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OPERATING AND CAPITAL BUDGET - Fayette County Government

OPERATING AND CAPITAL BUDGET - Fayette County Government

Department: Purchasing

Department: Purchasing Cost Center: 10010517 Function: General Government Fund: General Mission Statement To purchase goods and services for county departments at the best available price and in a timely manner, and educate departments and keep them abreast of Purchasing policies and procedures. Major Department Functions Ensure the most economic procurement of materials, equipment, supplies, and services. Prepare requests for proposals/bids for high volume or major purchases. Analyze bids and make recommendations to the Board of Commissioners for bid awards. Maintain an inventory of office supplies, i.e. copy and computer paper. Develop County-wide contracts to maximize savings. Assist deparments in the development of sealed bid and other specifications. Facilitate a public auction where surplus property is sold. Facilitate a public auction where surplus property is sold on-line at GovDeals.com.. Maintain list of bidders and provide access to all governmental entities in the County. Produce printing on the digital duplicator. Conduct pre-bid/proposal conferences. Conduct public bid/proposal openings. Respond to numerous open records and status of sealed bids and proposals request. Ensure that sealed bids and proposals are advertised in the newspaper and on the Fayette County Website. Major FY 2011 Goals To implement procedures for the new SAVE program. To develop more county-wide annual contracts. To increase the amount of intra and inter governmental participation with annual contracts and the county wide auction. To continue working to increase minority procurement participation. To educate departments in properly compiling specifications and entering requisitions. To increase the amount of vendors with Vendor Self Serve. Significant Expenditure and Staffing Changes No significant expenditures or staffing changes planned for FY 2011. V - 30

Department: Purchasing Cost Center: 10010517 Function: General Government Fund: General BUDGET SUMMARY FY 2009 Actual FY 2010 Budget FY 2010 Actual FY 2011 Adopted FUNDING SOURCES General Fund Contribution $ 237,797 $ 246,056 $ 238,357 $ 242,834 APPROPRIATIONS Personal Services $ 213,542 $ 211,397 $ 208,953 $ 208,656 Operating 24,255 34,659 29,404 32,435 Capital Outlay - - - 1,743 Total Appropriations $ 237,797 $ 246,056 $ 238,357 $ 242,834 FY 2008 FY 2009 FY 2010 FY 2011 PERSONNEL - (FTE) Budget Budget Budget Adopted Total Personnel 3.00 3.00 3.00 3.00 FY 2008 FY 2009 FY 2010 FY 2011 WORKLOAD INDICATORS Actual Actual Estimate Projected Purchase requisitions processed 1,873 1,452 1,270 1,270 Purchase Orders Issued 1,803 1,415 1,146 1,146 Bids issued General Fund Budget: 73 43 45 53 Expenditures $ 48,277,022 $ 45,074,862 $ 43,701,592 $ 45,009,005 Goal 1: Process emergency requisitions the same day they are received in the Purchasing Department. Goal 2: Process regular requisitions within three days of receiving good and complete specifications. Goal 3: Mailing Invitation for Bids and RFP's within five days of receiving good and complete specifications. Effectiveness Measures To ensure the method of purchase that is chosen ensures the goods or services are delivered at the right place and in a timely manner. Efficiency Measures To ensure the correct and most expedient method of purchase is chosen, ie., state contract, emergency, open market, etc. Productivity Measures PERFORMANCE MEASURES Ensure all staff is working with the departments to make sure purchasing policies and procedures are known and are being followed. V - 31

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