7b supp
Item No. 7b_supp Meeting Date: September 27, 2016 Procurement Excellence Nora Huey Director, CPO Procurement Excellence Transform Central Procurement Office (CPO) & other procurement stakeholders Building capabilities Changing the way we work To better support Century Agenda goals Ease of doing business with the Port Business growth and results Today: Update on status as BCG engagement ends 1 Changing our trajectory Delivering on Century Agenda goals Making it easier to work with the Port Improving CPO and broader Port capabilities Breaking down silos to drive collaboration Tracking to deliver $5M+ in savings within 12 months See appendix for detailed list of specific accomplishments 2 New way of working: Small, Women & Minority Business FROM TO Defined ownership No clear, single owner CPO collaboration w/ Uncoordinated efforts Economic Development Inconsistent focus on (EDD) individual procurements Acquisition planning Unclear analytics forces the conversation process or owner Well-defined analytics These changes will help achieve utilization goals 3 Results of partnership Targets Process to set "smart" targets in 2017 and beyond Outreach Comprehensive Port Gen strategy Bid Levers Guidance document, process to apply consistently WMBE Defined utilization strategy, incl. federal funding KPIs & Tools Refined approach to track and report Org Clarified responsibilities between CPO, EDD More to be done, but great momentum underway 4 New way of working: Total-Cost-of-Ownership (TCO) Objective: Incorporate lifetime costs into purchasing (ex. maintenance, downtime, energy, etc.) 1 Specific procurements (ex. baggage system, gate seating, PLBs) 2 Training 3 Port-wide roll-out New analytical tools in place to facilitate decisions 5 TCO benefits Cross functional Environmental Maintenance ~11% energy savings *VFDs for baggage system CPO AVPMG Smart risk taking While saving money "This is the first real sign of the smart 5-10% lifetime cost risking taking leadership is always talking about." Senior PM savings TCO helping achieve Century Agenda goals 6 New way of working: Environmental purchasing Port has strong program... ...but gaps in purchasing policy Environmental focus areas Policy gaps Air Quality Disbanded working group Energy Process for environmental Land stewardship purchasing lacks clarity Materials management Not tied to specs used in Wildlife protection design & construction Water quality CPO and Environmental teams partnering to address 7 What we are doing differently More purposeful use of environmental bid levers Environmental product guidelines and specs to aid purchasing Clear environmental purchasing process and ownership Process already being tested on procurements 8 New way of working: Breaking down silos Procurement Cross-functional, not just CPO Excellence Procurement Leadership commitment Council Strategy Clarifying roles, process Execution Team Calendar, Daily application Acq. Planning Better collaboration and planning Better results 9 Transition to Port-led effort Port staff now... All resources on SharePoint ...trained on and applying new tools, templates, processes Screenshot of PEX SharePoint ...owning current initiatives and program management ...developing new initiatives -Tools -Templates -Training materials -Guidance documents Now need to sustain commitment 10 Actions to maintain momentum Leadership commitment CEO, COO, Procurement Council Continue with governance, process Procurement Council, Program Management Office Celebrate wins, collaboration publicly ELT meetings, Commission briefings, staff emails Commissioners can help ensure success Change takes time...but we have the pieces in place 11 Thank you! Questions? 12 Backup: Long list of deliverables and accomplishments (1/2) Strategy & Leadership Century Agenda Planning & Collaboration Org & Capabilities Procurement Council made up Methodology to set future v1 of Procurement Calendar CPO hires for existing open of key ELT-level stakeholders SBE/WMBE targets and process to update positions (including reducing as ongoing guidance body De-averaged targets across Acquisition planning cover span breakers in construction) New procurement strategy for project categories sheet to drive alignment on New Planning & Analytics the Port approved by ELT Port Gen strategy and 2017 key decisions earlier in function within CPO Cross-functional team of Port calendar (including plan for process Creation of CPO SMEs for key leaders to "operationalize" the WMBE certification drives) Improved operating model capabilities strategy and re-define key WMBE strategy between CPO, EDD on Trainings on: roles and responsibilities Partnership with WA OMWBE to SBE/WMBE Strategic procurement levers support certificationdrives Established monthly CPO Total cost of ownership Put in place bidding levers to newsletters to engage Port Process improvement encourage SBE/WMBE Improved investment PMO & Initiative mgmt participation committee requirements A&E tool & negotiation Identified contracting levers process recommendation Investment Cmte analysis that can ease doing business Procurement Excellence with the Port SharePoint for key trainings SBE data audit, clean-up, and and resources process improvement Define SBE/WMBE KPIs and leading performance indicators SBE/WMBE reporting dashboard design SBE/WMBE organization recommendation Complete In progress, will complete by 9/30 In progress, will be completed by Port after 9/30 Backup: Long list of deliverables and accomplishments (2/2) Specific Procurements Process Improvements New Tools Negotiated savings on snow removal Small works terms & conditions PMO tool to facilitate tracking and equipment Small works insurancematrix reporting of Procurement Excellence Consolidated maritime security contract Work authorizationdate setting process initiatives driving savings, SBE/WMBE utilization Assessment of superfluous forms and Financial impact tool to track financial Optimized queue mgmt staffing in Q4 signature in CPO process impact of Procurement Excellence Procurement plan for potential Q2 2017 Continuous improvement process A&E rate tool to replace MINT and Airport customer facing services introduced for all four CPO groups support more effective negotiations with Credit card rates reduction negotiation Clear roles, responsibilities and decision consultants Innovative airport janitorial contract rights for cross-function collaboration Procurement calendar to support driving savings and SBE utilization points in procurement process forward-planning Airport gate seating master agreement Planning, intake, selection,execution Supplier database to support better driving significantsavings Clarified purchasing rules of supplier management, outreach and PLB master agreement driving significant engagement development (esp. for SBE/WMBE) savings Formal procurement planning process Guidelines for RDs and CAs to complete Consolidated roofing contracts reduces procurement delays high quality and efficientselections Baggage major construction contract Recommendationsto alter CPO SOW/RFP templates and exemplars incorporating TCO of key components involvementin change orders Complete In progress, will complete by 9/30 In progress, will be completed by Port after 9/30 Backup: Environmental product guidelines Develop Port Peer Develop Port Peer guidelines guidelines guidelines guidelines Office Operations & Maintenance Computers Asphalt, concrete Electronics Cleaners Recycling Compost Fluorescent Carpet Lamp Recycling Vegetation Lighting Management Paper Paint Printers, toner Janitorial Cartridges Pest Management Furniture Plastic "Lumber" Vehicles Marine Lumber Antifreeze Solar-powered Biodiesel Devices Vehicles Snow and Ice Lubricants Products Tire Retreading Fertilizers, Organic Fuel and Landscaping Wheel-weights
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