Purchasing & MDC Initiatives “Best Practice” Strategies for Purchasing/Materiel Management A Presentation to the MPS Governing Board Bill Munch, Director of Purchasing September, 2010
MPS Purchasing/Materiel Distribution Center Purchasing Locations CSC OPS F & N MDC Materiel Distribution Center Warehouse Mail Room Textbook Depository Property Management
Definitions Procurement The combined activities of acquiring services or goods, including contract management, ordering, obtaining transportation, inspection, distribution, item tracking, storage and disposal. Materiel Equipment, apparatus and supplies used by an organization.
Vision & Mission Statement VISION STATEMENT We envision the MPS Purchasing/MDC Department ethically leading the District through an efficient procurement process by working to effectively use public funds in support of quality education programs throughout our community. MISSION STATEMENT The MPS Purchasing/MDC Department will cooperatively communicate with the MPS community to lead the process of providing goods and services through innovative procurement methods.
Department Strategy Our strategy is to implement policies and procedures that expedite the purchasing and materiel management process for all of our end users while maintaining procurement integrity and compliance.
Contract Strategy The primary contracting strategy we have been implementing in the Purchasing Department is to get as many of our vendors covered under formal procurement contracts. This strategy allows us to reduce the requirement for quoting and make our purchases more compliant while maintaining the best possible pricing.
Purchasing Initiatives Cooperative Purchasing City of Mesa Partnerships Maximizing Website Tools Procurement Compliance
Purchasing Cooperatives The main goal of a cooperative is to gain cost-effective and efficient acquisition of quality products and services while saving time and personnel resources through greater buying power.
Cooperative Purchasing • Mesa Public Schools is a member of and participates in the following purchasing consortiums: • Arizona State Contracts (AZSPO) • Arizona Dept of Education Contracts • Mohave Educational Services Cooperative (MESC) • The Cooperative Purchasing Network (TCPN) • Greater Phoenix Purchasing Consortium of Schools (GPPCS) • Strategic Alliance for Volume Expenditures (SAVE)
MPS SAVE Contracts Maintenance Supplies Consultants Fencing Shade Structures
MPS/City of Mesa Procurement Partnerships Trash Pick-up Fuel Transmission Services Office Supplies Doing Business/w City of Mesa/MPS
Doing Business Event • Open to the Public • Free Event: "Doing Business with City of Mesa & Mesa Public Schools“ • When: Thursday September 30, 2010, 2-4 pm • Where: Mesa Arts Building
MPS Purchasing/AZPurchasing Websites Purchasing Website @ www.mpsaz.org Doing Business Registration Bid Info Department Intranet Page Buyer Resource Page www.azpurchasing.org
MPS Distribution Center Website MDC Website @ www.mpsaz.org Warehouse Mailroom Textbook Depository Property Management Catalogs Procedures Contacts
Procurement Compliance Conflicts of Interest Vendor Gifts Gratuities
MDC Initiatives Expanding Service Hours Ordering of On-Line Forms Just-In-Time Purchasing
Just-In-Time Purchasing Wist Office Products Website Ordering/Pricing Implementation
Statewide Initiatives Increasing Bid/QuoteThresholds Private Ed Tuition Exemption Eliminating Unnecessary Reports Clarifying Purchasing Procedures
New Bid/Quote Thresholds OLD NEW Verbal $5,000 Verbal $5,000 Written $15,000 Written $25,000 Formal $33,689 Formal $50,000 Delegated Authority: $150,000