TACNIGP NEWSLETTER May 1, 2013

Volume 1, Issue 1

Tallahassee Area Chapter of NIGP

President’s Message

Thank You

We had a really great Reverse Trade Show on April 9th! It would not have been possible without our Chairperson, Donna Smith, and the help of countless volunteers. I would like to say thank you to everyone that took time to assist in any way (whether volunteering or representing your Agencies while meeting with the vendors). Those of us that were able to take the time away from work to participate in the one-on-ones were very busy all morning meeting with vendors. Lori Newman, Education and Prof. Development Committee Chair, has been busy and has set up yet another training – Contract Administration Training to be held June 19-21, 2013. Check our website for information on getting registered. May 12th is Mother’s Day! Mothers are the original "first responders" who across the eons have given of themselves so children, theirs and others, may be healthier, safer and more able to meet the challenges of growing up. I hope all of you have a really great month!

Dear Members, I’d like to thank everyone

who helped make the

April 9, 2013 Reverse

Trade Show such a

success.

There were members

behind the scenes

assisting attendees with

registration, those that

gave up their morning to

man the tables and

speak with the

attendees, those that

promoted the show

either via e-mail or

phone calls manned the

tables, those that worked

at the show making sure

everyone was

comfortable and well-

tended and the

management teams that

allowed them to

participate. “It takes a

village” holds true here

and all of you deserve a

big hand! Thank you!

Thank you Donna Smith

DREAM CHASERS

They are our dream chasers

Reaching high towards the sky

Always believing they can make it

happen

Never saying nigh.

They help us climb tall mountains

Navigating the compass along the way

Taking us to new and exciting places

Never leading us astray.

They help us build strong communities

Wrapping families in their arms

Seeing the many opportunities

Forever working hard.

They number many these volunteers

They have given so much to us

How do we show our gratitude? Thanks...just doesn't seem enough.

Officers & Board Members

2013 Officers

Jessie Moseley, President

Donna Smith, President-Elect

Vacant, Vice President

Sandra Rogers, Secretary

Nancy Jewett, Treasurer

2013 Board Members

Don Tobin

Jason Ouzts

Gloria Dixon

2013 Committee Chairs

Awards – Jessie Moseley

Bylaws – Nancy Jewett

Communications – Diana K. Trahan

Education – Lori Newman

Finance – Nancy Jewett

Holiday – Vacant

House – Mable Jones

Membership – Jason Ouzts

Nominating – Gloria Dixon

Reverse Trade Show – Donna Smith

Scholarship – Donna Smith

Volunteer – Ed Valla

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May Speaker

5 Procurement Questions of the Month

1. What is meant by the expression, “it doesn’t pass the newspaper

test?”

2. What is the bidder’s obligation when a bid that was accepted

contained minor clerical errors?

A. The bidder must void the contract.

B The bidder must perform the contract.

C. The purchaser cannot allow the bidder to make

corrections.

D. The court must make a decision on this matter.

3. A university is prepared to sign a contract to add 10 classrooms

for a new program. Registration for the program will begin in 9

months if the project is completed on time and 6 months if the

contractor completes the project early. During the negotiations,

the university offered the contractor an additional $50,000 to

complete the project in six months. What type of contract pricing is

the university using?

A. Fixed-price with redetermination

B. Fixed-price incentive

C. Cost sharing

D. Cost plus fixed fee

4. What are the 6 parts of a contract?

5. There are six types of risk for which each solicitation should be

evaluated. Name three of them and explain what they mean.

Christina Smith is the Director for the Division of Accounting and Auditing at the Florida Department of Financial Services. Christina has over twenty years of experience with the state. Her primary responsibilities are to monitor the effectiveness and efficiency of the various programs and activities of the Division. The Division has a myriad of responsibilities including state payroll, central accounting and reporting, unclaimed property, auditing and investigating fraudulent use of state funds. Christina has also worked with the state’s Capital Stakeholders to pass legislation to modernize the state’s financial policies and practices. Christina’s previous role was Project Aspire’s Agency Implementation Support Lead. She assisted the state’s 33 agencies with identifying and preparing for the changes to their business processes and systems as the state prepared to move from a 25-year-old accounting and cash management system to an Enterprise Resource Planning (ERP) system.

Prior to joining the Department, Christina spent ten years in the Florida Department of

Transportation’s Comptroller’s Office. Christina received her bachelor’s degree in accounting

from Florida State University.

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APRIL 2013 MINUTES BOARD MEETING

TALLAHASSEE AREA CHAPTER OF NIGP, INC. APRIL 2, 2013, 4:00 P.M., E.D.T.

LEON COUNTY PROCUREMENT OFFICE

Members present: Don Tobin, Board Member/Assistant Treasurer, Nancy Jewett, Treasurer, Donna Smith, President-Elect, Scholarship & Reverse Trade Show Chair, Gloria Dixon, Board Member & Nominating Chair, Jason Ouzts, Board Member & Membership Chair, Lori Newman, Professional Development & Education Chair. Meeting called to order at 4:00 PM by President-Elect Donna Smith. Board Minutes from March 2013 presented for approval, motion made by Sandy Rogers, seconded, & approved. Presidents Report: Jessie Moseley {Absent} via Sandy Rogers, Jessie wants to thank everyone for working on the Reverse Trade Show,

& Jessie said she's been getting lots of calls! Also, Diana said she could do training for the TAC NIGP web application on April 5th or 8th, but we don't have a time.

Treasurers Report: - Nancy Jewett: Submitted the usual P & L statement for review. Secretary’s Report: - Sandy Rogers, No report. Reverse Trade Show: – Donna Smith: $11,600 Revenue so far, if everyone comes & pays that has registered; we should be over

$16,000. Donna sold 1 Platinum, 3 Gold’s, and 2 Silver Sponsorships. All logos are on website, ordering banners 4/3/13, Donna will make the boutonnieres herself. Don mentioned that whoever paid before the last 30 days would not be reflected in the revenue. 22 agencies have registered, 52 attendees coming, another e-mail blast will go out. We will register 3 devices to use for the internet at the Civic Center for the Reverse Trade Show. It costs $15 for 4 hours per device. A check-in list will be generated for TAC NIGP members, and Vendors will have a separate list for registrations & check in for lunch. Platinum Sponsor will be speaking for 10 minutes at lunch, on Cyber & Facility Security. Todd Cook, GSA insisted on a table, he wants people to come and talk to him. Please bring your business cards to the Reverse Trade Show. Doors open @ 7:30 A.M., event starts at 8:30 A.M.

Scholarship Committee: - Donna Smith, No Report. By-Laws Committee: - Nancy Jewett: Changes voted upon are not yet posted on the web site. Professional Development/Education: - Lori Newman: We have a speaker for May and hope to have 3-day training for Contract

Administrators in May or June. She hopes to have October covered by National & is still working on August through November speakers.

Communication Committee: – Diana Trahan: No Report, {Absent}. Membership Committee: – Jason Ouzts: Jason had a FSU Procurement Student register as a student member and join our chapter. Volunteer Committee: - Ed Valla – No report, {Absent}. Old Business: 1. Governor's Proclamation of March as Purchasing Month: The Governor finally issued the Proclamation of Purchasing Month on 3/26/2013; Donna will scan it & put it on the website. 2. Website Training: April 5th or 8th, Diana could conduct training. Board decided to discuss at the May Board meeting. New Business: 1. Summer Board Meeting: The Board has voted to schedule Board meetings for June 4th and a July 9th, 2013, to prepare for the Fall

classes and for next years’ Reverse Trade Show, as well as other business issues which may arise over these two months. 2. October Seminar: Working on it. Next Board Meeting will be Tuesday, May 7th, 2013 @ 4:00 P.M., EDT. Meeting adjourned at 4:45 PM Respectfully submitted, Sandra L. Rogers, Secretary TAC NIGP Chapter

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APRIL 2013 MINUTES GENERAL MEMBERSHIP MEETING

TALLAHASSEE AREA CHAPTER OF NIGP TALLAHASSEE CIVIC CENTER

APRIL 9, 2013

President Jessie Moseley called the meeting to order at 12:35 P.M. Invocation: David Callaway, FL Dept. of Transportation Pledge: Sandy Rogers, FL Dept. of Corrections President asked for motion to approve the March Chapter meeting minutes, Sandy Rogers motioned, Gloria Dixon seconded, motion carried. Motion asked to approve March Board meeting minutes, Donna motioned, Shelly Kelley seconded, motion carried. President Jessie Moseley spoke on the success of the Reverse Trade Show (RTS), & the part relationships have in this, and the relationships we all have, their importance in our lives, both professional and personal, and building trust in each relationship. This ensures open, honest communication between staff and vendors, enhancing the procurement processes. President Moseley asked if any guests were present; no guests were present. Then she asked if any new members were present; no new guests were present. Officers’ Reports: President’s Report: We got it done, thank you Donna!! Secretary’s Report: Sandy Rogers - No Report Treasurer’s Report: Nancy Jewett – referred us to the Newsletter for usual statement. Committee Reports: Membership Committee: Jason Ouzts – Stated we do have a new Student Member from FSU; she’s out of town but will be here in

May. Jason conducted another 50/50 Raffle and $124.00 was collected. The winner of half the pot, Mr. Morrie Norwood of Office Depot, donated his $62.00 back to the Chapter for Scholarships.

Education Committee: Lori Newman – She is working on getting an instructor for Contract Administration for the end of June

2013. Job opportunities: One came out over the weekend or Monday, so it should be on People First now. Reverse Trade Show Committee: Donna Smith thanked all our Sponsors and we had a great turnout, and the RTS was a success,

thanks to Donna Smith and her volunteers. Donna named and thanked all volunteers and sponsors. We had one Platinum Sponsor, Egret Technologies, Inc.; three Gold Sponsors, Forensic Digital Imaging, Inc., Hernando Beach, FL, Grainger, Tallahassee, FL, and Grounds Group of Davie, FL; and two Silver Sponsors, Cobham, of England with United States locations, and Office Depot of Tallahassee, FL.

Speaker: Our Platinum Sponsor, David Goodrich, President of Egret Technologies, of Lakeland, FL, conducted a presentation to us

on his company’s services. Free Luncheon Drawing: Denise Sands, FL Dept. Juvenile Justice, won the May free lunch. President Moseley asked for motion to adjourn, motion made by Jason Ouzts, and seconded by Donna Smith. Meeting Adjourned at 12:50 P.M.

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May Birthdays

Mother’s Day

Everybody has a mother and absolutely no one is

more special than mom. Sure, dad is really important.

And, grandparent's too. But moms, well they are just

the greatest. Often taken for granted, they are always

our strongest supporter. You can't do wrong in

Mom's eyes. When you are hurt, or not feeling

well....there is no one else that can help you more

than Mom. I saw this clearly recently as our son was

in the emergency room. Sure, dad was an important

presence. But, the look in my son's eyes with his

mom by his side was certain affirmation of mom's

comforting ways, and importance.

So go out and celebrate Mother's Day. First and

foremost, spend time with her. If you absolutely

cannot be there, take time for a long phone call.

Flowers, cards, candy and gifts are all part of the day.

But, mom wants some time with you far more than

anything else.

Jenita Broxton 05/04

June Kail 05/05

Jamie Harley 05/07

Joan Muller 05/12

Bobby Brooks 05/13

Tara Walters 05/15

Renee Miller 05/28

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CALENDAR ◄ April ~ May 2013 ~ June ►

Sun Mon Tue Wed Thu Fri Sat

1

2

3

4

5 Cinco de Mayo

6

7 TACNIGP

Board Meeting

8

9

10

11

12 Mother’s Day

13

14 TACNIGP General

Membership Meeting

15

16

17

18

19

20

21

22

23

24

25

26

27 Memorial Day

28

29

30

31

Notes:

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ACROSS 1. A Musketeer

6. Couch

10. Male deer

14. Feudal lord

15. Streetcar

16. Scrabble piece

17. Extraterrestrial

18. Highest point

19. Shower

20. Fortify

22. Desire

23. District

24. Pour

26. After-bath powder

30. Arrive (abbrev.)

31. Seated oneself

32. Egg-shaped

33. Connecting point

35. Of the highest quality

39. Souvenir

41. Germless

43. Courageous

44. Flexible mineral

46. Church alcove

47. Before, poetically

49. Blemish

50. Scallion

51. A wardress in a prison

54. Farm equipment

56. Atop

57. Illogical

63. Garden tool

64. Pace

65. African virus

66. Cards with 1 symbol

67. Not yours

68. Water lily

69. Focusing glass

70. Anagram of "Salt"

71. Considers

DOWN

1. "Oh my!"

2. Lean

3. Inheritor

4. Curved molding

5. Ringworm cassia

6. A guest cabin

7. Plantation

8. Notability

9. Restitution

10. Functional

11. Crown

12. Set straight

13. Agile Old World

viverrine

21. Allow

25. Leisure

26. Grave

27. Affirm

28. Tibetan monk

29. Ingenuity

34. Intensifies

36. A hollow

cylindrical shape

37. If not

38. Stink

40. Roman emperor

42. Fortuneteller's

card

45. Impression

48. Conundrum

51. Wall painting

52. Quickly

53. Keepsake

55. Brandish

58. Train track

59. Double-reed

woodwind

60. Memo

61. Astringent

62. Young girl

Solution for April 2013 Puzzle

M

A

Y

2

0

1

3

P

U

Z

Z

L

E

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5 Questions of the Month - Answers

The Chapter’s Budget

Checking Account: $33,237.13 Savings Account: $112,661.89 Cash Bank: $150.00 Total: $146,049.02

Answers 1. - Anytime we are considering a course of action that may be ethically iffy, we need only imagine how it might appear in print and that will usually point us in the right direction. 2. B - The bidder must perform the contract. 3. B - Fixed-price incentive 4. The easiest way to remember the six is with the mnemonic device COOLCD:

Consideration - something of value exchanged between the parties Offer and acceptance - a proposal for one party to do something in return for the other party

doing something Obligation is mutual - both parties are bound or neither is Legal purpose - cannot be against the law or public policy

Competency (or capacity) - parties must be legally capable of signing the contract Definiteness - the specifics of what will be done.

5. Proposal risk: The legal document that defines the item or service procured (the right item), the mutual areas of agreement, and how risks will be allocated and rewarded. Surety and liability risks: Protection of the agency’s financial and legal interests (the right price). The contract will define the insurance requirements, bonding requirements, and licensing that is necessary to protect the agency in the event of contract termination or to meet statutory requirements. Schedule risk: Ensuring timely delivery (the right time). The contract will contain clear and specific language describing the contract deliverables, delivery terms, and any penalties for late delivery. Contractual risk: Establishing change order procedures, dispute resolution process and termination procedures (the right price and time).The contract is a living document and allowances must be made to accommodate unforeseen conditions that may affect the purchase. The contract will specify who has the authority to make changes, how changes will be made, and what changes will be unilateral. The contract will specify how disputes will be resolved if mutual agreement cannot be reached. The contract will specify the termination process. Performance risk: Defining acceptance (the right quality). The contract will define the conditions under which acceptance will occur and what type of inspection will be required. Price risk: Defining payment terms (the right price). The contract will define how and when the Contractor will be paid. ***The questions are designed to assist members studying for their certification exam. They are interesting and challenging. Even members who are certified should find them of use and a good way to stay current. TACNIGP regularly publishes some of these every month for the further education of our members. The questions are re-printed with the permission of Mr. David Nash, CPPO, CPPB, Procurement Specialist. If you would like to be added to his list, email David @ armynash@bellsouth.net. I welcome any feedback on this article. Thank you, Nancy Jewett, ph: 717-3672 @ jewett.nancy@mail.dc.state.fl.us.

Tallahassee Area Chapter

of NIGP

Post Office Box 922

Tallahassee, FL 32302

Phone

(850) 414-6148

E-mail

Info@tacnigp.com

Find Us on the Web

https://www.tacnigp.com

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