Purchasing agent reports Kaizen improvements, staffing shortfall and business outreach ahead of Choose How You Move events

Purchasing Agent Dennis Rowland told the Procurement Standards Board that the purchasing team completed a productive quarter, including an annual procurement summit, Kaizen process‑improvement work and implementation steps tied to an increase in delegated purchasing authority.

"Very productive quarter," Rowland said, reporting that 242 people attended the department's March procurement summit virtually and that the department has participated in a Metro Council procurement working group since last September. He said the office used "voice of customer" feedback and external benchmarking, including NIGP and the Harvard Kennedy School, to support Metro Council approval to raise the delegation of purchasing authority from $25,000 to $50,000; staff set a go‑live date of Feb. 15 and completed departmental training.

Rowland outlined Kaizen activities the office has pursued since May 2024 to reduce cycle time and standardize buyer practice. He said one completed Kaizen created a 180‑day sourcing target and produced a list of 30–40 additional ideas for future improvements. Two Kaizen activities are underway: buyer standardization (to speed training and prepare for additional headcount) and an evaluation‑process Kaizen to improve transparency and consistency in supplier scoring during solicitations.

Rowland said the department remains understaffed: after a January retirement the team is down one position and is averaging about 20 solicitations per buyer, compared with a benchmarking target of roughly 12–13 solicitations per buyer. He said additional headcount in fiscal 2026 would position the office to reduce cycle times while maintaining contract and legal rigor.

On supplier outreach, Rowland described coordination with Metro, WeGo and INDOT for the "Choose How You Move" business outreach program; staff have held two outreach events and planned another at Southeast Community Center on March 25. He said two sourcing projects are already in the queue tied to Choose How You Move: an IDIQ for architectural and engineering services for NDOT (issued March 4) and a program management office to oversee plan implementation.

Christopher, director of the Business Assistance Office, said the office is tracking subcontractor data in its B2G Now system based on disparity‑study recommendations and reported that small‑business utilization rose from about 4% to 8.37% year over year; he said roughly 80% of subcontractor spend captured in recent reporting went to disadvantaged businesses. Christopher said those figures indicate the EBO program and small‑business programming are producing measurable results.

Rowland also noted temporary office space constraints: procurement staff are operating from temporary space at the back of Lindsley Hall, where occupancy is limited to 15 team members at a time; Metro expects a return to permanent space on the second floor around Aug. 22. He said winter HVAC problems affected staff comfort during the winter months.

Board members asked clarifying questions about the KPIs, reporting cadence and the proposed five‑year minimum interval for formal reporting updates; Zach Kelly and Dennis Rowland said the five‑year interval aligns with contract cycles and the EBO program's five‑year review cadence but that the board may request interim reporting changes at any time.

Ending: Staff invited board members to request redlined regulation drafts and promised to deliver the approved reporting template and any follow‑up materials in future board packets.