To: All Administrators and Supervisors

From: Andy Dunn, Vice Chancellor of Business Services
Gina Bailey, Purchasing Services Supervisor

Date: February 2, 2009

Subject: Annual Notice of Deadlines for receipt of Purchase and Stores Requisitions

The Purchasing Services department expects steady increases in its workload as we move toward the end of this fiscal year. The increase can be attributed to Measure C project schedules, monies that must be spent prior to fiscal year-end, surplus property storage needs and disposal requirements, an annual rise in general purchasing activity at fiscal year-end, and the integral role of Purchasing Services in the EIS implementation for the Banner Finance module to “go-live” as of July 1.

The successful implementation of the new Banner Finance system requires that the Purchasing Services staff perform key tasks during the month of June prior to the “go-live” date. PURCHASE ORDER REVISIONS AND ENCUMBRANCES FOR THE 2008-2009 FISCAL YEAR MUST BE COMPLETED AND PROCESSED IN THE CURRENT FRS SYSTEM NO LATER THAN BY MAY 31, 2009. Therefore, in order to ensure purchase order encumbrances against the current 2008-09 budget, the Purchasing Services department must receive the properly authorized Purchase Requisitions by dates listed below.

I. February 20, 2009:
(a) Purchase Requisitions for materials, supplies, equipment, or maintenance services when the total estimated cost including sales tax and freight exceeds $76,700 or when the estimated cost is less than this amount but the purchase will be funded by a grant that requires formal advertised bidding.

(b) Purchase Requisitions for facilities construction, repair, modification, renovation, and other building trades work (including telecommunications cabling and networking) which is not routine maintenance if the estimated total cost is $15,000 or more including sales tax and all related fees.

II. May 8, 2009:
(a) Purchase Requisitions for supplies, materials, equipment, or maintenance services with a total estimated cost that is less than $76,700 including sales tax and freight. (b) Purchase Requisitions to increase or decrease Open Order encumbrance balances for the 2008-2009 fiscal year.

(c) Purchase Requisitions for facilities construction, repair, modification, renovation, and other building trades work, including telecommunications cabling and networking, if the cost will be less than $15,000 total.

III. May 8, 2009:
(a) Purchase Requisitions for Open Purchase Orders commencing July 1, 2009 for supplies or equipment maintenance services (previously published as April 17, 2009). Purchase requisitions for Open Purchase Orders must accurately specify the projected expenditures for fiscal year 2009-2010 so that the open purchase order encumbrance amount will be sufficient to pay all the associated invoices through June 30, 2010.

IV. June 19, 2009:
(a) Central Stores Requisitions for items stocked in the District's Warehouse for delivery before June 26, 2009. The District Warehouse will be closed for its annual physical inventory from June 26 through June 30, 2009. Central Stores items will not be issued on those dates unless the inventory has been completed.

The Banner Finance module will require that all Purchase Requisitions be submitted and approved electronically for Purchase Orders effective July 1, 2009 or after. Therefore, all Purchase Requisitions for the 2009-2010 fiscal year (with the exception of Open Purchase Orders received by May 8, 2009) will be subject to the new procedures and approval process established for the Banner Finance module. Further information regarding the electronic purchase requisition process and training will be forthcoming.

The deadline dates above also appear in the 08/09 Budget Calendar published by Business Services.

Thank you for your cooperation.

CC: Martha Kanter, Chancellor Judy Miner, President, Foothill College Brian Murphy, President, De Anza College Dorene Novotny, Vice Chancellor, Human Resources Fred Sherman, Vice Chancellor, Technology

Reminders:

(1) Follow the procedures for submitting a Purchase Requisition that have been established by your campus administrators. If you are unclear of the procedures, please contact your campus Furniture, Equipment, Technology (FET) Coordinator or Furniture, Fixtures, and Equipment (FF&E) Coordinator for further instruction.

(2) Prepare Purchase Requisitions early to ensure that it is approved at the campus and forwarded to the Purchasing Services department by the deadline dates indicated.

(3) Purchase Requisitions for Grant-funded purchases. The District Grants Monitor must also approve grant-funded Purchase Requisitions with an estimated cost in excess of $1,000. Therefore, grant-funded Purchase Requisitions should be forwarded to the Grants Monitor in District Accounting Services before Purchasing Services receives them. After review and approval, the Grants Monitor will forward the Purchase Requisitions to Purchasing Services.

(4) Purchase Requisitions for purchases of computer hardware and software including peripherals, servers, and multimedia equipment. Purchase Requisitions for computer hardware and/or software must be reviewed and approved by ETS prior to being processed by Purchasing Services. ETS will forward such Purchase Requisitions to Purchasing Services after review and approval.

(5) Prepare Purchase Requisitions earlier if the requested products typically have long lead times and you require delivery prior to July 1, 2009. The deadline dates established above assume that the vendor can deliver within 30 days of receiving a Purchase Order, but for some products, such as furniture, typical delivery time may be 60 to 90 days after receipt of a Purchase Order.

(6) Purchase Requisitions should include a clear description of what is requested, i.e., a specification. If you need assistance, please contact the District Buyer assigned to the requested commodity or me. The Buyer assignment list is posted on the web at Purchasing Assignments.