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Funding

Exempted Products, Services, and Funds (Purchase Method Determinations)

Certain products and services are exempted from the Procurement Code by the Budget and Control Board. These items are listed in Appendix 4. Exemption from the Procurement Code does not in all cases mean exemption from control by the Procurement Office nor exemption from good business practices. The level of competition and approvals required will be determined by the Director of Procurement according to 11-35-710 and 19.445.2010 of the Procurement Code. Consequently, regardless of potential exempted status, all Requisitions/Requests will be submitted to the Procurement Office for a purchase method determination unless that determination has already been made, in writing. A determination, for general application, must be published in the Procurement and Supply Services Manual. Specific, Limited Purchase Method Determinations may be issued by the Director of Procurement in letter form to the individual with a copy to the Controller.

Wholly Derived Funds

Each request for purchase under Procurement Code section 11-35-710(6) "Wholly derived funds", must refer to the certification of the Controller that the funds cited are, in fact, wholly derived according to the definition in the Code and therefore exempt. (See Exempted Funds for additional guidance.) According to the Code, these funds can not be used to purchase construction, architect-engineer services, construction management, or land surveying services.

Encumbrances

All purchase requisitions entered electronically into eProcure are encumbered when the approval process has been completed.

Year End Procurement Planning Deadlines: Most operating and equipment funds expire at fiscal year end. Funds not expended by year-end are recaptured by the State Treasurer, but commitments made are honored out of the next year’s funds. The procurement process (plan-compete-contract-receive-certify receipt-acceptance) must be complete prior to June 30th of the fiscal year. The following deadlines are the latest possible dates Procurement can assure you that your request can be competed, purchased, and received prior to year-end. Deadline means the date the authorized request with all necessary approvals and specifications must be received in the Procurement Office. The dates given may be too late for certain unusual long lead-time purchases. Your Procurement Officer will be able to advise you if your specific purchase can be accomplished by year-end utilizing this schedule. Please review the schedule and help us assist you in not losing funding for needed supplies or equipment because we were not able to begin early enough to complete the purchase process.

Cut-off Dates for Purchases Using Annual Funds Expiring at End of Fiscal Year 16/17

  • Goods and/or Services above $500,000
Sealed Bids by the State Procurement Office
Deadline: March 17, 2017
  • Information Technology above $200,000
Sealed Bids by Materials Management Office 
Deadline: March 17, 2017
  • $50,000.01 - $500,000
Sealed Bids and Proposals by College Procurement Office 
Deadline: March 31, 2017
  • $10,000.01 - $50,000

Written and Advertised Quotes by College Procurement Office 
Deadline: April 14, 2017

  • $50.01 to $10,000
Certified Fair and Reasonable Source via eProcure
Deadline: June 2, 2017
  • $1 - $2,500

Purchasing Card
Deadline: June 16, 2017

These dates are to be used as general guidelines. Due to varying lead times on products and individual vendor stock levels, there is no guarantee that if the deadlines are met, all purchases will be received by year end. If a purchase is not received by June 30 it will be paid for using new year funds. Requisition/Requests received after these dates will be assumed to be approved for funding from the next year's budget.

Purchases that must be made using a Request for Proposal generally take longer and extra time should be allowed.

Note: On occasion (prior to these dates) the State Fiscal Accountability Authority has frozen the expenditure of appropriated funds, as has the President of the College, and in those instances these deadlines will not apply.