news views - amazon s3vagp’s fall symposium. vagp’s fall election will be held online september...

InsIde ThIs Issue From the Desk of the President .......................................2VAGP’s Fall Election .........................................................3Opportunities Under the Umbrella ......................................5Mentor-Protégé Program ....................................................6Civil War Roots for Modern Procurement Law: Part 2 ....7Member Spotlight: LaTiscia Fowlkes ..................................8Complete Full Procurement Cycle Electronically ...............9

Purchasing as an Art Form ...........................................10Truths to Live by When Studying for the CPPB and CPPO ...11Upcoming Educational Offerings .....................................11VAGP/CAPA Reverse Trade Show ..................................12Local Procurement Preference ResearchFindings Executive Summary ......................................13Where in Virginia? ............................................................15

68th Annual NIGP Forum & ExpoVAGP had a great showing at the NIGP Forum & Expo in Orlando, Florida with approximately 53 members in attendance. VAGP has many reasons to celebrate, as several of our members and the association itself were recognized during this Forum.

LARGE CHAPTER OF THE YEAR AWARD• Virginia Association of Governmental Purchasing

OUTSTANDING AGENCY ACCREDITATIONACHIEVEMENT AWARD RECIPIENTS• City of Newport News, VA• Hampton Roads Sanitation District, VA• Norfolk Public Schools, VA

• Richmond Public Schools, VA• Virginia Department of Alcoholic Beverage Control

OA4 Accreditation certification is valid for three years. Visit NIGP’s website for a complete listing of all accredited agencies.

AEP RECIPIENTS• Loudoun County• Old Dominion University• Prince William County Public Schools

NIGP DIVERSITY ESSAY AWARD• Jay Smigielski, CPPO, City of Norfolk, VA

Published for Members of the Virginia Association of Governmental Purchasing, Inc.

September 2013

& News Views

VAGP HAS WON LARGE CHAPTER OF THE YEAR FOR THE THIRD YEAR IN A ROW!

(continued on page 4...)

- September 2013

Virginia Association of Governmental Purchasing, Inc.

BOARD OF DIRECTORSOfficers

PresidentBill Lindsey, CPPO, C.P.M.

President-ElectJan Giffin, CPPO, CPPB, VCO

TreasurerStephanie Suter, CPPB

SecretaryChristopher Cheney, CPPB

First Past PresidentKelly Okken, CPPB, VCO, VCCO

Second Past PresidentLinda Wade, CPPB

First At–Large MemberGinger Gordon, CPPB

Second At–Large MemberDonnie Legg, CPPO

Committee Chairpersons

ConferenceLorie Newton, CPPB

DiversityMarvis W. Marshall, CPPB

EducationCindy Davis Smith, CPPB

MembershipMichelle Glass, VCO

Professional DevelopmentGreg Scearce, VCO

Public RelationsLeeAnne Beatty Smith, VCA

TechnologyJimmy MacKenzie, VCO

LegislativeJ. Kevin Beardsley CPPB, CPPO

Executive DirectorEric Hecker

News & Views

EditorLeeAnne Beatty Smith, VCA

Layout, Design & AdvertisingKim 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; [email protected]. Subscriptions are included in the annual dues paid by members. Advertising rates and policies may be obtained by calling (757) 609-3696.

Copyright 2013. All rights reserved.

From the Desk of the PresidentBy Bill Lindsey, CPPO, C.P.M.

If I could offer you advice, I would implore you to register for the VAGP FallSymposium,September25-27,tobeheldinWilliamsburg,Virginia.I’mconfidentinsaying that this will probably be the last time VAGP will ever be able to offer a program of such breadth and scope for only $99. Further, I believe this Symposium will be the best procurement learning opportunity that our membership has ever been offered!

And yes, this one is really personal because it is likely the last conference that I will have the pleasure to assemble in my 39 years of public procurement services. Inasmuch, I’ve used my tenacity, favors and persuasion to bring together some of the best speakers in the country to describe how we can Empower Procurement Leadership in Virginia.

So, by the time you read this, it may not too late to register, but I encourage you to act quickly and reserve your spot at our 2013 Fall Symposium. Go to the VAGP website (www.vagp.org) and visit the event tab that will allow you to register for the program. Thereyouwill alsofindacopyof theconferencedirectory thatdescribes thevarietyoftopicsfortheprogramandprofilesofthedynamicspeakers.AsIhadmentionedinprevious communications, this training is offered to you at a rate of about $7.50 per hour which I don’t think can be matched by any other program. Additionally, lodging rates have been set at the State per-diem for the Williamsburg area at $77 per night and your registration fee provides you with a number of meals which will limit any further out-of-pocket expenses.

Unquestionably, budgets continue to remain challenged at all of our member entities. This is especially true for our training budgets. Therefore, it is imperative that such expenditureshavethebestreturnonyourinvestmentoftimeandfunding.Iamconfidentthat attendance at the VAGP Fall Symposium will accomplish this objective.

As I read back on what I have written regarding the Symposium, I surely don’t want this to sound like I’m hawking a TV product and at any minute, I’m going to offer you two registrations for the price of one. Rather, I know this procurement training is a true value for your organization and is one that you surely don’t want to miss. If you are looking for ways to stretch your training dollars, this is the one to stretch for. I sure hope everyone will take advantage of this marvelous program! If you have any questions about this program or any aspect of our Association, please do not hesitate to contact me at [email protected].

VAGP presents 2013 Fall Symposium“Empowering Procurement Leadership in Virginia”

Fort Magruder Hotel & Conference Center, Williamsburg, VA September 25-27, 2013

www.vagp.org/events/fall.html

- September 2013


VAGP’s Fall Election - September 19 & 20By Kelly J. Okken, CPPB, VCO, VCCOVAGP First Past President

Electionsforthe2014VAGPOfficeswilltakeplacealittleearlierthisyeartoalignwiththetimingofVAGP’s Fall Symposium. VAGP’s Fall Election will be held online September 19 & 20, 2013. When electronic voting opens VAGP members will receive an email announcement. To cast your online vote,

you will need to log in to the members only section, Internet Member Services, on our website at www.vagp.org. Please test your login and password soon to assure that you can log in when voting opens later in September. Please mark your calendars today and plan to cast your vote to elect VAGP’s future leaders.ItismypleasuretoannouncethefollowingcandidatesforVAGPOffices:

VAGP SECRETARY:

VAGP 2ND AT-LARGE MEMBER:

Bios for all of the candidates are available on the VAGP website. Election results will be announced on September 26 at the 2013 VAGP Fall Business Meeting being held in conjunction with VAGP’s Fall Symposium in Williamsburg, VA. Good luck, candidates!

VAGP PRESiDENT-ELECT:Stephanie Suter, CPPO, CPPBCity of Lynchburg

VAGP TREASURER:Chris Cheney, CPPBCounty of Fairfax

Etta Henry, CPPB, VCCO, VCOOld Dominion University

Michelle R. Purkett, CPPB, VCOCity of Norfolk

Joe RodishFluvanna County

Maureen Daniels, CPPO, CPPB, VCO, Department of General Services, Division of Purchases and Supply

Roxanne Ehardt, CPPO, CPPB, VCOSpotsylvania County

Mary Wilson, CPPB, VCATown of Herndon

- September 2013


UPPCC AGENCY CERTIFICATION AWARDS• City of Virginia Beach, VA• Frederick County Public Schools, VA• Gloucester County, VA• Loudoun County, VA• Old Dominion University

SPECiAL RECOGNiTiON - NATiONAL FiNALiST, MANAGER OF THE YEAR• Kelly Okken, CPPB, VCCO, VCO, Albemarle County, VA

Based on Kelly’s notable achievements and contributions to the procurement profession, she was recognized by NIGPasoneofthreenationalfinalists.WaytogoKelly,yourepresented VAGP well!

SPECiAL RECOGNiTiON - CPPO RECiPiENTS• Patricia B. Lipscomb, CPPO, CPPB, VCO, VCA (Patricia

was recognized for receiving both the CPPB and CPPO!)• Stephen Rogers, CPPO

SPECiAL RECOGNiTiON - CPPB RECiPiENTS• Sharita Bryant, CPPB, VCO, VCA• Calisha Williams, CPPB, VCO, VCCO

Thank you to all the VAGP members who were able to attend the NIGP Forum and represent our fantastic chapter! (More photos will be coming soon.) We hope that if you were not able to attend this year that you will join us at the 2014 NIGP Forum in Philadelphia!

VAGP’s Past Presidents attend the NIGP Forum

AwardBanquet:(Lefttoright)Jennifer Luchard, CPPB,

VCO; Linda Wade, CPPB; Kelly Okken, CPPB, VCCO,

VCO

(NIGP Forum, continued from page 1...)

Improve career opportunities with an online certificate in

Public Procurement & Contract Management

Learn more: dl.odu.edu/vagp

- September 2013


By Sharita Bryant, CPPB, VCO, VCADiversity Committee Vice Chair

July 2013 was one of the wettest in history; it rained 16 of the 31 days. This caused record-breaking rain amounts throughout the state, so I know I am

not alone in having umbrellas on the brain! Today’s good news is VAGP is not a meteorological association, I’m not a meteorologist, and this article’s intent is not to inform you of our rain history or our forecasts. Its purpose is to cover a diversity related topic. So, I will now attempt to tie umbrellas and public procurement diversity together. Let’s explore this!

Diversity is everywhere in the public and private sectors.Youcanfinddirectlinksofcommitmentsto diversity (internal and external), milestones of achievements, and awards on most of the Fortune 500 Company’s websites. In 2009, the VAGP took action and re-formed our Diversity Committee. As a committee we are charged to “respect individual strengths, viewpoints, and contributions of all [our] members.” And we are “…committed to recognizing diversity as core strength of the organization and to honor, respect,andvaluethosedifferences.”Wefirstlearned our membership demographics; age group, race,gender,education,certifications,etc. In reviewing the information, we realized that the VAGP “umbrella” has several sections relating to DIVERSITY. We are comprised of members from state, county, city, town, authorities, school divisions, higher education, and other governmental bodies. For the most part we all are governed by the Virginia Public Procurement Act (VPPA); however, we may have different local policies and procedures within our body of government. VAGP accepts that we serve our local bodies of government differently and welcomes the DIVERSITY! One of the main tools we use to express and exchange our diverse operations is the VAGP Listserv. Here members seek and receive information freely and express our gratitude for being DIVERSE.

VAGP offers a variety of opportunities to serve, lead, and grow in our profession. Our Board of Directors (BOD) and Committee Chairpersons are readily available to discuss the VAGP umbrella of opportunities and assist members in DIVERSIFYING the organization through the sharing of ideas. Leadership opportunities within the Board of Directors are presentedyearlyformemberstorunforofficeandholdaseaton the VAGP BOD. If members do not meet the nomination

criteriaforaBODoffice,theymaybeappointedby the President to lead a committee as Chairperson. Opportunities to serve and learn are open to everyone by joining a committee. Committee service is not limited to a particular timeframe and therefore you can learn the most by joining various committees while maintaining your membership. The committees welcome new members as they offer new strengths and contributions to the membership. VAGP values your opinion! We are committed to DIVERSITY; how about you?

DIVERSITY starts with you! What’s under your DIVERSITY umbrella? Learn if your organization and procurement department maintain a DIVERSITY Plan. A DIVERSITY Plan may include items such as supplier diversity strategies or set-aside programs, succession planning, or a SWOT (Strengths, Weakness, Opportunities and Threats) analysis. I challenge you to discover your local documents, learn where they are stored and/or posted, review, and study them. If you cannot findthemoriftheydonotexist,startaninternal

DIVERSITY umbrella. I’ve had the tremendous opportunity ofworkingwithandforseveralofVirginia’sfinestprocurementprofessionals. They all live by the idea of “sharing the wealth” and encourage collaboration, learning, training, and growing in the profession. If you don’t have a DIVERSITY umbrella, get one! If you have not used it in a while don’t get rained on, open it and explore. DIVERSITY is what you make of it and take from it!

Opportunities Under the Umbrella

What’s under

your DIVERSITY

umbrella?

VAGP DIVERSITY COMMITTEERespects individual strengths, viewpoints, and contributions of all its members. It is committed to recognizing diversity as a core strength of the organization and to honor, respect, and value those differences.

Committee Chair:MarvisW.Marshall,CPPB;DiversityCommitteeViceChair:SharitaBryant,CPPB,VCO,VCACommitteeMembers:LisaCumming,CPPO,C.P.M.,CPPB,VCO;LaTisciaFowlkes,VCO,VCA;CindyJoy,CPPB;Jennifer Luchard, CPPB, VCO; Jerry E. Stokes, CPPS, C.P.M., VCO

- September 2013


By Ginger Gordon, CPPB1st Member At-Large

I am excited to announce that the VAGP has a new Protégé, Richard Budaji, General Service Administrator with the Virginia Retirement System. The VAGP

would like to welcome you to the Mentor and Protégé Program!

Jennifer Luchard, CPPB, VCO with City of Charlottesville will be Richard’s Mentor. Jennifer is one of our past Presidents of the VAGP Board of Directors.

TheVAGPalsohasotherqualified,outstanding,professionalMentors in the program that are very eager to provide assistance,leadershipandguidance.Thisprogramidentifiespeople within the membership that are interested in serving in positions of responsibility with the focus on becoming a member of the VAGP Board of Directors. This program pairs experienced members of the Board with members who want to learn more about the operations of VAGP in order to prepare them to assume a leadership role in the organization.

The VAGP Mentor-Protégé program will provide an excellent avenueforthemembershiptogrowandnurturefutureofficersfor VAGP. The program is designed to help VAGP achieve its goals and contribute to the overall mission, purposes and vision.

HOW TO GET INVOLVED

If you are interested in learning more about how you can become more involved with the support of a mentor, complete the protege application form available online at www.vagp.org/education/mentor.html and submit it to me at [email protected].

VOLUNTEERISM

Vol-un-teer-ism - Definition: the policy or practice of volunteering one’s time or talents for charitable, educational, or other worthwhile activities.

“Volunteerism is the voice of the people put into action. These actions shape and mold the present into a future of which we can all be proud.” - Helen Dyer

WhenIreadthisquotemyfirstthoughtswereoftheVAGP.The VAGP is there for our members in all facets of our professional lives. The VAGP was established in 1958 and from then until now there have been extraordinary women and men who have volunteered their time and energy to

make the organization what it is today. I feel so grateful that I took that step to volunteer my time and being a part of this great organization.

Also, I recently attended the Supplier Diversity Advocate Institute 2013 and the Secretary of Administration, the Honorable Lisa Hicks-Thomas, was one of the speakers and mentioned a book: LeanIn by Sheryl Sandberg, Facebook COO. Hicks-Thomas commented that we need more people to “lean in” and explained that author Sandberg states that, “We hold ourselves back in ways both big and small, by lacking self-confidence,bynotraisingourhands,andbypullingbackwhen we should be leaning in.” I agree! We all need to get engaged and lean in. What is holding you back? Is it time for you to take that extra step and begin volunteering? I urge you as a member to consider volunteering with the VAGP in some way. I believe you will be very happy you took the step to “lean in.”

Mentor and Protégé Program

Our newest Protégé, Richard

Budaji (left) and his Mentor,

Jennifer Luchard (below).

- September 2013


By J. Tyler Turpin, V.C.O.Procurement Officer, DGS

A comparison of the laws and contract clauses of the present day Commonwealth of Virginia, The United States Government, the Confederate States of America, and the U.S. Government during the Civil War reveals that although the clauses and laws are more detailed now there are only a few new areas of coverage.

The modern Federal Government and the Commonwealth of Virginia have clauses about inspection of goods, quality assurance, testing of materials, payment, handling of funds advanced to contractors before full completion of goods, default of contractors, and prohibition or restrictions on government employees being contractors. The Federal Government during the Civil War and the Confederate States of America (CSA) both had laws and policies covering the above mentioned topics.

The Commonwealth of Virginia and Federal Government have laws prohibiting or restricting elected members of legislative bodies from participating in government contracts. The Confederate States of America did not have any laws prohibiting members of legislative bodies participating as leadership or investors in contractors. There were Federal Laws enacted before the Civil War era that prohibited members of the U.S. House and Senate from being company officers or owners of contractors. The CSA didhave regulations prohibiting members of the Quartermaster Corps, which handled procurement for the CSA, from being contractors to the government of the CSA.

The Commonwealth of Virginia and Federal Government have clauses about a contractor in default being responsible for re-procurement costs. The Federal Government during the Civil War did too, but the CSA did not.

The present day Commonwealth of Virginia and United States Government have restrictions and prohibitions on lobbying and political contributions by contractors. The Confederate States of America and the Civil War era United States Government did not apart from laws prohibiting actual bribery.

The Confederate States of America, the Federal Government during the Civil War, and the present day Federal Government all had or have clauses in contracts stating that the contractor, if directed by the government to do so, is to give the government contract priority over other work being done by the contractor. The Commonwealth of Virginia does not have such a clause.

The Commonwealth of Virginia and the present Federal government have clauses about security of information in paper and electronic formats. The Confederate States of America and Federal Government during the Civil War did not have clauses about information security.

Civil War Roots forModern Procurement Law: Part 2

INTERESTED INJOINING A COMMITTEE?Have a voice in your association! VAGP is always looking for enthusiastic volunteers with fresh ideas to help on the various

association committees.Your efforts are essential to moving VAGP into the future.

Learn more at www.vagp.org/about/committees.html

- September 2013


Member Spotlight - LaTiscia FowlkesLaTiscia Fowlkes is a Procurement Specialist Senior at the Department of Motor Vehicles (DMV). She is the Program Administrator over the Small Purchase Charge Card and Travel Charge Card Programs. Her primary role at DMV is to strengthen and monitor the activities, usage and uphold the policies of the card programs, as well as handling several commodities where she will continuetohoneherskillsasacontractofficerand supplier diversity supply chain advocate. Ms. Fowlkes began her career in 2006 with the Department of Alcoholic Beverage Control (ABC) as the Procurement & Diversity Program Coordinator.

LaTiscia became a member of VAGP while at ABC and has been a member for nearly seven years. LaTiscia enjoys the support and service she has observed; from ListServ questions to direct emails from procurement colleagues, the support that is shown to fellow members has assured her of the mission and goals of this organization. When seeing someone in service, not only to the community they serve, but to the individuals that they share this profession with is very encouraging to a newbie in the procurement world.

LaTiscia attended her first VAGPconference this past spring. She enjoyed meeting and networking with many individuals that she only knew by name. The sessions and learning more about the organization were key highlights for her. Although she doesn’t have any established mentorships in the procurement field,shehasbeenmentoredbymany.Sheisverygratefulfor those that have supervised her, her co-workers, those that pulled her aside to give her an encouraging word, and those that supported her during her early years as a buyer and diversity advocate. She certainly appreciates those that sawherthroughachievinghercertifications.

Ms. Fowlkes has achieved her Virginia Contracting Associate (VCA)andVirginiaContractingOfficer (VCO)certifications.She is currently studying to obtain her (CPPB). LaTiscia has a Bachelor of Science in Business with concentrations in Accounting and Economics from Virginia Commonwealth University. She desires to continue matriculating in pursuit of her Master’s degree in multiple concentrations including administration and leadership.

LaTiscia is an active member of the Capital Area Purchasing Association (CAPA), where she currently serves in the role of Treasurer. She is also a member of the National Institute of Governmental Purchasing (NIGP), where she participates as a Young Professional. She is currently the co-leader for The Saint Paul’s Baptist Church (Richmond) Drama Ministry and continues to volunteer and sings with the youth/young adults at Mt. Nebo Baptist Church

(Blackstone). LaTiscia she is still single and is preparing to love and be loved by that special person and have a family. In the meantime, she enjoys time spent with her mom, Bernice, her siblings (Brenda, Barry, Alvin, Jr., Angela, and twin LaCriscia), her nephew Barry, Jr., her grandmother Alma, godmother Mazie, Aunt Roberta, and a host of aunts, uncles and cousins far and near. She also loves reading, traveling and spending time with her friends. You may see LaTiscia around town at the theater, an outdoor concert or enjoying her favorite restaurant fare.

In closing, LaTiscia reflected onher introduction to this wonderful world we call procurement, in her Governmental Accounting class in the summer of 1999. Her professor said, “There are people within the government who purchase goods and services.” It was not until 2006 that her world collided with that statement. LaTiscia now knows procurement professionals do more than purchase

goods and services. She views us as the key component to running our entities. Procurement professionals are no longer theclerkatthedeskbuyingofficesuppliesasonceperceived.LaTiscia’s hope is that those within their last 10 years of servicewill help thosestill in their first 10 yearsof serviceto change the outlook of the profession so that it will be the respected profession is should be. To get this accomplished, a commitment to a complete knowledge transfer is necessary. Do you have knowledge to transfer? She wants to be a part of the change she wants to see, and hopes others will join her. Until then, she would like to continue to challenge her peers to “Go into the world and do well. But more importantly, go into the world and do good.” (Minor Myers) Your constituents deserve the best.

LaTiscia can be reached at [email protected].

- September 2013


By Kimberly Madison, Marketing & Outreach, eVA Bureau

eVA has released a NEW tool that gives users the ability to complete the full Procurement Cycle electronically.

Introducing Advanced VBO (VBO Buyer)! With Advanced VBO users have the ability to create and publish solicitations, just like with the current VBO Buyer, but now with advanced functionalitythatinclude:• Ability to Receive Sealed (Lockbox Technology) and Un-

sealed Electronic Vendor Responses• Ability to Enter Paper Vendor Responses Electronically

into the System• Evaluate Responses and Complete Award Process• Award vs. No Award vs. Re-solicit• Generate and Publish Bid Reading• Generate and Publish Intent to Award• Award as Purchase Order or Master Agreement (Term

Contract)• Route Purchase Orders directly to the eVA eMall for

Processing• Establish Contract Number for Selection During eMall

Ordering (non-catalog)• Ability to Establish Contract Details (start/end date,

authorized entities who can use the contract, renewal periods)

• AbilitytoEstablishRenewalSpecifications,Remindersand Process Renewals at the Appropriate Times

• All Procurement Details Maintained Within an Electronic Procurement Folder

• Electronic folder containing all information related to the procurement (all documents, notes, milestones)

AdditionalFeaturesInclude:• Ability to set reminders on the Solicitation that vendors will beaskedtoconfirm,acknowledge,andprovideinforma-tion for on their response

• Ability to establish a custom Events List as part of the Solicitation

• Ability to Load a Free Form Vendor List on the Solicitation fromExcel(andtodownloadtheexceltemplatetofilloutand load)

• New Buyers Portal Provides list of active Procurements you are working on

To get access to this great NEW tool contact your DPS Account Executive!

Complete Full Procurement Cycle ElectronicallyeVA takes VBO Buyer to the next level

Facebook - http://www.facebook.com/VAGPofNIGPStay connected with your VAGP friends!

Twitter - http://twitter.com/VAGPofNIGPGet 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!

Let’s all be Social

- September 2013


Purchasing as an Art Form, Not a Mechanized ProcessBy Christopher Cheney, CPPBVAGP Secretary

Many public administration scholars have determined that success is dependent on the ability to solve complex problems with creative solutions. There are strong links

between creative problem solving and an organization’s ability to succeed. Promoting their organization’s success by aiding mission accomplishment is one of the most important things we can achieve in our profession. Naturally, an analytical problem solving approach often becomes a forced choice due to the litany of laws, rules, and time constraints that we face. In his influential work, Blink, Malcolm Gladwell concludes that intuitive decisions are made and conclusions reached with little data in seconds. Outcomes using the analytical method are often the same after an issue is studied for a long period. First impressions are often correct; however, as Whetten and Cameron note in Developing Management Skills,thisonlyapplieswhen:• The problem is not complex,• They have experience with the subject mat-

ter, and• They have a heightened self-awareness

and emotional intelligence.

As shown, the framework is not appropriate for many complex and overarching issues that we encounter as purchasing professionals, such as a difficult deadlock in a high-stakesnegotiation. As Tom Peters stated, “If you’re not confused, you’re not paying attention.”

POLICY

Does your procurement office operate withina policy framework or does it work from it? In speaking with purchasing executives: two froma largeVirginia localgovernment and a few on the federal level that manage staff engaging in extremely complex procurements, like purchasing primates, to merely keeping their customers happy, they stress the importance of creative thinking in their workplace. The additional legal framework that an entity places on itself from the Virginia Public Procurement Act in the form of a purchasing resolution establishes many safeguards that become especially handy during a protest, dispute,or legal challenge (if theyare followedflawlessly).These guidelines and regulations also allow inexperienced and/or untrained employees to use the policies as a playbook in order to determine each step of every process embarked

upon. Nevertheless, these policies are restrictive and can diminish creativity by serving to uphold the following three out of four widely recognized conceptual roadblocks outlined byWhettenandCameron:

• Constancy – wedding to one way of looking ataproblemorusingoneapproachtodefine,describe, or solve a problem. • Commitment – serves as a block to creative problem solving because when an individual becomes committed to a particular point of view,definition,orsolution,itislikelythathe/she will follow through on that commitment.• Complacency - occur when one develops fear, ignorance, insecurity, or plain mental laziness to solve a problem.

An alternative to constantly adding new procedures and revising existing ones is to do away with a few subverting constraints on imaginable courses of action in acquisitions planning.

BUSINESS PARTNERS/VENDORS

What role can a purchasing professional play to achieve creative outcomes for their organization rather than being a negative, rule enforcing, Eeyore-type of force? It could be argued that we are already moving towards innovation and creativity in the procurement profession—whether the cause is customer or market demands or both—by the recent emphasis on competitive negotiations over competitive bidding. Unless there is a well-defined good or service to be procured,organizations tend to limit themselves every

time they play the expert and specify another profession’s trade when businesses compete in that profession every day against one another for survival. About three years ago, I learned this lesson when I walked into a pre-bid meeting for residential and commercial restoration services. I have never faced such wrath from the vendor community as I did that day, as the assigned team and I struggled to explain our decision to these business experts. They were downright offended thatwewoulddare todefine theirbusiness; thus,constraining their ability to be creative and compete with each other beyond pricing. We promptly cancelled within a day or two following the conference and the requirement was re-advertised as an RFP.

An analytical

problem solving

approach often

becomes a forced

choice due to the

litany of laws, rules,

and time constraints

that we face.

(continued on page 13...)

- September 2013


By Cindy Davis Smith, CPPB Education Committee Chair

I thought that it would be helpful to give some friendly studying advice since the next testing dates are approaching fast. Here are some truths to live by when

studying for the CPPB or CPPO exams.

1. TO THiNE OWN SELF BE TRUE. (WiLLiAM SHAKESPEARE)Take some time to reflect on your learning style and howyou retain information. It is important that you set aside the appropriate amount of time and space dedicated to studying for the examination. In addition to time and space, it is important that you develop exercises in your learning style to help you master the particular procurement concept. If you are an auditory learner, then listen to the books on CD orrecordedflashcardswhileyouarewalkingorworkingout.

2. ATTiTUDE iS A LiTTLE THiNG THAT MAKES A BiG DiFFERENCE. (WiNSTON CHURCHiLL)Check your attitude about studying and the anticipated outcome of the exam. Many people start the studying process with a defeatist attitude. They often complain that the exam is too hard and that they don’t have time to study for it. However, they can spend countless hours watching re-runs of their favorite TV drama show. You must decide early and often

that studying with a positive attitude will yield better results. A positive attitude will allow you the creativity that you will need to step out of your comfort zone to achieve your goal.

3. NO MAN iS AN iSLAND ENTiRE OF iTSELF. (JOHN DONNE)We all need support and understanding as we pursue our goals. If someone offers you assistance in studying for the test, accept their assistance. Allow others to contribute to your success via their positive words and deeds. Study groups are effective because of the synergy that develops around a common goal. The internet also offers opportunities for one to get connected with a study group or to study on line with a class. Take advantage of all studying opportunities.

This fall the Education Committee will sponsor the classes listed below. If you are interested in taking one of these classes, please register early. Feel free to contact members of the Education Committee if you have any questions. Additionally, the Education Committee welcomes any suggestions that you may have concerning seminar offering in your area. Please don’t hesitate to contact us. We stand ready to serve the entire membership body of VAGP!

Truths to Live by When Studyingfor the CPPB and CPPO

Upcoming 2013 Educational Offerings

NIGP SEMINARS

SEMINAR TITLE DATES LOCATION Contracting for Construction Services Sep. 18-19 ArlingtonDeveloping & Managing Requests for Proposals Sep. 18-20 Richmond CPPB Prep Class Oct. 8-9 FCPS CPPO Prep Class Oct. 10-11 FCPSSourcing in Public Procurement Nov. 4-6 Richmond ProtestsandDisputes:WhatisaBuyertoDo? Nov.21 ManassasStrategic Procurement Planning Dec. 4-6 Manassas

LOW-FEE SEMiNARS

SEMINAR TITLE DATES LOCATION Virginia Public Procurement Act Sep. 16 Charlottesville

- September 2013


VAGP/CAPA Reverse Trade ShowBy Ginger Gordon, CPPB1st Member At-Large

VAGP and CAPA partnered together again to make another successful event. The Reverse Tradeshow was held on May 13 at the Holiday Inn Koger in Richmond, VA. This event had 38 exhibitors representing various state agencies, school systems, localities, municipalities and universities along with 155 visiting vendors! Thisyearwehadseveraleventsponsors:PlatinumbyVirginiaBusinessSystems,SilverbySHI,andtwo(2)

Bronzes by MMCAP and Uni-Select-USA. VAGP and CAPA would like to say “thank you” to our event sponsors, as well as to everyone else who helped to make the Reverse Trade Show a success! Also, if you were unable to attend this year you missed severalgive-a-ways:2VAGPFallSymposiumcertificates,2CAPAtravelmugs,aplant(donatedbyPast-PresidentLindaWade)and a gift card (donated by Linda Wade). So don’t miss out next year and we hope to see everyone there!

WE HOPE TO SEE YOU ALL AGAIN

NExT yEAR - AND BRING A FRIEND!

- September 2013


By Donnie Legg, CPPO2nd Member At Large

I am pleased to announce the completion of the Local Procurement Preference Research Findings Executive Summary document. This document is not

meant to serve as an official VAGP position on the localpreference subject but should instead serve as a resource for our membership when the subject of local preference is presented to your locality. As you know there are many pros and cons to local preference laws and our committee has tried to capture most of them in this document. It is the Board’s hope that this summary document will give members the information needed to support your locality’s position on the local preference issue or to assist you in

making a decision on which position to take. There were many members who assisted in preparing this document, but I would like to give a special thanks to Patti Innocenti of Fairfax County who had prepared a valuable draft several years ago thatourcommitteeusedtodevelopthefinaldocument.

VAGP has posted the Local Procurement Preference Research Findings Executive Summary to their website for our members to have as a resource at www.vagp.org/legislative.html. If you have any thoughts or would like to discuss you may contact me at [email protected].

Local Procurement Preference Research Findings Executive Summary

STAFF

Creativity can also be nourished beyond a policy and a vendor community standpoint. Our own workplaces are where the “magic happens,” so to speak. Everyone has enormous creative potential, but the stresses and pressures of daily life that are coupled with the inertia of conceptual habits tend to submerge that potential. Here are six practical hints from Whetten and Cameron to help facilitate your ability to apply these techniques effectively and improve your creative problemsolvingability:• Give yourself relaxation time.• Find a place where you can think.• Talk to other people about ideas.• Ask other people for their suggestions about your prob-

lems.• Read a lot. • Protect yourself from idea-killers.

MANAGERS

Teams and teamwork are another necessary component to encourage a creative workplace. In addition to attempting the aforementioned to stimulate your own creativity, managers can trying the following ideas from Whetten and Cameron to fostercreativityintheirorganizations:• Pull People Apart; Put People Together - Provide au-

tonomy and discretion for other people to pursue their own ideas. This can be done by giving people a bullpen and

encouraging individual initiative. Forming teams is usually more productive than having people work by themselves. Puttingpeopleinteamsenablesminorityinfluenceandfosters heterogeneity.

• Monitor and Prod - Hold people accountable for outcomes is an important motivator for improved performance. You can also stimulate them with periodic prods.

• Reward Multiple Roles - Four crucial roles for enabling creativityinothersinclude:ideachampion,sponsor,or-chestrator, and rule breaker.

Purchasing will continue to flourish as a profession if wecontinue to move away from mechanized processes and discovercreativesolutionsforourcustomers:truecustomerservice.

Sources:Awol, Nemma, Christopher Cheney, and Jillian Linnell. “Solving Problems Analytically and Creatively.” Virginia Tech. Center for Public Administration and Policy - Northern Virginia Graduate Center, Alexandria, VA. 7 March 2013. Presentation.Gladwell, Malcolm. Blink: The Power of Thinking Without Thinking. New York:BackBayBooks,2005.Print.Peters, Tom. Thriving on Chaos: Handbook for a Management Revolution. 1987.NewYork:AlfredA.Knopf,1988.Print.Whetten, David A. and Kim S. Cameron. Developing Management Skills. 8th ed. Pearson Education, 2010. Print.

(Purchasing as an Art Form, continued from page 10...)

- September 2013


Overseeing services and infrastructure requires a lot of effort and planning. The Cooperative Purchasing Network (TCPN) helps simplify your steps and reduce your costs. TCPN’s contracts leverage the purchasing power of over 30,000 actively engaged government entities. All contracts are competitively bid and awarded by a single entity – Region 4 Education Service Center. TCPN monitors contracts through third-party audits and regular reviews to ensure vendor accountability. You can rely on TCPN’s ISO certified processes, 100+ combined years of government purchasing experience and 50+ combined years of auditing experience – we know what it takes to keep a community running.

Keep your service responses on time and on budget. Go to www.tcpn.org and sign up today.

TCPN saves municipalities moneyon all their community services.All in a Day’s Work.

tcpn-0113_dollar_county.indd 1 2/11/13 3:13 PM

- September 2013


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 articlesonpurchasingrelatedtopicsmayhelpmembersearnrecertificationpoints. For eligibility requirements, please verify directly with the certifying agency. Suppliers and contractors are also encouraged to submit purchasing-related articles for publication. Limited opportunities are available and offered at no cost!Submit your contributions to LeeAnne Beatty Smith at [email protected].

Production Schedule 4th QuarterDeadline Nov. 6Available Dec. 2

9 Industry News 9 Best Practices 9 Photos 9 Book Reviews 9 Education Opportunities 9 Event Recaps 9 NewCertifications 9 Tips and tricks

Where in Virginia?By LeeAnne Beatty Smith, VCAPublic Relations Committee Chair

CAN YOU NAME THIS VIRGINIA LANDMARk?

This edition’s Virginia landmark is the oldest academic building in continuous use in the United States and is the signature building

located on the campus of a Virginia state college. Together with two other buildings, this landmark building helps to form what is referred to as the college’s “ancient campus.”

Construction began on this red-brick Flemish Bond style academic building in 1695 with the building being completed in 1700. Although this historic building has been guttedbyfire three times, ithasbeen rebuilteach time incorporating theexteriorwalls.

Present day this building holds academic classrooms and facultyofficesaswellasservingasthelocationforseveralofthe college’s traditional ceremonies, including the annual Yule Log Ceremony that celebrates the holiday season and the opening convocation ceremony for incoming freshman.

How well do you know Virginia and its history? Got a guess? VisitusonFacebookandbethefirstpersontotellusthenameofthislocationinVirginia!Thefirstpersontocorrectlycommenton 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].

MAKE A GUESS...

WIN A PRIzE!

news views - amazon s3vagp’s fall symposium. vagp’s fall election will be held online september...

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