Agency: ISF - Administrative Services

Line Item: ISF - Purchasing and 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

Intent Language

The Legislature intends that if Senate Bill 68 passes, the Division of Finance transfer $80,000 of state only retained earnings from the State Surplus Property Program to the General Fund in Fiscal Year 2014.

(Senate Bill 68 passed; see the State Surplus Property Program within this ISF division for further details.)

Related Links

Glossary of Terms

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 usually 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)
Dedicated Credits - Intragvt Rev
Sale of Fixed Assets
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$17,205,100	$18,068,300	$19,575,000	$20,358,700	$20,208,700	($516,100)	$19,692,600	($513,800)	$19,178,800
$6,100	$10,300	$15,600	$64,400	$0	$0	$0	$0	$0
$17,211,200	$18,078,600	$19,590,600	$20,423,100	$20,208,700	($516,100)	$19,692,600	($513,800)	$19,178,800

Programs: (click linked program name to drill-down)
ISF - General Services Administration
ISF - Central Mailing
ISF - Cooperative Contracting
ISF - Print Services
ISF - State Surplus Property
ISF - Federal Surplus Property
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$0	$0	$0	$1,400	$10,800	($10,800)	$0	$0	$0
$12,461,600	$12,463,400	$13,166,800	$13,154,700	$13,500,000	($340,500)	$13,159,500	$119,300	$13,278,800
$492,300	$1,651,800	$2,220,600	$3,193,000	$2,220,600	$621,900	$2,842,500	($538,300)	$2,304,200
$3,203,600	$3,236,600	$3,128,600	$3,224,500	$3,560,700	($400,100)	$3,160,600	$700	$3,161,300
$944,800	$707,200	$1,028,500	$822,000	$870,500	($368,000)	$502,500	($95,500)	$407,000
$108,900	$19,600	$46,100	$27,500	$46,100	($18,600)	$27,500	$0	$27,500
$17,211,200	$18,078,600	$19,590,600	$20,423,100	$20,208,700	($516,100)	$19,692,600	($513,800)	$19,178,800

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
DP Capital Outlay
Capital Outlay
Other Charges/Pass Thru
Depreciation
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$3,333,900	$3,503,500	$3,678,000	$4,573,200	$4,905,600	($231,100)	$4,674,500	$15,900	$4,690,400
$8,400	$6,000	$3,300	$12,000	$3,300	($200)	$3,100	$0	$3,100
$2,200	$14,800	$9,900	$5,700	$9,900	($8,300)	$1,600	$0	$1,600
$12,619,600	$12,075,100	$12,296,100	$12,747,600	$12,274,100	$336,400	$12,610,500	$0	$12,610,500
$119,400	$89,500	$108,200	$177,800	$121,800	$47,400	$169,200	$30,100	$199,300
$0	$0	$0	$9,400	$0	$9,400	$9,400	($9,400)	$0
$0	$147,700	$0	$1,505,600	$0	$1,539,400	$1,539,400	($1,539,400)	$0
$96,800	$400	($37,100)	$131,700	($42,300)	$127,500	$85,200	($201,300)	($116,100)
$1,730,600	$1,523,200	$1,648,600	$0	$2,154,700	($2,154,700)	$0	$1,532,700	$1,532,700
$17,910,900	$17,360,200	$17,707,000	$19,163,000	$19,427,100	($334,200)	$19,092,900	($171,400)	$18,921,500

Other Indicators
Budgeted FTE
Actual FTE
Authorized Capital Outlay
Retained Earnings
Vehicles

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
71.5	71.8	71.3	82.7	89.7	0.0	89.7	0.0	89.7
66.0	55.7	67.8	75.9	0.0	0.0	0.0	0.0	0.0
$1,058,900	$1,759,727	$1,436,300	$2,154,300	$3,565,900	($1,255,900)	$2,310,000	$751,100	$3,061,100
$367,400	$1,085,800	$2,969,700	$4,230,100	$4,772,800	($43,100)	$4,729,700	$357,300	$5,087,000
23	16	25	26	23	0	23	0	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)
Dedicated Credits - Intragvt Rev
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$0	$0	$0	$1,400	$10,800	($10,800)	$0	$0	$0
$0	$0	$0	$1,400	$10,800	($10,800)	$0	$0	$0

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
Other Charges/Pass Thru
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$246,200	$235,700	$103,100	$0	$0	$0	$0	$0	$0
$100	$200	$400	$0	$400	($400)	$0	$0	$0
$0	$8,100	$0	$0	$0	$0	$0	$0	$0
$16,700	$8,300	$6,500	$178,100	$112,300	$64,500	$176,800	$0	$176,800
$36,100	$0	$6,700	$12,900	$18,000	($5,100)	$12,900	$0	$12,900
($295,900)	($248,600)	($114,700)	($199,000)	($119,900)	($69,800)	($189,700)	$0	($189,700)
$3,200	$3,700	$2,000	($8,000)	$10,800	($10,800)	$0	$0	$0

Other Indicators
Budgeted FTE
Actual FTE
Retained Earnings

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
3.0	3.0	3.0	0.0	2.0	(2.0)	0.0	2.0	2.0
2.6	2.3	1.2	0.0	0.0	0.0	0.0	0.0	0.0
($3,700)	($7,400)	($9,400)	$0	$0	$0	$0	$0	$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. Note that the Governor's Office of Management and Budget is currently revamping the performance measures for Administrative Services.



Funding Detail

Sources of Finance (click linked fund name for more info)
Dedicated Credits - Intragvt Rev
Sale of Fixed Assets
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$12,461,600	$12,463,400	$13,181,700	$13,154,700	$13,500,000	($340,500)	$13,159,500	$119,300	$13,278,800
$0	$0	($14,900)	$0	$0	$0	$0	$0	$0
$12,461,600	$12,463,400	$13,166,800	$13,154,700	$13,500,000	($340,500)	$13,159,500	$119,300	$13,278,800

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
Capital Outlay
Other Charges/Pass Thru
Depreciation
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$2,101,100	$2,195,100	$2,238,900	$2,374,100	$2,450,500	($4,000)	$2,446,500	$7,700	$2,454,200
$5,700	$3,200	$900	$9,900	$900	$100	$1,000	$0	$1,000
$0	$6,500	$4,700	$600	$4,700	($4,100)	$600	$0	$600
$10,704,000	$10,306,200	$10,664,500	$10,512,100	$10,664,500	($143,100)	$10,521,400	$0	$10,521,400
$9,800	$21,000	$25,900	$32,500	$25,900	$6,600	$32,500	$30,100	$62,600
$0	$147,700	$0	$92,800	$0	$126,600	$126,600	($126,600)	$0
$23,400	$24,100	$24,500	$26,900	$24,500	$2,400	$26,900	$0	$26,900
$229,000	$0	$136,500	$0	$180,000	($180,000)	$0	$110,500	$110,500
$13,073,000	$12,703,800	$13,095,900	$13,048,900	$13,351,000	($195,500)	$13,155,500	$21,700	$13,177,200

Other Indicators
Budgeted FTE
Actual FTE
Authorized Capital Outlay
Retained Earnings
Vehicles

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
53.5	53.5	53.5	53.5	58.5	(1.0)	57.5	1.0	58.5
49.1	39.7	51.5	53.8	0.0	0.0	0.0	0.0	0.0
$10,700	$418,127	$76,900	$400,000	$510,000	$0	$510,000	($380,000)	$130,000
$182,100	($58,300)	$12,600	$118,300	$369,500	($247,300)	$122,200	$101,600	$223,800
16	16	18	18	16	0	16	0	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)
Dedicated Credits - Intragvt Rev
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$492,300	$1,651,800	$2,220,600	$3,193,000	$2,220,600	$621,900	$2,842,500	($538,300)	$2,304,200
$492,300	$1,651,800	$2,220,600	$3,193,000	$2,220,600	$621,900	$2,842,500	($538,300)	$2,304,200

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
Other Charges/Pass Thru
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$234,400	$369,300	$603,900	$1,617,800	$1,672,400	$174,800	$1,847,200	$6,300	$1,853,500
$0	$0	$0	$500	$0	$500	$500	$0	$500
$0	$200	$4,400	$5,100	$4,400	($3,400)	$1,000	$0	$1,000
$187,600	$200,900	$194,100	$351,700	$194,100	$172,800	$366,900	$0	$366,900
$300	$2,100	$4,100	$73,300	$4,100	$69,200	$73,300	$0	$73,300
$207,300	$104,500	$4,900	$266,100	$4,900	$205,400	$210,300	($201,300)	$9,000
$629,600	$677,000	$811,400	$2,314,500	$1,879,900	$619,300	$2,499,200	($195,000)	$2,304,200

Other Indicators
Budgeted FTE
Actual FTE
Retained Earnings

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
3.0	3.0	3.0	17.5	17.5	3.5	21.0	(3.5)	17.5
3.0	4.4	7.3	13.5	0.0	0.0	0.0	0.0	0.0
$481,100	$1,455,900	$2,865,100	$3,743,700	$3,718,100	$268,900	$3,987,000	$100,000	$4,087,000

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)
Dedicated Credits - Intragvt Rev
Sale of Fixed Assets
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$3,197,500	$3,226,300	$3,098,100	$3,160,100	$3,560,700	($400,100)	$3,160,600	$700	$3,161,300
$6,100	$10,300	$30,500	$64,400	$0	$0	$0	$0	$0
$3,203,600	$3,236,600	$3,128,600	$3,224,500	$3,560,700	($400,100)	$3,160,600	$700	$3,161,300

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
Capital Outlay
Other Charges/Pass Thru
Depreciation
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$239,500	$225,100	$247,500	$185,300	$244,500	($56,500)	$188,000	$700	$188,700
$2,000	$1,600	$1,100	$1,400	$1,100	$300	$1,400	$0	$1,400
$900	$0	$0	$0	$0	$0	$0	$0	$0
$1,379,600	$1,355,800	$1,218,200	$1,417,900	$1,217,800	$131,000	$1,348,800	$0	$1,348,800
$400	$3,100	$4,200	$2,700	$4,200	($1,500)	$2,700	$0	$2,700
$0	$0	$0	$1,380,000	$0	$1,380,000	$1,380,000	($1,380,000)	$0
$44,500	$45,200	$46,200	$33,800	$46,200	($12,400)	$33,800	$0	$33,800
$1,468,600	$1,483,400	$1,470,700	$0	$1,933,300	($1,933,300)	$0	$1,380,000	$1,380,000
$3,135,500	$3,114,200	$2,987,900	$3,021,100	$3,447,100	($492,400)	$2,954,700	$700	$2,955,400

Other Indicators
Budgeted FTE
Actual FTE
Authorized Capital Outlay
Retained Earnings

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
3.0	3.0	3.0	3.0	3.0	(0.5)	2.5	0.5	3.0
3.3	3.0	3.2	2.5	0.0	0.0	0.0	0.0	0.0
$1,048,200	$1,294,700	$1,359,400	$1,749,000	$3,055,900	($1,255,900)	$1,800,000	$1,131,100	$2,931,100
($636,000)	($513,600)	($372,700)	($168,900)	($145,400)	$182,400	$37,000	$205,900	$242,900

Subcommittee Table of Contents

Program: ISF - State Surplus Property

Function

During the 2013 General Session, the Legislature passed S.B. 68, "State Surplus Property Program Amendments." This legislation transferred the sale/disposal of non-vehicle state surplus property to the private sector beginning FY 2014. This accounts for the reduction in appropriated (and anticipated) revenue and expenses in FY 2014. The sale/disposal of state surplus vehicles continues to be performed by this ISF program. Prior to the passage of this bill, the division sold 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 was obtained by using varied sales methods including: warehouse direct sales, sealed bids, spot bids, auction sales to the public, and internet-based auctions.

Funding Detail

Sources of Finance (click linked fund name for more info)
Dedicated Credits - Intragvt Rev
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$944,800	$707,200	$1,028,500	$822,000	$870,500	($368,000)	$502,500	($95,500)	$407,000
$944,800	$707,200	$1,028,500	$822,000	$870,500	($368,000)	$502,500	($95,500)	$407,000

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
DP Capital Outlay
Capital Outlay
Other Charges/Pass Thru
Depreciation
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$504,200	$472,500	$477,500	$393,500	$536,100	($345,500)	$190,600	$1,200	$191,800
$600	$1,000	$900	$200	$900	($700)	$200	$0	$200
$800	$0	$400	$0	$400	($400)	$0	$0	$0
$227,000	$196,500	$188,300	$275,900	$60,900	$123,800	$184,700	$0	$184,700
$72,800	$50,300	$57,500	$53,300	$59,800	($15,100)	$44,700	$0	$44,700
$0	$0	$0	$2,400	$0	$2,400	$2,400	($2,400)	$0
$0	$0	$0	$32,800	$0	$32,800	$32,800	($32,800)	$0
$114,200	$73,300	$2,000	$3,900	$2,000	$1,900	$3,900	$0	$3,900
$33,000	$34,000	$34,400	$0	$34,400	($34,400)	$0	$35,200	$35,200
$952,600	$827,600	$761,000	$762,000	$694,500	($235,200)	$459,300	$1,200	$460,500

Other Indicators
Budgeted FTE
Actual FTE
Authorized Capital Outlay
Retained Earnings
Vehicles

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
8.0	8.8	8.7	8.7	8.7	(0.2)	8.5	0.2	8.7
7.9	6.1	4.6	6.1	0.0	0.0	0.0	0.0	0.0
$0	$11,900	$0	$5,300	$0	$0	$0	$0	$0
$377,700	$257,300	$524,900	$584,800	$876,800	($248,800)	$628,000	($53,500)	$574,500
7	0	7	8	7	0	7	0	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)
Dedicated Credits - Intragvt Rev
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$108,900	$19,600	$46,100	$27,500	$46,100	($18,600)	$27,500	$0	$27,500
$108,900	$19,600	$46,100	$27,500	$46,100	($18,600)	$27,500	$0	$27,500

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
Out-of-state Travel
Current Expense
DP Current Expense
DP Capital Outlay
Other Charges/Pass Thru
Depreciation
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$8,500	$5,800	$7,100	$2,500	$2,100	$100	$2,200	$0	$2,200
$500	$0	$400	$0	$400	($400)	$0	$0	$0
$104,700	$7,400	$24,500	$11,900	$24,500	($12,600)	$11,900	$0	$11,900
$0	$13,000	$9,800	$3,100	$9,800	($6,700)	$3,100	$0	$3,100
$0	$0	$0	$7,000	$0	$7,000	$7,000	($7,000)	$0
$3,300	$1,900	$0	$0	$0	$0	$0	$0	$0
$0	$5,800	$7,000	$0	$7,000	($7,000)	$0	$7,000	$7,000
$117,000	$33,900	$48,800	$24,500	$43,800	($19,600)	$24,200	$0	$24,200

Other Indicators
Budgeted FTE
Actual FTE
Authorized Capital Outlay
Retained Earnings

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
1.0	0.5	0.1	0.1	0.0	0.2	0.2	(0.2)	0.0
0.1	0.2	0.1	0.0	0.0	0.0	0.0	0.0	0.0
$0	$35,000	$0	$0	$0	$0	$0	$0	$0
($33,800)	($48,100)	($50,800)	($47,800)	($46,200)	$1,700	($44,500)	$3,300	($41,200)

Subcommittee Table of Contents