Procurement Division Copy Center/Mail Room Central Operations Department Mission Statement To procure the highest quality of goods and services for the.

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Presentation transcript:

Procurement Division Copy Center/Mail Room Central Operations Department Mission Statement To procure the highest quality of goods and services for the smallest outlay of taxpayer dollars, through: (i) the implementation of purchasing procedures that are fair, equitable and transparent to vendors/contractors/public; and (ii) quality and efficient customer service to the city’s using agencies in support of their procurement, reproduction, surplus and mail distribution needs in the best interest of the city and the citizens it serves.

Copy Center/ Mail Room The Copy Center/ Mail Room Unit of the Procurement Division employs a total of 6 staff members and operates under two index codes: Copy Center function OPPR521CC with an approved annual FY11 budget amount of $950,960 Mailroom function OPPR521CCM with an approved annual FY11 budget amount of $990,734

The Copy Center Function is a centralized function that oversees the reproduction and/or production of printed materials resulting from the annual processing of 3,600 print requests and over 8.6 million impressions (FY10 data) The Copy Center Function includes: Hours of Operation: 6:00am-7:00pm (Utilizing Flex Hours) Receive and process requests for reproduction/production printing request Provide formatting services for reproduction/production request Provide duplication services for CD and DVD conversion Provide bi-weekly production of payroll Provide monthly internal billing for reproduction/production services rendered Perform periodic rate comparisons to external service providers Provide Copyright infringement oversight Bate stamping of legal files

The Mailroom Function is a centralized function that oversees the receipt, processing and distribution of 572,000 interoffice mail parcels, 312,000 incoming mail parcels and 504,000 outgoing mail parcels. Total combined parcels processed annually are approximately 1.4 million (FY10 data) The Mailroom function includes: Receipt, processing and distribution of incoming/outgoing mail parcels Provide safety check of suspicious incoming mail parcels, to include x-ray Receipt and distribution of inter-office mail parcels Provide pre-sort service to determine the best possible postage rate

Recent/Future Improvements Right-Sizing of Copy Center Equipment to Allow for a More Extensive Menu of Services and a Reduction in Monthly Fixed Costs Creation of a New Copy Center Web Page to Market the Complete/Comprehensive Services Available Explore Expansion of Folding/Inserting Service to Accommodate High Volume Mail Processing Business Cards (not Requiring Foil Stamping) produced in –house for a 50% savings

Annual Statistical Recap of FY10 (approximate) Copy Center 3,600 Reproduction Requests Resulting in Over 8.6 Million Impressions Mail Room 312,000 Incoming Mail Parcels 504,000 Outgoing Mail Parcels 572,000 Interoffice Mail Parcels

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