HomeMy WebLinkAboutIR 9725 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 9725
To the Mayor and Members of the City Council April 21, 2015
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*a SUBJECT: REPROGRAPHICS AND OFFICE SERVICES REVIEW
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The purpose of this Informal Report is to inform the City Council that the Reprographics Office Section of
the Communications Division, which operates as an internal service fund serving City departments, will be
disbanded effective July 15, 2015. An operational review revealed that greater efficiency and cost savings
could be gained from the delivery of the services provided by Reprographics through an outsourced
delivery model. As a result, it was recommended that the Office Services Internal Service Fund be closed.
Observations and Detailed Recommendations:
Print Services
The Print Shop is used for a variety of printing services. The primary print jobs include ID badges,
business cards and copier paper orders. Small, miscellaneous and recurring print jobs account for 25% of
the workload. The review found that it is more cost effective to outsource print services and to realign the
current jobs being performed by the shop.
Recommendations:
• Close the Print Shop
• Outsource the print services to external vendors
• Move the ID badges to Human Resources
• Develop a timeline to assist departments with identifying outside vendors who can perform
their jobs
• Develop a preferred vendor list for print services
Copier Services
Currently the City spends an average of $33,703 per month on rent for 252 copiers and color copy
overages. The cost of copies is marked up to cover overhead in the Print Shop and Reprographics. In
addition, there are no written guidelines explaining the process and procedures for requesting a copier. To
date, no audit has been conducted to determine if the city has too many or too few copiers.
Recommendations:
• Move the responsibility of the copier services contract to IT Solutions so the equipment
distribution can be evaluated simultaneously with the distribution of printers
• Conduct an audit of all copiers
• Develop and incorporate written guidelines in Administrative Regulation D-2
• Eliminate the copy rate mark-up
• Departments will order their own paper supply on an as-needed basis
Office Space
Reprographics occupies approximately 2800 square feet of office space with access to a freight elevator.
Recommendations:
• Conduct an inventory of the supplies and dated equipment to determine the proper disposal
• Repurpose the office space based upon the needs assessment and master space planning
effort being managed by the new Property Management Department
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 9725
To the Mayor and Members of the City Council April 21, 2015
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*a SUBJECT: REPROGRAPHICS AND OFFICE SERVICES REVIEW
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Staffing
The Print Shop staffing includes four FTEs with three positions filled. The Graphics section has two FTEs
with both positions filled. Departments are currently charged for graphic services. Many departments
cannot use the graphic services because of funding limitations and either do the work internally through
the use of unqualified staff members or hire outside graphic talent.
Recommendations:
• The four FTEs assigned to the Print Shop will be eliminated
• The two FTEs assigned to the Graphics department will be moved to the Communications
and Public Engagement Division and funding has been requested from the General Fund
as part of the 2016 budget.
• Develop consistent branding for all city graphic design work using in-house artists
• Affected employees were given 90-day notice on April 15.
• HR will work with staff to find employment in another department or outside the city
Budget
There is an estimated savings of$397,266 for the coming fiscal year through the implementation of the
above recommendations. These savings are primarily realized from the elimination of three positions and
the absorption of contract management and the mailroom into other operating divisions. Operating savings
that result from the elimination of overhead charges will offset the costs associated with positions moving
to the General Fund.
An M&C will be presented to the City Council in May formalizing this recommendation and preparing for
closure of the fund.
David Cooke
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS