Okaloosa County BOCC — July 26, 2016 — Agenda Packet — reading text

per Capita 3.72 3.72 3.72 Collection Circulation/Turnover Rate 2.3 2.3 2.4 Effectiveness Total Attendance at Classes and Events 43,665 44,000 44,000 Research and Technology Assistance 170,190 171,000 171,000 HISTORICAL STAFFING SUMMARY: Category FY14 FY15 FY16 FY17 Full-time Management & Professional 1 1 1 1 Total 1 1 1 1 EXPENDITURES: Expenditures Budget FY14 FY15 FY16 FY17 FY16/FY17 Increase/ Category Actual Actual Approved Proposed +/- Decrease Personnel Services $83,868 $88,776 $87,679 $89,857 $2,178 2.5% Operating Expenses $170,369 $164,426 $103,456 $110,625 $7,169 6.9% Grants & Aids $410,879 $428,000 $428,000 $449,401 $21,401 5.0% Total $665,116 $681,202 $619,135 $649,883 $30,748 5.0% Packet Pg. 132 ACCOUNTS: FY15 FY16 FY17 FY16/FY17 Increase/ Code Category Approved Approved Proposed +/- Decrease 10 Salaries & Wages $67,825 $68,324 $69,107 $783 1.1% 20 Benefits $19,028 $19,355 $20,750 $1,395 7.2% Increase is due to the rise in healthcare costs. 34 Contract Services $10,450 $10,150 $9,950 ($200) (2.0%) 40 Travel & Per Diem $1,700 $2,400 $2,450 $50 2.1% 41 Communications Services $600 $600 $720 $120 20.0% 42 Freight & Postage $50 $50 $50 $0 0.0% 44 Rent & Leases $13,260 $13,450 $13,360 ($90) (0.7%) 45 Risk Management Allocation $3,045 $616 $625 $9 1.5% 46 Repair & Maintenance $49,450 $54,050 $56,925 $2,875 5.3% Additional funding is for licenses and maintenance. 47 Printing & Binding $55 $100 $100 $0 0.0% 48 Promotional Activity $250 $200 $200 $0 0.0% 49 Miscellaneous Charges $800 $800 $1,150 $350 43.8% 51 Office Supplies $200 $200 $200 $0 0.0% 52 Operating Supplies $200 $550 $550 $0 0.0% 54 Books/Pubs/Subs & Memberships $6,000 $19,790 $23,845 $4,055 20.5% Increase funding for subscription services. 55 Training & Education Expenses $300 $500 $500 $0 0.0% 81 Aids to Government Agencies $428,000 $428,000 $449,401 $21,401 5.0% Provides a 5% increase to the six coop member cities. TOTAL $601,213 $619,135 $649,883 $30,748 5.0% Packet Pg. 133  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 26, 2016 TO: Honorable Chairman and Members of the Board FROM: John Hofstad, County Administrator SUBJECT: Purchasing Department The attached document provides a Presentation and the Performance Based Budget for the Purchasing Department. Packet Pg. 134 PURCHASING BUDGET FY16-17 Packet Pg. 135  OUR MAIN PURPOSE IS TO BE THE FRONT LINE OF DEFENSE. HOW DO WE DO THIS? OBTAINING THE MOST QUALIFIED VENDORS FOR THE SERVICES & COMMODITIES FOR THE BEST PRICE UTILIZING BID, RFP, RFQ PROCESSES FOR PURCHASES OVER $50,000 OBTAINING QUOTES FOR PURCHASES $2,500 - $50,000 MANAGEMENT OF CONTRACTS FIXED ASSET ACCOUNTABILITY – VALUE OF $76,000,000 (REVENUE SOURCE) MANAGEMENT OF THE PURCHASING CARD PROGRAM - TRAINING, ASSIGNING SPENDING CONTROLS, ASSESSING POSSIBLE INFRACTIONS, (REVENUE SOURCE FROM REBATE) Packet Pg. 136  SPECIAL PROJECTS OWNER DIRECT PURCHASE PROCESS ADMINISTRATION BUILDING (SAVINGS >$280,000) ARBENNIE SEWER PLANT EXPANSION (PROJECTED SAVINGS $250,000) CRESTVIEW COURTHOUSE (PROJECTED SAVINGS $500,000) RESTORE ACT CHANGES IN FEDERAL PROCUREMENT REQUIREMENTS ENHANCED USE LEASE PROJECTS FOR EGLIN (REVENUE SOURCE) Packet Pg. 137 FOR PROCUREMENT PROCESS THERE ARE OVER 40 STEPS TO ACCOMPLISH A CONTRACT. THIS PROCESS CAN TAKE UP TO 3 MONTHS TO COMPLETE. THIS PROCESS IS STAFF INTENSIVE REQUIRES QUALITY CONTROL AND REVIEW Packet Pg. 138  CURRENT CHALLENGES LACK OF ADEQUATE STAFFING, EMPLOYEE TURNOVER, & MANAGING THE INCREASING WORKLOAD AUTOMATION IS IMPERATIVE TRAINING IS LACKING POLICIES AND PROCEDURES REVIEW AND CHANGES NEW STAFF POSITIONS PURCHASING SPECIALIST GRANTS COORDINATOR BUYER (FUNDED BY AIRPORT AND W&S) MEDIA BUYER (FUNDED BY TDD, STAFF NEUTRAL/WORKLOAD BEING ADDED) Packet Pg. 139  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. Packet Pg. 140 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