2008 Annual Report2008 Annual Report

Melinda Bobbitt, CPPBMelinda Bobbitt, CPPB

Director of PurchasingDirector of Purchasing

July 2009July 2009

Management and Professional Staff

Commission

↓

Melinda Bobbitt, CPPBDirector of Purchasing

↓

Tyson BoldanBuyer

↓

Dave EagleOffice Specialist

________________________________________________________________________

PERFORMANCE MEASURES________________________________________________________________________

Performance Performance MeasuresMeasures

1999 1999 2000 2000 2001 2001 20022002 2003 2003 20042004 20052005 20062006 20072007 20082008

Bids PreparedBids Prepared 4545 5656 7676 9090 7878 8080 8181 7777 9898 6363

Proposals Proposals PreparedPrepared

44 22 55 22 33 22 77 1212 55 77

Contracts Contracts CompletedCompleted

5757 7474 9393 117117 109109 7979 9898 141141 137137 9595

Number of Number of Term & Term & SupplySupply Renewable Renewable Contracts BidContracts Bid

1818 2121 2222 3939 3434 3232 3939 3939 2525 2626

Purchase Purchase Requisitions Requisitions ProcessedProcessed

5353 6060 5353 5555 4949 4848 5353 5555 8080 6565

Number of Number of Contracts Contracts Renewed Renewed

2727 1818 2828 2929 4848 4848 6565 112112 114114 113113

Performance Measures

0

20

40

60

80

100

120

140

160

2000 2002 2004 2006 2008

Bids

Proposals

Contracts

New Term and Supply

Purchase Requisitions

Renewed Term andSupply Contracts

Type of ContractType of Contract2006 Dollars2006 Dollars

2006 % 2006 % of Total of Total

PurchasesPurchases2007 Dollars2007 Dollars

2007 % 2007 % of Total of Total

PurchasesPurchases2008 Dollars2008 Dollars

2008 % 2008 % of Total of Total

PurchasesPurchases

Construction ContractsConstruction Contracts $3,901,415.10$3,901,415.10 52%52% $9,923,835.02$9,923,835.02 72%72% $4,862,985.99$4,862,985.99 61%61%

Acquisition ContractsAcquisition Contracts $565,526.26$565,526.268%8%

$985,267.0$985,267.044

7%7%$299,675.3$299,675.3

66 4%4%

Term and Supply Term and Supply Contracts Contracts $232,042.62$232,042.62 3%3%

$397,421.6$397,421.655 3%3%

$304,408.2$304,408.244 4%4%

Cooperative ContractsCooperative Contracts $1,454,748.91$1,454,748.9119%19% $1,063,391.21$1,063,391.21

8%8%$1,062,616$1,062,616

.49.49 13%13%

Request for ProposalsRequest for Proposals $707,821.11$707,821.119%9% $99,964.33$99,964.33

1%1%$628,529.0$628,529.0

00 8%8%

Sole Source Purchases Sole Source Purchases $573,382.03$573,382.03

8%8%$855,989.2$855,989.2

00 6%6%$768,424.5$768,424.5

00 10%10%

Professional Service Professional Service Contracts Routed Contracts Routed Through PurchasingThrough Purchasing $46,583.62$46,583.62 1%1%

$308,077.7$308,077.722 2%2% $9,700.00$9,700.00 <1%<1%

TOTALTOTAL $7,500,519.65$7,500,519.65 100% 100% $13,697,912.5$13,697,912.5

00 100%100%$7,944,133$7,944,133

.59.59 100%100%

4%

8%

4%

13%

10%

61%

Construction Contracts

Acquisition Contracts

Request for Proposals

Term and Supply Contracts

Cooperative Contracts

Sole Source Purchases

Invitation for Bid

Professional Service and InformalQ uote Contracts Routed ThroughPurchasing

________________________________________________________________________

BID STATISTICS______________________________________________________________________

__

Bid Bid StatisticsStatistics

2002 2002 20032003 20042004 20052005 20062006 20072007 20082008

# Bids U. S. # Bids U. S. MailedMailed

18311831 31363136 674674 709709 768768 515515 228228

# Bids E-# Bids E-MailedMailed

00 UnknownUnknown 30503050 13831383 19331933 23002300 25212521

# Bids # Bids ReceivedReceived

367367 301301 254254 339339 367367 336336 247247

# No Bids # No Bids ReceivedReceived

274274 125125 8080 8989 129129 9595 8787

0

500

1000

1500

2000

2500

3000

3500

2001 2003 2005 2007

# Bids U.S. Mailed

# Bids E-Mailed

# Bids Received

# No Bids Received

Percentage of Bids by Percentage of Bids by DepartmentDepartment

45%

10%17%

12%

10%

6%2%

6% 2%

Public Works

Facilities Maintenance

Sheriff

O ther: Auditor, Recorder, Clerk,Commission, Collector, Purchasing,Planning

Facilities Maintenance

County-Wide

IT/GIS

Court Administration, JJC, JuvenileO ffice, Prosecuting Attorney, CircuitClerk

Joint Communication, Sewer District

PROJECTSPROJECTS

I.I. Shortening Time Frame for Shortening Time Frame for Obtaining Public Works ContractsObtaining Public Works Contracts

II.II. Reverse AuctionReverse AuctionIII.III. Accept Bids ElectronicallyAccept Bids ElectronicallyIV.IV. Change On-Line Vendor Registration Change On-Line Vendor Registration

From 5-Digt Commodity Code to 3-From 5-Digt Commodity Code to 3-Digit Commodity CodeDigit Commodity Code

V.V. Term and Supply Contract Term Term and Supply Contract Term PeriodsPeriods

MEMBERSHIPSMEMBERSHIPS

• National Institute of Governmental National Institute of Governmental Purchasing (NIGP)Purchasing (NIGP)

• Missouri Association of Public Purchasing Missouri Association of Public Purchasing (MAPP)(MAPP)

• Mid-Missouri Public Purchasing Cooperative Mid-Missouri Public Purchasing Cooperative (MMPPC)(MMPPC)

• Institute for Supply Management (ISM)Institute for Supply Management (ISM)

PURCHASING STAFF PURCHASING STAFF TRAININGTRAINING

Melinda Bobbitt, CPPB, Director of PurchasingMelinda Bobbitt, CPPB, Director of PurchasingFebruary 20, 2001February 20, 2001

• Security Steps and Security Procedures – Security Steps and Security Procedures – Boone County, Boone County, April 25, 2008.April 25, 2008.

• MAPP Spring Conference, MAPP Spring Conference, April 30 – May 2, 2008, Lake April 30 – May 2, 2008, Lake Ozarks, MOOzarks, MO

• Safe Driver Training Safe Driver Training Boone County, April 16, 2008.Boone County, April 16, 2008.• Investing on a Shoestring Budget, Investing on a Shoestring Budget, June 6, 2008, Boone June 6, 2008, Boone

CountyCounty• Disaster Training Exercise, Disaster Training Exercise, June 26, 2008, City of ColumbiaJune 26, 2008, City of Columbia• Take Charge of Your Finances, Take Charge of Your Finances, September 12, 2008 – September 12, 2008 –

Boone CountyBoone County• 2008 NIGP Annual Forum, 2008 NIGP Annual Forum, July 26 – 31, 2008, Charlotte, July 26 – 31, 2008, Charlotte,

NCNC• MAPP Fall Conference, MAPP Fall Conference, October 22-24, 2008, Branson, MOOctober 22-24, 2008, Branson, MO

Tyson Bolan, Buyer Tyson Bolan, Buyer Buyer – January 31, 2008 – PresentBuyer – January 31, 2008 – Present

Office Specialist – March 2, 2006 – January 30, Office Specialist – March 2, 2006 – January 30,

20082008 • Loss Control Training (Loss Control Training (Back Injury Prevention, Fall Injury Prevention, Back Injury Prevention, Fall Injury Prevention, Sexual Harassment Prevention, Work Place Violence, and Safe Driver Sexual Harassment Prevention, Work Place Violence, and Safe Driver Training)Training) – Boone County Clerk - Boone County, March 14, 2008.– Boone County Clerk - Boone County, March 14, 2008.

• MAPP Spring Conference, MAPP Spring Conference, April 30 – May 2, 2008, Lake Ozarks, MOApril 30 – May 2, 2008, Lake Ozarks, MO

• Security Steps and Security Procedures – Security Steps and Security Procedures – Boone County, April 25, Boone County, April 25, 20082008

• GroupWise Training, GroupWise Training, July 22, 2008, Boone CountyJuly 22, 2008, Boone County

• MAPP Fall Conference, MAPP Fall Conference, October 22-24, 2008, Branson, MOOctober 22-24, 2008, Branson, MO

• Introduction to Public ProcurementIntroduction to Public Procurement – Sponsored by MAPP, May 12 – – Sponsored by MAPP, May 12 – 14, 2000814, 20008

• World Class Procurement PracticesWorld Class Procurement Practices – Sponsored by MAPP, July 16, – Sponsored by MAPP, July 16, 2008, Jefferson City, MO2008, Jefferson City, MO

Dave Eagle – Dave Eagle – February 25, 2008 February 25, 2008 - Present- Present

• Loss Control Training (BackLoss Control Training (Back Injury Prevention, Fall Injury Prevention, Fall Injury Prevention, Sexual Harassment Prevention, Work Injury Prevention, Sexual Harassment Prevention, Work Place Violence, and Safe Driver Training)Place Violence, and Safe Driver Training) – Boone – Boone County Clerk - Boone County, March 14, 2008County Clerk - Boone County, March 14, 2008

• Security Steps and Security Procedures – Security Steps and Security Procedures – Boone County, Boone County, April 25, 2008April 25, 2008

• Safe Driver Training Safe Driver Training Boone County, April 25, 2008Boone County, April 25, 2008

• Group Wise Training (Original) Group Wise Training (Original) – Boone County– Boone County, , June 9, June 9, 20082008

• Group Wise Training (New) – Boone County, June 13, Group Wise Training (New) – Boone County, June 13, 20082008

• Microsoft Excel – Microsoft Excel – Fred Pryor Seminar, July 23, 2008Fred Pryor Seminar, July 23, 2008

REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS ISSUED IN 2008ISSUED IN 2008

• 37-06AUG08 – Tax Remittance System37-06AUG08 – Tax Remittance System• To enter into a contract for software for To enter into a contract for software for

a Tax Payment Remittance System with a Tax Payment Remittance System with Remote Deposit for the Boone County Remote Deposit for the Boone County Collector. Collector.

• Evaluation committee members Evaluation committee members consisted of Pat Lensmeyer, Brian consisted of Pat Lensmeyer, Brian McCollum, and Cheri Sapp of the Boone McCollum, and Cheri Sapp of the Boone County Collector’s office and Aron Gish, County Collector’s office and Aron Gish, Elmo Hamberg and Jeff Winters from the Elmo Hamberg and Jeff Winters from the Information Technology department.Information Technology department.

• Received two proposal responses. Received two proposal responses. Recommendation was for “no award”.Recommendation was for “no award”.

REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS ISSUED IN 2008, continuedISSUED IN 2008, continued

• 38-19AUG08 – Topographic and 38-19AUG08 – Topographic and Planimetric MappingPlanimetric Mapping

• To enter into a contract with a firm to To enter into a contract with a firm to provide the County with a complete set of provide the County with a complete set of digital topographic and planimetric mapping. digital topographic and planimetric mapping.

• Evaluation committee members consisted of Evaluation committee members consisted of Jason Warzinik and Jonathan Bode, GIS, Jason Warzinik and Jonathan Bode, GIS, Derin Campbell, Public Works, Jeff Davis, Derin Campbell, Public Works, Jeff Davis, Assessor and Uriah Mach, Planning and Assessor and Uriah Mach, Planning and Building.Building.

• Received five proposal responses. Contract Received five proposal responses. Contract awarded to The Sanborn Map Company.awarded to The Sanborn Map Company.

REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS ISSUED IN 2008, continuedISSUED IN 2008, continued

• 49-27OCT08 – Financial and Compliance 49-27OCT08 – Financial and Compliance Auditing ServiceAuditing Service

• To obtain a qualified independent certified public To obtain a qualified independent certified public accounting firm to provide Financial Statement Audit accounting firm to provide Financial Statement Audit Services and Compliance Audit Services (Single Audit Services and Compliance Audit Services (Single Audit Services) and to issue all required reports in Services) and to issue all required reports in accordance with applicable standards. accordance with applicable standards.

• Evaluation committee members consisted of June Evaluation committee members consisted of June Pitchford, Boone County Auditor, Kay Murray, Boone Pitchford, Boone County Auditor, Kay Murray, Boone County Treasurer, Kristen Hockman, Assistant County Treasurer, Kristen Hockman, Assistant Teaching Professor, UMC School of Accountancy, and Teaching Professor, UMC School of Accountancy, and Lori Fleming, City of Columbia Finance Director.Lori Fleming, City of Columbia Finance Director.

• Received six proposal responses. Award of contract to Received six proposal responses. Award of contract to RubinBrown.RubinBrown.

REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS ISSUED IN 2008, continuedISSUED IN 2008, continued

• 50-27OCT08 – Stormwater Educational Services50-27OCT08 – Stormwater Educational Services• To obtain a qualified consultant to design and conduct a To obtain a qualified consultant to design and conduct a

stormwater educational program to meet the objectives of the stormwater educational program to meet the objectives of the County Stormwater Management Program. TheCounty Stormwater Management Program. The primary scope is primary scope is to provide stormwater related education, training and outreach to provide stormwater related education, training and outreach services to Boone County residents as well as County employees. services to Boone County residents as well as County employees. This will include the completion of all activities related to public This will include the completion of all activities related to public education and outreach, public involvement and participation, education and outreach, public involvement and participation, employee training, and other necessary activities to be in employee training, and other necessary activities to be in compliance with Boone County’s annual requirements of the compliance with Boone County’s annual requirements of the Phase-II Stormwater Permit MO-R04000. Phase-II Stormwater Permit MO-R04000.

• Evaluation committee members consisted of Georganne Bowman Evaluation committee members consisted of Georganne Bowman & Derin Campbell from Public Works, Bill Florea & Scott Hamiton & Derin Campbell from Public Works, Bill Florea & Scott Hamiton from Planning and Building and Mona Menezes, City of Columbia.from Planning and Building and Mona Menezes, City of Columbia.

• Received three proposal responses. Recommendation was for “no Received three proposal responses. Recommendation was for “no award”. Georganne Bowman determined that the responses we award”. Georganne Bowman determined that the responses we received were too broad and there were budget constraints. Two received were too broad and there were budget constraints. Two RFPs will be issued in the future with a narrower scope of work: RFPs will be issued in the future with a narrower scope of work: one for the educational component and one for marketing one for the educational component and one for marketing services.services.

REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS ISSUED IN 2008, continuedISSUED IN 2008, continued

• 58-25NOV08 – Voice Logging Recorder58-25NOV08 – Voice Logging Recorder• To purchase a Voice Logging Recorder for To purchase a Voice Logging Recorder for

Columbia/Boone County Columbia/Boone County Public Safety Public Safety Joint CommunicationsJoint Communications..

• Evaluation committee members consisted Evaluation committee members consisted of Jim McNabb, Donna Hargis and Joe of Jim McNabb, Donna Hargis and Joe Piper of Public Safety Joint Piper of Public Safety Joint Communications.Communications.

• Received six proposal responses. Contract Received six proposal responses. Contract awarded to Warner Communication awarded to Warner Communication Corporation.Corporation.

REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS ISSUED IN 2008, continuedISSUED IN 2008, continued

• 59-09DEC08 – Physical Fitness Training59-09DEC08 – Physical Fitness Training• To contract with a physical training center(s) with qualified To contract with a physical training center(s) with qualified

trainer(s) to provide effective injury preventative physical trainer(s) to provide effective injury preventative physical fitness training and conditioning. The County is interested in fitness training and conditioning. The County is interested in a location capable of training groups of participants a location capable of training groups of participants throughout the year, focusing on physical functionality in throughout the year, focusing on physical functionality in regards to stretching, agility, cardio, strength, and flexibility. regards to stretching, agility, cardio, strength, and flexibility. The goal is to provide at risk County employees (i.e. Sheriff The goal is to provide at risk County employees (i.e. Sheriff Officers) with physical fitness training and conditioning as a Officers) with physical fitness training and conditioning as a pre-requisite for such member’s participation in defensive pre-requisite for such member’s participation in defensive tactics training offered by the Boon County Sheriff’s tactics training offered by the Boon County Sheriff’s Department. The physical fitness training and conditioning Department. The physical fitness training and conditioning shall assist in preventing physical injury, decreasing the shall assist in preventing physical injury, decreasing the number of injuries sustained during intensive physical activity number of injuries sustained during intensive physical activity and improving performance in connection with defensive and improving performance in connection with defensive tactics training. tactics training.

• Evaluation committee members consisted of Tasha Reynolds, Evaluation committee members consisted of Tasha Reynolds, Clerk, Captain Gary German, Sheriff, and Greg Edington, Clerk, Captain Gary German, Sheriff, and Greg Edington, Public Works.Public Works.

• Received four proposal responses. Award of contract to Received four proposal responses. Award of contract to Wilson’s Fitness.Wilson’s Fitness.

REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS ISSUED IN 2008, continuedISSUED IN 2008, continued

• 67-30DEC08 – Feasibility Analysis for Retrofitting 67-30DEC08 – Feasibility Analysis for Retrofitting Stormwater Treatment Structures or Best Management Stormwater Treatment Structures or Best Management PracticesPractices

• To contract with a firm to assist in developing a To contract with a firm to assist in developing a creative stormwater Best Management Practice (BMP) creative stormwater Best Management Practice (BMP) feasibility study and cost benefit analysis that focuses feasibility study and cost benefit analysis that focuses on a specified area of interest, which generally consists on a specified area of interest, which generally consists of commercial areas near the I-70/Hwy 63 interchange of commercial areas near the I-70/Hwy 63 interchange within the Hinkson Creek watershed. The purpose of within the Hinkson Creek watershed. The purpose of the study is to provide a ranked list of BMPs and their the study is to provide a ranked list of BMPs and their locations that will be used to target available cost-share locations that will be used to target available cost-share funding for FMP installation.funding for FMP installation.

• Evaluation committee members consisted of Bill Florea Evaluation committee members consisted of Bill Florea and Scott Hamilton from Planning and Building, Steve and Scott Hamilton from Planning and Building, Steve Hunt, City of Columbia Public Works and Larry Hunt, City of Columbia Public Works and Larry Vangilder, Missouri Department of Conservation.Vangilder, Missouri Department of Conservation.

• Received five proposal responses. Award of contract to Received five proposal responses. Award of contract to A Civil Group.A Civil Group.

ConclusionConclusion•New Buyer and Office New Buyer and Office SpecialistSpecialist•Training Training •We awarded $5,856,651.92 We awarded $5,856,651.92 from our 2008 bids, with the from our 2008 bids, with the average bid total of average bid total of $7,189,635.62 for a savings of $7,189,635.62 for a savings of $1,596,280.46. This does not $1,596,280.46. This does not include our term and supply include our term and supply contracts.contracts.