Okaloosa County BOCC — July 28, 2015 — 4-1 Purchasing Department-done — 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: Ø Processed purchasing dollar volume of $15,884,649. Ø Managed the Purchasing Card Program and continued the utilization of the “e-payables.” Total card purchase dollar amount $3,695,512. This has resulted in the largest rebate check to date $51,737. Ø Managed 752 contracts and 182 leases with on-line access to County staff and the public. Ø Managed 82 formal bids for goods and services. Ø Inventoried 7,346 fixed assets for all departments with a value of $75,956,503. Ø Managed on-line surplus auctions for a total of 919 items in which proceeds resulted in a return of $13,130. Ø Participated in Central Gulf Coast Chapter of National Institute of Governmental Purchasing (NIGP) Annual Reverse Trade Show. 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. PERFORMANCE MEASURES: Actual Estimate Adopted Performance Measures FY13/14 FY14/15 FY15/16 # of Purchase Orders issued 1,976 2,000 2,100 $ Amount of Purchase Orders Issued $15,884,650 $15,500,000 $15,500,000 # of Bids Issued 82 80 80 Purchasing Card Volume $3,695,513 $3,500,000 $3,500,000 Purchasing Card Rebate $51,737 $52,000 $52,000 # of Employees Trained (CC, Logistics POD, 130 175 150 Purchasing 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 HISTORICAL STAFFING SUMMARY: Category FY13 FY14 FY15 FY16 Full-time Administrative & Support 4 4 4 5 Full-time Management & Professional 2 2 2 2 Total 6 6 6 7 EXPENDITURES: Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $330,231 $387,200 $375,852 $435,002 $59,150 15.7% Operating Expenses $27,537 $46,985 $69,690 $81,800 $12,110 17.4% Capital Outlay $0 $0 $0 $0 $0 .0% Debt Service $0 $0 $0 $0 $0 0% Grants & Aids $0 $0 $0 $0 $0 0% Other Uses $0 $0 $0 $0 $0 0% Total $357,768 $434,185 $445,542 $516,802 $71,260 16.0% ACCOUNTS: FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 10 SALARIES & WAGES $287,681 $288,861 $319,977 $31,116 10.8% Add contracts & lease coordinator 20 BENEFITS $101,325 $86,991 $115.025 $28,034 32.2% Increase due to all employees on County Health Insurance 34 CONTRACT SERVICES $0 $42,000 $42,000 $0 0% 40 TRAVEL & PER DIEM $1,300 $1,450 $5,200 $3,750 258.6% Training and education for certifications 41 COMMUNICATIONS SERVICES $400 $1,100 $1,220 $120 10.9% 42 FREIGHT & POSTAGE $500 $750 $650 -$100 -13.3% 44 RENTS & LEASES $0 $40 $40 $0 0% 45 RISK MANAGEMENT ALLOCATION $5,352 $5,991 $4,369 -$1,622 -27.1% Property Insurance reallocation 46 REPAIR & MAINTENANCE $1,941 $2,393 $2,701 $308 12.9% 49 MISCELLANEOUS CHARGES $0 $200 $400 $200 100.0% 51 OFFICE SUPPLIES $4,800 $5,500 $5,500 $0 0% 52 OPERATING SUPPLIES $2,747 $4,466 $8,720 $4,254 95.3% Contract management software 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $500 $800 $1,000 $200 25.0% 55 TRAINING & EDUCATION EXPENSES $1,000 $5,000 $10,000 $5,000 100.0% Education reimbursement & specialized training TOTAL $407,546 $445,542 $516,802 $71,260 16.0%