COLLIN COUNTY COLLIN COUNTY PURCHASING DEPARTMENTPURCHASING DEPARTMENT

Local Government Code Local Government Code 262.011262.011

Governs the county purchasing departmentGoverns the county purchasing department 262.011 (a) Purchasing Board262.011 (a) Purchasing Board Three district judges, two county Three district judges, two county

commissionerscommissioners (a) Board appoints agent(a) Board appoints agent (o) Board sets budget(o) Board sets budget

CURRENT PURCHASINGCURRENT PURCHASINGBOARD MEMBERSBOARD MEMBERS

Judge Cynthia Wheless…417Judge Cynthia Wheless…417thth District Court District Court (Chair)(Chair)

Judge Robert Dry, Jr……199Judge Robert Dry, Jr……199thth District Court District Court Judge John Roach, Jr…..296Judge John Roach, Jr…..296thth District Court District Court Judge Keith A. Self………County JudgeJudge Keith A. Self………County Judge Joe Jaynes………………….County Joe Jaynes………………….County

Commissioner, Commissioner, Precinct Precinct 33

Collin CountyCollin CountyPurchasing DataPurchasing Data

2010 approved budget $1,218,8992010 approved budget $1,218,899 M & O budget $32,210 (same as 2009)M & O budget $32,210 (same as 2009) 16 full time positions16 full time positions Handle all county purchases (statutory)Handle all county purchases (statutory) Handle all county property (statutory)Handle all county property (statutory) Supervise purchases on competitive bidSupervise purchases on competitive bid

(statutory)(statutory)

Purchasing ProgramsPurchasing Programs

ContractingContracting BuyingBuying PropertyProperty WarehouseWarehouse AdministrationAdministration

PURCHASING DEPARTMENTPURCHASING DEPARTMENTFY 2010FY 2010

Organizational ChartOrganizational Chart

CONTRACT PROGRAMCONTRACT PROGRAM

CONTRACT PROGRAMCONTRACT PROGRAM Handles all competitive solicitations Handles all competitive solicitations

(161 @ $67,807,198)(161 @ $67,807,198) Administers 87 term contracts Administers 87 term contracts

($36,624,363)($36,624,363) From cradle to graveFrom cradle to grave 312 Agreements on hand312 Agreements on hand 813 Instruments handled813 Instruments handled Implement all change ordersImplement all change orders Problem ResolutionProblem Resolution Handles computer warehouseHandles computer warehouse Administers ATM machines, copiers, Administers ATM machines, copiers,

vending machinesvending machines Trains county staffTrains county staff

CONTRACTING CONTRACTING ACHIEVEMENTSACHIEVEMENTS

$154,000 in re-negotiated contract $154,000 in re-negotiated contract reductionsreductions

$145,830 negotiated reductions$145,830 negotiated reductions 100% effective computer warehouse 100% effective computer warehouse

operationoperation Successfully relocated all ATM’s, Successfully relocated all ATM’s,

copiers, vending machines, coffee copiers, vending machines, coffee machinesmachines

Developed contracts intranetDeveloped contracts intranet

CONTRACTING PERFORMANCE CONTRACTING PERFORMANCE OBJECTIVESOBJECTIVES

85% of all bids processed in 45 days85% of all bids processed in 45 days 95% of all in-coming bids assigned in 95% of all in-coming bids assigned in

48 hours48 hours Less than 10% discrepancy in Less than 10% discrepancy in

inventory stockinventory stock Conduct county employee trainingConduct county employee training

BUYER PROGRAMBUYER PROGRAM

BUYER PROGRAMBUYER PROGRAM

Processed 12,149 requisitionsProcessed 12,149 requisitions $117,319,006$117,319,006 Personal visits to all departmentsPersonal visits to all departments Monitor sealed bidding limit Monitor sealed bidding limit

expendituresexpenditures

BUYER ACHIEVEMENTSBUYER ACHIEVEMENTS

Assisted in saving over $300,000 in Assisted in saving over $300,000 in computer purchasescomputer purchases

Maintains 99% customer service Maintains 99% customer service satisfactionsatisfaction

Reduced office supply expenditures Reduced office supply expenditures (best value)(best value)

Reduced printer cartridge Reduced printer cartridge expenditures (refurbished)expenditures (refurbished)

BUYER PERFORMANCE BUYER PERFORMANCE OBJECTIVESOBJECTIVES

75% processed in 48 hours75% processed in 48 hours 50% processed in 24 hours50% processed in 24 hours 95% customer service satisfaction95% customer service satisfaction 35% electronic quotations35% electronic quotations Personal visits to all departmentsPersonal visits to all departments

PROPERTY PROGRAMPROPERTY PROGRAM

PROPERTY PROGRAMPROPERTY PROGRAM

Conducts all department inventoriesConducts all department inventories Maintains property inventory listingsMaintains property inventory listings Tags all new propertyTags all new property Conducts auctionsConducts auctions Handles surplus property movesHandles surplus property moves Repairs equipmentRepairs equipment Responds to property auditsResponds to property audits

PROPERTY ACHIEVEMENTSPROPERTY ACHIEVEMENTS

Enhances revenue through auctionsEnhances revenue through auctions Coordinated reassignment of surplus Coordinated reassignment of surplus

property (move)property (move)

PROPERTY PERFORMANCE PROPERTY PERFORMANCE OBJECTIVESOBJECTIVES

Conduct 3 auctions annuallyConduct 3 auctions annually Conduct 42 annual inventoriesConduct 42 annual inventories Tag new property within 10 daysTag new property within 10 days Compile and deliver annual inventory Compile and deliver annual inventory

Board reportBoard report

COMPUTER WAREHOUSE COMPUTER WAREHOUSE PROGRAMPROGRAM

COMPUTER WAREHOUSE COMPUTER WAREHOUSE PROGRAMPROGRAM

Receives/issues all computer Receives/issues all computer equipmentequipment

Secures all computer equipmentSecures all computer equipment Maintains accurate listing of all Maintains accurate listing of all

equipmentequipment

WAREHOUSE WAREHOUSE ACHIEVEMENTSACHIEVEMENTS

100% effective100% effective Favorable auditsFavorable audits No loss or misplacement of No loss or misplacement of

equipmentequipment

WAREHOUSE PERFORMANCE WAREHOUSE PERFORMANCE OBJECTIVESOBJECTIVES

Less than 10% misplacementLess than 10% misplacement 100% effective Audit of equipment100% effective Audit of equipment

ADMINISTRATION PROGRAMADMINISTRATION PROGRAM

ADMINISTRATION PROGRAMADMINISTRATION PROGRAM

Process application for Achievement of Excellence AwardProcess application for Achievement of Excellence Award Handles procurement card administrationHandles procurement card administration

(Annual expenditures of $137,000.00 with no infractions)(Annual expenditures of $137,000.00 with no infractions) Handles travel arrangementsHandles travel arrangements Processes FEMA reimbursement applicationsProcesses FEMA reimbursement applications

(Reimbursements totaling $1,173,983.00)(Reimbursements totaling $1,173,983.00) Conducts county employee procurement trainingConducts county employee procurement training Handles all county furnitureHandles all county furniture Maintains office supply contractMaintains office supply contract Administers copier contract/requestsAdministers copier contract/requests Administers Vending contractAdministers Vending contract Handles ATM machinesHandles ATM machines

ADMINISTRATIVE ADMINISTRATIVE ACHIEVEMENTSACHIEVEMENTS

Successfully handled the Administrative Successfully handled the Administrative Building moveBuilding move

Successfully ordered and received all Successfully ordered and received all furniturefurniture

Successfully moved all copiers without delaySuccessfully moved all copiers without delay Successfully moved all ATM machines Successfully moved all ATM machines

without delaywithout delay Successfully moved all vending machines Successfully moved all vending machines

without delaywithout delay

ADMINISTRATION ADMINISTRATION OBJECTIVESOBJECTIVES

Conduct 2 annual training classesConduct 2 annual training classes Process 100% of all FEMA Process 100% of all FEMA

applicationsapplications Provide projected furniture cost to Provide projected furniture cost to

budget budget 100% effectiveness in bid 100% effectiveness in bid

advertisementsadvertisements

PURCHASING PURCHASING INITIATIVES/ACHIEVEMENTSINITIATIVES/ACHIEVEMENTS

77thth year national Achievement of Excellence year national Achievement of Excellence AwardAward

$299,830 contract savings$299,830 contract savings $300,000 computer savings$300,000 computer savings Initiated savings in printer cartridge suppliesInitiated savings in printer cartridge supplies Initiated Employee Incentive ConceptInitiated Employee Incentive Concept Conduct county employee procurement Conduct county employee procurement

trainingtraining 99% customer service satisfaction99% customer service satisfaction

Historic AchievementsHistoric Achievements(since 2001)(since 2001)

Revised Furniture Policy: Steelcase to Hon (savings Revised Furniture Policy: Steelcase to Hon (savings $150,000)$150,000)

Initiated Procurement CardInitiated Procurement Card Reduced budget $5,000Reduced budget $5,000 National recognition-Achievement of Excellence AwardNational recognition-Achievement of Excellence Award Standardized break room appliancesStandardized break room appliances Created Contract Data sheet (paper reduction for Collin Created Contract Data sheet (paper reduction for Collin

County)County) Implemented electronic bidding (one stop shop)Implemented electronic bidding (one stop shop) Initiated employee procurement trainingInitiated employee procurement training Developed computer parts warehouse (zero losses)Developed computer parts warehouse (zero losses) Initiated customer service surveysInitiated customer service surveys

Historic AchievementsHistoric Achievements(since 2001)(since 2001)

Eliminated printed purchase order forms ($2,000 savings)Eliminated printed purchase order forms ($2,000 savings) Reduced PO copies from 5 parts to 2 (paper savings)Reduced PO copies from 5 parts to 2 (paper savings) Developed “Vendor How To Do Business” brochureDeveloped “Vendor How To Do Business” brochure Developed “Employee Procurement” brochureDeveloped “Employee Procurement” brochure Revised travel policy to allow internet ticket purchases Revised travel policy to allow internet ticket purchases

(reduces travel agent 8% fee)(reduces travel agent 8% fee) Created on line management performance reportsCreated on line management performance reports Created vendor expenditures reports (prevents statute Created vendor expenditures reports (prevents statute

violations)violations) Initiated electronic auctionsInitiated electronic auctions Initiated cooperative purchasing (rebates to county)Initiated cooperative purchasing (rebates to county) Developed intranet contract listing + link to BidsyncDeveloped intranet contract listing + link to Bidsync Implemented electronic desk top office supply ordering Implemented electronic desk top office supply ordering

(saved 4 days delivery)(saved 4 days delivery)