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P-Card Software

If you have a p-card program in place and use on-line software to manage it, how long does the software retain the data and images? I.e. does it retain the data and images as long as we are required to retain records?

Thank you,

Terry McKee
tmckee@kcdc.org

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Postage Meter Equipment and Service

We would appreciate learning of any contract that your entity may maintain for the following, other than with Pitney Bowes Inc.:

Postage Meter Equipment and Service

Thanks, Bonnie

woodward@chattanooga.gov

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ETPA's Diversity Business Expo - 3/14/19

The East Tennessee Purchasing Association will be hosting a Diversity Business Expo on Thursday, March 14th, at Overcoming Believers Church located at 211 Harriett Tubman Street, Knoxville, TN 37915. The event is geared toward meeting with minority-owned, women-owned, and small businesses, also referred to as Diversity Business Enterprises (DBE’s). Why is this important? We all have warehouse clerks, maintenance employees, p-card holders, and buyers who have the purchasing authority to place orders for products and services, below your agencies' small dollar purchase thresholds, without having to go thru the competitive bid process. Yet many of these department personnel are not familiar with local DBE businesses. This expo looks to change this by introducing department personnel, along with purchasing personnel. to more diverse businesses.

If your agency would like to participate, please submit your agency registration form by noon on February 13th to reserve a table. To allow us to keep an accurate table count, we’re asking each purchasing department AND your interested departments register separately by clicking on this link. https://agencyreg.questionpro.com. The Small Business Administration and the State of Tennessee GoDBE representatives, along with the Knoxville Business Support Network (KBSN) (consisting of the Knoxville Urban League, SCORE, the Tennessee Small Business Development Center, The Knoxville Chamber of Commerce, and the Knoxville Entrepreneur Center) will all be on hand to offer business assistance to those in attendance. If you have any questions please feel free to give me a call at 865-215-4032, or email me at pcotham@knoxvilletn.gov.

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Leasing of Land

The City of Clarksville recently purchased about 300 acres of land for a future athletic complex. However, we are still studying the needs and wants for what to put on the site. So in the meantime, we would like to lease the land to farmers to grow their crops. Have any of you done anything like this? If so, how did you do it? RFP/Bid?

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Innovative Purchasing Processes

Hello. I'm looking for innovative methods/ideas used for automating purchasing processes beginning with an employee's request for a PO/Requisition number. Currently, we have a PO/Requsition number book to which employees request their PO number and the purchaser must be on hand to write down the request. We want to digitize this process and we're thinking of automating this with Sharepoint's Check in/out feature to allow admin assists to grab the numbers they need for their department from an excel sheet. Purchaser still has the oversight of making sure requisitions are turned in within a timely manner. Would anyone like to share the processes they're using?

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Question of the Day Study Assistance

If you or anyone you know is planning to sit for the CPPB or CPPO exams in May, David Nash's Question of the Day will begin again on Monday, Jan 7. Further information and registration is available at his website: http://www.qoftheday.net/. Please note that this is a study resource only and not a training or teaching vehicle for new buyers. Participants must be testing in May or October 2019. 

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Univ. of TN Seeking Applicants for Buyer Position

The University of Tennessee's System Administration division is seeking applicants for an open Buyer position. Details are available at the link below. The job is based in Knoxville, but might require occasional travel. If you have questions, please contact Blake Reagan at breagan@tennessee.edu.

University of Tennessee Buyer Position

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Food Purchase Policy - Employee Meal

Chattanooga would greatly appreciate reviewing any existing meal policy. (Beyond Per Diem or travel-related policies, unless the two are combined). Thank you! Examples: Employee Events (Awards, etc.) Meetings and Training, Board Meetings Retirement Celebrations, Special Events, Public Events, Emergencies

 

Thank you,
Bonnie Woodward
City of Chattanooga
woodward@chattanooga.gov

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Job Shadowing Opportunites

Good Afternoon All,

ETPA makes an annual presentation to the University of Tennessee's Master's in Public Policy and Administration class titled "Careers in Public Procurement." This year six students joined ETPA after the presentation. This afternoon we hosted a Lunch & Learn for the new student members. When asked how ETPA could better serve them and attract students to the Procurement field one student suggested job shadowing. Job shadowing would allow students to experience the Procurement world firsthand. Roughly 30% of government employees are currently retirement age. It is vital the we work to attract an untapped group to Procurement. Having said all that, would any of ETPA's member entities be interested in taking part in providing job shadowing opportunities to our student members?

Thank you,
Hazel Gibson
hgibson@kcdc.org

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Bid Award Question

Good Morning, KCDC recently received bids for a service type solicitation. The low bidder had a previous award with KCDC. During the term of that contract, the supplier failed to invoice for services and/or sent incorrect invoices. They are currently (several years later) seeking payment for those services totaling several thousand dollars. Litigation hasn't been initiated, but the case has escalated recently. Has anyone faced such an issue? If so, what was the decision and outcome? If not, would you award to the low bidder? The 2nd and only other bid received, was much higher.

Thanks,
Hazel Gibson,MBA
Procurement Analyst & Advisor
Knoxville's Community Development Corporation
hgibson@kcdc.org

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Liquidated Damages

What is the common dollar amount that you use for liquidated damages on construction projects?

Terry McKee, CPPO, CPPB
tmckee@kcdc.org

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Protests - Application to Contract Renewal

Does your agency apply a protest procedure to your contract renewals? Only questioning the recognition of the procedure itself, to the context of a renewal period. For instance, would your office recognize Vendor A protesting the renewal (aka new contract period) of a contract with Vendor B? Our procedures currently only explain it in the context of a fresh solicitation process (the initial contract period).

Bonnie Woodward
City of Chattanooga
woodward@chattanooga.gov

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Mandatory Pre-Bid Meetings

Does your agency use mandatory pre-response meetings? What is the criteria that leads to this choice? Has your agency had any experience or received any interpretation that has guided your use of the 'mandatory' designation?

Bonnie Woodward
City of Chattanooga
woodward@chattanooga.gov

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Welding Services

Good Morning, Does anyone have a welding services bid that KCDC could piggyback? If not, would anyone have a welding company or companies they would recommend that I could send a welding services solicitation? Have a wonderful afternoon!

Hazel Gibson
KCDC
hgibson@andersontn.org

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Thumb Drive Solicitations

In addition to a hard copy does your agency accept sealed solicitations on a thumb drive (in lieu of extra paper copies)? If so, does Purchasing verify that the contents of the thumb drive match the hard copy?

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Pnuematic Tube Systems

Has anyone had to install or provide service to a "pneumatic tubing system" at a location in East Tennessee?  I am looking for a local company who does this. These systems are seemingly found in banks and hospitals primarily.

Thanks,
David Griffin
PBA
dgriffin@ktnpba.org

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"Indoor Golf Facility" RFQ or RFP

Hello Members, I am reaching out to see if there are any members that work for a University went out to bid (RFQ and/or RFP) for an "Indoor Golf Facility" ? I'm looking for specifications, boilerplate language, and a list of vendors that I can use as a guide. Thank you in advance for any assistance and/or information that you may have. Victor Howell E-Mail: Victor-Howell@utc.edu

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Liability Insurance

Can some of you tell me who you liability insurance carrier is, and maybe give me a contact name in your agency that I can call and ask some questions?

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Voice Over Internet Protocol (VOIP)

Does anyone have a solicitation for Voice Over Internet Protocol that they would be willing to share? If so, do you have a sample RFQ / RFP for this? Thanks! Victor Howell - UT Chattanooga. Victor -Howell@utc.edu

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Spot Bidding

Does anyone have a written policy in spot bidding?

Thank you,

Lynn Farnham, CPPO, CPPB

Roane County Purchasing Agent

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Best Practices in Developing Public Construction Bid Documents
June 07, 2019

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2019 ETPA Business Matching and Tradeshow Event
July 18, 2019

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