The Buyer s Flyer. May Message from the President. 1 Message from the INSIDE THIS ISSUE. Terry McKee, Procurement Director at KCDC

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1 The Buyer s Flyer INSIDE THIS ISSUE 1 Message from the President 2 Message from the President 3 Calendar of Events 3 Birthdays 4 Agency Spotlight 5 Agency Spotlight 6 Treasurer s Update 7 ETPA News 8 ETPA News 9 Legislative Update 10 Managing People 11 Public Procurement and Entrepreneurial Government 12 Public Procurement and Entrepreneurial Government 13 ETPA Quarterly Meeting 14 Quarterly Meeting Registration Form 15 Quarterly Meeting Menu 16 Quarterly Meeting Menu May 2016 Message from the President Terry McKee, Procurement Director at KCDC President's Message : You honored me with a second term as President in 2016 and the officers and committee chairs are working hard to schedule meetings, organize events and improve ETPA. Some of these initiatives are new, some are continuing but all are important to our organization and profession. Most important however is your participation in ETPA. This organization exists for your benefit but it does require your participation to be successful. I have listed several opportunities below in which you may participate and/or provide service to ETPA. I hope you will choose to do so. ETPA s Quarterly Meeting on June 9th. Details are later in this newsletter but we are meeting in Johnson City at Freiberg's German Restaurant at 3:00. ETPA covers east Tennessee from Crossville to Bristol to Chattanooga and we try to rotate meetings among the geographical areas the Chapter covers so that members can easily attend at least one regular meeting per year. I know that your time is valuable and appreciate your efforts to attend any meetings. We hope that our members in that area will all be present and that they will approach non-members and invite them to attend. We need a strong presence in the Tri-Cities area-this is an important part of our state. Business Matching Event on July 21 st. This is ETPA s premiere event of the year. It is a great outreach to small businesses and provides a great service to them. It is also our largest fundraising event. We use the proceeds to fund other activities for ETPA members such as the Fall Conference. Do you remember when we used to charge for that event? Do you notice that it is free now? That is because of the Business Matching Event. This event also helps offset seminar costs as well as other functions that ETPA provides. To make this event a success we need your participation and help. We need you to: o o o o o Sign up to exhibit at the event. Registration is free! Meals are provided for you (free) All you really have to do is talk to prospective vendors Bring Vendor Guides, business cards, lists of upcoming bids, give aways (if you wish) Go to to register Disseminate information about the event to businesses. Ideas include: o Posting the flyer on your webpage o ing the flyer to your registered vendors o Posting information about the event on your personal and work social media sites (Facebook, LinkedIn, Snapshot, Twitter) o Commenting on the event on ETPA s Facebook and LinkedIn pages (don t forget to like us while you are on the ETPA pages)

2 Page 2 May 2016 The Buyer s Flyer o Making small/minority/woman/veteran owned business groups aware of the event (continued on page 2) o Making your local builders exchange aware of the event o Asking your Chamber of Commerce to send information about the event to its members o Seeing if you can get a note about the event into your newspapers o Handing out flyers to vendors that come to your office o Sending out the flyer with purchase orders and bid packets o Contacting other governmental entities in your area about participating Get sponsorships for the event from your area and contacts. o Reach out to vendors and ask them to buy a booth (our rates are very reasonable) o Reach out to vendors and ask them to be a sponsor (several options are available and our rates are excellent) Member Roundtable. ETPA is working to set up its second Member Roundtable at KCDC s office in June or July. This event will have two sessions: one for advanced topics and one for new member topics. Please suggest topics you want to discuss by ing tmckee@kcdc.org. Partnership with UT s MPPA Program. ETPA representatives and Dr. Dave Folz from the University of Tennessee s Master of Public Administration and Public Policy program met to discuss ways the two groups can collaborate to promote public procurement and to enrich the graduate level program. The MPPA program prepares graduate students for governmental service yet mostly neglects the important field of public procurement. The details have not yet worked out but the joint goals include: ETPA leadership periodically speaking to MPPA graduate level classes about public procurement UT placing interns with ETPA member agencies from time to time Student Memberships at no cost Membership for Dr. Folz at no cost Contract Administration in the Public Sector Class. ETPA is sponsoring NIGP s Contract Administration in the Public Sector class on July th. The instructor is Joy Kerkhoff. KCDC will host the class. For details and to sign up go to Fall Professional Development Conference. This event begins on October 26 th at the Music Road Convention Center in Pigeon Forge. Details are not yet available but please reserve the 26 th through the 28 th for the conference and Monday and Tuesday for a class. As you can see, we are very busy trying to offer outstanding education, training and other services to our membership. These activities take a lot of time and effort. We can certainly use your help! You do not have to volunteer for everything or forever. Contact one of the officers to offer your assistance! We also need your input on events, classes and conferences. What do you want to hear about? Whom do you want to hear? Do you want a different structure for some of the events? Let us know by speaking up! PS: Please go to ETPA on Facebook and LinkedIn and connect with us, more details on page 8.

3 The Buyer s Flyer May 2016 Page Calendar of Events ETPA Second Quarterly Meeting Business Matching & Tradeshow Event June 9 th July 21 st April 11th Dedra Partridge 15th Wanda Hayes 19th Boyce Evans 21st Hazel Gibson May 17th Diane Woods 27th Bree White 28th Debbie Dillon June 17th Leo Bradshaw 19th Artie Pritchard 23rd David Griffin NIGP Contract Administration Class NIGP Forum ETPA Third Quarterly Meeting July 27 th -29 th August 21 st -24 th September 22 nd 2016 UPPCC Certification Exam Periods October 17 th -29 th Fall Professional Development Conference Are you using NIGP s webpage to its fullest? October 24 th -28 th Have you reviewed NIGP s webpage lately? There are a ton of tools (many free to members) for you to use. Some of them are very, very helpful. July 20th Matthew Marshall 20th Debbie Chadwick August 6th Teresa Johnson 31st Mike Reeves Update your profile on etpanews.org so we can send you birthday greetings!

4 Page 4 May 2016 The Buyer s Flyer Agency Spotlight Johnson County, TN Members: Dustin Shearin, Purchasing Agent Q- How large (population) is your agency jurisdiction / number of customers served annually)? A- 18,000 Q- What is the makeup of your governing body? A- County Mayor & 15 Commissioners Q- Number of employees (agency wide) A- Approximately 150 Q- Number of employees in Procurement? A- Dustin is the sole full-time procurement employee Q- What percentage of your Procurement professional staff is certified? A- None Q- What is the average tenure of your Procurement team? A- Dustin has been the county Purchasing Agent for almost 3 years Q- Does the agency have any certifications/accreditations (OA4, Pareto, AEP, et cetera) A- Dustin holds an AA&S degree in Business Administration Q- In addition to purchasing, what other functions are performed by the Procurement Department? A- Secondary roles include, but are not limited to, County Fuel System Site Manager, Various Grant Writing & Administration tasks, Various roles within Solid Waste Management Administration, Solid Waste Regional Planning Board Member, Stand-By Support Member for Johnson County Emergency Management Agency, Provide minor IT technical support for various departments, as well as various other tasks as delegated by the County Mayor & County Commission. Q- Number of Purchase Orders and Bids per year A- For Annual Year 2015, close to 2000 purchase orders were issued. (School system purchases are handled directly by the school system and do not flow through the County Purchasing Agent.) We generally let on average 8-10 Bids/RFP s each fiscal year. We use several Co-op s & Piggyback contracts.

5 The Buyer s Flyer May 2016 Page 5 Agency Spotlight City of Bristol, TN Members: Crystal Key, Purchasing Agent Q- How large (population) is your agency jurisdiction / number of customers served annually)? A- 26,000 Q- What is the makeup of your governing body? A- Modified Manager-Council Q- Number of employees (agency wide) A- 335 Q- Number of employees in Procurement? A- 1 Q- What percentage of your Procurement professional staff is certified? A- None Q- What is the average tenure of your Procurement team? A- 20 years with the City; 3 years in procurement Q- Does the agency have any certifications/accreditations (OA4, Pareto, AEP, et cetera) A- No Q- In addition to purchasing, what other functions are performed by the Procurement Department? A- Risk Management Q- Number of Purchase Orders and Bids per year A- About 12,000 purchase orders and about 45 bids/rfps

6 Page 6 May 2016 The Buyer s Flyer Treasurer s Update-by Lynn Farnham TREASURER'S REPORT January - April 2016 January Beginning Balance $16, Revenue Expenses (2,472.15) Ending Balance 14, February Beginning Balance 14, Revenue 1, Expenses (3,046.43) Ending Balance 12, March Beginning Balance 12, Revenue Expenses (1,831.05) Ending Balance 11, April Beginning Balance 11, Revenue Expenses (78.15) Ending Balance 12, STATS REPORTED TO NIGP Membership Chapter/NIGP Members 59 Chapter Only Members 31 Retired Members 19 Total Membership 109 MEMBERSHIP INCREASED 24% IN 2015 LET S DO IT AGAIN IN 2016 To do so we need your help. Contact other purchasing staff in your area and invite them to join ETPA!

7 The Buyer s Flyer May 2016 Page 7 In Other News Congratulations! GO Hazel Orick Gibson, the Assistant Buyer from Anderson County, just graduated with her Bachelor s Degree from Tennessee Tech AND with a 4.0 GPA--Way to go Hazel! Pamela Cotham, formerly of Anderson County, is now an Assistant Purchasing Agent with the City of Knoxville! NIGP has recognized the following cities for their years of membership: Maryville 35 Years Oak Ridge 30 Years UPPCC Certified The City of Johnson City was recognized as a 2015 recipient of the UPPCC Agency Certification Award in the small agency category. This award was created to formally recognize an agency s commitment to the value of certification in the public sector. The UPPCC Agency Certification Award is an annual award you must apply for each year. For more information about how your agency can become certified please visit

8 Page 8 May 2016 The Buyer s Flyer Contest Time! In order to generate more activity on ETPA s Facebook and LinkedIn page we will be featuring a discussion on both pages where two participants (one from each website) will win free admission to an upcoming ETPA meeting! Our Facebook Page is found under East Tennessee Purchasing Association or you can click here. Our LinkedIn Group is found under East Tennessee Purchasing Association or you can just click here. Find us, follow us, and stay tuned to our Facebook and LinkedIn pages for contest details! Winner Dustin Shearin of Johnson County was the winner of our last contest, for logging into ETPA s website he won a free ETPA shirt! You can purchase your own ETPA gear by contacting David Griffin at dgriffin@ktnpba.org Contract Administration in the Public Sector Don t forget to register for the ETPA hosted Contract Administration in the Public Sector class. The class provides a framework for examining contract administration by focusing on essential elements of the discipline. It also provides the participant with a focused look at key considerations related to important contract terms and conditions that must be enforced during contract administration. When: July 27th July 29th, 8:00 AM 5:00 PM Where: 901 Broadway NE, Knoxville, TN Instructor: Joy M. Kerkhoff, CPPO, CPPB Contact Hours: CEUs: 2.30 Cost: $700 Institute Members (Register 60 days ahead and for a $25 discount) $900 Non-Members Click here to register or for more information

9 The Buyer s Flyer May 2016 Page 9 Legislative Update from Pamela Cotham 1) TAPP legislation SB 1742 / HB 2347 (Public chapter 686) - Has been signed by the Governor. Requires local government entities to make records of proposals and statements that are received by the local government in response to a service request or a request for solicitation open for public inspection only after the contract award is announced. - Amends TCA ) SB 1621 / HB 1674 (Public chapter 587) - Has been signed by the Governor. To prohibit the state and local governments (specifically including metropolitan governments), and their agencies and instrumentalities, from requiring companies bidding or contracting on public construction projects to employ people residing within their jurisdiction or within a specific income range, unless otherwise required by federal law. 3) SB 2103 / HB 2002 (Public chapter 606) - Has been signed by the Governor. To prohibit local governments from prohibiting an employer from requesting any information on an application for employment or during the hiring process, as a condition for doing business within the local government boundaries. Amends ) SB 1615 / HB 1629 (Public chapter 935) - Has been signed by the Governor Authorizes local governments to enter cooperative agreements with federal agencies with the exception of purchases of new or used motor vehicles, purchases of construction, engineering or architectural services, construction materials, or construction materials, including but not limited to bulldozers and other heavy equipment utilized in construction or on construction sites, purchases of fuel, fuel products, and lubricating oils. 5) SB 2227 / HB 1810 Failed in the House as of , no action in the Senate since 3/23/16 Requires that all state-owned surplus property be disposed of at public auction conducted by a licensed auctioneer who is selected through a competitive bid process. Amends TCA ) The Iran Divestment Act (TCA )-- Requires the state s chief procurement officer to publish and keep updated a list of persons it determines engage in investment activities in Iran. Persons on that list are ineligible to contract with the state or any political subdivision. All bids and proposals submitted to political subdivisions must contain the bidder s sworn statement under penalties of perjury: By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to Bids cannot be considered nor awards made to anyone without the required statement.

10 Page 10 May 2016 The Buyer s Flyer Managing People Is the Hardest Thing We Do - and It Isn't Just For Managers Posted By NAEP, Monday, April 11, 2016 Lisa Deal, C.P.M. University of Florida NAEP President Buyers and Chief Procurement Officers all manage people. You may be thinking, Nope, I don t supervise anyone, or you may already agree that I m correct. In my experience, the key to successful purchasing is to manage relationships with people. We often find ourselves translating vendor- or procurement-speak and culture into University speak and culture. I happen to supervise folks but even when I didn t, I figured out some key tools I needed to do well at my job. Here s my list: crystal ball, witch hat, magic wand, riding crop and pompoms. I have almost all of those tools in my office (I leave the riding crop at home). Here s how I use them (metaphorically). Crystal Ball: We always need to look into the future to think about what s coming next. Think about the next step in the solicitation, or after negotiating a contract how it will be implemented, or how to improve the contract next time. Witch Hat: It s not really fair but sometimes when I have to hold people (suppliers, colleagues, my boss even customers) accountable, I say My witch hat is on, so folks know I need to be tough. Magic Wand: Ok, so mine makes noise and lights up and can t really perform magic, but sometimes I wish it did. Since I can t use it for magic, I remember that I can poke people with it, meaning remind them what needs to happen. Are contract milestones being met? Has someone forgotten to provide data? Missed a deadline? Riding Crop: This one may be self-explanatory it s the witch hat and wand (poke) taken to a higher level. I have never had to use it, but folks know I have it (at home). Pom-poms: Celebrate the success, even when it s small. When the customer provides a solid specification, or a colleague helps you, when you learn how to do something new or reach a milestone in a large project celebrate (we ring a bell in our office, we also have a Happy Board). I hope these tools don t sound too silly. We try to have fun in our office and use the metaphors to help us get through the daily challenges of procurement but yes, I really do have pom-poms in my office. I hope you find these tools helpful. Feel free to share what you use, or borrow mine. Looking forward to seeing you at the Annual Meeting in San Antonio. (Should I replace the riding crop with spurs?) This article was reprinted from the National Association of Educational Procurement website with permission from Lisa Deal.

11 The Buyer s Flyer May 2016 Page 11 Public Procurement and Entrepreneurial Government By Stephen B. Gordon, Ph.D., FNIGP, CPPO Program Director of the Graduate Certificate in Public Procurement and Contract Management at Old Dominion University February 9, 2016 During the recent holidays, I had an opportunity to visit with an entrepreneur and talk about the challenges he faces in running his lean and profitable tech business. After an hour of conversation, we agreed on the critical roles that the parts, the fasteners and the fuel and grease play in young companies like his and could play in public procurement programs, where I have spent most of my career. Although this may seem obvious to you, it may not seem obvious to most college and university administrators and faculty who run or oversee public administration degree programs or senior administrators in government under whose authority and responsibility procurement and contract management programs exist. If public procurement in the 21st century is going to support the missions and visions of governments that must become more entrepreneurial, it will have to be viewed, leveraged, resourced and managed differently than it currently is. The organizational parts the entrepreneur and I discussed included the human capital, supplies, technology and contractual services managers, supervisors and workers use to get their jobs done and, ideally, together with others, achieve enterprise goals. We talked about how critical it is to hire the right people with the right values, competencies and aptitudes: people who are good fits. Not having spent any time working in the public sector, my conversation partner was incredulous when I explained how difficult it is in government to bring in and retain employees who are responsive to business needs and shed individuals who are not. He was amazed by how challenging it can be in public-sector organizations to acquire needed goods and services, even when you have the best and brightest individuals, who fit your needs, on your procurement team. With regard to enticing the cream of job seekers to seek employment in our respective realms, the entrepreneur and I agreed that the best and the brightest could be attracted to work in high-tech businesses more easily than they can be brought into public procurement programs. I noted that, sadly, public procurement as a career option is not even on the radar of most college or university students, much less viewed by those students as an exciting, rewarding and financially attractive career option that offers opportunities to make real differences in their localities, states, the nation and the world beyond. Why is this? the entrepreneur asked me. It s rather simple, I replied. I pointed out the paucity of degree programs and singular courses or learning units in courses in colleges and universities; the failure of career counselors and centers to push public procurement as a career option; and insufficient action by the professional associations that represent public procurement to promote this valid career opportunity as contributing factors to the lack of awareness. Moving on, the entrepreneur and I talked about how fasteners hold things together and how they include everything from tape and glue to nuts, bolts and clamps. We agreed that without the right fasteners properly installed in the right places, organizations are merely collections of disconnected or randomly connected parts with no potential to become efficient systems that drive strategic goals. The entrepreneur and I spent the most time discussing the fasteners in organizations: shared vision and values, communication and cooperation, competent management and accountability for everyone in the

12 Page 12 May 2016 The Buyer s Flyer organization. We didn t spend a lot of time talking about policies and procedures other than to agree that policies and procedures, often wrongly viewed in government as being etched in stone, have a way of hindering more than helping. From there we transitioned to exploring the fuel and grease organizations need to achieve their goals. After noting the indisputable need for sufficient financial resources, we moved quickly to other forms of organizational fuel and grease, which we deemed every bit as important as the funding. These included some things that old-school managers in government would scoff at or even consider heretical, including engagement, empowerment, tolerance for reasonable risk-taking and failure, flexibility and a variety of rewards for success not to mention technology and other tools workers need to get their jobs done. (Cont. on next page) If public procurement in the 21st century is going to contribute as much as it can to governments becoming more entrepreneurial, senior public administrators will have to view, resource and manage procurement much differently than they currently do. Academicians and career advisers will have to change their ways, too. This article was reprinted from the American Society for Public Administration PA Times website with permission from Stephen B. Gordon.

13 The Buyer s Flyer May 2016 Page 13 ETPA Quarterly Meeting June 9th 3:00 PM ETPA s second quarterly meeting will be on held June 9 th at 3:00 PM at Freiberg s German Restaurant in Johnson City, see page 14 for registration form and page for additional menu details. Guest Speaker: Liz Porter- Liz joined S&ME in Knoxville in 1993 as an Environmental Professional and has served in various roles, including Senior Project Manager, Natural Resources Department Manager, Vice President, and Board Member. She has more than 25 years of environmental project experience focusing on regulatory permitting and compliance, and Brownfield redevelopment. Liz received a BA in Geology from the State University of NY at Buffalo, and an MS in Geology from the University of Georgia. Liz has been married for 33 years and has one daughter. She enjoys kayaking, woodworking, sewing, and traveling. Educational Topic: Purchasing Mitigation Credits--The regulations regarding mitigation credits have changed and will affect how we proceed with construction projects. Our team (e.g.: consultants, user departments and procurement) needs to begin working together sooner in order to proceed without additional delays to our construction projects. Main Entrée Choices: Bratwurst Plate Sampler, Smoked Bratwurst, Original Bratwurst, Paprika Schnitzel, Freiberg s Huehnchen Schnitzel, Huehnchen Schnitzel, Jaeger Schnitzel, Freiberg Schnitzel, Schnitzel, Boulette, Boulette Andreas, Cordon Bleu, Paprikahuehnchen, Goulasch Each Served with Choice of 2 Side Items: Rotkohl (Red Cabbage), Pommes Frites (French Fries), Sauerkraut, Broccoli, Kartoffelbrei (Mashed Potatoes), Bratkartofflen (Pan Fried Potatoes with onions and bacon, a local favorite!), Bavarian Potato Salad, Kartoffel Salat (Potato Salad) Vegetarian Options: Sommer Salat (Summer Salad) and Linsensuppe (Lentil Soup), Sommer Salat and Frittierter Blumenkohl (Fried Cauliflower), or Sommer Salat and choice of 2 of the above side items. Dessert: German Chocolate Cake Schnitzel is a pork dish and huehnchen schnitzel is a chicken dish. *Don t Forget: Wear your ETPA gear to the meeting!

14 Page 14 May 2016 The Buyer s Flyer 2nd Quarter Meeting 2016 Date: June 9, 2016 Time: Cost: Location: Educational Topic: Speaker: Registration: 3:00 p.m. Dinner & business meeting to follow speaker $26.00 per attendee Freiberg s German Restaurant 203 East Main Street Johnson City, TN Directions: Google Maps Purchasing Mitigation Credits Liz Porter Use ETPA s webpage ( to register and pay by June 6th. If necessary, you may fax your registration to Lynn Farnham (865) or her at lynn.farnham@roanecountytn.org Payment may be made at the meeting, but please fax your registration form so we may R.S.V.P. at the restaurant. If you do not use the ETPA webpage, mail checks (payable to the East Tennessee Purchasing Association) to Lynn Farnham, ETPA Treasurer, Roane County Purchasing, 200 East Race Street, Suite #3 Kingston, TN NOTE: Submission of a registration form obligates payment whether or not you attend the event. Name: Agency: Phone: Fax: Name: Agency: Phone: Fax: Name: Agency: Phone: Fax: Name: Agency: Phone: Fax:

15 The Buyer s Flyer May 2016 Page 15 Choose from the following main entrées (see next page for side item selections): Bratwurst Plate Sampler Smoked Bratwurst Original Bratwurst Paprika Schnitzel Freiberg s Huehnchen Schnitzel Huehnchen Schnitzel Jaeger Schnitzel Freiberg Schnitzel Schnitzel Boulette Boulette Andreas Cordon Bleu Paprikahuehnchen (hot) Goulasch

16 Page 16 May 2016 The Buyer s Flyer Side Items (Choose 2 items with page 1 main entrée): Rotkohl (Red Cabbage) Pommes Frites (French Fries) Sauerkraut Broccoli Kartoffelbrei (Mashed Potatoes) Bratkartofflen (Pan Fried Potatoes with onions and bacon) Bavarian Potato Salad Kartoffel Salat (Potato Salad) Vegetarian Options Below (Choose Soup and Salad, Salad and Fried Cauliflower, or Salad and 2 side items from above): Sommer Salat (Summer Salad) Linsensuppe (Lentil Soup) Frittierter Blumenkohl (Fried Cauliflower) Dessert: German Chocolate Cake Serving Downtown Johnson City, TN since 2008 Beverages: Water, Tea, Pepsi Products