COLLIN COUNTY PURCHASING DEPARTMENT

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COLLIN COUNTY PURCHASING DEPARTMENT
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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

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CURRENT PURCHASINGBOARD MEMBERS

• Judge Cynthia Wheless417th District Court
  (Chair)
• Judge Robert Dry, Jr199th District Court
• Judge John Roach, Jr..296th District Court
• Judge Keith A. SelfCounty Judge
• Joe Jaynes.County Commissioner,
  Precinct 3

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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)

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Purchasing Programs

• Contracting
• Buying
• Property
• Warehouse
• Administration

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PURCHASING DEPARTMENTFY 2010Organizational Chart

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CONTRACT PROGRAM
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CONTRACT PROGRAM

• Handles all competitive solicitations
• (161 _at_ 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

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CONTRACTING ACHIEVEMENTS

• 154,000 in re-negotiated contract reductions
• 145,830 negotiated reductions
• 100 effective computer warehouse operation
• Successfully relocated all ATMs, copiers,
  vending machines, coffee machines
• Developed contracts intranet

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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

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BUYER PROGRAM
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BUYER PROGRAM

• Processed 12,149 requisitions
• 117,319,006
• Personal visits to all departments
• Monitor sealed bidding limit expenditures

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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)

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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

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PROPERTY PROGRAM
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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

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PROPERTY ACHIEVEMENTS

• Enhances revenue through auctions
• Coordinated reassignment of surplus property
  (move)

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PROPERTY PERFORMANCE OBJECTIVES

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

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COMPUTER WAREHOUSE PROGRAM
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COMPUTER WAREHOUSE PROGRAM

• Receives/issues all computer equipment
• Secures all computer equipment
• Maintains accurate listing of all equipment

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WAREHOUSE ACHIEVEMENTS

• 100 effective
• Favorable audits
• No loss or misplacement of equipment

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WAREHOUSE PERFORMANCE OBJECTIVES

• Less than 10 misplacement
• 100 effective Audit of equipment

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ADMINISTRATION PROGRAM
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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

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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

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ADMINISTRATION OBJECTIVES

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

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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

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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

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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)