior to the March 9th meeting: □ $50 (or more) receipt from your favorite grocery store □ A Purchasing Magazine □ Any NIGP “Official Forum” Pin □ Coins from two countries other than the U.S. □ Notice of Award over $5 million □ List the names of NIGP’s six foundation courses □ Education promotional Flyer for 3 NIGP Chapters □ Public purchasing newspaper Article □ Candy that starts with the letter “P” □ 3 Web sites pertaining to purchasing (cannot be local or state related) □ Locate the cheapest airfare from your nearest airport to the location of this year’s forum □ Solicitation bid advertisement □ Position description in Purchasing □ 3 Newsletters from three different NIGP Chapters □ A set of building blocks □ List two tourist attractions near this year’s Forum location □ March is Purchasing Month memorabilia from 2 different Chapters □ Find out what the NIGP National President’s middle name is □ List the names of NIGP member(s) whose last name begin with “P” □ Receipt for a personal lunch purchase in the previous year Rules: 1. You cannot collect multiple items for other participants.

2. Be sure to ask the owner’s permission before you borrow something on the list 3. Be sure to return anything you borrow!