Fy2012 Iso Purchasing Performance Measures   063012
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Fy2012 Iso Purchasing Performance Measures   063012 Fy2012 Iso Purchasing Performance Measures 063012 Presentation Transcript

  • Baltimore County Public Schools Office of Purchasing FY2012 Eight times awarded of the National Purchasing Institute Achievement Of Excellence in Procurement Award (2005-2012). ISO 9001:2008 Certified The Baltimore County Public Schools Office of Purchasing is a recipient Of the “Outstanding Agency Accreditation Achievement Award” from The National Institute of Governmental Purchasing (NIGP), which Recognizes our Purchasing Office as a leader in the public procurement profession.06/30/12 1
  • The mission of The Office of Purchasing is to provide a quality Education That develops the content knowledge, skills, and attitudes that will enable all students to reach their maximum potential as responsible, life-long learners and productive citizens, through direct support to the Baltimore County Public Schools Faculty, Staff, and Business Community for all of their procurement needs in a manner that is ethical, impartial, open, fair and honest and sustains a continuous and measurable improvement in student performance.06/30/12 2
  • The Office of Purchasing contributes to the delivery of a cost efficient education by endeavoring to ensure that BCPS and the taxpayers receive full value through our procurement expertise to assure the timely acquisition, and distribution of goods and services at the best possible price on the basis of a competitive solicitation process from the most responsive and responsible bidders considering cost, quality, suitability, service and delivery.06/30/12 3
  • The Office of Purchasing coordinates and issues all solicitations for commodities, construction and renovations, equipment, furnishings, instructional materials, and services in compliance with all applicable federal and state statutory regulations, Board of Education policies, procedures and rules. They ensure that all bid specifications and contract documents are designed to optimize the quality of goods and services while at the same time minimizing the financial risk to the school system and increasing public trust in the procurement process. The Office of Purchasing acts in accordance with the highest standards of ethics, and is accountable for the quality of their technical assistance, exceptional service, and continuous improvement in their process. The Office of Purchasing is committed to a fair and equitable bidding environment that encourages economic growth in the minority and small business community through their participation in all BCPS contracts.06/30/12 4
  •  In 2001 BCPS became the first public school system in Maryland to implement eProcurement as their primary means of procuring goods and commodities. First Public School System in Maryland to conduct a Reverse Auction in 2002 and the First to use the Reverse Auction Method for the procurement of Construction Materials in 2006. Led the legislative initiative to raise the bid threshold for LEA’s from $15,000 to $25,000 in 2006. First LEA to establish performance contracts for Textbook Publishers and to actively negotiate pricing and shipping costs. This lowered shipping costs from 10-15% to 2-6% saving BCPS $92K in FY 2010 alone. First LEA to establish an on-line plan room for all construction projects within the system. First LEA to implement an on-line vendor evaluation system. First Lea to establish on-call time and material bid contracts allowing for construction projects not to exceed $300K to be quoted or bid with-in 48 hours by pre-approved vendors thus reducing the bidding time by at least 12 days. One of six School Districts in the United States to become ISO 9001:2008 Certified in 2010. In FY 2011 received the National Institute of Governmental Procurement Outstanding Agency Accreditation Achievement Award – OA4. Eight times awarded of the National Purchasing Institute Achievement of Excellence in Procurement Award (2005-2012).06/30/12 5
  • The Baltimore County Public Schools Office of Purchasing has been awarded The National Purchasing Institutes Achievement of Excellence in Procurement award for the seventh year in a row (2005 - 2011)! The National Purchasing Institute, the public sector affiliate of the Institute for Supply Management (ISM), exists to promote the achievement of excellence in governmental and institutional Procurement through education, certification, professional development and networking of their members and other professionals associated with public sector procurement and supply management. This prestigious award is earned by those organizations that demonstrate excellence in innovation, professionalism, productivity, e-procurement, and leadership attributes of the procurement organization.06/30/12 6
  •  Expand the use of eCommerce and online purchasing, especially with Third Party Billing and Grants. Expand the number of catalogs on our eCommerce system Implement eSchool Mall as the new generation shopping Platform and expand the usage of electronic procurement by improving the Workflow process and the search process. Develop and implement improved purchasing database and prepare reports that enable the scheduling of renewals, track bids and contracts, etc. Evaluate terms & conditions for bid specifications to support performance standards and enhance quality of goods and services. Maintain a “continuous improvement” program comprised of the following:  At least two meetings of formal procurement focus group  Formal procurement customer survey06/30/12 7
  •  Complete review and update of Board policies and Superintendent Rules as well as revise and publish our procurement procedures manual to include the new procedures from Financial Advantage 3.8 and ISO 9001. Enhance our professional “Staff training” program allowing staff members to obtain their Professional Procurement Certification with the National Institute of Governmental Purchasing (NIGP)(CPPB & CPPO) and The Institute of Supply Management (ISM) (C.P.M.). Continue to implement and expand our current pilot for vendor performance evaluation process for construction-related projects with a value of $500,000 and greater. Evaluations, whether positive or negative, will be shared with all team members involved. Team members can include Purchasing, Facilities, Construction Manager, General Contractor, subcontractors and suppliers.06/30/12 8
  • BCPS Service Model SERVICE FOR THE SCHOOLS BOARD OF EDUCATION SUPERINTENDENT S S E E R R V CURRICULUM & BUSINESS V PRINCIPALS I INSTRUCTION SERVICES I C C E E AREA ASSISTANT SUPERINTENDENTS RESULTS - STUDENT ACHIEVEMENT06/30/12 9
  •  Issue and distribute purchase order documents. Encourage fair and equal treatment of all prospective bidders and vendors. Maintain a list of qualified vendors and their respective vendor codes. Observe procedures to identify and prohibit business transactions with any vendor whose past performance has disqualified their status by BCPS, county, state or federal policies, procedures and statutes. Assure that purchases meet appropriate local, state, and federal safety and health standards. Facilitate the prompt procurement of goods and services for schools and offices.06/30/12 10
  •  Administer and Coordinate all agreements for the purchase of supplies, materials, equipment and (contracted services). Enter into contracts with vendors to establish a fixed price to be used by all schools and offices for a specified period of time. Distribute information on existing state, county and BCPS contracts to schools and offices. Process all requisition/purchase order forms and catalog requests in accordance with established contracts to approved vendors. Identify purchases which require the use of established quotations and/or bid policies or procedures. Select potential award vendor in cooperation with the account manager. Submit the recommendation for award of contract to the Board of Education when appropriate.06/30/12 11
  • Performance measures provide benchmarks that allow management to evaluate its performance over time.Some sample performance measures for three key purchasing areas are as follows: Cycle Time and Productivity • Purchase order cycle -average number of days needed to fill purchase requisitions. • Volume - average number of purchase orders processed (by office and/or per purchasing employee). • Total volume of purchases by type per purchasing employee. • On time processing or delivery. • Receipt of incorrect purchase order items or quantities as percentage of total orders. Cost Savings and Quality • New suppliers found. • Less costly substitute items used. • New contracts signed and/or lower prices negotiated with existing vendors. • Cheaper delivery methods. • Vendor performance evaluations. Purchasing Improvements • Efficiencies in the method used in the purchasing department. • Percent of total purchases spent with minority-owned suppliers. • Cost of operating purchasing services. • Transportation/delivery improvements. • BOE contract approval rate.06/30/12 12
  • Purchasing Manager Rick Gay, CPPO, RSBO Administrative Secretary Carole Johnson Secretary Jean Taylor Purchasing Agent II Lead Purchasing Purchasing MBE Consultant Data Analyst I Purchasing Assistant Purchasing Assistant Jack Nichols Clerk Associate Joanne Debelius Patti Onheiser Clarence Clawson Bob Ball Monica Dunkle Carol Yingling Purchasing Agent II Melvin Burley, Purchasing Clerk C.P.M., CPPO, Sharon Berzins CPPB Purchasing Agent II Purchasing Clerk Paul Cramer, C.P.M. Georgia Stavrou Purchasing Agent II Purchasing Clerk Jeff Miller, C.P.M. Barbara Hiser Purchasing Agent II /MBE Liaison Purchasing Clerk Melanie Webster, Lisa Goldberg CPPB Receptionist Shirley Martin06/30/12 13
  • The annotated Code of Maryland sections 5-112 and 7-106, and theMaryland State Department of Education Financial Reporting Manual forMaryland Public Schools.06/30/12 14
  •  Bids must be advertised for two weeks. The Purchasing Agents: - Assist schools and offices in developing bid specifications. - Evaluate bids received and submit recommendations to the Board for contract approval.06/30/12 15
  •  The Office of Purchasing  The threshold for requiring coordinates all BCPS bids bids is $25,000 – single and vendor contract item or system-wide negotiations annual needs  State law and Board policy  Curriculum and books are require public bidding chosen through an procedures to be followed evaluation process for certain purchases. administered by the Department of Curriculum & Instruction06/30/12 16
  • Agents 2002-2003 2003-2004 2004-2005 2005-2006 2006-2007 2007 – 2008 2008-2009RGA 4 26 28 28 23 32 55PCR 26 35 43 47 35 50 43JMI 56 59 52 58 43 68 60MBU 50 53 39 39 38 43 67JNI 83 26 55 35 34 43 65MWE 0 0 0 20 52 52 30 TOTAL 219 199 217 227 225 288 32006/30/12 17
  • Agents 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 2015-2016RGA 82 74 53PCR 60 28 24JMI 41 50 26MBU 35 33 20JNI 42 30 30MWE 41 33 17 TOTAL 291 248 17006/30/12 18
  •  Other alternatives to bidding include: - “Piggybacking” on contracts awarded by other public entities that follow public bidding procedures. - “Sole-Source” if proprietary or only available from one source. A sole source determination is made by the Office of Purchasing – and still must be submitted to the Board for approval. - Purchasing consortiums/cooperatives06/30/12 19
  •  Notify the Office of Purchasing of any goods, commodities or services that may need to be solicited or procured. Plan in advance! - From start to finish the process of preparing, advertising, issuing, evaluating and Board approval can take 2 months or more! If No Current Approved Contract Exists for the Item: ▪ get two written quotes from vendors If a purchase is > $15,000 and < $25,000 ▪ If a purchase is < $15,000 get one written quote Use on-line catalogs for available items If less than $1,000 use a P-card Contact Office of Purchasing if any assistance is needed06/30/12 20
  • FY 2012 FY 2001 PO Online Cataloge Pcard PO Online Cataloge Pcard 36% 8% 12% 63% 1% 80%06/30/12 21
  • FY 2012 FY 2000 <$1000 $1000 - $4999 $5000 - $9999 <$1000 $1000 - $4999 $5000 - $9999 $10000 - $14999 >$15000 $10000 - $14999 >$15000 2% 4% 4% 17% 20% 17% 6% 15% 73% 42%06/30/12 22
  • 80000 71788 70331 70281 69340 70000 66914 66011 62024 60000 54469 57977 57953 52138 48632 50000 40000 30000 20000 10000 006/30/12 23
  • 06/30/12 20000 30000 40000 50000 60000 70000 80000 90000 10000 0 FY 2000 FY 2001 FY 2002 FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 PO Pcard Online Catalog24
  • 35000 31,189 30000 28,228 25000 20,018 20000 16,356 15000 11,502 11,046 10,815 10,754 10,280 9,089 9,373 10000 8,104 6,916 5000 006/30/12 25
  • 12000 10,422 10000 8,936 8,341 8000 7,154 6,774 6,766 6,232 6,235 6000 4,846 4000 2,550 1,951 2000 863 006/30/12 26
  • 35000 31189 30000 28228 25000 20018 20000 16356 15000 11502 11046 10815 10754 10280 10422 9089 9373 10000 7154 6774 6235 6766 8104 6916 6232 4713 8341 8936 5000 863 1951 2550 32 0 FY FY FY FY FY FY FY FY FY FY FY FY FY 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 PO Electronic06/30/12 27
  • 90.77 The average administrative Cost of procuring and paying for a good or service via the Traditional purchase-order based process is reported by respondents to be about $91, while the average cost 73.53 associated with their Purchasing card transactions is estimated to be about $17 – a net savings attributable to purchasing card use of over 17.24 $74 per transaction. (Based on the 2012 Palmer Study)06/30/12 28
  • 34% 27% 20% 19% 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr06/30/12 29
  • 3000 2600 FY 20002500 FY 20012000 1985 FY 2002 1635 FY 20031500 1349 FY 2004 11041000 1040 915 FY 2005 827 814 768 676 580 744 FY 2006 562 500 365 504 369 399 399 392 349 427 FY 2007 324 308 291 278 296 287 255 265 259 167 203 126 114 147 112 148 125 141 129 131 118 0 55 0 76 0 58 0 88 12 0 51 20 0 79 26 0 47 26 0 63 11 0 102 62 16 0 88 52 40 6 FY 2008 FY 200906/30/12 30
  • 12000 11326 10000 8000 6000 5813 5731 4000 2000 2589 1645 1789 897 1443 1225 1361 1992 693 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June06/30/12 31
  • 25,000 21,295 1959220,00015,000 12701 966910,000 4874 4586 4602 4342 4820 4272 5,000 1203 1166 1149 1490 1094 1165 948404998 1016 984 461 527 457 410 0 <$1000 $1000 - $4999 $5000 - $9999 $10000 - $14999 >$1500006/30/12 32
  • 5000 4703 4686 4500 4094 4243 4221 4000 3882 3877 3640 3530 3500 3000 2758 2500 2000 1498 1500 1368 948 959 1014 960 992 953 917 919 1000 402 500 342 377 350 350 0 <$1000 $1000 - $4999 $5000 - $9999 $10000 - $14999 >$1500006/30/12 33
  • 4000 3660 3431 3500 2897 3000 2500 2173 1929 2000 1385 1500 1355 1188 1185 956 1022 1008 1000 408 434 441 500 0 <$1000 $1000 - $4999 $5000 - $9999 $10000 - $14999 >$1500006/30/12 34
  • 350 321 288 291 300 236 250 223 227 225 214 216 200 200 170 150 100 50 3 3 9 5 4 10 5 11 5 3 1 006/30/12 35
  • FY 2012 FY 2002 Bids Protests Bids Protests 2% 1% 99% 98%06/30/12 36
  •  As of FY 2012 Purchasing has Processed 2,931 bids valued at $3.1 Billion 59 of the Agent’s recommendation for award have been appealed by bidders. These bid protests represent 2.1% of total bids solicited. Of the 59 Appeals, 42 (71.2%) of the Agents’ decisions have been appealed to the Purchasing Manager. Of the 42 appeals to the Purchasing Manager, only 7 (17.9%) appeals of an Agent’s decision has been overturned. Of the 39 Appeals to the Purchasing Manager, as of FY 2011 only 5 (12.8%) of his decisions have been appealed to the CFO and the Executive Director of Physical Facilities. All appeals except one (1) to the CFO and the Executive Director of Physical Facilities of the Purchasing Manager’s decisions have been sustained No award has been appealed to the Board of Education of Baltimore County since 200106/30/12 37
  •  FY 2001 Processed 245 bids/contracts valued at $145,808,709 Million FY 2002 Processed 214 bids/contracts valued at $198,452,730 Million FY 2003 Processed 236 bids/contracts valued at $174,878,485 Million FY 2004 Processed 200 bids/contracts valued at $178,644,677 Million FY 2005 Processed 223 bids/contracts valued at $214,775,000 Million FY 2006 Processed 227 bids/contracts valued at $300,196,226 Million FY 2007 Processed 225 bids/contracts valued at $368,720,863 Million FY 2008 Processed 288 bids/contracts valued at $340,969,455 Million FY 2009 Processed 321 bids/contracts valued at $330,703,022 Million FY 2010 Processed 291 bids/contracts valued at $308,450,950 Million FY 2011 Processed 248 bids/contracts valued at $363,550,933 Million FY 2012 Processed 170 Bids/Contracts valued at $213,450,904 Million06/30/12 38
  • 12,000,00010,000,000 8,000,000 6,000,000 4,000,000 2,000,000 006/30/12 39
  • 18,000,000 16,000,000 14,000,000 12,000,000 10,000,000 8,000,000 6,000,000 4,000,000 2,000,000 006/30/12 40
  • eCommerce Suite Purchases $3,000,000.00 $2,561,205 $2,500,000.00 $2,328,847 $2,000,000.00 $1,696,329 $1,500,000.00 $1,000,000.00 $831,337 $668,173 $500,000.00 $322,540 $9,089 $0.0006/30/12 41
  • $6,000,000.00 $5,639,355 $5,095,309 $5,000,000.00 $3,803,951 $4,000,000.00 $3,589,685 $3,000,000.00 $2,812,948 $2,521,756 $2,000,000.00 $1,000,000.00 $0.0006/30/12 42
  • Items Subject to Competetive Procurement Process 15% $217 million Items not Subject to Bid (Ex: utilities, salaries, benefits, copyrighted materials [texts], insurance, rent, maintenance fees) 85% $1.42 billion06/30/12 43
  • Note: A single contract award may include multiple MBE/SBE subcontracts06/30/12 44
  • 06/30/12 45
  • 06/30/12 46
  • MBE Participation for State-Funded Construction Projects by Category July 1, 2006, through June 30, 2007 22.2%Total State MBE Goal - 25% 6.9% 0.0% 2.0% Total Achieved – 22.2% African American Native American AsianAfrican-American Goal - 7% $14.5M $0.1M $4.3M Achieved – 6.9%Woman Goal - 10% 1.7% Hispanic Achieved – 11.5% $3.6M 11.5% Women $24.2M 0.0% Persons w/Disabilities 77.8% Other Non-MBE $163.5M 06/30/12 47
  • MBE Participation for State-Funded Construction Projects by Category July 1, 2007, through June 30, 2008Total State MBE Goal - 25% 3.7% 0.0% 15.7% 30.3% Total Achieved – 30.3% African American Native American Asian 1.0%African-American Goal - 7% $0.7M $3.0M Hispanic Achieved – 3.7% $0.2MWoman Goal - 10% Achieved – 9.9% 9.9% Women $1.9M 0.0% Persons w/Disabilities 69.6% Other Non-MBE $13.3M 06/30/12 48
  • MBE Participation for State-Funded Construction Projects by Category July 1, 2008, through June 30, 2009Total State MBE Achieved – 24.2% 24.2%African-American Achieved – 4.1% 4.1% 0.0% 7.2% 0.6%Woman Achieved – 12.3% African American Native American Asian Hispanic $2.6M $4.6M $0.4M 12.3% Women $7.8M 0.0% Persons w/Disabilities 75.8% Other Non-MBE $48.2M 06/30/12 49
  • MBE Participation for State-Funded Construction Projects by Category July 1, 2009, through June 30, 2010Total State MBE Achieved – 26.5% 26.5%African-American Achieved – 8.9% 8.9% 0.0% 1.0%Woman Achieved – 14.5% African American Native American Asian 2.1% $10.4 $1.2 Hispanic $2.5 14.5% Women $16.9 0.0% Persons w/Disabilities 73.4% Other Non-MBE $85.5 06/30/12 50
  • MBE Participation for State-Funded Construction Projects by Category July 1, 2010 through June 30, 2011Total State MBE Achieved – 36.3% 36.3%African-American Achieved – 10.7% 1.8% 4.4%Woman Achieved – 15.2% 4.2% Native American Asian 10.7% Hispanic $2.2 $5.5 African American $5.2 $13.3 15.2% Women $19.0 0.0% Persons w/Disabilities 63.8% Other Non-MBE $79.9 06/30/12 51
  • MBE and SBE Participation for All Contracts by Category Total Contracts - $258.9 million July 1, 2006, through June 30, 2007 25.4%Board MBE/SBE Goal - 14%Total Achieved – 25.4% 5.9% 1.8% 1.4% 0.0% Hispanic African American Native American Asian $15.4M $4.7M $3.7M 10.5% $0.1M Women $27.1M 0.1% Persons w/Disabilities $0.1M 5.7% Small Businesses $14.7M 74.6% Other Non-MBE $193.2M 06/30/12 52
  • MBE and SBE Participation for All Contracts by Category Total Contracts - $139.8 million July 1, 2007, through June 30, 2008 44.9%Board MBE/SBE Goal - 14% 0.0% 3.7% 4.3% 5.4%Total Achieved – 44.9% 1.5% Native American Asian Hispanic Women African American $5.2M $6.0M $7.5M 0.0% $2.1M Persons w/Disabilities 29.9% Small Businesses $41.8M 55.2% Other Non-MBE 06/30/12 $77.0M 53
  • MBE and SBE Participation for All Contracts by Category Total Contracts - $239.9 million July 1, 2008, through June 30, 2009 35.5%Board MBE/SBE Goal - 14%Total Achieved – 35.5% 0.0% 2.3% 1.3% 7.0% 4.4% Native American Asian Hispanic Women African American $5.6M $3.2M $16.8M 0.5% $10.5M Persons w/Disabilities $1.1M 20.0% Small Businesses $47.9M 64.5% Other Non-MBE $154.7M 06/30/12 54
  • Annual Reporting Results FY2010 MBE and SBE Participation for All Contracts by Category Total Contracts - $205.0 million July 1, 2009, through June 30, 2010 32.1%Board MBE/SBE Goal - 14% 8.6% 0.0% 0.8% 2.0%Total Achieved – 32.1% African American Native American Asian Hispanic $17.7M $0.1M $1.6M $4.2M 9.9% Women $20.2M 0.0% Persons w/Disabilities 10.7% Small Businesses $22.0M 67.9% Other Non-MBE $139.1M 06/30/12 55
  • Annual Reporting Results FY2011 MBE and SBE Participation for All Contracts by Category Total Contracts - $251.8 million July 1, 2010, through June 30, 2011 36.7%Board MBE/SBE Goal - 14%Total Achieved – 36.7% 06/30/12 56
  •  Hosted a Meet & Greet for general  Participated in the Southern Maryland contractors and MBE subcontractors. Regional Purchasing and Procurement Expo. Hosted a MBE School Days event for  Attended Blue Book networking events. MBE subcontractors.  Participated in the Baltimore Hosted an event for women-owned Washington Corridor Council Government small businesses. Procurement Fair. Visited 50+ prime contractors to discuss  Attended the MWMCA annual awards their participation in the MBE program. breakfast meeting. Offered contractors assistance with  Participated in MWMCA trade show and one-to-one contractor meetings.  Identifying MBE subcontractors  Participated in MD/DC Minority Supplier  Sending ads to solicit subcontractor bids Development Council Business  Completing forms correctly Conference. Participated in the MSDE pilot for new  Participated in Prince George’s County reporting procedures for state-funded Public Schools’ Regional Construction public school construction projects. Event.  Participated in Baltimore County Attended a MDOT application Procurement Outreach Events. assistance workshop. 06/30/12 57