Agenda - Council Work Session - 09/11/2012

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Reference Section: Procurement Definitions • Procurement hours paid: This includes hours paid to all employees in your central procurement office, regardless of their job function (e.g., buyers, procurement agents, storekeepers, inventory clerks, etc.), hours paid to all full -time, part -time, and seasonal personnel and hours paid to supervisory and non - supervisory personnel. It excludes overtime hours worked by employees who do not qualify for overtime pay (e.g. FLSA- exempt employees) or expenditures for overhead activities such as management staff not directly involved in supervision of refuse and recycling personnel or activities, facilities management (custodial /repair, bldg. depreciation, all utilities), finance /payroll, fleet management (and all fuel), information technology (and all telephone calls and system administration) and human resources. • Purchase: This includes any purchase or payment for tangible property, whether for construction or other purposes, and whether it is accomplished via a purchase order or other means. It includes services contracted, insurance premiums (regardless of whether a purchase order is issued), actual expenditures made pursuant to an existing purchase order or contract, sales taxes, gas taxes, and other payments required at purchase. It excludes travel /mileage reimbursements and dues and subscriptions, revenues received from the state or federal government as a rebate or distribution of sales tax, GST, or other funds, and tax payments not related to a purchase (e.g., annual vehicle registrations, property tax payments). Raw Data If your local government participates in CPM 101, you may access the raw data for this report on the CPM 101 Knowledge Network group located here. For assistance on accessing the group or locating the file please send an e-mail to CPM (cpmmail @icma.org). (Non - participants do not receive access to the raw data.) Explanatory Notes CPM 101 Annual Report: FY2011 Procurement /137 Figure 12 -3 • Central procurement offices that include receiving, warehouse, and /or distribution functions generally have smaller dollar volume- to -FTE ratios because a portion of staffing is dedicated to those functions and does not generate any purchasing volume. • Also, some central procurement offices perform a large amount of transaction -based work. This includes selecting vendors and issuing purchase orders. This may require more staffing for the same purchasing volume than central procurement operations that attempt to minimize the number of transactions processed by establishing blanket contracts from which staff in operating departments can purchase items without further assistance from procurement staff. • No jurisdictions reported a value of zero. Jurisdictions for which a value does not appear did not report the data. OICMA Center for Performance Measurement'"