Procurement & Materials Management
- Staff
- Organizational Chart
- Procurement Card Information
- Procurement Operating Policies and Procedures Manual
- P-Card Operating Policies and Procedures Manual
- Banner Requisition Training
- Invitation to Bid
- Bid/Proposal Protest Procedures
- Surplus Property
- Property Control Forms
- Vendor Registration Form / Commodity Code Listing
- UCMarkets
- Disbarred Vendors
- Fiscal Year End Procurement Procedures
Fiscal Year End Procurement Procedures
MEMORANDUM
TO: Budget Managers
FROM: Michael E. Smith, Director
DATE: January 4, 2013
RE: Fiscal Year End Procurement Procedures
Please review the fiscal year end procurement procedures and schedules, and distribute to the appropriate personnel in your department. If you have any questions, please call me at 543-4523.
To ensure timely processing of procurement documents at the end of the fiscal year, the following procedures must be followed. Other year end items will be addressed at a later date.
Requisitions – FY13 Funds
Cutoff dates for requisitions for competitively bid purchases ($5,000.00 or greater) that will be charged to FY13 funds will be based on the lead time required for the Procurement and Materials Management Office (PMM) to solicit formal and/or informal bids, and the vendors timeline for delivery of the goods and/or services.
Requisitions to request competitive bidding for commodities and/or services should be for intended deliveries and installation before June 30, 2013. Therefore, all such requisitions should be received in PMM by the cutoff date specified in the following Requisition Cutoff Schedule in accordance with the delivery lead time for the commodity and/or services desired.
No FY13 requisitions for competitively bid commodities and/or services will be accepted by PMM after April 22, 2013, unless justification for late submittal is signed by the department director.
Please refer to the estimated lead times and their requisition cutoff dates listed below. If you are uncertain of the delivery lead times, you are encouraged to submit your requisitions as soon as possible.
Delivery Lead Time |
Requisition Cutoff Date |
120 + days |
February 1, 2013 |
90-119 days |
March 1, 2013 |
60-89 days |
March 25, 2013 |
30-59 days |
April 22, 2013 |
I would like to thank you in advance for your understanding and cooperation, as our office strives to fill your departments needs in as timely a manner as possible.
