HERE ARE THE DEADLINES FOR THIS FISCAL YEAR ENDING JUNE 2008.
ALSO INCLUDED ARE DATES FOR OPEN ORDERS COMMENCING JULY 1, 2008.
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To: All Administrators and Supervisors
From: Carmen A. Redmond, Director of Purchasing and Material Services
Date: February 28, 2008
Subject: Annual Notice of Deadlines for Submitting Purchase and Stores Requisitions
Purchasing Services expects steady increases in an already heavy workload as we move toward the end of this fiscal year. The causes of the increase include Measure C projects, $550,000 of Fund 22 money that must be spent by fiscal year-end, Purchasing's role in EIS contracting and implementation, more surplus property to store and sell/recycle, and an annual rise in purchasing activity that always happens at fiscal year-end.
Therefore, if you have purchases that must be completed before June 30, 2008, Purchasing Services asks for your cooperation so that we can meet that goal. Please submit purchase requisitions early, allow adequate time for the quotation or bidding process, and comply with the deadlines below.
Please note that these deadlines also appear in the 08/09 Budget Calendar published by Business Services, however, I've added one week to the first deadline (Roman numeral I).
In order to ensure purchase order encumbrance against the 2007-08 budget and the timely creation of Open Purchase Orders for fiscal year 2008-09, please submit properly authorized Purchase Requisitions to District Purchasing Services by dates listed below.
Please forward this memo to staff members who have purchasing-related duties.
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.fhda.edu.
I. March 7, 2008 (shows as February 29, 2008 in the 08/09 Budget Calendar):
(a) Purchase Requisitions for materials, supplies, equipment, or maintenance services when the total estimated cost including sales tax and freight exceeds $72,400.00 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. Apr. 18, 2008:
Purchase Requisitions for Open Purchase Orders commencing July 1, 2008 for supplies or equipment maintenance services must be submitted to District Purchasing Services by April 17, 2008 (See * below for exception). Purchase Requisitions for Open Purchase Orders that will commence after July 1, 2008 should be submitted to Purchasing Services at least 60 days prior to the desired effective date of the Open Purchase Order. Purchase requisitions for Open Purchase Orders must accurately specify the projected expenditures for fiscal year 2008-2009 so that the open purchase order encumbrance amount will be sufficient to pay all the associated invoices through June 30, 2009.
*Exception: If the Open Purchase Order amount is projected to exceed the $72,400.00 bid threshold, submit the Purchase Requisition by March 7, 2008 if you require a Open Purchase Order that will commence July, 2008 (or submit it at least 90 calendar days before a post-July commencement date) so that sufficient time will be available for Purchasing Services to conduct an advertised competitive bid and obtain board approval.
III. May 5, 2008:
Purchase Requisitions for supplies, materials, equipment, or maintenance services with a total estimated cost that is less than $72,400.00 including sales tax and freight.
Note: This deadline also applies to 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 $15,000.00 total.
IV. June 18, 2008:
Submit Central Stores Requisitions for items stocked in the District's Warehouse by June 19, 2007. Please Note: The District Warehouse will be closed for its annual physical inventory from June 25 through June 30, 2008. Central Stores items will not be issued on those dates unless the inventory has been completed.
Important Reminders:
(1) Prepare Purchase Requisitions earlier for Grant-funded purchases. Grant-funded Purchase Requisitions with an estimated cost in excess of $1,000 must be approved by the District Grants Monitor prior to being processed by Purchasing Services. Therefore, please send grant-funded Purchase Requisitions to the Grants Monitor in District Accounting Services before sending them to Purchasing Services. After review and approval, the Grants Monitor will send the Purchase Requisitions to Purchasing Services.
(2) Prepare Purchase Requisitions earlier 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.
(3) Prepare Purchase Requisitions earlier if the requested products typically have long lead times and you require delivery prior to July 1, 2008. The dates 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. Please plan accordingly.
Thank you.
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