Summary of current service performance
The Department of General Services’ (DGS) service performance is directly connected to the agency’s five goals. With the diversity of services and products offered and/or produced by the DGS, the agency objectives derived from the 12 service areas often correlates with more than one of the DGS goals.
Increasing the utilization of eVA – As of August 2009, $20.5 billion in spend was achieved using eVA, Virginia's electronic procurement system. Also, there are 575 localities and 171 agencies using eVA with more than 41,000 vendors registered. eVA achieved $30 million in savings for FY08 and generated over $248 million in savings from the reduced cost of goods and services since the program's inception in 2001. Also, in FY08, over 380,000 transactions were processed.
Providing Savings to Virginia Distribution Center Customers – In FY08, state and local government entities that purchased goods from the Virginia Distribution Center (VDC) collectively realized a cost avoidance of over $15.1 million. The Department of General Services expects VDC to continue to provide state and local government entities significant discounts for goods into the next biennium. VDC is playing a support role as part of the Commonwealth’s emergency management plan. This role, at times, puts a strain on VDC staff as VDC does not receive funding to serve in this capacity. Still, VDC does its best to support the Commonwealth’s emergency management plan to the extent it is possible.
Managing Capital Improvement Projects - The Department of General Services (DGS) completed the renovation of the Washington Building and the relocation of state agencies to this building. In addition, DGS completed the demolition of the 8th Street Office Building. Also, the renovation of the historic Bell Tower, construction of the stairs from Governor Street to Capitol Square, the design for the VA War Memorial Educational Wing have all been completed. In addition, construction is underway and expected to be completed by October 2009 on the newly purchased building at 400 East Cary Street for the Richmond Health Department. In the fall of 2008 Main Street Centre, located at 600 Main Street, was purchased. Existing leases are being honored and modifications are being made to the building in order to relocate some state offices. As of August 2009, construction design of a new parking deck between 6th and 7th Streets at Franklin Street next to Main Street Centre had started.
Moving Green Building Principles Forward - The Department of General Services installed new energy efficient lighting fixtures that will provide a $28,000 and a $33,000 cost avoidance in the Pocahontas and Supreme Court Buildings, respectively. The Department of General Services is continuing to move its Project Green forward, promoting green practices among building tenants and state employees in and around Capitol Square. During April 2009, a series of environmental fairs were held for state employees providing information about green practices to use at the office and at home.
Leveraging Buying Power
Fully leveraging the purchasing power of the Commonwealth shows the agency is leading the way in business process innovation, while producing cost effective services. eVA, the Commonwealth’s electronic procurement system, continues to enable commodity costs to be reduced, resulting in cost avoidance for eVA users. In Fiscal 08, over 380,000 transactions were processed yielding orders in excess of $3.9 billion and approximately $11 million in savings from electronic ordering efficiencies. Savings from procurement activities, such as the Virginia Partners in Procurement Program leveraged the buying power of the Commonwealth to achieve $30 million in savings in Fiscal 08. Also, DGS established and/or renewed over 300 statewide and agency-specific contracts, generating approximately $40 million in savings for Fiscal 08.
Increasing Opportunities for Small, Women, and Minority Owned Businesses
The Department of General Services has and is continuing to work closely with the Department of Minority Business Enterprise to increase visibility of and access to Commonwealth business opportunities for Small, Women, and Minority-owned (SWaM) businesses. In Fiscal 08, the Department of General Services' Virginia Distribution Center (VDC) increased the number of purchases from SWaM businesses to 87 percent. Also, DGS hosted an Engineering and Buildings Procurement Seminar to provide an opportunity for facilities employees at state agencies, procurement staff supporting construction and professional services, and contractors, including prequalified SWaM vendors to learn about building contracts.
Improving State Procurement Processes
The Department of General Services provides training to procurement professionals around the Commonwealth through its Virginia Contracting Officer Certification program. Classes are taught to new contracting officers and seasoned contracting officers looking to re-certify. This program results in improving and maintaining the integrity of the Commonwealth’s procurement processes. In addition, an annual Procurement Forum is held for buyers and venders in order to review state procurement programs and processes.
Addressing Parking Needs
The Department of General Services (DGS) parking services continues to provide parking spaces to state employees working at the Seat of Government at below market rates. DGS also promotes commuting alternatives (i.e. bus passes) to its department employees in an effort to make as much parking available as possible.
Providing Quality Graphic Communication Services
The Office of Graphic Communications’ (OGC) fee for services is 40% to 75% lower than private industry services of equal quality. OGC specializes in making recommendations for cost effective printing and production options that saves the Commonwealth tens of thousands of dollars annually.
Providing Accurate Laboratory Test Results
Almost six million scientific tests are performed annually at the Department of General Services (DGS), Division of Consolidated Laboratory Services (DCLS) utilizing more than 650 different protocols and techniques. Compiling accurate results quickly, provides safety and security to customers and improves business processes. For example, by receiving accurate test results in a timely manner the Virginia Department of Health, a DCLS customer, can take appropriate action if there is a disease outbreak. Attaining and maintaining an annual cumulative accuracy rate of 99% or better when testing proficiency samples allows the DGS to ensure lab results are being prepared appropriately. For the years 2002 through 2008, the DCLS had an average accuracy rate of 99%.
Providing Laboratory Results in Defined Turn-Around-Times
The Division of Consolidated Laboratory Services provides services to local, state and federal health, law enforcement, agriculture and environmental protection agencies, maintaining a diverse test menu with over 650 methods to meet the broad needs of these customers. Millions of tests are performed each year on food products, animal feeds, air, water, waste, soil, motor fuels, and human and animal tissue specimens. Test results are used to make decisions to protect consumers, identify, control and eliminate infectious disease, screen for inborn errors of metabolism and other genetic disorders in newborn children, ensure the quality of the food we eat, soil used to grow our crops, air we breathe and water we drink. Over the past five years, the Department of General Services has met or exceeded customer’s expectations for receiving test results in a defined turn-around-time an average of 98.7% of the time.
Providing Timely Building Code Reviews - From July 1, 2008 to June 30, 2009 78.9% of submittals were completed within 21 days; 90.3% of submittals were completed within 28 days.
Providing Maintenance/Repairs and Conservation/Restoration of Facilities
General maintenance of a building, the time and attention necessary to ensure the building’s mechanical systems are operational and that the facility meets the needs of the agency are often seen as low priority. The Department of General Services strives to provide cost effective and efficient services by addressing the infrastructure of the state buildings in the Capitol Square complex, and is expanding these services to other state agency facilities to leverage the Commonwealth’s buying power.
Streamlining the State’s Real Estate Services
The Division of Real Estate Services (DRES) provides a full range of real estate services to state agencies to ensure leased space needs of state agencies meet agencies’ needs, while building a business model that follows industry best practices for space utilization. In addition, DRES manages the Commonwealth’s real property acquisition process and surplus property sales. The Commonwealth’s real estate portfolio consists of approximately 400,000 acres of land in over 1,200 locations; 12,000 buildings; and 117 million square feet of space. Additionally, Virginia leases approximately 13 million square feet of rental space in 1500 locations. Managing the Commonwealth's real estate assests, as a real estate portfolio, has generated a savings and cost avoidance of $8.1 million in FY08. The Division of Real Estate Services has and is continuing to establish policies and procedures to streamline the state’s real estate portfolio and reduce costs to the Commonwealth.