Performance Details

Department of Administration - Office of Procurement and Property Management

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Mission

To assist state agencies and political subdivisions to achieve their public mission and reduce costs by providing professional procurement and property management services.

Core Services

• Establish cost-effective multi-agency term contracts for high use supplies and services needed by all agencies.
• Provide training to client agencies on the application of the State Procurement Code (AS 36.30, 2 AAC 12) and the Alaska Administrative Manual.
• Provide operational training, oversight, and guidance to all State agencies for inventory, property disposition, and final approval authority of fixed assets.
• Accept, warehouse, distribute, and/or sell incoming Federal and State surplus property to eligible program recipients.
• Promote full and open competition in procurement.

Mission Results

Core Services

A: Improved cost effectiveness of state procurement and maximized efficiency and effectiveness of Federal and State property programs.  Details >

A1: Establish cost-effective multi-agency term contracts for high use supplies and services needed by all agencies.  Details > TARGET #1: 80% of new contracts executed produce a 5% savings over a current benchmark rate based on estimated volume in the respective solicitation. TARGET #2: Promote full and open competition by minimizing Limited Competition and Single Source Request for Alternative Procurements by 20%. A2: Provide training to client agencies on the application of the State Procurement Code (AS 36.30, 2 AAC 12) and the Alaska Administrative Manual.  Details > TARGET #1: The average course rating for course content and instruction as effective and applicable shall exceed 3.00 out of 4.00. A3: Provide operational training, oversight, and guidance to all State agencies for inventory, property disposition, and final approval authority of fixed assets.  Details > A4: Accept, warehouse, distribute, and/or sell incoming Federal and State surplus property to eligible program recipients.  Details > TARGET #1: Total revenue for Federal Surplus Property sales will increase by 7% over the previous year. TARGET #2: Total State Surplus auction revenue will increase by 7% over the previous year. TARGET #3: Track the number and value of items that have been reutilized through a transfer to another state agency. A5: Promote full and open competition in procurement.  Details >

Performance Detail

Target #1: 80% of new contracts executed produce a 5% savings over a current benchmark rate based on estimated volume in the respective solicitation. Percent of New Contracts With A 5% Savings Year YTD Total 2020 100% Analysis of results and challenges: In FY2020,100% of the 34 statewide contracts entered into by the Office of Procurement and Property Management (OPPM) achieved more than 5% savings over a current benchmark rate, achieving on average 29% savings. Benchmark rates are set based on the best estimate of what the State would have paid without a statewide contract in place. In cases where the benchmark is a list price or manufacturer's suggested retail price (MSRP), the benchmark is reduced as list price or MSRP pricing is typically higher than what would be charged by a retailer.

Target #2: Promote full and open competition by minimizing Limited Competition and Single Source Request for Alternative Procurements by 20%. Number of Approved RAPs Fiscal Year # of Approved RAPs Total $ Value FY 2020 81 -19.8% 191,634,288 -17.44% FY 2019 101 232,109,438 Analysis of results and challenges: The overall volume of RAPs in FY2020 is down from previous years. This is a direct result with OPPM issuing Procurement Information Message (PIM) 92 to promote full and open competition in procurement and reduce the number of Single Source and Limited Competition Awards.

Target #1: The average course rating for course content and instruction as effective and applicable shall exceed 3.00 out of 4.00. Course Ratings Fiscal Year Courses Taught Number of Students Average Score FY 2020-Qtr4 0 0 0 FY 2020-Qtr3 0 0 0 FY 2020-Qtr2 4 53 3.80 FY 2020-Qtr1 7 70 3.77 Analysis of results and challenges: OPPM courses received an average score of 3.77 out of 4.00 which exceeds the target goal. The number of classes offered in FY2020 are lower compared to FY2019 due to budget restrictions and the onset of COVID-19. OPPM is creating online courses to allow for increased training at a cost savings to the State.

Target #1: Total revenue for Federal Surplus Property sales will increase by 7% over the previous year. Federal Surplus Property Sales Revenue Fiscal Year Federal Surplus Sales FY 2020 $333,857 FY 2019 $199,808 FY 2018 $167,716 FY 2017 $143,977 FY 2016 $174,916 Analysis of results and challenges: Sales revenue from Federal Surplus Property Program increased by 67% in FY2020 exceeding the target of 7%. This is due to an increase in operational efficiency and marketing efforts. OPPM expects the availability of federal property to remain consistent with FY2019 and will continue to utilize aggressive marketing strategies to meet the 7% increased revenue target in future fiscal years.

Target #2: Total State Surplus auction revenue will increase by 7% over the previous year. State Surplus Auction Revenue Year Sales Revenue Percent Change 2020 $583,070 +14% 2019 $511,894 +81% 2018 $282,629 -37% 2017 $449,820 +38% 2016 $326,973 +100% Analysis of results and challenges: Sales revenue from State Surplus Property increased by 14% in FY2020 as a result of aggressive marketing strategies implemented in FY2019. OPPM anticipates sales volume will decrease in FY2021 as agencies continue to utilize equipment beyond their useful life due to budget constraints.

Target #3: Track the number and value of items that have been reutilized through a transfer to another state agency. FY20 Summary Value of Reutilized Items Fiscal Year # of items Reutilized Value of items Reutilize FY 2020 1,023 $122,966 FY 2019 937 $219,761 FY 2018 500 $98,328 FY 2017 1,027 $336,959 Analysis of results and challenges: The value of reutilized property decreased in FY2020 as a result of agencies maintaining older inventory due to budget constraints. Additionally, COVID-19 negatively impacted the third quarter and fourth quarter of FY2020 due to the increase in telecommuting for eligible State of Alaska staff, thereby delaying identification of excess property.

Current as of December 17, 2020