OFFICE OF PROCUREMENT FY2014 BUDGET REQUEST TO COUNTY COUNCIL

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1 OFFICE OF PROCUREMENT FY2014 BUDGET REQUEST TO COUNTY COUNCIL May 13, 2013

2 Department of Administration FY 2014 Office of Procurement MISSION It is the mission of the Procurement, Reproduction, and Distribution Sections of the Office of Procurement to provide internal support, planning and guidance on procurement matters enabling New Castle County Government to provide essential public services in an efficient and cost effective manner. Office of Procurement 12 positions DIVISIONS Procurement 9 positions Reproduction 1 position Distribution 2 positions PROGRAMS Procurement and Management of Goods and Services Contract Management and Reporting Small Business Development Program Purchasing Review Council Procurement Reporting Surplus Administration Document Reproduction and Finishing, including Budget Books, Legal Documents, and Manuals Document Imaging Folding/Inserting Mail Security Mail Processing On-site Mail Delivery Off-site Mail Delivery Page 2 of 21

3 1,800,000 Office of Procurement - Procurement, Reproduction, Distribution Budget History FY2007 Approved through FY2014 Recommended - (Exclusive of IGS Credits) 1,600,000 1,400,000 1,200,000 1,000, , , , ,000 0 FY2007 Approved FY2008 Approved FY2009 Approved FY2010 Approved FY2011 Approved FY2012 Approved FY2013 Approved FY2014 Recomm'd Proc/Repr/Dist 1,688,190 1,629,401 1,602,942 1,392,783 1,403,773 1,459,784 1,455,697 1,479,465 % Change over PY 20.36% -3.48% -1.62% % 0.79% 3.99% -0.28% 1.63% History restated to reflect separation of IS. Page 3 of 21

4 Office of Procurement - Procurement, Reproduction, Distribution Budget History by Group FY2007 Approved through FY2014 Recommended - (Exclusive of IGS Credits) 1,800,000 1,600,000 1,400,000 1,200,000 1,000, , , , ,000 0 FY2014 FY2007 Approved FY2008 Approved FY2009 Approved FY2010 Approved FY2011 Approved FY2012 Approved FY2013 Approved Recomm'd Distribution 121, , , , , , , ,287 Reproduction 546, , , , , , , ,512 Procurement 1,020, ,821 1,040, , , , ,010 1,001,666 History restated to reflect separation of IS. Page 4 of 21

5 Office of Procurement - Procurement, Reproduction, Distribution Position History Fiscal Years 2007 through History restated to reflect separation of IS. Page 5 of 21

New Castle County Office of Procurement Procurement, Reproduction, Distribution FY2014 Budget Recommendation Distribution 9% Procurement 68% Division

Object Level Recommended Personnel Costs $1,109,954 Comm/Utilities 11,750 Equipment 0 Contractual Svcs 209,540 IGS Costs 55,981

6 New Castle County Office of Procurement Procurement, Reproduction, Distribution FY2014 Budget Recommendation Distribution 9% Procurement 68% Division FY2014 Recommended Procurement $1,001,666 Reproduction 338,512 Distribution 139,287 Total Budget 1,479,465 Reproduction 23% FY2014 Recommended FY2014 Object Level Recommended Personnel Costs $1,109,954 Comm/Utilities 11,750 Equipment 0 Contractual Svcs 209,540 IGS Costs 55,981 Materials/Supplies/Travel/Training 92,240 Total Budget 1,479,465 Materials/ Supplies/ Travel/Training 6% IGS Costs 4% Contractual Svcs 14% Comm/Utilities 1% Personnel Costs 75% Page 6 of 21

7 OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION FISCAL YEAR 2014 BUDGET REQUEST DIVERSITY COMPARISON JOB CATEGORIES Officials and Administrators Professionals Technicians Paraprofessionals Administrative Support Skilled Craft Workers Service-Maintenance Certain Elected/Appointed Officials TOTAL Overall Totals (Sum of White (Not of Hispanic Origin) Black (Not of Hispanic Origin) MALE NUMBER OF EMPLOYEES Asian or Pacific Islander American Indian or Alaskan Native White (Not of Hispanic Origin) Black (Not of Hispanic Origin) FEMALE Asian or Pacific Islander American Indian or Alaskan Native Col. B-K) Hispanic Hispanic A B C D E F G H I J K State and Local Government Information (EEO-4) Report Format COMMENTS: The Office of Procurement is committed to workforce diversity. Currently, our numbers reflect strong gender and racial diversity across applicable EEO-4 job categories. History restated to reflect separation of IS. Page 7 of 21

8 OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION BUDGET RECOMMENDATION TO COUNTY COUNCIL Object Level FY2013 Approved FY2014 Recomm'd FY2013 Approved vs. FY2014 Recomm'd % Incr (Decr) over FY2013 Approved Salaries and Wages $702,938 $737,986 $35, % Employee Benefits $337,061 $371,968 $34, % Training and Civic Affairs $4,260 $6,760 $2, % Communication and Utilities $11,750 $11,750 $0 0.00% Materials and Supplies $88,680 $85,480 ($3,200) -3.61% Contractual Services $262,371 $209,540 ($52,831) % Equipment Replacement $0 $0 $0 Fixed Charges $0 $0 $0 Land/Structures $0 $0 $0 Contingency $0 $0 $0 IGS Costs $48,637 $55,981 $7, % Total $1,455,697 $1,479,465 $23, % History restated to reflect separation of IS. Page 8 of 21

9 NEW CASTLE COUNTY OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION FY2014 BUDGET DETAILS Object Level FY2014 Recommended $ Change % Change Salaries and Wages : $737,986 $35, % Transfer Central Services Technician from the Office of Procurement to the Office of Technology, Central Services Section Partial reallocation of the Budget Analyst and Account Clerk: half of each position from the Office of Procurement to the Office of Technology Added one Administrative Aide position to provide additional office support, especially in the areas of surplus sales and transparency reporting All positions are funded Annual merit increases Employee Benefits: $371,968 $34, % Reflects a rate of 50.9% Training and Civic Affairs: $6,760 $2, % Participate in the annual National Institute of Governmental Purchasing Forum Participate in the Public Purchasing Regional Conference Attend educational seminars - Mileage, tolls, parking, tips, meals $1,460 - Conference and seminar fees $1,100 - Membership dues $1,200 Increase of $2,500 (from $500) in community events for the purpose of attending and hosting forums related to encouraging small, minority-owned, and women-owned businesses to participate in the County bid process Communication and Utilities: $11,750 $0 0.00% Telephone, cellular, air cards $5,450 Postage, overnight express $6,300 Materials and Supplies: $85,480 ($3,200) -3.61% Duplicating and reproduction supplies, paper $76,000 - Decrease of $2,500 for paper due to the extension of the bid pricing through 2013 Office supplies, books, medical & safety supplies $9,480 - Decrease of $700 in office supplies for Reproduction Page 9 of 21

NEW CASTLE COUNTY OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION FY2014 BUDGET DETAILS Object Level FY2014 Recommended $ Change % Change Contractual Services: $209,540 ($52,831) -20.

10 NEW CASTLE COUNTY OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION FY2014 BUDGET DETAILS Object Level FY2014 Recommended $ Change % Change Contractual Services: $209,540 ($52,831) % Equipment repairs $5,900 - Reduction of $500 in Reproduction and $2,920 in Distribution (pre-paid mail machine equipment maintenance) Printing and Related Costs $3,000 Advertising $8,000 Equipment rental $192,640 - Increase of $589 in Distribution Other professional services $0 - Decrease of $50,000 for professional services utilized by Procurement IGS Costs: $55,981 $7, % Data Processing/IS, $49,068 - Procurement $40,605; Reproduction $2,821; Distribution $5,642 Photocopies and Printing/Duplicating, $3,450 - Procurement photocopies $2,000; Procurement printing $1,450 Fleet, $3,463 - Mail Truck Page 10 of 21

11 NEW CASTLE COUNTY OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION FY2014 POSITION ADJUSTMENTS INCREASE DECREASE # Title # Title Administrative Aide n/a (new position) 1.00 TOTAL INCREASE 0.00 TOTAL DECREASE Page 11 of 21

12 NEW CASTLE COUNTY OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION FY2014 NEW/DELETED PROGRAMS/SERVICES NEW PROGRAMS/SERVICES: None DELETED PROGRAMS/SERVICES: None Page 12 of 21

13 NEW CASTLE COUNTY OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION FY2013 ACCOMPLISHMENTS Procurement With County Council President Bullock, County Executive Gordon, and the Department of Special Services, hosted the First Annual Minority Business Forum to provide education about how to do business with New Castle County and to encourage participation in the bid process. Continued to utilize GovDeals, an internet public auction site for government sales of surplus goods. In the last 12 months, GovDeals has recovered $152k ($623k since inception). Complied with the new legislation set forth in Ordinance and regarding contracts and amendments requiring County Council approval and/or notification. Initiated the grant closeout for phase two of the Smart Energy Program including complying with all required federal reporting related to the American Recovery and Reinvestment Act (ARRA) and Energy Efficiency and Conservation Block Grant (EECBG). Held our 2 nd Annual Swap Meet for office supplies and toner cartridges. The swap meet provides an opportunity to clean out the supply cabinet and offer items to other departments for use. Plan to participate in the 2013 Delaware Procurement Expo and Matchmaking Event scheduled for June 14, 2013, which is dedicated to serving government agencies and prime contractors in their search of local area small businesses for meeting their product or service needs. Reproduction & Distribution Centralized the ordering of standard paper for all county offices. Reduced cost to the public by providing on-the-spot printing services for various county offices whenever possible. Provided clerical assistance to Procurement. Page 13 of 21

14 NEW CASTLE COUNTY OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION FY2014 CHALLENGES Procurement Continue the NCC Small Business Development/Supplier Diversity Program initiatives: education, selection and tracking. Continue to support the Department of Special Services in their effort to review and amend the County Code as it pertains to contractor responsibility in awarding construction contracts based on lowest, responsible bidder. Utilize cooperative agreements to maximize purchasing opportunities. Continue to look for opportunities to expand the sale of surplus through GovDeals. Organize the cleanout and disposal of unsellable furnishings located in the Gilliam Building and the old Community Services area in the Government Center. Reproduction Promote the use of the print shop for medium to large print requests to maximize efficiency and reduce wear and tear on the smaller decentralized copiers and network printers. Distribution Educate and roll out to departments electronic return receipt USPS feature for certified mail. This feature allows for easy processing, tracking, and reporting of certified mail right from your desktop. Using the electronic return receipt will also provide a discounted rate. Maintain security protocols for handling all county mail. Page 14 of 21

15 FY2014 Fee Schedule Department of Administration, Office of Procurement Procurement, Reproduction, Distribution Item # Object Code Revenue Source Current Fee Current Fee w/ CPI * Last Increase FY2014 Projected Revenue Comparable Fees Comments Photocopies $0.50 per copy $0.52 July , Copies made in the Recorder of Deeds Search Library. Cost set by Recorder of Deeds FOIA Request first 20 pages are free. Over and above 20 pages Is $0.10/page. Other fees apply for nonstandard size copying. $ Price set by Executive Order Sale of Assets ** 4, GovDeals sales for items such as office furniture, office supplies, parts Miscellaneous Revenue 100 Total Projected Revenue 9, Payments for recycled cartridges and refunds. * Calculate fee based on the annual CPI index of 2.2%. ** Sale of Assets - Surplus Goods - The Office of Procurement coordinates all sales, collects payments, and deposits revenue into the appropriate OCA for all departments. Page 15 of 21

16 I. VACANCIES

17 NEW CASTLE COUNTY OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION VACANCIES AS OF APRIL 30, 2013 Department ADMINISTRATION Section Description Date Vacated # of Positions Procurement Chief of Administrative Services 1/2/ Office of Procurement Total 1 Page 17 of 21

18 II. CONTRACTUAL SERVICES

19 OCA OCA Title Object Level Object Level 3 Title FY2014 Budgeted Amount Explanation Procurement 5101 Equipment Repairs $ 700 Equipment repairs 5300 Printing and Related Costs $ 3,000 Printing of envelopes, business cards, etc 5800 Advertising $ 8,000 Advertise bids in News Journal IGS Costs Subtotal Contractual Services $ 11, IS Contrac- Data Processing/IS $ 40, IS Contrac- Photocopies $ 2, IS Contrac- Printing & Dupli $ 1,450 Subtotal IGS Costs $ 44,055 Total Purchasing $ 55, Reproduction 5101 Equipment Repairs $ 5,000 Equipment repairs/service contracts 5502 Dupl. & Reprod. Equip. Rental $ 190,980 Lease of copiers IGS Costs Subtotal Contractual Services $ 195, IS Contrac- Data Processing/IS $ 2,821 Subtotal IGS Costs $ 2,821 Total Reproduction $ 198, Distribution 5101 Equipment Repairs $ 200 Repairs to mail machine not covered by contract 5504 Other Equip & Prop Rental $ 1,560 Mail meter rental 5740 Car Wash Service $ 100 mail truck IGS Costs New Castle County Department of Administration Office of Procurement Procurement, Reproduction, Distribution FY2014 Contractual Services Details Subtotal Contractual Services $ 1, IS Contrac- Data Processing/IS $ 5, IS Contrac- Fleet Vehicle $ 3,463 Subtotal IGS Costs $ 9,105 Total Distribution $ 10,965 Total Contractual Services $ 265,521 Page 19 of 21

20 III. BUDGET BY OBJECT CODE

21 NEW CASTLE COUNTY OFFICE OF PROCUREMENT PROCUREMENT, REPRODUCTION, DISTRIBUTION FY2014 RECOMMENDED 2014 Recommended Division Object Level 1 Object Level 3 Procurement Reproduction Distribution Procurement 11 Salaries & Wages 1001 Salaries & Wages-Permanent $615,000 $40,862 $81,724 $737, Salaries & Wages-Overtime $400 $0 $0 $ Salaries & Wages Total $615,400 $40,862 $81,724 $737, Employee Benefits1500 Emp. Ben. - Regular Overhead $309,367 $20,799 $41,598 $371, Emp. Ben. - Premium Overhead $204 $0 $0 $ Employee Benefits Total $309,571 $20,799 $41,598 $371, Training/Civic Aff2004 Mileage Reimbursements $360 $0 $0 $ Tolls $100 $0 $0 $ Parking Fees $300 $0 $0 $ Tips, ATM charges, misc expense $50 $0 $0 $ Meals $650 $0 $0 $ Conference Fees $600 $0 $0 $ Seminar Fees $500 $0 $0 $ Membership Dues $1,200 $0 $0 $1, Community Event $3,000 $0 $0 $3, Training/Civic Affairs Total $6,760 $0 $0 $6, Communications/U3100 Postage $6,050 $0 $0 $6, Overnight Express $250 $0 $0 $ Telephone Service $2,150 $0 $0 $2, Cellular Telephone Service $1,850 $0 $0 $1, Cellular/Wireless Data Svc - Dept-wide $1,450 $0 $0 $1, Communications/Utilities Total $11,750 $0 $0 $11, Materials/Supplies4000 Books and Subscriptions $500 $0 $0 $ Office Supplies $1,930 $2,000 $4,950 $8, Duplicating & Repro. Supplies $0 $76,000 $0 $76, Medical & Safety Supplies $0 $50 $50 $ Materials/Supplies Total $2,430 $78,050 $5,000 $85, Contractual Servi 5101 Equipment Repairs $700 $5,000 $200 $5, Printing & Related Costs $3,000 $0 $0 $3, Dupl. & Reprod. Equip. Rental $0 $190,980 $0 $190, Other Equipment & Prop. Rental $0 $0 $1,560 $1, Car Wash Service $0 $0 $100 $ Advertising Services $8,000 $0 $0 $8, Contractual Services Total $11,700 $195,980 $1,860 $209, Intergovernmenta5900 IS Contrac-Data Processing/IS $40,605 $2,821 $5,642 $49, IS Contrac-Photocopies $2,000 $0 $0 $2, IS Contrac-Printing & Dupl. $1,450 $0 $0 $1, IS Contrac-Fleet-Vehicles $0 $0 $3,463 $3, Intergovernmental Service Charges Total $44,055 $2,821 $9,105 $55,981 Grand Total $1,001,666 $338,512 $139,287 $1,479,465 Page 21 of 21

ETHICS COMMISSION FY2017 BUDGET RECOMMENDATION TO COUNTY COUNCIL

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