Procurement Division Central Operations Department Mission Statement To

Procurement Division Central Operations Department Mission Statement To procure the highest quality of goods and services for the smallest outlay of taxpayer dollars, through: (i) the implementation of purchasing procedures that are fair, equitable and transparent to vendors/contractors/public; and (ii) quality and efficient customer service to the city’s using agencies in support of their procurement, reproduction, surplus and mail distribution needs in the best interest of the city and the citizens it serves.

Procurement Division The Procurement Division employs a total of 35 staff members and operates under three index codes: • Procurement and Surplus Property function OPPR 011 BA with an approved annual FY 11 budget amount of $2, 160, 335 • Copy Center function OPPR 521 CC with an approved annual FY 11 budget amount of $950, 960 • Mailroom function OPPR 521 CM with an approved annual FY 11 budget amount of $990, 734

The Procurement function is a centralized function that oversees the procurement of goods/services/capital improvements and professional services for the City of Jacksonville and its using agencies in accordance with Chapter 126 of the Municipal Code. The annual spend by centralized Procurement is approximately $400, 000 resulting from 400 awarded formal actions and 20, 000 issued purchase orders (FY 10 data). The Procurement function includes: • • Provide standard specification language to outline the general/terms and conditions in which awarded vendors will be contractually obligated to comply with Assist using agencies in the development of technical specifications to ensure fair and level competition and that specifications are aligned with industry standards and agency’s needs Issue Purchase Orders to support the day-to-day operations of City business Coordinate with the EBO Division to incorporate the JSEB program into contracting and bidding opportunities Manage the dissemination of public records related to the procurement processes Work with the bidding community to effectively participate in the public bidding processes Provide unequivocal transparency in the soliciting/awarding of expenditures and related actions

The Surplus Property Function is a centralized function that oversees the disposition of tangible property deemed to be surplus by the city and its agencies. Disposition of surplus property is executed in accordance with Chapter 122, specifically Part 8 of the Municipal Code. The revenue realized by the sale of surplus property is approximately $1, 500, 000 annually as a result of processing 1, 200 Transfer and Disposal Forms and 400+ vehicles (FY 10 data) The surplus property function includes: • • Receipt/storage of surplus property Inventory of surplus property Transfer of surplus property between city agencies, if applicable Hold semi-annual public auctions for the sale of surplus property Assist in the sale of surplus property by sealed bid, if applicable Sale of scrap metal Provide pick-up services at city locations

Recent Improvements • • • Functional Assignment of Buyer(s) by Department/Division Creation of Procurement Analyst – Assignment by Commodity Type Full Access Bid Unit office (Ed Ball, First Floor) Posting of Full Content PDF Awards Packages for Increased Transparency Posting of Full PDF Downloadable Bid Packages Resulting in Copy/Postage Savings Provide Weekly Surplus Property Pick-Up Services from All City Locations

Future Improvements • Development of a Full Service Bid Creation System • Form Templates – Standardized with Drop-Down Options • Electronic Creation of Bid Tabulation Sheets • Comprehensive Subcontractor Tracking, to Include JSEB’s • Consolidation of 4 Independent Systems • Enhanced reporting capabilities • Research the Opportunity/Feasibility to Create Electronic Surplus Transfer and Disposal Forms

Annual Statistical Recap of FY 10 (approximate) • • • Procurement 400 Formal Actions 20, 000 Purchase Orders $400, 000 in Spend • • • Surplus 1, 200 Transfer/Disposal Requests 400+ Vehicles Annual Revenue $1, 500, 000

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