Okaloosa County BOCC — 2013 meeting #1144 (date undetermined) — 3-2 Purchasing — reading text

BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: PURCHASING DEPARTMENT PROGRAM DESCRIPTION: The Purchasing Department acquires goods and services in a timely and efficient manner and at the best prices available, ensures inventory control for all County property and manages all County Contracts & Leases. REVENUE: Purchasing is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 403,795 327,924 327,123 391,896 Operating Expenses 26,091 21,266 20,566 18,540 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 429,886 349,190 347,689 410,436 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY 14 Full-time 6 5 5 6 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 6 5 5 6 MAJOR ACCOMPLISHMENTS LAST YEAR:  Participated in one “How to do Business with Okaloosa County” Workshop in Panama City, FL.  Currently working on two projects for Eglin AFB which will result in payments into the General Fund of $11,500.00  Managed 596 contracts and 170 leases with on-line access to County staff and the public.  Managed 56 formal bids for goods and services.  Inventoried 6,506 fixed assets for all departments with a value of $62,366,663.05.  Held a Purchasing Card refresher class for all cardholders.  Held training classes for all Distribution Site Workers (PODs)  Completed a full year with the “e-payable” charge card system – replacing some check payments with charge card payments. Combined with the Purchasing Card we spent $3,478,206.30 as an organization, which gave us a rebate of $38,260.27 that was deposited into the General Fund.  Made major revisions to the Purchasing Manuals. PROGRAM GOAL: To provide a centralized source of procurement for the departments of Okaloosa County in a cost effective method, to coordinate annual inventory of Fixed Assets as required by State Statutes and to assist all departments with Contracts & Leases. KEY OBJECTIVES: 1. Ensure all purchasing functions comply with County, State and Federal requirements. 2. Ensure that all activities are handled in an ethically correct manner. 3. Provide support to all County departments, Finance, County Administrative Staff, Commissioners and Taxpayers. 4. Maintain open records for review by the citizens of Okaloosa County. 5. Process all requests for goods and services in a timely manner and ensure best pricing is obtained. 6. Coordinate in an efficient manner all contract and lease negotiations. 7. Schedule and facilitate annual inventory of all County property valued at over $1,000. 8. Promote professional development of staff through certification in the field of procurement. 9. Respond promptly to all Auditing requirements. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 # of Requisitions received 1,950 2,700 2,000 # of Purchase Orders issued 1,935 2,700 2,000 $ Amount of Purchase Orders Issued $14,886,098 $22,000,000 $18,000,000 # of Bids Issued 56 60 60 Purchasing Card Volume $3,478,206 $4,000,000 $4,000,000 Purchasing Card Rebate $38,260.27 $50,000 $50,000 Vendor Survey Satisfaction % (Bid Surveys) 100% 100% 100% # of Employees Trained (P-Card, Logistics POD, Purchasing 250 120 150 Workshops) # of Vendors Trained (Trade Show Presentations, Small 100 250 150 Business Seminars, How to do Business) Completed Annual Inventory of all Fixed Assets 100% 100% 100%