the In-Voice Kentucky Public Procurement Association

September 2016 Volume 37, Issue 2

Special Interest Articles Chapter Swap The Month of Fun! 2015 Silent Auction Deals & Steals Call to Individuals, State and Local Agencies, Compete in the 2016 KPPA Silent Auction 2016 KPPA Conference News Experience the Wonderful World of Procurement with the 2016 Silent Auction What Are You Waiting For? Join KPPA Today! 2016 Vendor Expo Photo Gallery 2016 KPPA Awards 31st Annual KPPA Conference Essay Contest

Section Highlights

Q & A

Tips of the Trade

Local Government News

Personality of the Quarter

From The President’s Pen 8

Dates to Remember 8

Members in Motion 9

About Our Organization 9

CHAPTER SWAP By Kathy Robinson (Finance OPS)

Do you ever wonder what it would be like to visit another NIGP Chapter and find out how they operate and perhaps gain new insights and ideas? I’m the lucky KPPA Board member who got to find out! I attended the New Mexico Public

Procurement Association Spring conference in Ruidoso, New Mexico.

It was one of the best experiences I’ve ever had. The NMPPA Board of Directors was great - I made some wonderful new friends! They let me participate in their conference, not just observe. I saw how they run their conference, their Vendor Expo and attended a Board meeting. There are a lot

of things they do differently than KPPA, but there are also a lot of similarities. We face many of the same challenges and finding out how another Chapter approaches those challenges gave me new perspective. As awesome as KPPA is, there is always room for improvement!

The NMPPA membership was so gracious; they made me feel right at home! It is an amazing feeling to go to a new place you’ve never been and be welcomed like an old friend. The social event was a lot of fun – and the food was amazing! But the highlight for me was Board Member Heather Rindels singing Blue Moon of Kentucky, just for me. So much fun! After the conference NMPPA

President Rennette Apodaca took me on a short tour of Ruidoso and the surrounding area. Such beautiful mountains! We also went out for some authentic Mexican food. One thing I learned while I was there, New Mexico loves their green chilies!

I was sad to leave but I’m very excited that we’ll be welcoming their Chapter Swap representative Robert Rodarte when he comes to Louisville in December for the KPPA Annual Conference. In the meantime, KPPA members and NMPPA members who attended the NIGP

Forum in National Harbor were able to get together for a few pictures wearing our Chapter Swap shirts. More than a few Forum attendees asked about the shirts and I think there are going to be other Chapters following our example and having their own Chapter Swaps!

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THE MONTH OF FUN! By Angela Garrett (MHDDAS/WSH)

September is an active month! Children are back in school, families are getting into a routine, and extracurricular activities are everywhere: football, marching band, boy scouts, academic team, PTA, Booster Meetings. Looking at the calendar, the typical public employee will have about twenty-one working days. We have one last chance to say goodbye to summer with Labor Day on the 5th: a day of barbecue grills, pools, and ice cream makers. Other general observances throughout the month include National V-J Day (2nd), Patriot Day (11th), National Grandparent’s Day (11th), the Air Force’s Birthday (18th), and the first day of Fall (22nd). Not only does our personal life get hectic, but we spend our days trying to navigate tight budgets, meeting the needs and satisfying demands of individuals that seemingly have no idea how much effort can be expended in buying some of the simplest things. We creatively attempt to seek out suppliers that may not even be aware that our organization exists. Our jobs can be stressful, and so I propose September the month of fun! Here are some great examples of days to celebrate from www.nationaldaycalendar.com/september: September 2nd: National College Colors Day (Go Racers!) September 6th: National Coffee Ice Cream Day September 14th: National Cream Filled Doughnut Day September 18th: Wife Appreciation Day (Yes, my husband will see this…) September 26th: National Pancake Day September 27th: National Chocolate Milk Day September 29th: National Coffee Day September 30th: National Chewing Gum Day Of course, you would need a chewing gum day after all of that coffee and sugar, right? Our jobs are important, but as with any job, can become monotonous and humdrum. Find some way to put a little fun in the work week. You might even want to work some of these ideas into your Kentucky Employees Charitable Campaign efforts! Have fun!

2015 SILENT AUCTION DEALS & STEALS By Amanda Greer (Finance Facilities)

As a buyer, saving money and finding deals seems to be in my blood. I spend days researching potential purchases, looking to get the most “bang for my buck”. Every year that I attend the annual conference, I’m astonished at the number and variety of items available at the silent auction. I’ve become addicted to the thrill of bidding; I WANT TO WIN! It helps that the prices are often a steal. Now let me tell you about my deal (or steal) at the 2015 conference! I’m always in search of something to get my dad for Christmas (I’m sure you’re familiar with the difficulty of buying for someone who has everything and wants nothing). He mentioned in passing that he would like to go to Dollywood. Imagine my excitement when I saw a pair of tickets up for grabs at the silent auction! I stalked the silent auction room; those tickets were going to be MINE! Now, a pair of tickets purchased online would cost me $148 (including the taxes and fees). The bid went back and forth, back and forth. I’m watching, waiting. The clock is ticking; counting down. 3, 2, 1…time is called. I WON, I WON! Two tickets to Dollywood for $40! That’s right people, $40! I saved a whopping $108 on my dad’s Christmas gift! That should get any buyer’s blood pumping! I’ve purchased quite a number of items over the past several years, always getting a great deal. The process is exciting, payment is easy and there’s no greater feeling than knowing you’ve saved money and gotten something that you really wanted. I’d urge everyone to check out the items up for grabs this year. I have no doubt you’ll catch me there.

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CALL TO INDIVIDUALS, STATE & LOCAL AGENCIES

COMPETE IN THE 2016 KPPA SILENT AUCTION You could be a winner in 2016! Like previous years we will be presenting an award to the agency whose contribution to the KPPA Silent Auction raises the most money. Work together with other staff in your agency to show your support for KPPA and procurement by putting together a themed basket that is sure to grab the highest bid! You could leave the 2016 KPPA Annual Conference as the winner and carry bragging rights for a year while knowing your contribution raised funds for KPPA members’ professional development. Individuals you can compete too. We will also be giving a separate award to the individual whose donation raises the most money. Come up with a unique item that will start a bidding war among members. The annual award is at stake so put on your thinking cap, submit your contribution and let’s raise funds for the professional development of our members while having a little fun!

2016 KPPA CONFERENCE NEWS Our committees have been diligently working to prepare for the upcoming 31st Annual KPPA Conference and Vendor Expo. The theme this year is “The Wonderful World of Procurement”. The Conference and Expo will be held at the Galt House Hotel in Louisville from December 7-9. For those who have not registered, you can do so at www.kppanigp.org. Below is a breakdown of attendees’ costs:

EARLY BIRD - Full Conference Registration - Includes: Educational Workshops for December 7-9, the Products Exposition including Expo Meal, Networking Event, Awards Lunch, & 2017 KPPA Membership. Valid May 11 - Oct 31, 2016 -$225 starting November 1

$200.00

Wednesday Only - Daily Registration - Includes: Educational Workshops for December 7, 2016 & 2017 KPPA Membership

$100.00

Thursday Only - Daily Registration - Includes: Educational Workshops for December 8, 2016, the Products Exposition including Expo Meal & 2017 KPPA Membership

$100.00

Friday Only - Daily Registration - Includes: Educational workshops for December 9, 2016, Awards Lunch, & 2017 KPPA Membership

$100.00

Retired KPPA Member Registration - Includes: Access to all Forum educational sessions. Tickets must be purchased for meal and networking event.

No Charge

For those of you who plan to stay at the Galt House, below are the rates and registration information: Reservations can be made online at: https://resweb.passkey.com/go/KPPA16 If you are making the reservation by phone, be sure to reference KPPA. The phone number is 855-736-3527 and the rates are listed below. In order to be guaranteed a room, your reservation must be made by Nov. 6th, after that it is based on availability. RIVUE TOWER – Deluxe Guestroom SUITE TOWER – Executive Suite Single Occupancy = $132 Single Occupancy = $152 Double Occupancy = $152 Double Occupancy = $132 Triple Occupancy = $162 Triple Occupancy = $142 Quad Occupancy = $172 Quad Occupancy = $152 If you have any questions concerning the conference please contact Travis Trent at Travis.Trent@ky.gov or Lindsay Jackson at Lindsay.Jackson@ky.gov

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EXPERIENCE THE WONDERFUL WORLD OF PROCUREMENT WITH THE 2016

SILENT AUCTION By LaDonna Purcell, CPPO, CPPB (Morehead State University)

As the leaves begin to change and the air turns a little crisper and a little cooler I, like many of you, start to think about the upcoming KPPA Annual Conference. Since the conference isn’t until December this year we will have to wait a little bit longer to gather in Louisville but that gives us a special opportunity! One of the favorite attractions at the KPPA Annual Conference is the Silent Auction. It gives KPPA members a chance to bid on a wide variety of items and experiences with the proceeds funding KPPA member scholarships and other professional development opportunities. Because we will be gathering in December this year the KPPA Silent Auction will be a great place to do your holiday shopping. Some featured items from previous years include zip lining tours, Belle of Louisville tours, hotel stays, tickets to sporting events, corn hole sets, computers, furniture, jewelry and much more. We already have several items secured for this year’s auction including university sporting event tickets and tickets to the National Corvette Museum. You can also experience the Wonderful World of Disney by bidding on four Disney one-day park hopper tickets!! Be sure to visit us in the Clements Room during the KPPA Annual Conference to place your bid on the great items available in the Silent Auction. Experience the Silent Auction as part of the Wonderful World of Procurement!

Join KPPA Today

Membership in KPPA, a chapter of the National Institute of Governmental Purchasing, offers a variety of benefits to individuals employed in public-sector procurement in the Commonwealth of Kentucky. 1. KPPA provides its members with many services, including education, professional networking, research, and technical

assistance. 2. Reimbursement opportunities for training courses, CPPB/CPPO prep classes to help prepare individuals for the Universal

Public Procurement Certification Council (UPPCC) examinations, and for the examination fees. 3. Once certified, members can easily maintain their certification status with re-certification points earned at inexpensive

seminars and by attending the annual KPPA Forum. 4. A member directory is available to members, along with online information sharing opportunities to encourage a “members

helping member’s environment”. 5. Our Annual KPPA Forum and Vendors Exposition is a three-day event filled with educational seminars, networking

opportunities and a Vendor Exposition with more than 100 vendors. 6. March Procurement Month offers a day of free seminars for our membership. 7. Scholarship opportunities towards continuing education, either through NIGP-developed training, KPPA training or college

courses specific to the procurement and contracting arena.

Visit us at: www.kppanigp.org

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2016 VENDOR EXPO By Laura Hagan (KYTC)

Have you ever wondered why certain vendors come to conference and others don’t? Or have you always wanted to meet with particular vendor, but they don’t attend? Now is your opportunity to help recruit vendors for this year’s Expo! The Vendor Recruitment Committee needs your help contacting vendors and inviting them to the Expo. This year the Expo will be at the Galt House Hotel December 8th 12pm-5pm. The vendors can be those who already have Master Agreements or those who don’t. Some may have done business with the Commonwealth for years and others may never have. We love all vendors! Remember the vendors help offset many of the costs of conference keeping it affordable for your agencies! The cost for a 10ft by 10ft booth is $500 and the cost for a 10ft by 20ft booth is $900. The price includes a table, chairs, signage, and lunch for two representatives. We have already lined up the following sponsors and we GREATLY appreciate their support of KPPA!! Platinum – eBridge Business Solutions, LLC Gold – Pomeroy and U.S. Communities Silver – Grainger Bronze – Fastenal, Grasshopper Co, Scot Mailing & Shipping Systems Inc, and Servicewear

Apparel Ink pens – Pomeroy Notepads – Univedic Software Company

As of 9-9-16, we have 65 available booths!! Please help make this a sold out show! You can direct vendors to visit our website https://www.kppanigp.org/insidepages/events/vendors.cfm?eventid=EC1FD866-EEF2-9597-

B5AA-CC019271DD16 where they can get more information and register to attend. Or have them contact Laura Hagan at 502-782-3980 or Laura.Hagan@ky.gov for more information.

PHOTO GALLERY March Procurement Month Training, to see more visit: https://www.facebook.com/147642328591707/photos/?tab=album&album_id=1223026567719939

Reverse Trade Show, to see more visit: https://www.facebook.com/147642328591707/photos/?tab=album&album_id=1223031254386137

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2016 KENTUCKY PUBLIC PROCUREMENT ASSOCIATION AWARDS

By Tracy Gritton (Finance OPS)

The Awards and Scholarships Committee will be accepting nominations for KPPA’s 2016 Buyer, Manager, and Agency of the Year Awards. This is an opportunity to nominate a deserving KPPA member or Agency that you know has done an outstanding job in 2016. The awards will be presented during the 31st Annual KPPA Conference, December 7-9, 2016. The Board of Directors recently voted to increase the Buyer and Manager of the Year scholarships from $1500.00 to $2000.00! Buyer and Manager of the year will each receive a $2,000.00 scholarship, an engraved Plaque and a sweatshirt or jacket bearing the KPPA Logo, title of award and date. Agency of the year will receive an engraved plaque and one free registration for the following year’s Annual KPPA Conference. Scholarships are to be used to further the recipient’s professional education. Winners of the essay contest can only apply the monetary awards toward one of the following options: Option 1: Coursework at an accredited State of Kentucky supported college or university in

the following disciplines: Management, Economics, Accounting, Personnel Management, Business Law, Public Administration or any course in which the major content is centered on procurement. Eligible expenses include registration, course fees and books.

Option 2: National Institute of Governmental Purchasing (NIGP) sponsored seminars. Eligible

expenses include registration fees, lodging, meals and travel. Option 3: Registration for the NIGP Annual Forum, KPPA Annual Conference or other

procurement related conferences. Eligible expenses include registration fees, lodging, meals and travel.

Eligibility for Buyer of the Year: Must be a rank and file buyer and does not include supervisory management professionals in the organization, must be actively employed in public purchasing and must be a member of KPPA at the time of award. Eligibility for Manager of the Year: Must be a supervisory or management level professional in the organization, must be actively employed in public purchasing and must be a member of KPPA at the time of award. Nominations for Buyer, Manager and Agency of the year must be received by 12:00 Midnight EST November 1, 2016. In making your nominations please only consider accomplishments of the last two calendar years.

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Please use the attached forms to submit your nominations to the nomination committee including additional sheets if necessary.

E-Mail or Mail to: Tracy Gritton

Awards & Scholarship Committee Chair Commonwealth of Kentucky

Finance OPS 702 Capitol Ave.

Capitol Annex Room 095 Frankfort, Ky. 40601

Tracy.Gritton@ky.gov

For more information, see Nomination Form for: Buyer of the Year

Manager of the Year Agency of the Year

31st ANNUAL KPPA CONFERENCE ESSAY CONTEST By Tracy Gritton (Finance OPS)

Planning – The Magic Wand of Procurement.

Procurement Today … It’s a Whole New World!

What does the Wonderful World of Procurement mean to you?

Bibbidi Bobbidi Boo – How to make your procurement dreams come true.

A topic of your choice related to Procurement.

Entries must be received by 12:00 midnight EST November 1, 2016

1st Place -$1,500 Scholarship & Engraved Plaque 2nd Place - $1,200 Scholarship Essays must be in MS Word or Adobe Acrobat format and emailed or mailed to:

Tracy Gritton Awards & Scholarship Committee Chair

Commonwealth of Kentucky Finance OPS

702 Capitol Avenue Capitol Annex Room 095

Frankfort, KY 4061 Tracy.Gritton@ky.gov

For more information, see Essay Guidelines

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FROM THE PRESIDENT’S PEN

KPPA Members, I am proud to announce that KPPA was represented at the NIGP Annual Forum with over 20 members in attendance. It was a wonderful experience. The classes were amazing and KPPA was recognized at the Chapter Presidents’ luncheon for holding 6 seminars this year! I am proud of our Chapter as we continue to strive to provide educational opportunities for our members!

Don’t forget to sign up for the 31st Annual KPPA Conference and Vendor Expo! This year it will be held from December 7th through December 9th of 2016 at the Galt House in Louisville. Early bird registration ends October 31st! Register now to receive early bird discount. This is a great opportunity to attend a wonderful procurement event and meet professionals around our beautiful State. Also, I encourage each of you to write an essay and nominate an outstanding buyer and/or manager. This is a great opportunity to earn scholarship funding and recognize procurement professional for their hard work. Look forward to seeing everyone at the conference!

Stacy Phillips, CPPO, CPPB KPPA President

Dates to Remember

Sept Sept 12 – NIGP Online Course: Fundamentals of Leadership and Management Sept 28 – NIGP Webinar: Sustainable Purchasing: The Strategic Planning Secrets

Oct Oct 5 – NIGP Webinar: Evolution of the Modern Procurement Function Oct 31 – Early Bird Registration Deadline for 2016 KPPA Conference Registration

Nov Nov 1 – Regular Registration Begins for 2016 KPPA Conference Registration Nov 1 – Deadline for Essay Contest Submissions Nov 1 – Deadline for Buyer, Manager and Agency of the Year Submissions Nov 2 – KPPA Hosted NIGP Class: Sourcing in the Public Sector Nov 16 – NIGP Webinar: Negotiating Software and Technology Agreements

Dec Dec 7-9 – 31st Annual KPPA Conference and Vendor Expo

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MEMBERS IN MOTION

We want to celebrate our members. If you know of a KPPA member who has recently received an award, certification, or promotion and would like to have them to recognized in the newsletter. We want to recognize the accomplishments of all of our members!

About Our Organization

We’re on the Web! See us at: http://kppanigp.org

The Kentucky Public Procurement Association (KPPA) was established in May of 1985 as the statewide chapter affiliate of the National Institute of Governmental Purchasing and chartered in October of 1990.

Membership Eligibility: Kentucky Public Procurement Association (KPPA) membership is open to all public officials (elected and non-elected), agents, officers and employees of the Commonwealth of Kentucky and it's political subdivision, school districts, and city and county governments. No membership dues are assessed, as established by KPPA by-laws. The Purpose of KPPA is to:

Promote and encourage professional development and competence through continuing education, seminars and training of public officials;

Promote cooperation and understanding among public agencies and officials;

Provide a professional forum for the exchange of ideas, research, and experiences among public procurement officials;

Support and promote continuing improvements in the field of public procurement;

Support the principles and concepts of effective competition, increased public confidence and equitable treatment of all persons involved in public procurement, and;

Support ongoing improvements in public procurement through seminars and technical workshops;

********************************************************************************************************************************************* To contribute information, make suggestions on content, or provide comments please contact the KPPA Newsletter Committee members.

Pamela Canary (Chair) Tracey Huckeba LaDonna Purcell

Angela Garrett Lynne McCroskey Toni Simmons

Amanda Greer Tara Mefford Jackie Watkins

David Hecker Amy Monroe

********************************************************************************************************************************************

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2016 KPPA BUYER OF THE YEAR Nomination Form

Name of Nominee

Professional Certifications

Years of Public Procurement Experience

Contributions to purchasing (i.e., initiation of innovative concepts, assistance with implementation of new ideas, serve as a member of a special task force or agency team, etc.)

Contributions to professional development (i.e., publication of an article on purchasing, served as a trainer or assisted in seminar training, etc.)

Contributions to the employing entity (i.e., assisted in the development or revision of manuals for purchasing personnel, vendors, etc.)

Contributions to KPPA (i.e.. served as an officer, on the Board of Directors, on committees and/or chairing committees, etc.)

Contributions to NIGP (i.e., attended the NIGP annual forum and classes, served as a panelist for a breakfast session at the NIGP annual forum, served as an NIGP instructor, served on NIGP committees and/or the Board of Directors, etc.)

Any additional pertinent information that might be applicable to the nomination (i.e., a narrative that describes why you feel this individual is deserving of the Manager of the Year award) Attach additional sheets if necessary

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2016 KPPA MANAGER OF THE YEAR Nomination Form

Name of Nominee

Professional Certifications

Years of Public Procurement Experience

Contributions to purchasing (i.e., initiation of innovative concepts, assistance with implementation of new ideas, serve as a member of a special task force or agency team, etc.)

Contributions to professional development (i.e., publication of an article on purchasing, served as a trainer or assisted in seminar training, etc.)

Contributions to the employing entity (i.e., assisted in the development or revision of manuals for purchasing personnel, vendors, etc.)

Contributions to KPPA (i.e.. served as an officer, on the Board of Directors, on committees and/or chairing committees, etc.)

Contributions to NIGP (i.e., attended the NIGP annual forum and classes, served as a panelist for a breakfast session at the NIGP annual forum, served as an NIGP instructor, served on NIGP committees and/or the Board of Directors, etc.)

Any additional pertinent information that might be applicable to the nomination (i.e., a narrative that describes why you feel this individual is deserving of the Manager of the Year award) Attach additional sheets if necessary

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2016 KPPA AGENCY OF THE YEAR Nomination Form

Name of Nominee

Name and Address of Agency

Agency Head

Number of Employees

Purchasing volume (dollars or number of procurements)

Major accomplishments (i.e., creative purchasing techniques, money saving procedures, etc.)

Recognitions and Awards

Implementation of new ideas

Member involvement in KPPA or NIGP

Other pertinent information (Attach additional sheets if necessary)

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2016 KPPA ESSAY CONTEST GUIDELINES

Essay Guidelines Essays must be sent to the Awards and Scholarship Committee Chairperson by the date and time specified. The Chairperson will forward copies of each essay to the Awards & Scholarship Committee members for review and

scoring. The essay writer’s name and identification will not be sent to the committee members. Members may submit only one essay. Essays shall not exceed two (2) double spaced typewritten pages and a cover page. The cover page shall include the selected essay topic, name and agency of the essay writer, email

address, agency mailing address and phone number. Essays not conforming to this format will not be considered. All essays will be scored according to the following categories with a maximum of 100 points. The highest scoring Essays must achieve a minimum score of 75 points to be awarded a scholarship.

a) Writer’s ability to communicate ideas clearly (writing style) 35 points b) Relevance to essay theme 35 points c) Structure of essay; opening and supporting paragraphs, conclusion 20 points d) Technical Aspects 10 points Eligibility and Instructions Only current KPPA members may submit an essay or use the scholarship. Membership is determined by attendance at the prior year’s conference or submission of an individual membership fee prior to March 31st of the

current year. Current members of the Board of Directors shall be ineligible to submit an essay. The 1st place essay winner will receive a scholarship in the amount of $1,500.00 and a plaque with the Association’s Logo and “Essay Winner”, winner’s name and current year.

The 2nd place essay winner will receive a scholarship in the amount of $1,200.00. Essay scholarships must be used by the conclusion of the following calendar year. In the event that the recipients are unable to use their scholarship in the allotted time, they may submit a letter of explanation in detail to the Association Board of Directors for consideration of circumstances. Submission of a letter does not mean that the

scholarship will not be forfeited. Scholarships are to be used to further the recipient’s professional education. Winners of the essay contest can only apply the monetary awards toward one of the following options: Option 1: Coursework at an accredited State of Kentucky supported college or university in the following disciplines: Management, Economics, Accounting, Personnel Management, Business Law, Public Administration

or any course in which the major content is centered on procurement. Eligible expenses include registration, course fees and books. Option 2: National Institute of Governmental Purchasing (NIGP) sponsored seminars. Eligible expenses include

registration fees, lodging, meals and travel. Option 3: Registration for the NIGP Annual Forum, KPPA Annual Conference or other procurement related conferences. Eligible expenses include registration fees, lodging, meals and travel. Essay winners will be announced during the annual KPPA Conference Awards Ceremony. Winners are not required to be present at the Forum to receive the scholarship awards.