PURCHASING AND WAREHOUSE OPERATIONS DIVISION
Additional
information about the Purchasing and Warehouse Operations Division may be
obtained by contacting Cheryl Perry, Procurement & Risk Services Manager,
at
TOWN OF
Town Focus Areas
|
Focus Area I:
Community Planning
|
Focus Area II: Infrastructure
|
Focus Area III: Financial Condition
|
Focus Area IV: Municipal Services |
||||||||||||
Town Goals
|
Achieve a well-planned
community using innovative and proactive planning approaches and techniques.
|
Ensure that roads, water and
wastewater facilities, parks, and other infrastructure exists for the
existing citizens and for the future needs identified in the comprehensive
plan.
|
Achieve a stable and strong
financial position by accurately estimating, prudently allocating, and
managing financial resources.
|
Achieve a high level of service to the
citizens in a prompt, reliable, responsive, and cost-effective manner. |
||||||||||||
Town Initiatives
(pages
2 and 3 of this document contain full descriptions of each Town Initiative) |
Growth
Management
|
|
Housing
Program
|
Comprehensive
Planning
|
Land Use
Plan
|
Environmental
Concerns
|
Infrastructure
and Level of Service Standards
|
Fiscal Plan
|
Water,
Wastewater, Transportation Infrastructure
|
Broad Band
Technology Services
|
Long Term
Financial Plan
|
Performance
Measurement
|
Short Term
Financial Planning
|
Review
Operations
|
Cost
Consciousness and Sustained Service Provision
|
Public
Involvement
|
|
Departmental Goals and Initiatives |
|
|
|
|
|
|
|
|
|
|
|
|
3
|
3,
7,
9
|
1,2,4,5,6,7,8,9,
10
|
|
DIVISION GOALS
AND INITIATIVES
Purchasing
and Warehousing Services
1.
Provide centralized purchasing services in support of Town government
operations.
2.
Operate a central warehouse with approximately 1,700 items valued at
approximately $900,000 consisting of water and sewer parts, traffic signal
maintenance parts, employee safety products, office and paper products,
chemicals, and general maintenance and repair items.
3. Assist Accounting Division with the review
and approval of expenditure contracts for compliance with purchasing law and
policy, financial policy and risk management policy.
Mail, Copy, and Courier Services
4.
Process large volumes of copy/print jobs.
5.
Distribute internal and external mail for all Town departments.
6.
Provide courier/delivery services for all Town departments.
Risk Management Services
7.
Administer the Town’s insurance program including yearly evaluation and
procurement of the Town’s property and casualty, public officials, and law enforcement
insurance with premiums valued at approximately $700,000.
8.
Provide customer service and process claims for damages against the Town and to
Town-owned property.
9.
Analyze incidents for trends and risk indicators. Employ risk prevention methods to minimize
losses in the property and casualty areas.
Capital Asset Inventory Management
10. Maintain accountability for the Town’s capital
asset inventory valued at approximately $1.2 billion.
FY 2008 ACCOMPLISHMENTS
·
Approximately
$260,000 (150%) postage savings through presort and bulk mail processing
methods.
·
$1,600,000
calculated purchasing savings from formal and informal bids and use of state &
national contracts.
·
Assisted the Fire
Department in bidding breathing apparatus equipment (SCBA) resulting in
approximately $200,000 in savings.
·
Increased
inventory of parts for to support the Town’s responsibility for signal
maintenance.
·
Assisted PW/UT in
the marketing of biosolids pellets.
·
Assisted PW/UT in
bidding and awarding multi-year contracts for Town-wide janitorial and
landscaping services.
·
Bid and awarded
multi-year contract for Town-wide employee uniforms rental and cleaning
services.
·
Lowered insurance
premiums per dollar of coverage as a result of the continued emphasis on
safety, risk management, and timely reporting.
·
Participated in
planning and procurement efforts for acquisition of advanced meter
infrastructure project.
·
Participated on a
team to improve digital and traditional record storage.
·
Participated in
Council requested review of selection process for architectural & engineering
services resulting in a revised and improved procedure for the selection
process.
·
Utilized on-line
bidding and on-line surplus property sales methods.
·
Participated in
the administration of the Town’s claim for losses resulting from the
·
Participated in the
administration of the Town’s claim for losses resulting from the reclaimed
water connections.
·
In conjunction
with Accounting, revised and implemented quarterly financial training sessions.
·
Utilized the
statutory procedure for “piggybacking” on other governmental entities bid
awards resulting in cost savings, reduced delivery times and staff
efficiencies.
KEY PERFORMANCE OBJECTIVES
·
Process 90% of
all (routine and non-routine) orders within one day.
·
Provide warehouse
inventory products 90% of the time upon request.
·
Produce a 40%
savings on postage charges through presort and bulk mail processing.
·
Resolve 50% of
all small claims within one month.
·
Maintain 100% end
of year reconciliation on capital asset inventory.
KEY PERFORMANCE MEASURES
|
|
Actual |
Estimated |
Projected |
|
% of all orders
placed within one day |
90% |
90% |
90% |
|
Warehouse stock
item availability |
90% |
90% |
90% |
|
Postage savings |
54% |
150% |
75% |
|
% of small claims
resolved within one month |
50% |
50% |
50% |
|
Year end fixed
asset reconciliation |
100% |
100% |
100% |
|
|
Actual |
Estimated |
Projected |
|
Purchase orders
processed |
7,279 |
7,600 |
7,900 |
|
Number of issues
from inventory |
32,100 |
30,000 |
32,000 |
|
Number of small
claims processed |
455 |
400 |
425 |
|
Number of
copies/prints produced |
1,300,000 |
1,200,000 |
1,300,000 |
|
Pieces of
external mail processed |
394,000
|
575,000
|
660,000
|
|
Annual postage
expenditures |
$146,000
|
$171,000
|
197,000
|
ACTIVITY HISTORY
|
Fund Number: 10-4420 |
|||||
|
Activity |
Actual FY 2005
|
Actual FY 2006
|
Actual FY 2007
|
Estimated FY 2008
|
Budget FY 2009
|
|
Personnel Services |
$356,234 |
$388,666 |
$426,548 |
$504,681 |
$536,245 |
|
Operations &
Maintenance |
$224,450 |
$247,947 |
$235,534 |
$278,790 |
$291,532 |
|
Capital Outlay |
0 |
0 |
0 |
0 |
$18,600 |
|
Small Claims |
$210,122 |
$199,601 |
$228,511 |
$225,000 |
$225,000 |
Total
|
$790,806 |
$836,214 |
$890,593 |
$1,008,471 |
$1,071,377 |
|
Authorized FTEs |
6.75 |
6.75 |
7.0 |
8.0 |
8.0 |