b"Purchasing DepartmentMission StatementThe mission of the Procurement Services Department is to maximize the value of public funds in procurement, by contracting andmanagement of ecient services, capital equipment, and material investments, while providing a quality procurement system that upholdstenets of integrity, responsiveness, and fairness to both internal and external customers.Goals and Objectives1. Add a new position (P-Card Administrator) or add an additional job description to the Senior Administrative Assistance position inorder improve our administrative processes and customer service responsibilities.2. Provide Employees with Short Training Videos and handouts covering the How to do a list of selected procurement processes. Wewill also include quarterly training events for all departments to include a newsletter. Our intent is to include at a minimum thefollowing topics: new vendor process and qualications, Vendor Pre-qualied Lists, requisition and purchase order processing,receiving process in MUNIS, contract process, budget and account inquiries, Change Order Process, Certicate of InsuranceRequirements, and Emergency Procurement Process. Finally, yet most importantly, we will create or update electronic approvalforms for departments to use for P-Card requests, asset tracking, change orders, certicate of insurance and emergencypurchases.3. Improve the Purchase Order Reconciling process to include receiving, asset management, and reporting capability byDepartments. Provide assistance to the Finance team concerning asset management and inventory control.4. Continue to update all our Procurement Manuals, which includes updating the following three manuals: Finance and PurchasingPolicy Manual, Employee Guide for Procurement Policy and Procedures, and the P-Card Manual.5. Additionally, one of our goals is to increase the use of our P-Card by employees for small purchases under $3,000 to includeservices. The goal is to increase our Bank of America Rebate by 10%.Department DescriptionThe Procurement Services Department serves as Beaufort County's central procurement oce responsible for all procurement activities,which includes solicitations for construction and the procurement of goods and services. The Department is responsible for managingannual contracts, providing coordination for all solicitation activities, managing the electronic purchase order system, administering theCounty's P-Card program, and managing the sale of surplus property through GovWorld our internet auction provider. The Departmentalso provides procurement guidance and consultation to all Beaufort County departments and agencies. This includes the Airports, FireDistricts, Sheris Oce, Auditors Oce, and Treasurer. We currently have three employees in the Department-Director, ContractsManager, and a Senior Administrative Assistant/P-Card Administrator.Performance Measures1. Manage the estimated 30 plus contract renewals on time for the new scal year including approval by the CA and keep all renewalswithin budget. Renew all contracts on time with an approval date NLT June 30, 2023, with no late extension requests.2. Provide support to all Departments concerning the 1500 plus purchase orders resulting in providing quality services and equipmentat the lowest cost to the County. This includes no protest from vendors for the upcoming year. Increase local vendor spend by 10%for the new scal year.3. Increase the local pre-qualied vendor list by 10 percent. This includes the local A & E list and pre-qualication list for skilledprofessions for projects under $50,000.4. Increase annual auction sales by 10 percent for the new scal year.5. Increase annual Bank of America rebate by 10%.Budget Highlights and Special NotesWith the addition of the Senior Administrative Assistant/P-Card Administrator we have improved our P-Card processes and customerservice to departments and the public. The new position greatly enhanced our ability to assist and support over 46 departments and otherorganizations. Additionally, the new Senior Administrative Assistants position has helped provide the training needed for the new MUNISP-Card software program.Our internet auction program with GovWorld auctioneers continues to provide great services to the County and has sold over 1.2 million ofsurplus assets since 2009. We have sold over $100,000 of surplus for FY23.Current major solicitations are:a. RFP for Public safety alarm system and software for our Fire Districts-only two vendors provide this type of service requested by ourFire Districts. We will present the best-negotiated solution early in the New Year for approval. This will be funded with Federal Funds dueto COVID-19. Final proposals are due on 04/25/2023.b. RFP-Janitorial Services for 42 Beaufort County facility locations. The RFP is due on 04/06/2023.c. Invitation for Bid (IFB) HHI Airport (HXD) Terminal Improvements-Phase 1. Due 04/19/2023.Beaufort County, SC | Budget Book 2024 Page 339"