Archives West Finding Aid
Table of Contents
Montana Department of Administration, Procurement and Printing Division records, 1975-1995
Overview of the Collection
- Creator
- Montana. Department of Administration. Procurement and Printing Division
- Title
- Montana Department of Administration, Procurement and Printing Division records
- Dates
- 1975-1995 (inclusive)19751995
- Quantity
- 5.6 linear feet
- Collection Number
- RS 493 (Formerly RS 87)
- Summary
- This collection is a subgroup (Division) of the Montana Department of Administration records, RS 493. Please see the primary finding aid for more Montana Department of Administration records. These records (1975-1995) of the Procurement and Printing Division (defunct) consist of correspondence, minutes, quarterly reports, subject files, miscellany, and more.
- Repository
-
Montana Historical Society, Library & Archives
Montana Historical Society Research Center Archives
225 North Roberts
PO Box 201201
Helena MT
59620-1201
Telephone: 4064442681
Fax: 4064445297
mhslibrary@mt.gov - Access Restrictions
-
Collection open for research.
- Languages
- English
- Sponsor
- Funding for encoding this finding aid was provided through a grant awarded by the National Endowment for the Humanities.
Historical NoteReturn to Top
In 1963, the Legislature created the Department of Administration and made the State Controller chief executive and ex-officio State Purchasing Agent. As part of the Executive Reorganization Act passed in 1971, the Department of Administration was reconstituted and the title of state controller was changed to Director.
The Purchasing Division was created "to provide a centralized purchasing service for executive, judicial and legislative branch state agencies," in an effort to standardize quality and specifications, eliminate duplication, and receive lower costs through bulk purchasing. Division administrators included Laurie Ekanger (1982-1986) and Mike Muskiewicz (1986-1990). By 1981, the Division's functions were divided between the Purchasing Bureau, the Property and Supply Bureau, and the Publications and Graphics Bureau. The Purchasing Bureau investigated possible sources for products, determined alternate products, prepared specifications, and enforced the terms and conditions of contracts. The Bureau ensured compliance with purchasing laws and rules for agencies with delegated purchasing authority and provided technical assistance with their purchases.
The Property and Supply Bureau provided centralized purchasing and distribution of office and janitorial supplies for state agencies. It was also responsible for distributing federal surplus and disposing of state surplus property. The Publications and Graphics Bureau was responsible for producing and distributing standardized forms for state agencies, determining standards for copy machines and state copying contracts, and providing low cost printing and publishing services for state agencies.
In 1988, the Purchasing Division was renamed the Procurement and Printing Division. As of 2024, the Procurement and Printing Division is no longer active, and State printing responsibilities fall under the State Print & Mail office within the General Services Division.
Content DescriptionReturn to Top
Department of Administration Procurement and Printing Division records (1975-1995) consist of general and incoming correspondence, minutes, reports, subject files, and include four subgroups.
The Administrator's correspondence files (1982-1991), which form the bulk of the general correspondence series, deal primarily with state automation projects, goals and procedures development, personnel training, organizational structure, and policy implementation. Incoming correspondence (1982-1987) consists of scattered correspondence to the Procurement and Printing Division administration from other offices within the Department. The files usually contain materials on a specific project or topic. Minutes (1975-1988) include Administrator's meetings, Purchasing Division staff meetings, and supervisor's meetings. Also included are subject files (1981-1989) concerning cooperative purchasing, legal projects, Montana Procurement Act, purchasing procedures, state preference contracting, auto auctions and other topics, as well as quarterly reports (1984-1988, scattered).
The remaining records are divided into four subgroups: Purchasing Bureau; Property and Supply Bureau; Publications and Graphics Bureau; and Advisory Councils and Task Forces.
Purchasing Bureau records consist of general correspondence (1981-1991) divided by receiving office. The Bureau Chief correspondence (1983-1990) deals primarily with compliance reviews, complaints against contractors, procurement sources and staff development. The Purchasing Unit correspondence (1981-1991) consists of general files and files for specific purchasing agents. These files concern specific contracts, and rules clarification and enforcement. Also included are minutes (1984-1991) of Purchasing Agents and Bureau staff meetings. Property and Supply Bureau records consist of general correspondence (1982-1995) for the accountant, bureau chief, program specialists, and purchasing agents and supervisors. Correspondence deals primarily with the Central Stores and Surplus Property Programs. Also included are minutes (1988-1991) of staff meetings, and miscellany.
Publications and Graphics Bureau subgroup consists of scattered correspondence (1981-1985) and a report (1982) on the Division by Arthur E. Blumenthal. Advisory Councils and Task Forces subgroup consists of subject files (1979-1986). Records also contain minutes, drafts of reports, and related correspondence.
Use of the CollectionReturn to Top
Restrictions on Use
Researchers must use collection in accordance with the policies of the Montana Historical Society. The Society does not necessarily hold copyright to all materials in the collection. In some cases permission for use may require additional authorization from the copyright owners. For more information contact an archivist.
Preferred Citation
Item description and date. Collection Title. Collection Number. Box and Folder numbers. Montana Historical Society Library & Archives, Helena, Montana.
Administrative InformationReturn to Top
Arrangement
The collection is arranged by series.
Location of Collection
20:1-2Processing Note
This collection is a union of early correspondence files and later reader files. The first accession, which forms the bulk of the collection, had a filing code system that divided correspondence into general and incoming correspondence for Division administrators, and general correspondence for individual bureau chiefs and specific staff members. In addition separate subject files were maintained for advisory councils and special topics. All subsequent accessions were interfiled into this system.
In 2024, the various collections of the Montana Department of Administration were integrated under one collection identifier, RS 493, in order to help facilitate access, reduce redundancy in the MTHS catalog, and to follow best archival practices.
Collections from Montana Department of Administration's various Divisions and Bureaus that were previously treated as separate entities are now integrated into this collection, RS 493. Please read the scope and content note carefully to determine if this subgroup/sub-subgroup pertains to your research needs.
Acquisition Information
Acquisition information is available upon request.
Detailed Description of the CollectionReturn to Top
The following section contains a detailed listing of the materials in the collection
Department of Administration Procurement and Printing Division Return to Top
| Container(s) | Description | Dates |
|---|---|---|
General Correspondence |
||
| Box/Folder | ||
| 1 / 1-11 | Administrator's correspondence (Laurie Ekanger) |
1982-1985 |
| 1 / 12-19 | Administrator's correspondence (Mike Muskiewicz) |
1985-1990 |
| 1 / 20 | Administrator's correspondence (Marvin Eicholtz) |
1991 |
| 1 / 21 | Administrator's correspondence (re budgets) |
1982-1988 |
| 1 / 22 | Administrator's correspondence (re goals and work
plans) |
1981-1986 |
| 1 / 23 | Management Analyst correspondence (Chuck Hunter,
Debi Flentie) |
1983-1986 |
Incoming Correspondence |
||
| Box/Folder | ||
| 1 / 24 | Central Services Division (re department-wide
budgets, sexual harassment policies) |
1982-1986 |
| 1 / 25 | Communications Division (re telephone system) |
1982-1984 |
| 1 / 26 | Insurance and Legal Division |
1982-1984 |
| 1 / 27 | Personnel Division |
1983-1986 |
| 1 / 28 | Personnel Division (re incentive award program, job
classification enhancement, performance appraisal survey) |
1983-1987 |
Minutes |
||
| Box/Folder | ||
| 1 / 29 | Administrator's meetings [scattered] |
1982-1987 |
| 2 / 1 | Clerical staff meeting |
Mar. 30, 1988 |
| 2 / 2-4 | Purchasing Division staff meetings |
1975-1984 |
| 2 / 5-10 | Purchasing Division supervisor's meetings |
1982-1986 |
Reports |
||
| Box/Folder | ||
| 2 / 11 | Project status summary |
n.d. |
| 2 / 12 | Quarterly reports [scattered] includes bureau and
division reports |
1984-1988 |
Subject Files |
||
| Box/Folder | ||
| 2 / 13 | Air travel (bid process for state employee travel
rates) |
1983-1988 |
| 2 / 14 | Complaints against vendors |
1987 |
| 2 / 14 | Complaints against vendors |
1987 |
| 2 / 15-16 | Computer systems (includes bids and agreements) |
1983-1986 |
| 2 / 17 | Consulting services (re consultant selection) |
1982-1985 |
| 2 / 18 | Cooperative purchasing (includes examples of
agreements) |
1982-1986 |
| 2 / 19 | Federal surplus property |
1983-1985 |
| 2 / 20 | Furniture contracts (re Montana State Prison
Industries) |
1984-1986 |
| 2 / 21 | IBM contracts |
1984-1986 |
| 2 / 22 | Legal projects: Continental Kiel, Inc. vs. Dept. of
Administration |
1981-1983 |
| 2 / 23 | Legal projects: Firemaster Inc. |
1983-1984 |
| 2 / 24 | Legal projects: Montana Tech. Services vs Dept. of
Admin. and Workers Compensation Program |
1989 |
| 2 / 25 | Legal projects: U.S. vs Mastelatto, et al -
petrochemical |
1981-1983 |
| 2 / 26-27 | Mitchell Building cafeteria |
1986 |
| 2 / 28 | Montana Procurement Act |
1982-1983 |
| 2 / 29 | National Institute of Governmental Purchasing (re
certification of purchasing agents) |
1984-1989 |
| 2 / 30 | Prevailing wage |
1988 |
| 3 / 1 | Purchasing agents professional organizations (re
membership and surveys) |
1982-1986 |
| 3 / 2-3 | Purchasing procedures (re update project) |
1982-1986 |
| 3 / 4 | Single-point ordering (re pilot project) |
1986 |
| 3 / 5 | State preference (re state preferences in
contracting with in-state companies) |
1986 |
| 3 / 6 | Surplus auto's auction |
1983 |
Purchasing Bureau Return to Top
| Container(s) | Description | Dates |
|---|---|---|
General Correspondence |
||
| Box/Folder | ||
| 3 / 7-21 | Bureau Chief correspondence (Earl Fred) |
1983-1990 |
| 3 / 22 | Office Manager (Patricia Johnson) |
1982-1989 |
| 3 / 23-27 | Purchasing Unit |
1984 July - 1986 May |
| 4 / 1-11 | Purchasing Unit |
1986 June - 1990 December |
| 4 / 12 | Purchasing Unit Agent (Nyla Adams-Johnson) |
1989 September - 1991 Septemeber |
| 4 / 13-14 | Purchasing Unit agent (Elwood Anderson) |
1982 October - 1986 June |
| 4 / 15 | Purchasing Unit agent (C.T. Christofferson) |
1982-1986 |
| 4 / 16 | Purchasing Unit agent (Forest Farris) |
1990 September - 1991 December |
| 4 / 17-25 | Purchasing Unit agent (Barb Gibson) |
1982-1983 |
| 4 / 26 | Purchasing Unit agent (Thomas Gustin) |
1991 |
| 4 / 27 | Purchasing Unit agent (Gerald Hiles) |
1981-1986 |
| 4 / 28 | Purchasing Unit agent (Jim Nelson) |
1982 |
| 4 / 29 | Purchasing Unit agent (Bruce Swick) |
1982-1991 |
| 4 / 30 | Purchasing Unit agent (Gary Willems) |
1987-1988 |
| 4 / 31 | Purchasing Unit agent (Gary Willems) [scattered] |
1990-1991 |
Minutes |
||
| Box/Folder | ||
| 4 / 32 | Purchasing agents meetings |
1984-1986 |
| 4 / 33 | Purchasing Bureau staff meetings [scattered] |
1987-1988 |
| 4 / 34 | Purchasing Bureau staff meetings [scattered] |
1990-1991 |
Property And Supply Bureau Return to Top
| Container(s) | Description | Dates |
|---|---|---|
General Correspondence |
||
| Box/Folder | ||
| 4 / 35 | Accountant (Vickie Stiteler) |
1990-1991, 1993 |
| 5 / 1-22 | Bureau Chief (Terry Howell) |
1982-1993 |
| 5 / 23 | Bureau Chief (Terry Howell) re goals and
organization |
1983-1985 |
| 5 / 24-26 | Program Manager (Tim Burton) Central
Stores/Property Surplus |
1990 July - 1991 March |
| 6 / 1-2 | Program Manager (Tim Burton) Central
Stores/Property Surplus |
1991 April - 1992 June |
| 6 / 3 | Program Manager (Mike McMahon) |
1992-1995 |
| 6 / 4 | Program Specialist (Mark Athearn) |
1990-1992 |
| 6 / 5 | Program Specialist (David Polk) |
1990-1991 |
| 6 / 6-8 | Program Specialist / Purchasing Agent (Kay Roos) |
1990-1995 |
| 6 / 9 | Purchasing Agent (Pat Johnston), Central Stores
Program |
1991, 1992 April |
| 6 / 10-11 | Purchasing & Supply Supervisor (Jim Nelson),
Central Stores Program |
1990 July - 1995 June |
Minutes |
||
| Box/Folder | ||
| 6 / 12 | Staff meetings (scattered) |
1988-1991 |
Miscellany |
||
| Box/Folder | ||
| 6 / 13 | Purchasing Bulletin (newsletter) |
1987, 1990 |
Publications And Graphics Bureau Return to Top
| Container(s) | Description | Dates |
|---|---|---|
General Correspondence |
||
| Box/Folder | ||
| 6 / 14 | Miscellany (primarily re budget) |
1981-1985 |
Reprts |
||
| Box/Folder | ||
| 6 / 15 | "Report of the Publications and Graphic Arts Div.,
State of Montana" by Arthur E. Blumenthal |
1982 |
Advisory Councils And Task Forces Return to Top
| Container(s) | Description | Dates |
|---|---|---|
Subject Files |
||
| Box/Folder | ||
| 6 / 16 | Centralized Services Division Task Force |
1985-1986 |
| 6 / 17 | Data Processing Advisory Council |
1983-1984 |
| 6 / 18 | Procurement Task Force |
1979-1980 |
| 7 / 1 | Property Advisory Council |
1982-1983 |
| 7 / 2-3 | Purchasing Task Force |
1982-1985 |
| 7 / 4-5 | Vehicle Management Task Force |
1983-1986 |
Names and SubjectsReturn to Top
Finding aid prepared by MHS Staff; Updated by Lindsey
Mick
2004; 2024
This work is licensed under a Creative Commons Attribution 4.0 International License.
