COLLIN COUNTY PURCHASING DEPARTMENT

2. COLLIN COUNTY PURCHASING DEPARTMENT

3. Local Government Code 262.011Governs the county purchasing department • 262.011 (a) Purchasing Board • Three district judges, two county commissioners • (a) Board appoints agent • (o) Board sets budget

4. CURRENT PURCHASINGBOARD MEMBERS • Judge Cynthia Wheless…417th District Court (Chair) • Judge Robert Dry, Jr……199th District Court • Judge John Roach, Jr…..296th District Court • Judge Keith A. Self………County Judge • Joe Jaynes………………….County Commissioner, Precinct 3

5. Collin CountyPurchasing Data • 2010 approved budget $1,218,899 • M & O budget $32,210 (same as 2009) • 16 full time positions • Handle all county purchases (statutory) • Handle all county property (statutory) • Supervise purchases on competitive bid (statutory)

6. Purchasing Programs • Contracting • Buying • Property • Warehouse • Administration

7. PURCHASING DEPARTMENTFY 2010Organizational Chart

8. CONTRACT PROGRAM

10. CONTRACT PROGRAM • Handles all competitive solicitations (161 @ $67,807,198) • Administers 87 term contracts ($36,624,363) • From cradle to grave • 312 Agreements on hand • 813 Instruments handled • Implement all change orders • Problem Resolution • Handles computer warehouse • Administers ATM machines, copiers, vending machines • Trains county staff

11. CONTRACTING ACHIEVEMENTS • $154,000 in re-negotiated contract reductions • $145,830 negotiated reductions • 100% effective computer warehouse operation • Successfully relocated all ATM’s, copiers, vending machines, coffee machines • Developed contracts intranet

12. CONTRACTING PERFORMANCE OBJECTIVES • 85% of all bids processed in 45 days • 95% of all in-coming bids assigned in 48 hours • Less than 10% discrepancy in inventory stock • Conduct county employee training

13. BUYER PROGRAM

15. BUYER PROGRAM • Processed 12,149 requisitions • $117,319,006 • Personal visits to all departments • Monitor sealed bidding limit expenditures

16. BUYER ACHIEVEMENTS • Assisted in saving over $300,000 in computer purchases • Maintains 99% customer service satisfaction • Reduced office supply expenditures (best value) • Reduced printer cartridge expenditures (refurbished)

17. BUYER PERFORMANCE OBJECTIVES • 75% processed in 48 hours • 50% processed in 24 hours • 95% customer service satisfaction • 35% electronic quotations • Personal visits to all departments

18. PROPERTY PROGRAM

20. PROPERTY PROGRAM • Conducts all department inventories • Maintains property inventory listings • Tags all new property • Conducts auctions • Handles surplus property moves • Repairs equipment • Responds to property audits

21. PROPERTY ACHIEVEMENTS • Enhances revenue through auctions • Coordinated reassignment of surplus property (move)

22. PROPERTY PERFORMANCE OBJECTIVES • Conduct 3 auctions annually • Conduct 42 annual inventories • Tag new property within 10 days • Compile and deliver annual inventory Board report

23. COMPUTER WAREHOUSE PROGRAM

25. COMPUTER WAREHOUSE PROGRAM • Receives/issues all computer equipment • Secures all computer equipment • Maintains accurate listing of all equipment

26. WAREHOUSE ACHIEVEMENTS • 100% effective • Favorable audits • No loss or misplacement of equipment

27. WAREHOUSE PERFORMANCE OBJECTIVES • Less than 10% misplacement • 100% effective Audit of equipment

28. ADMINISTRATION PROGRAM

30. ADMINISTRATION PROGRAM • Process application for Achievement of Excellence Award • Handles procurement card administration (Annual expenditures of $137,000.00 with no infractions) • Handles travel arrangements • Processes FEMA reimbursement applications (Reimbursements totaling $1,173,983.00) • Conducts county employee procurement training • Handles all county furniture • Maintains office supply contract • Administers copier contract/requests • Administers Vending contract • Handles ATM machines

31. ADMINISTRATIVE ACHIEVEMENTS • Successfully handled the Administrative Building move • Successfully ordered and received all furniture • Successfully moved all copiers without delay • Successfully moved all ATM machines without delay • Successfully moved all vending machines without delay

32. ADMINISTRATION OBJECTIVES • Conduct 2 annual training classes • Process 100% of all FEMA applications • Provide projected furniture cost to budget • 100% effectiveness in bid advertisements

33. PURCHASING INITIATIVES/ACHIEVEMENTS • 7th year national Achievement of Excellence Award • $299,830 contract savings • $300,000 computer savings • Initiated savings in printer cartridge supplies • Initiated Employee Incentive Concept • Conduct county employee procurement training • 99% customer service satisfaction

34. Historic Achievements(since 2001) • Revised Furniture Policy: Steelcase to Hon (savings $150,000) • Initiated Procurement Card • Reduced budget $5,000 • National recognition-Achievement of Excellence Award • Standardized break room appliances • Created Contract Data sheet (paper reduction for Collin County) • Implemented electronic bidding (one stop shop) • Initiated employee procurement training • Developed computer parts warehouse (zero losses) • Initiated customer service surveys

35. Historic Achievements(since 2001) • Eliminated printed purchase order forms ($2,000 savings) • Reduced PO copies from 5 parts to 2 (paper savings) • Developed “Vendor How To Do Business” brochure • Developed “Employee Procurement” brochure • Revised travel policy to allow internet ticket purchases (reduces travel agent 8% fee) • Created on line management performance reports • Created vendor expenditures reports (prevents statute violations) • Initiated electronic auctions • Initiated cooperative purchasing (rebates to county) • Developed intranet contract listing + link to Bidsync • Implemented electronic desk top office supply ordering (saved 4 days delivery)