1. Constitute effective business channels to cultivate future professional relationships and practices

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1 NEWS & VIEWS Beth Dooley receives the VAGP Volunteer of the Year Award P u b l i s h e d f o r M e m b e r s o f t h e Vi r g i n i a A s s o c i a t i o n o f G o v e r n m e n t a l P u r c h a s i n g, I n c. Thomas Smith receives the J. Brad Oakley Scholarship SEASON S GREETINGS VAGP! Kim Robinette receives the J. Brad Oakley Scholarship Sharita Bryant, CPPB, VCM, VCO, VCA VAGP President In this season of peace, joy, and happiness, it is my honor to write you in the midst of closing the celebration of our Diamond 60th Anniversary. As I reflect back on the year, I remember writing you in the 1st quarter of the year with focus on the diamond: its symbol and the definition. As a board, this year provided us numerous forms, shapes, and clarity points and peaks of performance as we focused on our tasks and goals of the Strategic Plan. I am confident that we will continue to endure our challenges as we continue to enhance the services of VAGP! It has been an honor to work with the array of talented VAGP members and the Board of Directors. It is my privilege to share highlights of our accomplishments this year. VAGP continues to be a member focused organization. VAGP Strategic Plan & 2018 highlights: 1. Constitute effective business channels to cultivate future professional relationships and practices Partnered with VA Department of Small Business and Supplier Diversity at Spring Conference Diamond Supplier Sponsorship allowed dual opportunity at Spring and Fall conferences Presented a session at the Virginia Government Finance Officer s Association s Fall Conference Secretary of Administration as a speaker at the 2018 Spring Conference IN THIS ISSUE... Season s Greetings VAGP Ambassadors Working For You! Don t Stress It, Relieve It Nominations For Spring Awards What Is Design Build? You Want Me To Buy What???? Give Back Happy Birthday Ping Years On The VAGP Board VAGP Spring Conference

2 BOARD OF DIRECTORS OFFICERS President Sharita Bryant, CPPB, VCM VCO, VCA President-Elect Lorie Newton, CPPO, CPPB Treasurer Jay Smigielski, CPPO Secretary Cindy Davis Smith, CPPB First Past President Etta Henry, CPPO, CPPB, VCCO, VCO Second Past President Stephanie Suter, CPPO, CPPB First At Large Member Kristy Varda, CPPO, CPPB Second At Large Member Stephanie Brown, CPPB COMMITTEE CHAIRPERSONS Conference Vacant Diversity Lawrence Shaw, VCO Education Amy Bevins, CPPB Membership Beth Dooley, CPPO, CPPB Professional Development Sheila Farmer, CPPB Public Relations Dyanna McMullen, VCO Technology Kelly Gill, CPPB, VCO Legislative Patti Innocenti, CPPB Executive Director Chris Ruditys NEWS & VIEWS Editor LeeAnne Beatty Smith, CPPB, VCA, CUPO 2. Increase membership engagement by enhancing or promoting membership benefits Diversity committee attended career outreach events to engage students Offered additional VAGP *Discount* to NIGP Forum by offering group registration 3. Enhance educational offerings and opportunities for membership and partners Developed new or re-established dormant low fee seminars Hosted the Fall Symposium in Roanoke, Virginia to reach out to the I-81 Corridor 4. Increase knowledge and information exchange with internal/external stakeholders Created VAGP Board Member Boot camp to orient incoming VAGP Leaders Conducted a Supplier/Agency Match Making Event at the Spring Conference 5. Enhance technical services and resources for membership Web Camera and Microphone investment to offer Professional Development Webinars As our 2nd largest educational offering, VAGP hosted our Fall Symposium on September 23rd 25th at the Sheraton Roanoke Hotel and Conference Center in Roanoke, Virginia. The theme Plan, Prepare, and Practice was attended by over 89 members with another record setting number of first time attendees. VAGP is most successful in hosting our events when we have the unparalleled support of our member volunteers and suppliers. A special thank you to our host committee, the City of Roanoke and our Diamond Sponsor, U.S. Communities. Our symposium offered a networking opportunity on Monday evening with buyers and suppliers. By popular demand, we hosted a Monday evening Football Tailgate Party. During the party, attendees were able Layout & Design Leslie Wright News & Views is published quarterly and was designed and created for the members of the Virginia Association of Governmental Purchasing, Inc. (VAGP), by Wisconsin Association Management. Views and advertising expressed in this newsletter are not necessarily those of, or endorsed by, VAGP. Send correspondence to VAGP, W. Silver Spring Dr., Milwaukee, WI ; i n f VA G P. o r g. Subscriptions are included in the annual dues paid by members. Advertising rates and polcies may be obtained by calling Swearing In of the 2019 VAGP Board Page 2

3 to network with conference attendees and a pool of U.S. Community suppliers. In addition to the fun and networking, we hosted our renowned Corn-Hole Tournament as an activity to raise money for the local community service organization: Big Brothers and Big Sisters of Southwest Virginia. VAGP raised over $1,400 to assist the Bigs and the Littles of the Roanoke Valley in their mission to support their youth mentorship program. There were many educational sessions offered including our featured speakers Lynda McNutt Foster (Stress Management for Today s Workplace) and Todd Slater (NIGP s model of: Learning Re-Imagined). The symposium offered several other procurement emergency management topics and speakers, including a panel discussion as follows: Panel: Lessons Learned from Emergencies: Facilitated by Jeffrey PowellCity of Roanoke Panel members: Brandon DeGraaf (Office of Emergency Management, Dept. of General Services), Col. Steve Pike (Chief of the Virginia Division of Capitol Police) and Gaynelle Hart (Dept. of Public Works, City of Lynchburg) Sessions: Procuring in an Emergency without Causing another Emergency- Laura Carini (City of Roanoke) Procurement s Role in the Emergency Operations Center- Marci Stone (City of Roanoke) On Sale, All Disasters 75% off!- Michael Pruitt (VA Dept. of Emergency Management) Collaboration between Public/Private Entities and Law Enforcement- Brandon DeGraff and Col. Pike VAGP continues to build our supplier partner network. Our events are successful not only because of our members but because our suppliers dedicate time and sponsorships to support our profession and offset conference costs. In addition to the U.S.Communities network, a special thank you to the following sponsors: Gold Sponsorship-Gov Deals; Silver Sponsorship-Environmental Options; Bronze Sponsorships- ION Wave Technologies, Pitney Bowes, and ServPro of Roanoke; and A la Carte Sponsorships- The HON Companies, Safeware, Inc., Cunningham Recreation/Gametime, Auto Plus Auto Parts, Liquid Performance, and JRS. VAGP is a proud advocate of our profession, committed to the community and supplier partners, and most of all proud of our commitment to professional development. During the Fall Symposium, we presented the following scholarships and awards: J. Brad Oakley Scholarships: Thomas Smith (Chesterfield County) and Kimberly Robinette (Bristol) CPPB/CPPO Exam Reimbursement: Monique Curley (Department of General Services) and Delores Adams (Portsmouth Redevelopment and Housing) Volunteer of the Year: Elizabeth Beth Dooley (Fairfax Water Authority) As we close out our 60th Anniversary Year, it has been a rewarding experience to serve you as your VAGP President. The year presented challenges but due to the hard work and dedication of our member community we succeeded and excelled during those times. I look forward to serving the board and members in the next few years as a Past President in offering the advice and best practices as we continue meeting the goals of our Strategic Plan. Page 3

4 VAGP AMBASSADORS WORKING FOR YOU! Kristy Varda, CPPO, CPPB First-At-Large Member This is my final article as your At-Large member of the VAGP Board and I want to express what a joy it has been to grow this program and work with your Ambassadors. Since the end of August we have had an Ambassador for every zone! Your Ambassadors are listed below and are ready to help you get the most out of your VAGP membership. Reach out to them for training, class info, networking, or to set up collaborative events in your area. Until December 31st you can reach me at vardak@fcpsk12.net or x Starting January 1, 2019 Carla Smith will be the At-Large member working with the Ambassadors and you can reach her at Carla.Smith@VBSchools.com or Who is my Ambassador? Check it out below! Zone 1: Ambassador is Andrea Philyaw!!! (Loudoun, Fairfax, Fairfax City, City of Herndon, Town of Leesburg, Manassas, Manassas Park, Fauquier, Prince William, Falls Church, Alexandria, Arlington) Zone 2: Ambassador is Nicole Robertson!!! (Frederick, Clarke, Warren, Shenandoah, Page, Rockingham, Harrisonburg, Augusta, Highland, Bath Staunton, Waynesboro) Zone 3: Ambassador is Jennifer Stieffenhoefer!!! (Rappahannock, Culpeper, Madison, Greene, Orange, Charlottesville, Albemarle, Louisa, Fluvanna) Zone 4: Ambassador is Jamie Carter!!! (Stafford, Fredericksburg, Spotsylvania, King George, Caroline, Westmoreland, Essex, Richmond County, Northumberland, Lancaster, King and Queen) Zone 5: Ambassador is Cassandra Smith!!! (Accomack, Northampton, Mathews, Middlesex, Gloucester, James City Work, Williamsburg, Surry, Poquoson, Hampton, Portsmouth Norfolk, Virginia Beach, Chesapeake, Suffolk, Isle of Wright, Franklin, Southampton, Greensville, Emporia, Sussex, Newport News) Zone 6: Ambassador is Kelly McClurg!!! (King William, New Kent, Charles City, Prince George, Dinwiddie, Petersburg, Brunswick, Mecklenburg, Lunenburg, Nottoway, Amelia, Colonial Heights, Hopewell, Chesterfield, Henrico, Richmond, Powhatan, Goochland, Hanover) Zone 7: Ambassador is Melissa Tillman!!! (Nelson, Buckingham, Cumberland, Prince Edward, Charlotte, Halifax, Danville, Pittsylvania, Campbell, Appomattox, Lynchburg, Amherst) Zone 8: Ambassador is Simone Knowles!!! (Rockbridge, Buena Vista, Lexington, Bedford, Franklin, Henry, Martinsville, Patrick, Galax, Carroll, Floyd, Pulaski, Radford, Giles, Montgomery, Roanoke, Salem, Roanoke City, Craig, Botetourt, Alleghany, Covington) Zone 9: Ambassador is Kimberly Robinette!!! (Bland, Wythe, Grayson, Smyth, Washington, Bristol, Scott, Lee, Wise, Norton, Dickenson, Buchanan, Russell, Tazewell) Page 4

5 DON T STRESS IT, RELIEVE IT Dyanna McMullen Public Relations Committee Chair Plan, Prepare & Practice was the perfect theme for this year s Fall Symposium. Simone Knowles was a pleasant and poised Host Committee Chairperson. Her team did a phenomenal job! The Sheraton Roanoke Conference Center provided onsite amenities and picturesque scenic tree line views of the mountains and the presenters were experienced in the areas of planning, preparation, and implementation on the job, especially during natural disasters for their respective organizations. However, the opening speaker talked about the preparedness one must have when presented with stressful encounters. Attendees witnessed the exciting, invigorating, life changing presentation of Lynda McNutt Foster. Foster is the CEO of Cortex Leadership Consulting where she has been a leadership coach and trainer for 10 years. Lynda is the author of two e-books: Time Mastery: 7 Simple Steps to Richer Outcomes and 4 Keys to More Effective Leadership Behaviors. Her focus throughout the presentation was on stress management and the effects of stress on individuals in the workplace. Foster helped VAGP attendees to identify those daily life stressors and challenged everyone to do one thing daily to help alleviate stress. Foster managed to get a rise out of the most seasoned procurement professionals as she shared with the attendees the best ways to individually and collectively relieve stress. Each day we should engage in at least one activity that will help relieve stress, which include activities such as: 1. Mediate 2. Exercise 3. Sleepbetter 4. Listen to music 5. Talk yourself through it 6. Laugh 7. Eat right 8. Reduce your caffeine intake 9. Avoid procrastination 10. Learn to say no Stress can have some serious physical effects and 70-90% of doctor visits can be directly linked to stress. Your body reacts to stress and anxiety with short bursts of cortisol (commonly known as the stress hormone ). Like a weak yet potent poison, negative stress creates a slow drip of cortisol through your body which increase your risk of hypertension and problems with your health. How will you manage your stressors? NOMINATIONS FOR SPRING AWARDS LeeAnne Beatty Smith PR Committee Member The VAGP would like invite you to submit a nomination for Spring Conference awards. These awards are open to any VAGP member who have distinguished themselves in the areas of purchasing, involvement in association activities, and promotion of professional development. Nominations for the following awards are due Wednesday, February 6th, 2019: Buyer of the Year Manager of the Year Life Membership Distinguished Service Award T. Gordon Sandridge Please visit or contact Lorie Newton NewtonL@chesterfield.gov for more details. Page 5

6 WHAT IS DESIGN-BUILD? Patti Innocenti, CPPO Legislative Committee Chair According to the Code of Virginia, a design-build contract means a contract between a public body and another party in which the party contracting with the public body agrees to both design and build the structure, or other item specified in the contract (ref , Code of Virginia). It is considered an alternative delivery construction contracting procedure. The illustration below compares a traditional design-bid-build process to a design-build process. Traditional Design-Bid-Build Delivery The Owner must manage two separate contracts which may create an adversarial relationship between the designer and the contractor. If something goes wrong or an unforeseen circumstance requires changes, the designer and contractor blame one another for the cost overruns or schedule changes, which can lead to litigation and delays which add to the project cost. Design-Build Project Delivery The Owner manages only one contract with a single point of responsibility. The designer and contractor work together from the beginning, as a team, providing unified project recommendations to fit the Owner's schedule and budget. Any changes are addressed by the entire team, leading to collaborative problem-solving and innovation, not excuses or blame-shifting. While single-source contracting is the fundamental difference between design-build and the design-bid-build, the culture of collaboration is an intrinsic benefit 1 of the process. The Virginia Code outlines specific design-build procedures for state public bodies, covered institutions, and local public bodies requiring either compliance with the state code or adopts procedures. The process for using a design-build contract vary by the nature of the public body and may include annual reporting for projects exceeding $2 million. 1Design-Build Institute of America, (accessed 11/7/2018) Page 6

7 YOU WANT ME TO BUY A WHAT???? Jeff Moyer, CPPB PR Committee Member Over the years I have been approached by numerous sales people pushing an assortment of lotions, potions, notions, snake oil, and knick-knacks guaranteed to solve all our problems, save us millions of dollars, and do everything but cure the common cold. Some of these products probably will perform as presented while the rest are mostly smoke and mirrors. So how do we separate the wheat from the chaff, so to speak? We here at the city of Harrisonburg have come up with a workable plan for sorting out such things. When a vendor approaches us with something new pertaining to public utilities, traffic engineering, or street operations, we request via a submittal form all applicable specifications, catalogs, parts lists, shop drawings, pricing schedules, applicable standards, available warranties, a narrative of the availability of the item, a narrative of the vendor or manufacturer of the product, and a minimum of four references. This information is provided to me in PDF format in either a CD or thumb drive format. From there it is distributed to and taken up by a product review committee, the composition of which depends upon the material or item submitted and its target demographic. If the item is water and sewer related, the committee is comprised of representatives from engineering, field utilities, management, inspection, and inventory management. If traffic related, it is taken up by the field supervisor, members of his division who would be the end user, and inventory management, or if street operations, those directly involved in a similar capacity in addition to inventory management staff. This process allows input from the many stake holders who are involved and helps us to make a well thought out decision before we put something on the street that we may regret later. This process doesn t apply to consumable items like paint, janitorial supplies, office paper, or various chemicals. Over the years we have assembled an informal and unofficial field test group of people who are experienced in the use of such things and have proven themselves to be trustworthy in their opinions. We have a gentleman who is very, very particular with his city vehicle and even more so his personal vehicle. We hand off all vehicle-related products to him to try and evaluate. The lady who runs the city s print shop receives all samples of office paper. If it s good enough for her, it gets considered for future purchases. Want to sell us your utility marking paint? If it meets with the approval of our marking crew, then we ll be happy to look at a quote from you. The point I m trying to make is that we as buyers, consumers, or end users don t have to be at the mercy of the hucksters and con artists who daily try to prey on us. We have resources at our disposal that can help us make those decisions in a more informed and thoughtful manner and sometime those resources are right in front of us. Page 7

8 GIVE BACK Tim Moore, CPPB, CPPO Purchasing Manager, VRS It was No, not the book I was married with a young child. From a professional point, that year started out a little difficult, got worse, but ended with a new beginning and career. I began the year working in retail for a company I had worked at since high school, but the hours and the pay got old so I left for greener pastures, or so I thought. The next job was not the right fit for me. I hated it and ended up quitting after six weeks. I was unemployed for two months until I found a temporary job working in the parts department of a car dealership. In the meantime, I was looking for real work. Then in November of that year I interviewed for a purchasing officer position with the City of Richmond. Needless to say I was ecstatic when they offered me the job. After two weeks on the job I told my wife how much I loved it. I thought I had died and gone to heaven. Who knew then that after almost 34 years I would still be in the same profession? It has been challenging and at times frustrating but mostly it has been extremely rewarding. My first supervisor was Cecelia Stowe who from the beginning talked about education and certification. She introduced me to CAPA and VAGP. I attended my first NIGP class in the spring of Curtis Welch and Gordon Sandridge, two pillars of VAGP, were the sponsors. I also had the opportunity to attend my first VAGP Conference later that same spring. As a staff we would attend the CAPA luncheons that back then were held at the Officers Club at Bellwood. From the beginning I got a taste for what a great profession public procurement was. There was a lot to learn and there were individuals in the profession that were willing to take time to sponsor events, teach classes, and share their knowledge. It took a while but in late 1998 I told the incoming VAGP President, Mike Bacile, that I would like to get involved in VAGP beyond just being a member who attended conferences. I asked him to let me know if I could help out in anyway. He asked me to be Membership Committee chair and I accepted. I held that position for three years and had a great committee that worked alongside me. I took a break and did not serve in In the fall of that year Mike Bacile reached out to me and after some arm twisting I agreed to run for VAGP Secretary. I won the election and went on to serve another six years on the board, the highlight of which was 2006 when I served as Chapter President. In addition to that, I have been part of a team that has sponsored two VAGP Conferences and was able to obtain my CPPB and CPPO certifications. Okay, I know, you are tired of reading what amounts to a resume. What s the point? The point is that like I said before, I have been in a profession that I really enjoy. I get a lot out of it professionally as well as personally because over the years I have made some great friends. And I am glad to say I gave back! I gave back by serving in some capacity with VAGP. Whether it was on a committee, serving as an officer, or helping put on a conference- I gave back so that others could become more knowledgeable in our line of work and that they could better serve the entities they work for. Someone has to sponsor a class, teach the class, or put on a conference. It takes a team, or in the case of VAGP, a board, committee chairs, and committee members to make all of this happen. It takes time and a lot of work by everyone that serves, or gives back. All of this does not happen by magic. So if you agree with me that our profession is one you love, enjoy, find fulfilling, as well as rewarding, then give back! Start today by reaching out to someone on the VAGP board or a committee chair and tell them you want to get involved. You will be glad you did. Page 8

9 HAPPY BIRTHDAY PING Melissa Chasteen, VCO, VCCO Senior Contact Officer, Chesterfield County Chesterfield County Procurement recently noted a significant milestone in the advancement of technology for our department. On October 18, 2018, we celebrated the anniversary of the first Request for Quotes solicitation issued through our e-procurement system PInG, which stands for Procurement Information Gateway. In honor of our milestone we hosted a birthday party as an outreach event for our using departments to come celebrate with us. (The first solicitation was for tree pruning, in case you were wondering). November also marks the 3-year anniversary of when Chesterfield issued a request for proposal that resulting in the contract with Perfect Commerce (now Proactis) for its e-procurement solution. PInG allows our agency to send all solicitation notifications electronically, which is a huge step forward given that about 18 months ago we were using mailed postcards as our primary method of providing this information to vendors. We are also receiving electronic responses for informal requests for quotes. The next phases of implementation will allow receipt of IFBs and RFPs electronically in the system, making it our primary method for the complete solicitation process. All businesses who wish to do business with Chesterfield County government and schools must register with PInG to receive and respond to solicitations, but this registration is at no cost to them. If you are looking to begin your own e-procurement process, or have any questions about our system, please feel free to contact us at Procurement@Chesterfield.gov or at YEARS ON THE VAGP BOARD Stephanie Suter, CPPO, CPPB 2nd Past President When people ask how I became involved with VAGP, I always describe my first Fall Conference in Chesterfield County in I took the CPPB Review given by Robin Campbell Wyatt, studied with Ginger Gordon and sat for my CPPB certification on Saturday, heard Tim Moore s pleas and volunteered to host the 2007 Spring Conference in Lynchburg, and became a protégé because Terri Hudgins was a great advocate of the Mentor-Protégé Program. I mention these individuals because I didn t know them when I arrived, but they each played a positive role in my first VAGP experience and 13 years later I consider them, and every other member of VAGP I have had the pleasure to meet, as valued colleagues and great friends. I was new to VAGP and wanted to surround myself with people who knew more because I was just starting out and there was an incredible amount of brain power in the room. I wanted to help and be part of something bigger than myself. Along the way, I learned leadership skills, the importance of advocacy and training, and the value of each member no matter how they choose to engage. Throughout my years on the VAGP Board I have served in many different roles. While each seat has its own responsibilities, everyone is working together to ensure VAGP continues to thrive by advocating best practices, building a robust technology framework, enhancing productivity and professionalism through leadership, and delivering professional development opportunities to reach members in all regions at all levels of experience and expertise. My time on the VAGP board is coming to an end, but I will stay involved and help in any way I can because I continue to receive far more from volunteering than I have ever given. Of our nearly 1200 members, everyone has value to add to the association and the membership, and with 100% engagement we would be a powerful force and the energy would be incredible. Answering calls for assistance through MemberConnect, providing new ideas for enhancing social media platforms, working on conference committees, advocating the benefits of membership to members and non-members, creating innovative training opportunities, promoting effective legislation to your leadership - the possibilities are endless. Giving your time and knowledge is invaluable. If you have thought about volunteering or becoming more engaged in VAGP, there is no time like the present! If you have any questions, don t hesitate to reach out and ask. Bring your strengths and knowledge to help ensure the public procurement profession in Virginia and VAGP continue to set the bar for the rest of the nation. I raised my hand 13 years ago, and I am so glad I did. All the Best, Stephanie stephanie.suter@lynchburgva.gov Page 9

10 VAGP SPRING CONFERENCE ~ Save the Date ~ 2019 VAGP SPRING CONFERENCE March 26-28, 2019 Location: Hilton Virginia Beach Oceanfront 3001 Atlantic Ave, Virginia Beach, VA Located on the Virginia Beach Boardwalk, the Hilton Virginia Beach Oceanfront hotel is just steps from where the Chesapeake Bay meets the Atlantic Ocean, the vibrant coastal city of Virginia Beach is home to a flourishing local culinary scene, rich history, a variety of arts and entertainment and family-friendly attractions that keeps our local and visitors entertained yearround. Located in the Coastal Virginia region, our unique districts are open and thriving year-round. From the lively oceanfront area to remote Sandbridge, the calming Chesapeake Bay to bustling Town Center, or the eclectic ViBe creative district to our surrounding inland areas. NEWS & VIEWS We want your news and views in 2019! 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. 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 smith2lb@jmu.edu. Production Schedule 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Deadline for Submissions Feb. 6th May 8th Aug. 7th Nov. 6th Publish Date March 6th June 5th Sept. 18th Dec. 4th Industry News Best Practices Photo Book Reviews Education Opportunities Event Recaps New Certifications Tips and tricks