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?