Okaloosa County BOCC — July 29, 2014 — 3-1 Purchasing

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. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 326,133 330,232 389,006 376,830 Operating Expenses 21,980 27,690 18,540 69,690 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 348,113 357,922 407,546 446,520 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 6 5 6 6 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 6 5 6 6 MAJOR ACCOMPLISHMENTS LAST YEAR:  Processed purchasing dollar volume of $12,179,740.  Managed the Purchasing Card Program and continued the utilization of the “e-payables.” Total card purchase dollar amount $2,907,281. This has resulted in the largest rebate check to date $49,839.01.  Managed 646 contracts and 172 leases with on-line access to County staff and the public.  Managed 64 formal bids for goods and services.  Inventoried 7,028 fixed assets for all departments with a value of $67,549,178.  Managed on-line surplus auctions which maximized our proceeds return to over $100,000. Previous yearly surplus proceeds have produced an average of $8000.  Participated in Central Gulf Coast Chapter of National Institute of Governmental Purchasing (NIGP) Annual Reverse Trade Show  Currently working on one project for Eglin AFB which will result in payments into the General Fund of $8,226.96. 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. PERFORMANCE MEASURES: Estimated Actual Estimated Performance Measures FY12/13 FY13/14 FY14/15 # of Purchase Orders issued 3,100 2,150 2,100 $ Amount of Purchase Orders Issued 22,500,000 12,179,740 13,000,000 # of Bids Issued 56 68 75 Purchasing Card Volume 4,000,000 3,559,930 4,000,000 Purchasing Card Rebate 32,000 49,839.01 60,000 # of Employees Trained (CC, Logistics POD, 130 230 150 Purchasing Workshops) Value of Fixed Assets 60,280,327 63,764,140 67,549,178 Completed Annual Inventory – Number of Fixed 6,332 6,595 7,028 Assets