Travis County Commissioners Court Agenda Request

Transcription

1 FILED FOR RECORD 5/2/2017 9:00 AM Dana Debeauvoir - County Clerk, Travis County,TX Item 18 Travis County Commissioners Court Agenda Request Meeting Date: May 2, 2017 Prepared By/Phone Number: Bonnie Floyd Elected/Appointed Official/Dept. Head: Bonnie S. Floyd Commissioners Court Sponsor: Judge Eckhardt Agenda Language: Receive presentation by the Purchasing Agent on short and long term goals of the Purchasing Office. Purchasing Comments: See attached. AGENDA REQUEST DEADLINE: All agenda requests and supporting materials must be submitted as a pdf to agenda@co.travis.tx.us by Tuesdays at 12:00 p.m. for the next week's meeting.

2 Travis County Purchasing Office Short-term and Long-term Goals Planning Presentation May 2, 2017

3 What do we do? The Purchasing Office is the single point of contact for doing business with Travis County. The Purchasing Agent is the chief procurement officer for Travis County. By statute, the Purchasing Agent is responsible to direct and oversee the county procurement process for all elected and appointed officials and commissioners court departments.

4 Mission of the Travis County Purchasing Office Ensuring compliance with the County Purchasing Act as well as other state and federal laws applying to Travis County procurements Providing an ethical, fair and transparent procurement process with equal access to all vendors through competitive acquisition of goods and services, including Historically Underutilized Businesses (HUBs) Providing a quality, ongoing supply of goods and services to all County offices Accounting for and disposing of all County assets with a legal, effective, and environmentally conscious fixed asset management policy Protecting the interests of Travis County taxpayers without regard to undue influence or political pressures

5 Who are we? Procurement Administration Purchasing Agent Historically Underutilized Business (HUB) Program Fixed Assets

6 Procurement Jason Walker Assistant Purchasing Agent Construction/A&E (7 FTEs) Building, roadway, and parks construction support (FMD, TNR, TCSO and Juvenile Probation) Professional Services (3 FTEs) Support county-wide professional services procurement needs Workload: ~751 contracts ($107M) Vacant Assistant Purchasing Agent Commodities (6 FTEs) Support county-wide operational procurement needs (goods and services) Technologies (5 FTEs) Support county-wide technology procurement (hardware/software and its maintenance/services) Workload: ~604 contracts ($141M) Who are we?

7 Administration Elaine Casas, Assistant Purchasing Agent Business Analyst (2 FTEs) County-wide SAP Shopping support and internal Purchasing Office SAP support Manage and support technology in the Purchasing Office Administrative Support (3 FTEs) Support all Office business functions: Legal review and analysis HR/Staffing/Timekeeping Budget Internal Procurement Admin support to procurement staff Travel and Training Track Legislation Who are we?

8 HUB Program Allen Roberts, HUB Coordinator HUB Program Specialists (4 FTEs) Ensure a Good Faith Effort to assist certified HUBs in receiving contracts for: Supplies, materials, products, services, and equipment Maintenance and/or service of County assets and property Professional and non-professional services Contracts for construction/repair/alteration of real property, roads, bridges, or other related structures/surfaces Implement 19 Disparity Study recommendations Central Texas Small Business Partnership Conference May 24 Annual Purchasing Liaison Event August 24 Who are we?

9 Fixed Assets Kent Hubbard, Fixed Asset Manager Warehouse Manager (1 FTE) and Fixed Asset Associates (3 FTEs) Account for approximately 29,000 capital and trackable assets Conduct annual asset inventory reporting Operate County warehouse for surplus assets (upcoming move to new facility) Prepare surplus assets for auction

10 Performance Measures

11 Program Goals Goal 1: Improve communications between Purchasing and its stakeholders Increased departmental confidence in centralized procurement function Increased number of vendors competing for county contracts Maintain statutory compliance with procurement process Goal 2: Streamline and improve Purchasing Office essential functions Consistent, team-oriented process for County goods and services Process coordination with all required partners Process automation (as much as possible) Decreased solicitation/contract review and preparation time Goal 3: Increase underutilized/disadvantaged business participation Updated HUB program processes and practices to increase participation Implement Disparity Study recommendations

12 Program Goals (continued) Goal 4: Effectively manage and account for all County assets 100% County capital and trackable assets inventoried each year Increased revenue from the sale of county salvage/surplus property Recycled County assets to maximize their life and usage Goal 5: Develop staff skills in an ethical, team-oriented work environment Workforce retention Skill development and professional knowledge to improve services to our customers Knowledge transfer and contract management without service interruption Professional certification obtained by staff

13 Values and Guiding Principles Public Trust Values Public Service Justice Principle Ethics doing the right thing Impartiality - unbiased decision-making and action Accountability - taking ownership and being responsible for our actions Professionalism - upholding high standards of job performance and ethical behavior Service - obligation to assist stakeholders Transparency - easily accessible policies and procedures Why It s Essential Preserves the public trust Ensures fairness for the public good Preserves public trust and protects the public interest Balances diverse public interests Supports the public good Demonstrates responsible use of public funds

14 Current and Ongoing Goals Customer service, customer service, customer service Process improvement e-signature Electronic contract file SharePoint development Contract compliance Customer training Annual review and update of Chapter 32 Achievement of Excellence in Procurement award in 2018

15 Seeing is Believing Purchasing Office Site Developments HUB Program Contract Status Report Automated Documents

16 Questions/Feedback?