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Thirty-sixth Annual Report of the PURCHASING COMMISSION JANUARY 1 TO DECEMBER 31 1978 British Columbia. Legislative Assembly 1979

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 PROVINCE OF BRITISH COLUMBIA
Thirty-sixth Annual Report of the
PURCHASING COMMISSION
JANUARY  1  TO DECEMBER 31
1978
Printed by K. M. MacDonald, Printer to the Queen's Most Excellent Majesty
in right of the Province of British Columbia.
1979
 [•
...
 The Honourable Evan Wolfe,
Minister of Finance,
Province of British Columbia,
Victoria, B.C.
Sir: We have the honour to submit the Thirty-sixth Annual Report of the
Purchasing Commission, covering the period January 1, 1978, to December 31,
1978.
A. W. CHARLTON
Chairman
A. E. RHODES
Member
R. P. MURDOCH
Member
  Thurty-sixth Annual Report of the
Purchasing Commission
January 1 to December 31, 1978
GENERAL
As in 1977 the total value of purchase orders increased over the previous year,
this time by 9.8 per cent while the number of purchase orders issued decreased by
some 13 per cent, part of this:reduction due to our continuing policy of consolidation of orders wherever practical.
Attention to price-monitoring continues as does the fostering of sales of British
Columbia products.
Expansion of our nonpurchasing services is progressing as detailed in the
separate -section reports notably Surplus-Audio-Visual and Business Machines
Maintenance. Mention should be made of the special efforts of the Surplus Warehouse staff in handling very large movements of recycled office furniture, of the
Business Machines Division in again responding to effect immediate servicing of
machines damaged in a fire, and of the Langford Warehouse staff in meeting
urgent demands from the B.C. Forest Service in coping with a very heavy forest
fire season.
..   ■--      . Ministry and Division                 :■      !
Number of Purchase Orders
Total Value of Purchase Orders
'   1977
1978
1977
1978
994
1395
5320
1309
46394
815
1,082
6,170
229
40328
$
8,005,702
39,045
8,495,000
262329
123,650,000
':s
9299306
Provincial Secretary—     • v _■ -;
Recreation   and   Conservation—Library   Services
(formerly Library Development CommissiDn).	
.Fj-um_----P_-chasing Commission for all ministries
203,707
134,458,180
55,512
48,624
140,452,076
154214,468
y STAFF
The Commission lost one" of its long-serving members with the Untimely death
of Mrs. M L. Horton in March. Mrs. Horton, or "Peggy" as she was known in
many ministries, served in the Langford Warehouse office for 30 years and her
cheerful attitude was a feature of her personality.
  Interest in" self-improvement through various training courses continues to be
evident amongst a number of the staff.
Some 122 meetings and conferences with various ministries throughout the
Province were attended by bur purchasing and administrative staff in order to
clarify policies and procedures and so provide a better service. In addition, and
in order to benefit by observation of manufacturing methods and gain additional
knowledge of products, our purchasing agents and assistants made 83 visits to
customer plants.
Staff turnover was very low and was due entirely to relocation of families
and/or promotions.
5 ■■   v.-'
 6 BRITISH COLUMBIA
Once again the staff is to be commended for a continued fine all-round performance throughout the year, particularly in view of the frequent "special" services they are called on to perform, often at very short notice.
BUSINESS MACHINES SERVICE DIVISION
The Division's maintenance program underwent a somewhat radical change
from previous years in an effort to include the Victoria and Vancouver metropolitan
areas in the PREVENTIVE maintenance procedure. This proved to be entirely
successful and although the "Interior" areas of the Province were not serviced as
fully as has been the custom, they were nevertheless visited and all necessary repairs
carried out, it is hoped to resume our "Interior" service in 1979.
This successful departure from a long-standing procedure was only possible
with the full co-operation of all the staff.
The Division is in the process of placing reconditioned typewriters at Interior
points, on charge to Government agencies. These machines may be utilized by
any ministries in the event that major repairs are necessary on their own machines.
Several pieces of office equipment have been reconditioned and loaned on a
short-term loan basis, or transferred permanently to ministries, which has resulted
in the saving of rental or new machine purchases. This shows the importance of
reporting surplus equipment to Business Machines Service Division so that they
may be relocated to offices in need.
It is our opinion that the establishment of one or two service centres in the
larger cities such as Kamloops and Prince George, with their growing machine
totals, would do much to provide a better service throughout the Province with
resultant cost savings.
The machine population at December 31, 1977, was 28,238. As of December 31, 1978, this total is 31,012, representing a 10.6-per-cent increase in new
purchases.
Table 1—Machines as at December 31, 1977
Type of Machine
Number in
Ministerial
Offices
Number in
Vocational
Schools
Total
Number
10,002
7,874
7,852
1,997
214
90
139
70
10,216
7,964
7,991
2,067
Adding and calculating machines _
27,725
513
28,238
Table 2—Machines as at
December 31
, 1978
10,839
9-222
8,780
2,171
—
10,839
9222
8,780
2,171
31,012
—
Plus approximately 300 machines taken over from Vancouver Resources Board, making a grand total of 31,312.
Finally, it is of the utmost importance that all relocations of machines be reported immediately to the Business Machines Service Division, failing which it
simply is not possible to include such units in our maintenance program, nor will
the machine inventories be correct.
 REPORT OF PURCHASING COMMISSION 7
VANCOUVER OFFICE
The considerable loss of labour days due mainly to major illnesses was fortunately offset to some degree by the transfer to this office of two members of the
purchasing staff from the former Vancouver Resources Board, together of course
with additional purchasing functions for the Commission as a whole. The addition
of this staff has facilitated the creation of three purchasing teams which enables the
members of each team to become familiar with each others functions and so provides experienced substitution during absences due to sickness, vacation, etc.
The assumption of purchasing responsibility from the Vancouver Resources
Board was effected with the minimum of disturbance to the services and speaks
well for the co-operation practised by both sides.
SURPLUS DISPOSAL SECTION  (SALES)
With the transfer to the Surplus Stores Section of the duties of internal relocation of surplus assets, the Disposal Section has had more time to devote to sales
to the public.
This past year has realized a record in the sale of surplus Government assets
as detailed below with a total revenue of $2,355,755.49.
Summary of Revenue
Credited to Sundry Services and Miscellaneous Account
$ $
Highways (Buildings)      13,733.55
Highways (Equipment)   170,762.76
Highways (total)   184,496.31
Other ministries (total)   178,792.79
Total  363,289.10
Surplus Disposal Action Taken for Ministries and Processed to Ministries' Votes
(not to Sundry Services and Miscellaneous Sales Account)
$ $
Highways 975,463.50
Forests 737,535.05
Attorney-General 55,950.00
Health      54,685.00
Energy, Transportation and Communications  53,400.00
Human Resources     38,750.00
Finance      21,286.84
Agriculture     17,450.00
B.C. Buildings Corporation     11,321.00
Provincial Secretary 10,125.00
Recreation and Conservation 9,500.00
B.C. Ferry Corporation 5,500.00
Consumer and Corporate Affairs       1,500.00
1,992,466.39
Grand total  2,355,755.49
This must be considered an efficient business operation for a staff of two.
 BRITISH COLUMBIA
SURPLUS STORES SECTION
Furniture relocation within the Government service has been conservatively
estimated at a value of over $275,000 this year. The day-to-day operations of this
section has been greatly improved due to adequate storage space and proper loading and unloading facilities.
With the Ministry of Highways, Ministry of Forests, and the Motor-vehicle
Branch moves in the Victoria area, and the large move of ministries into the Pacific
Centre location in Vancouver, approximately 8,000 units of office furniture were
made available or recycled through the surplus stores and for reassignment to all
ministries throughout the Province.
Several Province-wide inventory checks of office furnitiiire were carried out
during the year. In most cases inventories were found to be relatively accurate.
However, there are certain problems that arise in an inventory of this nature,
through misinterpretation and communication difficulties, but which will be resolved
as more frequent audits are carried out. z:
"-' - LOAN FURMTURE SECTION ;
Savings of approximately $20,000 have been effected through the Furniture
Loan Store by ministries not having to rent furniture for short programs and/or
on an emergency basis pending purchase of new furniture. The type of furniture
available is of the newer type and in very good condition. This service is offered
to any ministry in the Victoria area and the furniture will be loaned for a maximum
period of three months—-the emphasis is on SHORT-TERM LOANS.
AUDIO VISUAL LOAN LIBRARY AND REPAIR SECTION
The Division was expanded by the addition of a service technician and as a
result is now operating an Audio Visual Loan Library and-Repair Service. Since
this facility officially opened in June of this year, a small amount of occasionally
used audio-visual equipment has been turned in by the" various ministries to-^fofm
the Audio Visual Loan Library. The majority-of this equipment has been reconditioned and is now available to ministries for loan in the Victoria area. Ministries
wishing to take advantage of this service should understand that the audio visual
equipment available is for short-term loan only. A similar "library" k to be established in the Greater Vancouver area in 1979. ," ~""^
At the same time, 250 unite of all types of audio visual equipment have been
serviced and repaired with an approximate saving of $12,000 in labour costs to the
ministries concerned.
In the coming year, the organization of a preventive maintenance program will
be considered, and if implemented, individual ministries will be asked to forward
their audio visual equipment to the service depot for annual servicing. \
I_ANGFORD WAREHOUSE rr- ;
The warehouse experienced a very busy year during which time stocks were
updated and items reflecting little or no turnover were removed from inventory.
These and other efforts have, resulted in a better balance of stock and a more
efficient operation generally.
An increase in value of $325,373 of goods processed during the year produced
a total of $1,275,164 for 1978. - ; _   itil
 REPORT OF PURCHASING COMMISSION 9
CONCLUSION
The specialized purchasing functions delegated to and carried out by the
Queen's Printer, the Director of Publication Services (Education), the Legislative
Librarian and Archivist, and the Director, Library Services Branch (Recreation
and Conservation) are gratefully acknowledged.
In our over-all operations it may not always be possible to accede to each and
every request due to ramifications outside a specific local area but we are always
pleased to receive and consider requests from ministries in the hope that we may
further improve any or all of our several services.
Obviously, the co-operation of all our clients is essential to achieve our aims
and we are pleased to acknowledge with thanks the good co-operation we receive
generally.
Printed by K. M. MacDonald, Printer to the Queen's Most Excellent Majesty
in right of the Province of British Columbia.
1979
125-179-8173

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