WEST VIRGINIA PURCHASING DIVISION 2017 In-House Training Program

Transcription

1 WEST VIRGINIA PURCHASING DIVISION 2017 In-House Training Program REGISTRATION FORM & Name of Participant: Job Title: Agency / Organization: Address / City: Address: Telephone: All In-House Training sessions will be conducted on the Capitol campus in Charleston. You will receive an reminder one week prior to each session, which will give the exact location for the respective class. Please note: In addition to the In-House Training sessions, this registration form includes six webinars, as noted in the Method column below. You will need Internet access to participate in these webinars, which are offered via WebEx. For additional information or questions regarding the Purchasing Division s training program, contact Communication and Professional Development Manager Samantha Knapp at (304) or Samantha.S.Knapp@wv.gov. *Please place a check mark in each box for the In-House Training workshops that you wish to attend. Method (In-House 2017 Dates Workshop Title Time or Webinar) Wednesday, January 11 Public Procurement Basics 10 am 11 am Webinar Wednesday, January 25 Developing Specifications and Contracting 9 am 11 am In-House Wednesday, February 8 Travel Management 10 am 11:30 am In-House Wednesday, February 15 Solicitation Process: From Pre- Planning to Post Award 9 am 12 pm In-House Wednesday, March 1 Statewide Contracts 10 am 11 am Webinar Wednesday, March 15 Certification Study Group 10 am 11:30 am In-House Wednesday, March 29 Wednesday, April 5 Technical and Other Special Purchases Electronic Business with West Virginia 9 am 11 am In-House 10 am 11 am In-House Wednesday, April 12 Surplus Property and Fixed Assets 10 am 11 am In-House Wednesday, April 26 An Introduction to West Virginia s State Purchasing Process 9 am 4 pm In-House Wednesday, May 3 wvoasis Procurement 9 am 11 am Webinar Wednesday, May 17 Inspection Services and Contract Management 10 am 11 am In-House 1 P a g e

2 Wednesday, June 7 Vendor Registration 9:30 am 12 pm In-House Wednesday, June 14 EOIs and Construction Purchases 9 am 11 am In-House Wednesday, June 28 Preparing and Evaluating an RFP 9:30 am 12 pm In-House Wednesday, July 12 Developing Specifications and Contracting 9 am 11 am Webinar Wednesday, July 26 Vendor Remedies 10 am 11 am In-House *There will not be any sessions in August due to the Agency Purchasing Conference Wednesday, September 13 Inspection Services and Contract Management 10 am 11 am Webinar Wednesday, September 27 wvoasis Procurement 9 am 11 am In-House Wednesday, October 4 Wednesday, October 25 Developing Specifications and Contracting An Introduction to West Virginia s State Purchasing Process 9 am 11 am In-House 9 am 4 pm In-House Wednesday, November 1 Vendor Registration 9:30 am 12 pm Webinar Wednesday, November 15 Preparing and Evaluating an RFP 9:30 am 12 pm In-House Wednesday, December 6 Solicitation Process: From Pre- Planning to Post Award 9 am 12 pm In-House Wednesday, December 13 EOIs and Construction Purchases 9 am 11 am In-House 2 P a g e

3 Class Title: Certification Study Group Course Content: In this session, participants will learn the requirements of the West Virginia Procurement: Basic and Advanced Certification programs, as well as discuss the final examination format and re-certification requirements. This session will allow agency purchasers who are interested in obtaining either certification the opportunity to review the state purchasing processes and procedures contained in the Purchasing Division Procedures Handbook. Copies of the Handbook will be available for reference. Objective: To prepare agency purchasers who are interested in obtaining the West Virginia Procurement: Basic and Advanced certification programs for the final examination requirement. under West Virginia Code 5A-3who is eligible for the West Virginia Procurement: Basic and Advanced Certification programs. This includes any individual whose primary job contains 75% of purchasing-related duties in a professional level or those individuals who assist in the processing of 75% of the purchases for his or her agency in a professional level. Duration: 1.5 Hours Class Title: Developing Specifications and Contracting Course Content: This workshop will explore the steps necessary to develop non-biased, competitive, clear and concise specifications. Participants will learn when to use mandatory specifications, review tips for writing effective specifications, and examine the or equal requirement when using brand names. Additionally, attendees in this class can expect to learn the core principles of contracts, along with some of the finer points of drafting that could elevate a document from being barely recognizable, to the go-to form for all of an agency s contracting needs. More specifically, attendees will learn the importance of key contract components, consistency in wording, clarification of meaning, avoidance of ambiguity, legal rules of contract interpretation, and the impact of drafting principles on the agency s current and future procurement contracts. Objective: To better understand the role of specifications in the procurement process, explore strategies for writing effective specifications, and discuss issues and problems commonly seen in specification development. To gain a better understanding of the importance of sound and comprehensive contracts while maintaining the legal responsibility and integrity of the West Virginia state purchasing process. Who Should Attend: Procurement personnel responsible for the development of specifications and for the procurement of commodities and services Class Title: Electronic Business with West Virginia Course Content: This workshop will explore state government electronic business options, resources to help purchasers expand their agencies vendor base and tools for the procurement officer drawn from lessons learned and the latest strategies within state procurement. Objective: To better understand the electronic business options available to state agencies and vendors in the state procurement process. 3 P a g e

4 Class Title: EOIs and Construction Purchases Course Content: This session will highlight the Expression of Interest (EOI) best value procurement tool utilized by the state of West Virginia. Participants will learn how EOIs are used to select architects and engineers, as specified in West Virginia Code 5G, based on the vendor s qualifications and demonstrated competence for the type of professional services required at a fee determined to be fair and reasonable. Additionally, participants will gain a better understanding of the rules and requirements of the construction solicitation process. Objective: To gain a better understanding of the EOI best value procurement tool utilized by the West Virginia Purchasing Division. To gain a better understanding of the construction solicitation process requirements. Who Should Attend: High-level procurement personnel involved in architectural/engineering projects. Class Title: Inspection Services and Contract Management Course Content: This workshop will discuss the purpose of reviewing and auditing spending unit requests, purchases, and other transactions and purchases within the Purchasing Division s authority. It will also detail inspection procedures, requirements for state agencies, and contract management procedures. Objective: To gain a better understanding of the inspection process for agency-delegated purchases, the Inspection Grading System and the new Correction Action Plan, as well as contract management requirements for all purchases. Class Title: An Introduction to West Virginia s State Purchasing Process Course Content: This day-long session provides an introduction to West Virginia procurement. Topics covered include: terminology used in the procurement process, the purchasing decision path, usage of statewide contracts, specification dos and don ts, solicitation development and advertisement, vendor registration requirements, and the evaluation of bids and award of contracts. Participants will also be made aware of reporting resources available that encompass the transparency umbrella within the state purchasing process, including what is beneficial to state agencies as well as the vendor community. Objective: To gain a better understanding of the state purchasing process, including the laws, rules and procedures required from the time an agency realizes a need to the award of a contract/purchase order to meet that need. Who Should Attend: State employees with two years or less experience in procurement or those individuals whose primary duties do not involve purchasing on a day-to-day basis but who are required to occasionally purchase commodities or services Duration: 6 Hours 4 P a g e

5 Class Title: Preparing and Evaluating an RFP Course Content: This session will highlight the Request for Proposals (RFP) best value procurement tool utilized by the state of West Virginia. Participants will learn the basic process for preparing and evaluating an RFP, from the initial approval of the Purchasing Division and the completion of the RFP template to the scoring procedures for the two-part evaluation. Individuals chosen to participate on an RFP evaluation committee are required to take this training within one year of serving on that committee. Objective: To gain a better understanding of the RFP best value procurement tool utilized by the West Virginia Purchasing Division. Who Should Attend: High-level procurement personnel chosen to prepare an RFP or to participate on an RFP evaluation committee. Duration: 2.5 Hours Class Title: Public Procurement Basics Course Content: This session will identify and define state purchasing terms, concepts, and principles. An overview of the purchasing decision path will be discussed, as well as the tools and resources that are available to agency purchasers on the Purchasing Division s website, WVPurchasing.gov. Objective: To familiarize individuals who are new to the state purchasing process with the terminology used in public procurement as well as the steps required to make a purchase Who Should Attend: State employees with two years or less experience in procurement or those individuals whose primary duties do not involve purchasing on a day-to-day basis but who are required to occasionally purchase commodities or services Class Title: Technical and Other Special Purchases Course Content: This session will cover some of the types of technical purchases most commonly made in state government. Participants will learn the most important aspects of writing technical specifications and how they impact solicitation responses, as well as examine the technical evaluation and award processes for technical purchases. Additionally, this workshop will examine the procedures required when an agency intends to process an emergency, sole source, or piggyback procurement, including pre-approvals, required documentation, and exceptions. Participants will also explore the Purchasing Division s list of noncompetitive/exempt commodities and services and how such purchases are handled. Objective: To gain a better understanding of the processes required to handle technical purchases as well as other special purchases that may occur in order to acquire needed commodities and services. Who Should Attend: Procurement personnel who may encounter any situation which would require a technical or other special type of purchase be made. 5 P a g e

6 Class Title: Solicitation Process: From Pre-Planning to Post Award Course Content: Participants in this session will explore the various stages of a purchase, from acquisition planning and market research to developing specifications, preparing and advertising a solicitation, and evaluating and awarding a contract/purchase order. This session will also touch on addenda, pre-bid conferences, and change orders. Objective: To learn and apply the necessary steps required to make a purchase. Duration: 3 Hours Class Title: Statewide Contracts Course Content: This workshop will provide an in-depth look at the purpose and importance of statewide contracts. Participants will gain a better understanding of the statewide contracts available to them, learn the proper use of these contracts and discuss how to mitigate vendor issues related to such contracts. Objective: To better understand the role of statewide contracts in the state purchasing process. Class Title: Surplus Property and Fixed Assets Course Content: This workshop will focus on how to obtain property through the State and Federal Surplus Property Programs. The discussion will include eligibility requirements of the two programs, use and compliance requirements, and property availability. In addition, participants will learn the basic requirements of maintaining an agency s inventory in the wvoasis Fixed Asset System. Adding property, retiring property, data change requests, and annual certifications will be covered. Objective: To gain a better understanding of the surplus property retirement procedures as well as inventory management guidelines. Who Should Attend: Any state employee responsible for his or her agency s inventory and/or disposal of its surplus property. Class Title: Travel Management Course Content: This workshop will discuss the wvoasis e-travel program and related statewide contracts, as well as travel payment processing requirements. Objective: To gain a better understanding of the state travel processing rules and requirements. Who Should Attend: Any state employee who travels as a result of his or her state-paid job. Duration: 1.5 Hours 6 P a g e

7 Class Title: Vendor Registration Course Content: This workshop will discuss the vendor registration process, rules, requirements, and reasons behind the program, and will address questions such as who is required to register as a vendor and when the annual registration fee is applicable. In addition, we will cover the various methods at our disposal for completing a successful registration and when each tool is used, as well as the responsibilities of both the state agency and the Purchasing Division in the vendor registration process. Details will be covered related to the electronic vendor/customer registration process and the creation and requirements of the associated documents with wvoasis. The vendor/customer data table utilized by the vendor registration process, the wvoasis system s relationship with Vendor Self-Service, and various fee exemption codes will all be examined. Objective: To gain a better understanding of the Purchasing Division s vendor registration rules required when a vendor wishes to conduct business with the state of West Virginia. Duration: 2.5 Hours Class Title: Vendor Remedies Course Content: This workshop will provide an in-depth look at the legal challenges to Purchasing Division procurements and the internal processes utilized to handle them. Attendees will be exposed to the formal protest process, circuit court suits, and court of claims actions and will discuss how the Purchasing Division and the agency can work together to reduce the occurrence of these formal legal challenges. Objective: To better understand the legal challenges faced by the Purchasing Division and the internal processes utilized to handle them. Class Title: wvoasis Procurement Course Content: This introductory class will include an overview of wvoasis procurement documents, processing, terminology, and system features. The role of commodity codes and encumbrance will also be discussed. Objective: To become familiar with the state s enterprise resource planning system and its functionality. 7 P a g e