procurement division copy center/mail room central operations department mission statement to...
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Procurement DivisionCopy Center/Mail RoomCentral Operations Department
Mission StatementTo procure the highest quality of goods and services for the
smallest outlay of taxpayer dollars, through: (i) the implementation of purchasing procedures that are fair,
equitable and transparent to vendors/contractors/public; and (ii) quality and efficient customer service to the city’s using
agencies in support of their procurement, reproduction, surplus and mail distribution needs in the best interest of
the city and the citizens it serves.
Copy Center/ Mail Room
The Copy Center/ Mail Room Unit of the Procurement Division employs a total of 6 staff members and operates under two index codes:
• Copy Center function OPPR521CC with an approved annual FY11 budget amount of
$950,960
• Mailroom function OPPR521CCM with an approved annual FY11 budget amount of $990,734
A 1
Michael ClapsaddleChief
CS 1 Janet StandeferAdmin Assistant
A 1Sandra Platt
Manager of Purchasing Services
A 1Jim Boyle
Manager of Copy Center, Mail Room and Surplus
CS 1Rodney ClarkStock Clerk
CS 3Linda WalkerGregg BriggsDavid AntleyReproduction
Systems Operators
CS 1Mercedia Hines
CSA III
CS 4Ivy Posey
Sharon WilliamsDeborah Taylor
Katherine NasworthyBuyers
CS 3Martha Arnett
Annette Leslie-BurneyLisa KingBuyers
Temp 1Michael Lissner
(Analyst)
CS 2Gail SampsonBonnie Geddis
Buyer Assistants CS 2
Pearl MitchellCharles RobertsonBuyer Assistants
CS 1Dan Shannon
Print Coordinator
PROCUREMENT DIVISION
Revision Date: 11-15-10
CS 1Alex Baker
Professional Services Specialist
CS 1Sheryl KurtzBuyer Senior
CS 3Eric Niemi
Deidre BainesDan Pearson
Purchasing Analysts
CS 1Amiele Gendive
CSA III
CS 1Karen Gibson
CSA III
CS 1Luz Smith
CSA III
A 1Robert Wicker
Procurement Contracts Manager
A 1Marilyn Laidler
Assistant Manager
CS 1Marsha Williams
Buyer Senior
CS 1Cyndi Miller
Reproduction Systems Operator,
Sr.
CS 1Ralph McCrearySurplus Property
Coordinator
Copy Center BudgetOPPR521CC
Salaries/Related Expenses, $270,120.00, 28%
Fixed Costs, $505,501.00, 53%
Operating Supplies, $74,750.00, 8%
Indirect Costs, $36,714.00, 4%
Internal Services, $63,875.00, 7%
Salaries/Related Expenses
Fixed Costs
Operating Supplies
Indirect Costs
Internal Services
Mail Room BudgetOPPR521CCM
Salaries/Related Expenses, $106,194.00, 11%
Postage, $777,500.00, 79%
Operating Supplies, $13,500.00, 1%
Indirect Costs, $93,540.00, 9%
Salaries/Related Expenses
Postage
Operating Supplies
Indirect Costs
The Copy Center Function is a centralized function that oversees the reproduction and/or production of printed materials resulting from the annual processing of 3,600 print requests and over 8.6 million impressions (FY10 data)
The Copy Center Function includes:
• Hours of Operation: 6:00am-7:00pm (Utilizing Flex Hours)• Receive and process requests for reproduction/production printing request• Provide formatting services for reproduction/production request• Provide duplication services for CD and DVD conversion• Provide bi-weekly production of payroll • Provide monthly internal billing for reproduction/production services rendered• Perform periodic rate comparisons to external service providers• Provide Copyright infringement oversight• Bate stamping of legal files
The Mailroom Function is a centralized function that oversees the receipt, processing and distribution of 572,000 interoffice mail parcels, 312,000 incoming mail parcels and 504,000 outgoing mail parcels. Total combined parcels processed annually are approximately 1.4 million (FY10 data)
The Mailroom function includes:
• Receipt, processing and distribution of incoming/outgoing mail parcels• Provide safety check of suspicious incoming mail parcels, to include x-ray• Receipt and distribution of inter-office mail parcels• Provide pre-sort service to determine the best possible postage rate
Recent/Future Improvements
• Right-Sizing of Copy Center Equipment to Allow for a More Extensive Menu of Services and a Reduction in Monthly Fixed Costs
• Creation of a New Copy Center Web Page to Market the Complete/Comprehensive Services Available
• Explore Expansion of Folding/Inserting Service to Accommodate High Volume Mail Processing
• Business Cards (not Requiring Foil Stamping) produced in –house for a 50% savings
Annual Statistical Recap of FY10 (approximate)
Copy Center
• 3,600 Reproduction Requests Resulting in Over 8.6 Million Impressions
Mail Room
• 312,000 Incoming Mail Parcels
• 504,000 Outgoing Mail Parcels
• 572,000 Interoffice Mail Parcels
Questions/Comments?
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