COBI 2015 - ISF - Purchasing and General Services

Overview
Issues
Performance
Background
Financials

Sources Uses

FY 2016 Appropriation

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.

Funding History

Appropriation Overview

During the 2015 General Session, the Legislature appropriated for Fiscal Year 2016, $19,850,000 from all sources for ISF - Purchasing and General Services. This is an 11.5 percent increase from Fiscal Year 2015 revised estimated amounts from all sources.

The following are performance measures tracked within this organization.

Freight and Postage Cost Avoidance

State Purchasing Cooperative Contracts

Statute

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

Related Links

Glossary of Terms

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
Cooperative Contracting
Print Services
State Surplus Property
Federal Surplus Property

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.

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Program

Funding Source

Expenditure Category

Appropriation Type:

Appropriation History by

Programs	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
ISF - General Services Administration	0	0	1,400	0	0	0	0	0	0
ISF - Central Mailing	12,463,400	13,166,800	13,154,700	13,270,800	13,278,800	103,000	13,381,800	700	13,382,500
ISF - Cooperative Contracting	1,651,800	2,220,600	3,193,000	2,782,000	2,304,200	(1,322,200)	982,000	1,900,400	2,882,400
ISF - Print Services	3,236,600	3,128,600	3,224,500	3,086,500	3,161,300	(161,700)	2,999,600	(27,000)	2,972,600
ISF - State Surplus Property	707,200	1,028,500	822,000	528,600	407,000	8,600	415,600	168,700	584,300
ISF - Federal Surplus Property	19,600	46,100	27,500	73,300	27,500	700	28,200	0	28,200
Total	$18,078,600	$19,590,600	$20,423,100	$19,741,200	$19,178,800	($1,371,600)	$17,807,200	$2,042,800	$19,850,000

Sources of Finance	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Dedicated Credits - Intragvt Rev	18,068,300	19,575,000	20,358,700	19,808,300	19,178,800	528,400	19,707,200	142,800	19,850,000
Sale of Fixed Assets	10,300	15,600	64,400	32,900	0	0	0	0	0
Transfers	0	0	0	(100,000)	0	(1,900,000)	(1,900,000)	1,900,000	0
Total	$18,078,600	$19,590,600	$20,423,100	$19,741,200	$19,178,800	($1,371,600)	$17,807,200	$2,042,800	$19,850,000

Categories of Expenditure	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Personnel Services	3,503,500	3,678,000	4,573,200	4,629,100	4,690,400	183,600	4,874,000	(24,400)	4,849,600
In-state Travel	6,000	3,300	12,000	7,500	3,100	4,400	7,500	0	7,500
Out-of-state Travel	14,800	9,900	5,700	3,000	1,600	1,400	3,000	0	3,000
Current Expense	12,075,100	12,296,100	12,747,600	12,899,000	12,610,500	171,400	12,781,900	271,200	13,053,100
DP Current Expense	89,500	108,200	177,800	182,000	199,300	(45,300)	154,000	0	154,000
DP Capital Outlay	0	0	9,400	2,400	0	2,400	2,400	115,700	118,100
Capital Outlay	147,700	0	1,505,600	155,500	0	171,100	171,100	25,700	196,800
Other Charges/Pass Thru	400	(37,100)	131,700	(33,300)	(116,100)	(13,600)	(129,700)	(15,600)	(145,300)
Depreciation	1,523,200	1,648,600	0	1,364,300	1,532,700	(168,400)	1,364,300	0	1,364,300
Transfers	0	0	0	145,400	0	0	0	0	0
Total	$17,360,200	$17,707,000	$19,163,000	$19,354,900	$18,921,500	$307,000	$19,228,500	$372,600	$19,601,100

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Other Indicators	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Budgeted FTE	71.82	71.27	82.73	89.70	89.68	(0.02)	89.66	1.34	91
Actual FTE	55.65	67.84	75.90	78.70	0	0	0	0	0
Authorized Capital Outlay	1,759,727	1,436,300	2,154,300	1,006,900	3,061,100	(858,100)	2,203,000	2,429,600	4,632,600
Retained Earnings	1,085,800	2,969,700	4,230,100	4,616,400	5,087,000	(1,891,900)	3,195,100	248,900	3,444,000
Vehicles	16	25	26	16	23	(7)	16	0	16

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.