Appendix L

LEGEND
= Met
= Not Met
= No Data Available
= FY 2000
D = Deferred
P = Progress

FY 1999 Performance Report
Appendices

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U.S. Office of Personnel Management

Appendix L
Office of Contracting and Administrative Services (OCAS)

FY 1999 Performance Report
Goal & Performance Indicators Checklist

OPM Strategic Goal V
Establish OPM as a leader in creating and maintaining a sound, diverse and cooperative work environment.

OCAS Goal 1

Agency space costs are reduced.

Reduction in GSA rental charges and square footage assignments.

Due to successful negotiation of an Occupancy Agreement between GSA and OPM at our Boyers, PA location, OPM rent for this space was reduced effective July, 1999 by approximately $50,000 per month.

We avoided costs of approximately $48,000 per month by returning space at 800 North Capital (MARC) to GSA beginning in January 1999.

We canceled space requirements at a leased facility in St. Louis, Missouri and saved approximately $3,200. Total cost savings in FY 1999 were approximately $729,000.

In the fourth quarter of FY 1999, we conducted a survey of OPM program offices to determine their facility (space, telecommunications and personal property) needs for FY 2000 and FY 2001. The purpose of the survey is to understand and effectively plan and coordinate their needs to meet their strategic plans. In addition, the survey will permit OCAS to create a long range coordinated housing plan designed to reduce costs while meeting each program office's needs for contemporary and effective space.

OCAS Goal 2

Procurement costs are reduced.

Improved training of procurement personnel

Purchase Card Training Class was revised and updated
Advanced Simplified Acquisition Course was developed
3 Purchase Card Training Classes were conducted training 25 OPM personnel
1 Advanced Simplified Acquisition Procedure Class was conducted training 20 OPM personnel
Contracting Officer Conference conducted in January, 1999 for all OPM Contracting Officers
A Review was completed of purchase orders and purchase card transactions of OPM staff with delegated procurement authority with the results communicated to both the individual contracting officers and the Associate Directors and Heads of Offices

Reduced cost of purchases as a result of increased purchase card use.

In FY 1999, there were 234 OPM employees using purchase cards. Also in FY 1999, OPM purchase card holders increased their use of the purchase card. Compared to FY 1998, there was a 20 % increase in purchase card transactions and a 26 % increase in purchase card dollars obligated.

FY 1999

# Transactions - 15,699

(20 % Increase)

FY 1999

$10.7 million

(26 % Increase)

Each time the purchase card is used there is a savings of $54/purchase card transaction. Using this figure, OPM has saved approximately $847,746 for all of FY 1999.

Process improvements associated with the new Bank of America purchase card eliminate the need to create an ADPICS order for each purchase card transaction saving approximately 1.6 full-time equivalents each year.

Increased purchase orders issued to mandatory sources.

During FY 1999, OPM increased the dollar amount of purchase orders awarded to mandatory sources of supply by 24.2 % over FY 1998. The $ amounts are presented below:

FY 1998
$8.71 million

FY 1999
$10.81 million

Increased use of recycled content paper.

OPM increased the percentage of copier paper it purchased from GSA with recycled content from 68 % in FY 1998 to 100 % in FY 1999. Data is not available for purchases of paper from commercial sources.

Reduced printing, handling, and postage costs for solicitation documents.

OPM issued its first request for proposals exclusively on the OPM Procurement Website. This reduced processing cost by $1,796 for a savings of 95 % compared with issuing paper copies. Additionally, during FY 1999 thirteen other solicitations were issued both on the OPM Procurement Website as well as issuing paper copies.

During the first eight months of FY 1999, OCAS issued 43 electronic solicitations, 194 electronic purchase orders, and received and paid for 148 electronic invoices. As a result of increasing the number of procurement documents issued electronically, OPM saves approximately $3,124 annually.

We issued 13 requests for proposals on OPM's Internet home page reducing the cost of mailing and printing.

We expanded the pilot to use electronic commerce for the issuance of task orders under our training management assistance contracts. There are now two contractors participating in the pilot. In addition to issuing electronic task orders, the contractors invoice us electronically and electronic payments are made.

We issued 42 electronic requests for quotations, 217 electronic purchase/task orders totaling $5,476,971 and received and processed 259 electronic invoices. Total savings realized by using electronic commerce to issue orders, requests for quotations, and pay invoices totals approximately $3,124 per year.

Increased competition resulting in lower prices.

The percentage of competed procurements for FY 1999 increased from 93% to 95%. Although it is impractical to collect data on the dollars saved as a result of competition, competition has the effect of keeping the prices paid by OPM for its goods and services at reasonable levels.

OCAS Goal 3

Mail management costs are reduced.

Increased number of pieces of mail eligible for pre-sort discounts.

The number of pieces of mail eligible for pre-sort discounts increased from 7% in FY 1998 to 15% in FY 1999. This increase resulted in a total savings of $14,200 over FY 1998.

Total savings for FY 1999 were $36,414.

Improved mail processing.

Accomplishment of this measure depends on the U.S. Post Office implementing zip plus four deliveries to TRB.

We have followed up with USPS and learned that they are monitoring deliveries to TRB to develop a strategy for implementation in early calendar year 2000.

Fewer rented postal boxes.

OPM reduced the total number of rented boxes by 53% (40 to 19 boxes) reducing OPM costs from $17,900 in FY 1998 to $8,766 in FY 1999. An estimated $43,680 saved as a result of avoided courier runs to rented boxes.

OCAS Goal 4

Telecommunications costs are reduced.

Lower monthly charges, due to correction of billing errors.

We saved RIS approximately $60,000 by detecting Bell Atlantic billing errors.

Number of lines discontinued as a result of inventories and direct Internet access.

An inventory of all TRB telephone lines resulted in the cancellation of 85 telephone lines valued at approximately $15,000 annually.

Increased use of voice mail boxes, automated attendants, and FAX by Demand@ services has resulted in improved customer service.

OCAS Goal 5

Systems and environments are improved to increase agency productivity.

Improved customer satisfaction with building systems and internal environment.

Accurate inventory of capitalized personal property is maintained.

In September 1999, we conducted a TRB-wide Customer Satisfaction Survey. The survey was distributed in both paper and electronic form to over 1,800 occupants. The survey revealed that approximately 90 % of those replying rated their customer service experience as positive. This was approximately the same percentage that replied in the survey conducted in 1998. To improve on our performance, we will be working with those specific areas that employees noted needed improvement.

Reduced energy costs associated with heating, cooling and lighting.

We awarded a contract to PEPCO Services to do a feasibility study for an energy savings program. We anticipate awarding an Energy Savings Contract for replacement of aging equipment with energy efficient equipment.

Replacing all corridor lights and ballasts with energy efficient fixtures will save approximately $20,000 in energy costs each year.

Reduced time required to resolve building-related complaints.

In FY 2000, OCAS will conduct a more detailed Customer Satisfaction Survey and include an element to measure timeliness of the services we provide to our customers.

Increased satisfaction with workplace environment and physical security.

Improved customer satisfaction data.

Two performance awards were issued to the TRB custodial contractor for superior performance over the past six months.

Coffee kiosk in lobby has been well received by TRB employees and visitors.

OCAS Goal 6

Administration and OPM policy objectives are fulfilled.

Support program areas in awarding contracts and hiring of welfare recipients.

Contracts have been awarded. All requests for proposals contain a provision requesting offerors to submit a plan to hire welfare recipients. Offerors that submit plans receive extra credit in the evaluation of their proposals. All purchase orders contain a clause requesting that any positions created as a result of the purchase order work be filled by welfare recipients.

Meet milestones for award of the new investigation services contract.

Procurement planning, including the preparation of a schedule of milestones for the recompetition of the USIS contract have been completed.

P Meet or exceed small business contracting goals.

Available data indicates we need to increase awards to small businesses in order to meet our goals. The following indicates our accomplishments vs. our goals FY 1999:

% of Total $ Awarded to Small Businesses: Governmentwide average is 20% and OPM is at 66.3% versus goal of 69.40%

% of Total $ Awarded to Small Disadvantaged Small Businesses: .2% versus goal of .69%

% of Total $ Awarded to 8(a) Contractors: 2.5% versus goal of 4.37%

% of Total $ Awarded to Woman-Owned Small Businesses: 1.9% versus goal of 2.48%

OTHER INITIATIVES

Electronic Commerce. Increasing the use of electronic commerce in administration of agency contracts, including the issuance of electronic task orders, and receipt and processing of electronic invoices for two of the Training and Management Assistance contracts.

LEGEND = Met = Not Met = No Data Available = FY 2000 D = Deferred P = Progress

FY 1999 Performance Report Appendices