Procurement Deadlines

Year End Procurement Deadlines 2016 (PDF)

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     DATE:           March 28, 2016

     TO:               All Departments

     FROM:          Maricelda Zarate, Executive Director

     SUBJECT:    Year End Procurement Deadlines

The Office of Strategic Sourcing and General Services primary objective is to procure for the needs of the end user expeditiously and in accordance with procurement policies and procedures. The following timelines are set to allow our office to meet this objective. Our office will make every attempt to process your requisitions during the current fiscal year.   

The deadlines for submitting Department Requisitions and Inter‑Departmental Transfers (IDT) for purchases from funds budgeted for FY 2016 and for FY 2016 maintenance will be as follows:

May 2, 2016

1.  Renewals ( R-Docs)*

     a. Renewal of equipment rentals expiring August. 31, 2016

     b. Renewal of maintenance and software agreements expiring August 31, 2016

     c. Purchase of items for $25,000 or more requiring Texas SmartBuy (R-Doc)

2. Capitalized equipment for current year order dates of 2016 (R-Doc)

     a. All fund sources including HEF and RDF*

June 1, 2016

1.  Research & Development Fund (RDF)  ( R-Docs)

     a. Research & Development Funds (RDF) must be encumbered with a P.O. by August 31, 2016 (no exceptions)

June 17, 2016

1. Purchase of items less than $25,000 requiring formal written bids (R-Doc)

  1. Service Orders will take precedence
  2. Equipment orders submitted after this date may be delayed until after September 2016

August 01, 2016

1. Purchase of all items on State Contract (R-Doc)

2. Purchase of items more than $5,000 and less than $25,000 requiring verbal bids (R-Doc)

August 12, 2016

1. All Inter‑Departmental Transfers. (i.e. Stores, Post Office, Physical Plant)


Requisitions received in SSGS after the specified dates will be processed on FY-17 funds.

FY 2017 Requisitions

      1. The FYE 2017 Requisition Option has been activated. 

      2. For processing an R7-Doc (using FYE 2017 funds) to order for delivery & invoicing after September 1, 2016:

                                Enter “R0” (zero) in the Doc Field                    Tab to the Year Field and type “2017” 

P-Card Charges:

P-Cards may continue to process but be aware that the p-card transactions must post in FY 2016 to utilize FY2016 budget.