COBI 2013 - Purchasing

Compendium of Budget Information for the 2013 General Session

Infrastructure & General Government
Appropriations Subcommittee

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Agency: Administrative Services

Line Item: Purchasing

Function

In 1997 the Legislature reorganized the Department of Administrative Services, merging Central Copying, Central Mail, and Central Stores into the Division of Purchasing. The new division became the Division of Purchasing and General Services. The procurement function that enables other agencies to contract for goods and services is currently transitioning from an appropriated function to an Internal Service Fund (ISF). After the transition a small portion of administrative personnel will remain appropriated from General Funds while the rest of the division will be funded through internal service fund fee revenues.

The division provides a centralized purchasing function for all state agencies. Purchasing manages hundreds of statewide contracts that are used by state agencies, education, and local governments. Furthermore, the division oversees agency contracts and procurement processes that value more than a billion dollars annually.

Statutory Authority

The Utah Procurement Code UCA 63G-6-204 requires the chief procurement officer to:

Procure or supervise procurement of all supplies, services, and construction needed by the state
Exercise supervision and control over all inventories or supplies belonging to the state
Establish and maintain programs for the inspection, testing, and acceptance of supplies, services, and construction
Prepare statistical data concerning the procurement and usage of all supplies, services, and construction
Approve new information technology contracts only after the chief information officer has submitted a written needs analysis

Performance

State Purchasing manages cooperative contracts that are utilized by state agencies, institutions of higher education, school districts, and local governments. Usage of the contracts is mandatory by state agencies, but voluntary by political subdivisions. Thus political subdivision usage of the contracts is a barometer of whether the contracts provide best value.

Voluntary Usage of State Contracts by Political Divisions

Funding Detail

Dedicated Credits are generated by contract management cost reimbursements. The division participates in and manages several multi-state contracts for the Western States Contracting Alliance (WSCA) -- a contracting alliance of fifteen western states. Utah has the lead on data communications, small package delivery, and other types of contracts.

Sources of Finance (click linked fund name for more info)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
General Fund	$1,542,700	$1,427,400	$1,370,200	$1,061,100	$761,100
General Fund, One-time	$17,500	($81,800)	$0	$0	$0
Dedicated Credits Revenue	$104,200	$164,000	$85,800	$396,300	$0
Beginning Nonlapsing	$45,500	$45,500	$9,200	$0	$0
Closing Nonlapsing	($45,500)	($9,200)	$0	$0	($300,000)
Lapsing Balance	($14,700)	$0	$0	$0	$0
Total	$1,649,700	$1,545,900	$1,465,200	$1,457,400	$461,100

Programs: (click linked program name to drill-down)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Purchasing and General Services	$1,649,700	$1,545,900	$1,465,200	$1,457,400	$461,100
Total	$1,649,700	$1,545,900	$1,465,200	$1,457,400	$461,100

Categories of Expenditure (mouse-over category name for definition)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Personnel Services	$1,493,400	$1,449,500	$1,333,000	$1,328,600	$298,100
In-state Travel	$2,400	$800	$3,900	$1,300	$3,900
Out-of-state Travel	$11,300	$800	$1,600	$400	$1,600
Current Expense	$80,600	$37,700	$63,800	$79,100	$75,000
DP Current Expense	$62,000	$57,100	$51,600	$48,000	$82,500
Other Charges/Pass Thru	$0	$0	$11,300	$0	$0
Total	$1,649,700	$1,545,900	$1,465,200	$1,457,400	$461,100

Other Indicators	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Budgeted FTE	22.0	20.0	22.0	20.0	5.5
Actual FTE	18.7	18.2	16.9	15.9	0.0

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COBI contains unaudited data as presented to the Legislature by state agencies at the time of publication. For audited financial data see the State of Utah's Comprehensive Annual Financial Reports.