Okaloosa County BOCC — July 26, 2016 — Purchasing PBB — 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, proceeds from surplus sales, miscellaneous revenue and transfers from other funds. MAJOR ACCOMPLISHMENTS LAST YEAR:  Processed purchasing dollar volume of $10,788,620.  Managed the Purchasing Card Program and continued the utilization of the “e-payables.” Total card purchase dollar amount $4,086,800. This has resulted in the largest rebate check to date $57,215.  Managed 757 contracts and 182 leases with on-line access to County staff and the public.  Facilitated 100 formal bids for goods and services.  Inventoried 7,346 fixed assets for all departments with a value of $75,956,503.  Managed contract for on-line surplus auctions for a total revenue proceeds of $35,534.  Processed requisitions for the Owner Direct Purchase of all materials for the Administration Building – Tax savings - $204,733.  Attended FEMA training events to ensure compliance with upcoming grant requirements. 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. Implement best practices for Fixed Assets & Contract Management. 10. Develop procurement practices that will ensure compliance with grant requirements. PERFORMANCE MEASURES: Actual Estimate Proposed Performance Measures FY14/15 FY15/16 FY16/17 # of Purchase Orders issued 1,449 1,550 1,600 $ Amount of Purchase Orders Issued $10,7888,620 $12,000,000 $13,000,000 # of Bids Issued 100 100 100 Purchasing Card Volume $4,086,800.60 $3,500,000 $3,500,000 Purchasing Card Rebate $57,215 $52,000 $52,000 # of Employees Trained (CC, Purchasing 79 85 85 Workshops) Value of Fixed Assets $75,956,503 $77,000,000 $77,500,000 Completed Annual Inventory – Number of Fixed 7,346 7,450 7,500 Assets Average Delivery Time (To be tracked in FY17) N/A N/A N/A Average time per employee spent on structured training in procurement- related skills (To be tracked in FY17) N/A N/A N/A HISTORICAL STAFFING SUMMARY: Category FY14 FY15 FY16 FY17 Full-time Administrative & Support 4 4 4 5 Full-time Management & Professional 2 2 3 3 Total 6 6 7 8 EXPENDITURES: Expenditures Budget FY14 FY15 FY16 FY17 FY16/FY17 Increase/ Category Actual Actual Approved Proposed +/- Decrease Personnel Services $387,201 $352,138 $435,197 $572,290 $137,093 31.5% Operating Expenses $46,984 $66,503 $81,800 $82,346 $546 0.7% Total $434,185 $418,642 $516,997 $654,636 $137,639 26.6% ACCOUNTS: FY15 FY16 FY17 FY16/FY17 Increase/ Code Category Approved Approved Proposed +/- Decrease 10 SALARIES & WAGES $288,861 $320,152 $427,692 $107,540 33.6% Provides funding for two new positions and is offset by transferring a current position with Airports and Tourism. 20 BENEFITS $86,991 $115,045 $144,598 $29,553 25.7% 34 CONTRACT SERVICES $42,000 $42,120 $42,150 $30 0.1% 40 TRAVEL & PER DIEM $1,450 $5,200 $5,250 $50 1.0% 41 COMMUNICATIONS SERVICES $1,100 $1,100 $1,800 $700 63.6% 42 FREIGHT & POSTAGE $750 $650 $450 ($200) (30.8%) 44 RENTS & LEASES $40 $40 $40 $0 0.0% 45 RISK MANAGEMENT ALLOCATION $5,991 $4,369 $6,184 $1,815 41.5% Increase is due to insurance costs. 46 REPAIR & MAINTENANCE $2,393 $2,701 $2,972 $271 10.0% 49 MISCELLANEOUS CHARGES $200 $400 $900 $500 125.0% 51 OFFICE SUPPLIES $5,500 $5,500 $5,500 $0 0.0% 52 OPERATING SUPPLIES $4,466 $8,720 $8,450 ($270) (3.1%) 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $800 $1,000 $1,250 $250 25.0% 55 TRAINING & EDUCATION EXPENSES $5,000 $10,000 $7,400 ($2,600) (26.0%) Reduction is based on historical usage. TOTAL $445,542 $516,997 $654,636 $137,639 26.6%