Purchasing Department
FY 2023 Annual Budget
Department Description
The Purchasing Department will manage and facilitate the procurement of supplies, equipment and services in a manner that will result in the best value; while maintaining a warehouse where various supplies are kept for use by all departments; and, is responsible for disposition of surplus and salvageable property through auction.
Organization Chart
Department Mission
Ensure compliance with local, state and federal laws applying to city purchasing while providing all vendors equal access to the competitive process for the acquisition of goods and services. Provide an ongoing supply of quality goods and services to all departments and commitment to maximizing the taxpayer’s dollar while maintaining the highest standards of ethics, integrity, public trust and transparency.
Goals and Objectives
FY 2022 Highlights
Performance Metrics
Departmental Efficiencies
FY 2023 New Programs/Initiatives
- Procure and implement Contract Management Software that will enable staff to manage contract types and set up notifications and alerts for users.
- Train departments on new Procurement Manual.
- Coordinate with Communications Department to develop a PSA on How to Do Business with the City.
- Provide Procurement Guide for departments to plan their competitive solicitations for fiscal year.
- Obtain Texas Transparency Stars for Finance and Purchasing.
- Research and solicit for new Enterprise Resource Planning System to implement in FY 2024 to replace existing system which will be at end of life for support.
FY 2023 Budget Highlights
The Purchasing budget request equals $402,098, an increase of $5,705 or 1.4 percent, compared to Fiscal Year 2022 Adopted Budget, $396,393. The Fiscal Year 2023 budget includes $2,658 in one time expense and $397,921 in recurring expense, an increase of $1,528 or 0.4 percent, from last year’s recurring budget.
Personnel increase is due to $88 in baseline adjustments and an increase of $1,519 for Phase III of the Compensation Plan. (Baseline adjustments: include payroll reorganizations, new hires, retirements that took place in the prior fiscal year, as well as longevity and TMRS rate that will be captured in this fiscal year.)
Maintenance charges increase is mainly due to the addition of the contract management software.
Contractual Services increase is due to one time funds to implement a contract management software.
Other Charges decrease is due to an anticipated reduction of advertisement fees.
Interdepartmental fees increase includes one time funds to Building & Equipment Services.
Total Expenditures for Corresponding Fiscal Year Presented
Department Full-Time Employees
- No major changes in recent years.
Department High-Level Descriptions of Personnel:
Purchasing Supervisor (1) - Performs complex, professional-level purchasing tasks associated with formal and informal bidding procedures. Provides control and consistency to the procurement of all materials, supplies, and equipment of the desired grade at prices favorable to the City and oversees Print Shop services.
Procurement Specialist II (1) - Under the direction of the Purchasing Supervisor, procures materials, supplies and equipment for the City of Victoria and performs advanced work in the purchase of a variety of commodities and services. Mantains warehouse inventory at established maximum levels, receives and inspects goods, issues commodities from central warehouse facility and disposes of surplus and salvageable property.
Procurement Specialist I (1) - Under the direction of the Purchasing Supervisor, maintains Print Shop inventory at established maximum levels, receives and inspects goods, issues assigned commodities from central Print Shop facility and disposes of surplus and salvageable property. Assists in the operation of various machines in processing and assembling printed materials in order to meet customer needs.
Recommended/Not Recommended List
*** NOTE: Other items have been requested, however, they are not listed below due to the fact that the amount requested is in line for normal operating funding. ***