COBI 2013 - ISF - Purchasing & General Services

Compendium of Budget Information for the 2013 General Session

Infrastructure & General Government
Appropriations Subcommittee

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Agency: ISF - Administrative Services

Line Item: ISF - Purchasing & General Services

Function

In 1997, the Legislature reorganized the Department of Administrative Services, which merged Central Copying, Central Mail, and Central Stores into the Division of Purchasing. The new division became the Division of Purchasing and General Services. The General Services functions of the division are budgeted as internal service funds. The procurement function that enables other agencies to contract for goods and services is budgeted separately in the appropriated fund section.

In FY 2011, the department requested that the State Surplus Property and the Federal Surplus Property internal service funds be moved from the Division of Fleet Operations to the Division of General Services to more closely align program operations with similar programs. The Department also requested that the Purchasing Card (P-Card) program be moved from the Electronic Purchasing program to a new internal service fund administered by the Division of Finance in FY 2011. The Legislature accommodated these requests in the 2010 General Session.

The programs in this line item include:

Administration
Central Mailing
Electronic Purchasing
Print Services
State Surplus Property
Federal Surplus Property

Statutory Authority

UCA 63A-2-103 directs the Division of Purchasing and General Services to operate and maintain:

A central mailing service
An electronic central store system for procuring goods and services

The director may establish microfilming, duplicating, printing, addressograph, and other central services.

Each state agency must subscribe to the division's central services unless the director delegates this authority as required by UCA 63A-2-104.

UCA 63A-2-401 allows the division to establish a federal surplus property system

UCA 63A-2-404 requires the division to establish a state surplus property system

Regarding the ISF, UCA 63A-2-103(3) requires the director to:

Establish a schedule of fees for services provided to any department or agency
Submit proposed fees for services to the Rate Committee and obtain approval from the Legislature
Ensure that fees are approximately equal to the cost of providing the service
Conduct a market analysis of fees that compares division rates with fees of other public or private sector providers

Funding Detail

This budgetary line item contains six programs. However, the Administration program exists only to account for overhead costs of services provided to the other five programs. It does not appear in the budget detail below because its revenues and expenditures usually net to zero.

Sources of Finance (click linked fund name for more info)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Dedicated Credits - Intragvt Rev	$17,621,200	$17,205,100	$18,068,300	$19,575,000	$19,069,000
Sale of Fixed Assets	($12,100)	$6,100	$10,300	$15,600	$0
Total	$17,609,100	$17,211,200	$18,078,600	$19,590,600	$19,069,000

Programs: (click linked program name to drill-down)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
ISF - Central Mailing	$12,487,500	$12,461,600	$12,463,400	$13,166,800	$13,187,900
ISF - Cooperative Contracting	$622,900	$492,300	$1,651,800	$2,220,600	$1,737,600
ISF - Print Services	$3,411,600	$3,203,600	$3,236,600	$3,128,600	$3,413,400
ISF - State Surplus Property	$1,073,200	$944,800	$707,200	$1,028,500	$707,100
ISF - Federal Surplus Property	$13,900	$108,900	$19,600	$46,100	$23,000
Total	$17,609,100	$17,211,200	$18,078,600	$19,590,600	$19,069,000

Categories of Expenditure (mouse-over category name for definition)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Personnel Services	$3,336,300	$3,333,900	$3,503,500	$3,678,000	$4,606,400
In-state Travel	$11,600	$8,400	$6,000	$3,300	$6,200
Out-of-state Travel	$4,600	$2,200	$14,800	$9,900	$16,600
Current Expense	$12,626,500	$12,619,600	$12,075,100	$12,296,100	$12,102,000
DP Current Expense	$147,100	$119,400	$89,500	$108,200	$121,900
Capital Outlay	$0	$0	$147,700	$0	$182,600
Other Charges/Pass Thru	$155,100	$96,800	$400	($37,100)	($34,900)
Depreciation	$1,736,700	$1,730,600	$1,523,200	$1,648,600	$1,726,300
Total	$18,017,900	$17,910,900	$17,360,200	$17,707,000	$18,727,100

Other Indicators	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Budgeted FTE	63.7	71.5	71.8	71.3	84.7
Actual FTE	65.2	66.0	55.7	67.8	0.0
Authorized Capital Outlay	$1,695,600	$1,058,900	$1,759,727	$1,436,300	$3,510,900
Retained Earnings	$1,067,000	$367,400	$1,085,800	$2,969,700	$2,230,000
Vehicles	22	23	16	25	23

Subcommittee Table of Contents

Program: ISF - General Services Administration

Function

The administration program accounts for the indirect costs (administrative overhead) of delivering the services of the other three central services programs. This program manages the functions of divisional management, budgeting, accounting, and clerical support.

Funding Detail

All expenditures are passed through to the programs in proportion to their share of the total division budget.

Sources of Finance (click linked fund name for more info)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Total	$0	$0	$0	$0	$0

Categories of Expenditure (mouse-over category name for definition)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Personnel Services	$270,300	$246,200	$235,700	$103,100	$0
In-state Travel	$0	$100	$200	$400	$200
Out-of-state Travel	$0	$0	$8,100	$0	$8,100
Current Expense	$37,700	$16,700	$8,300	$6,500	$110,600
DP Current Expense	$60,400	$36,100	$0	$6,700	$0
Other Charges/Pass Thru	($368,000)	($295,900)	($248,600)	($114,700)	($118,900)
Total	$400	$3,200	$3,700	$2,000	$0

Other Indicators	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Budgeted FTE	3.0	3.0	3.0	3.0	2.0
Actual FTE	3.0	2.6	2.3	1.2	0.0
Retained Earnings	($400)	($3,700)	($7,400)	($9,400)	$0

Subcommittee Table of Contents

Program: ISF - Central Mailing

Function

State Mail provides mail services for agencies throughout the state. The automation of mail functions in a centralized facility reduces the time that agencies spend on these functions and increases overall efficiency.

State Mail is established to provide services in a way that minimizes costs to state agencies. Bar coding and presorting of mail allows agencies to receive maximum postal discounts. Rates reflect postal discounts obtained through mail automation and consolidation. Mail Services also provides agencies with an effective way to process their outgoing mail stream. Collation, bursting, sorting, and inserting are all automated functions performed by the division.

Performance

State Mail Services is primarily a production environment. Tracking freight and postage cost avoidance is one performance measure as illustrated in the following chart.

Funding Detail

Sources of Finance (click linked fund name for more info)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Dedicated Credits - Intragvt Rev	$12,487,500	$12,461,600	$12,463,400	$13,181,700	$13,187,900
Sale of Fixed Assets	$0	$0	$0	($14,900)	$0
Total	$12,487,500	$12,461,600	$12,463,400	$13,166,800	$13,187,900

Categories of Expenditure (mouse-over category name for definition)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Personnel Services	$2,089,600	$2,101,100	$2,195,100	$2,238,900	$2,316,000
In-state Travel	$8,400	$5,700	$3,200	$900	$3,200
Out-of-state Travel	$3,300	$0	$6,500	$4,700	$6,500
Current Expense	$10,727,600	$10,704,000	$10,306,200	$10,664,500	$10,238,100
DP Current Expense	$16,400	$9,800	$21,000	$25,900	$21,000
Capital Outlay	$0	$0	$147,700	$0	$182,600
Other Charges/Pass Thru	$22,900	$23,400	$24,100	$24,500	$24,100
Depreciation	$220,400	$229,000	$0	$136,500	$0
Total	$13,088,600	$13,073,000	$12,703,800	$13,095,900	$12,791,500

Other Indicators	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Budgeted FTE	43.5	53.5	53.5	53.5	53.5
Actual FTE	48.4	49.1	39.7	51.5	0.0
Authorized Capital Outlay	$149,500	$10,700	$418,127	$76,900	$530,000
Retained Earnings	$793,400	$182,100	($58,300)	$12,600	$550,400
Vehicles	16	16	16	18	16

Subcommittee Table of Contents

Program: ISF - Cooperative Contracting

Function

Prior to 1997, Central Stores was the state's outlet for office and specialty supplies. Beginning in 1997, office supply delivery was privatized using a cooperative contract managed by the program, and a fee added to the contract to fund management costs. Over time, additional fee-based contracts have been added. Beginning FY 2012, the program was tasked with managing all of Purchasing's Cooperative Contracts, and the program was authorized by the Legislature to collect a fee from non-state entities for use of the contracts. The Division of Purchasing has begun transitioning personnel costs from the appropriated program to this internal service fund.

Beginning in FY 2012, the Division of Purchasing is transitioning personnel costs from the appropriated program to this internal service fund. The program was authorized by the Legislature to collect a fee from non-state entities using state contracts.

Funding Detail

Sources of Finance (click linked fund name for more info)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Dedicated Credits - Intragvt Rev	$622,900	$492,300	$1,651,800	$2,220,600	$1,737,600
Total	$622,900	$492,300	$1,651,800	$2,220,600	$1,737,600

Categories of Expenditure (mouse-over category name for definition)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Personnel Services	$219,400	$234,400	$369,300	$603,900	$1,480,000
In-state Travel	$200	$0	$0	$0	$0
Out-of-state Travel	$0	$0	$200	$4,400	$0
Current Expense	$189,700	$187,600	$200,900	$194,100	$257,400
DP Current Expense	$0	$300	$2,100	$4,100	$200
Other Charges/Pass Thru	$263,300	$207,300	$104,500	$4,900	$0
Total	$672,600	$629,600	$677,000	$811,400	$1,737,600

Other Indicators	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Budgeted FTE	5.0	3.0	3.0	3.0	17.5
Actual FTE	2.9	3.0	4.4	7.3	0.0
Retained Earnings	$618,400	$481,100	$1,455,900	$2,865,100	$2,070,600

Subcommittee Table of Contents

Program: ISF - Print Services

Function

Print Services operates a self-service copier program and contracts with Xerox to operate service centers providing high speed copying and finishing services. The program seeks to offer high quality copy services at below market prices. Agencies are not required to use State Print Services if other options are more cost effective. Contracting the service centers have resulted in savings to customer agencies as well as the gradual elimination of negative retained earnings as seen in the table below.

Funding Detail

Sources of Finance (click linked fund name for more info)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Dedicated Credits - Intragvt Rev	$3,423,700	$3,197,500	$3,226,300	$3,098,100	$3,413,400
Sale of Fixed Assets	($12,100)	$6,100	$10,300	$30,500	$0
Total	$3,411,600	$3,203,600	$3,236,600	$3,128,600	$3,413,400

Categories of Expenditure (mouse-over category name for definition)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Personnel Services	$218,700	$239,500	$225,100	$247,500	$261,500
In-state Travel	$2,100	$2,000	$1,600	$1,100	$1,600
Out-of-state Travel	$1,300	$900	$0	$0	$0
Current Expense	$1,453,700	$1,379,600	$1,355,800	$1,218,200	$1,289,400
DP Current Expense	$0	$400	$3,100	$4,200	$3,100
Other Charges/Pass Thru	$36,000	$44,500	$45,200	$46,200	$45,200
Depreciation	$1,484,300	$1,468,600	$1,483,400	$1,470,700	$1,670,500
Total	$3,196,100	$3,135,500	$3,114,200	$2,987,900	$3,271,300

Other Indicators	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Budgeted FTE	3.0	3.0	3.0	3.0	3.0
Actual FTE	3.0	3.3	3.0	3.2	0.0
Authorized Capital Outlay	$1,516,800	$1,048,200	$1,294,700	$1,359,400	$2,935,900
Retained Earnings	($704,200)	($636,000)	($513,600)	($372,700)	($219,100)

Subcommittee Table of Contents

Program: ISF - State Surplus Property

Function

The division sells state agency surplus property to the public subject to a 30-day purchase priority that is given to state and local government agencies. The best possible price is obtained by using varied sales methods including: warehouse direct sales, sealed bids, spot bids, auction sales to the public, and internet-based auctions.

The rate structure for State Surplus Property allows the program to retain total proceeds from sales in order to fund operating expenses. If the program earns a profit and shows a positive retained earnings balance, State Surplus may proportionately rebate profits to state agencies.

In addition to properly disposing of equipment in accordance with environmental law, State Surplus Property provides a consistent accountability structure for the disposal of property. A central system protects the state against fraud and claims of fraud in the disposition of surplus property.

Funding Detail

Sources of Finance (click linked fund name for more info)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Dedicated Credits - Intragvt Rev	$1,073,200	$944,800	$707,200	$1,028,500	$707,100
Total	$1,073,200	$944,800	$707,200	$1,028,500	$707,100

Categories of Expenditure (mouse-over category name for definition)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Personnel Services	$531,700	$504,200	$472,500	$477,500	$542,500
In-state Travel	$900	$600	$1,000	$900	$1,200
Out-of-state Travel	($500)	$800	$0	$400	$1,400
Current Expense	$210,900	$227,000	$196,500	$188,300	$199,100
DP Current Expense	$70,300	$72,800	$50,300	$57,500	$80,600
Other Charges/Pass Thru	$200,900	$114,200	$73,300	$2,000	$10,900
Depreciation	$32,000	$33,000	$34,000	$34,400	$50,000
Total	$1,046,200	$952,600	$827,600	$761,000	$885,700

Other Indicators	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Budgeted FTE	8.8	8.0	8.8	8.7	8.7
Actual FTE	7.8	7.9	6.1	4.6	0.0
Authorized Capital Outlay	$29,300	$0	$11,900	$0	$45,000
Retained Earnings	$385,500	$377,700	$257,300	$524,900	($89,700)
Vehicles	6	7	0	7	7

Subcommittee Table of Contents

Program: ISF - Federal Surplus Property

Function

The Federal Surplus Program acquires and donates federal property to public and non-profit agencies. A handling fee is charged to agencies acquiring surplus property. These dedicated credits fund the operation while offering a means for state, county, and local agencies to purchase equipment at reduced rates.

During the 2004 General Session, the Legislature decided to reduce this non-essential program to merely an agent to acquire federal property when requested from state or local entities.

Funding Detail

Sources of Finance (click linked fund name for more info)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Dedicated Credits - Intragvt Rev	$13,900	$108,900	$19,600	$46,100	$23,000
Total	$13,900	$108,900	$19,600	$46,100	$23,000

Categories of Expenditure (mouse-over category name for definition)	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Personnel Services	$6,600	$8,500	$5,800	$7,100	$6,400
Out-of-state Travel	$500	$500	$0	$400	$600
Current Expense	$6,900	$104,700	$7,400	$24,500	$7,400
DP Current Expense	$0	$0	$13,000	$9,800	$17,000
Other Charges/Pass Thru	$0	$3,300	$1,900	$0	$3,800
Depreciation	$0	$0	$5,800	$7,000	$5,800
Total	$14,000	$117,000	$33,900	$48,800	$41,000

Other Indicators	2009 Actual	2010 Actual	2011 Actual	2012 Actual	2013 Approp
Budgeted FTE	0.4	1.0	0.5	0.1	0.1
Actual FTE	0.1	0.1	0.2	0.1	0.0
Authorized Capital Outlay	$0	$0	$35,000	$0	$0
Retained Earnings	($25,700)	($33,800)	($48,100)	($50,800)	($82,200)

Subcommittee Table of Contents

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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.