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FY Deadlines fiscal year deadlines Open order

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					                                                                                  12345 El Monte Road
                                                                                  Los Altos Hills, CA 94022-4599

                                                                                  Foothill College
                                                                                  De Anza College



To:            All Administrators and Supervisors

From:          Carmen Redmond, Director of Purchasing Services

Date:          March 10, 2010

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



                                    Important Notification
The Purchasing Services department will experience significant workload increases as the end of fiscal
year 2009-10 approaches due to increased numbers of Measure C construction and equipment bids,
increased numbers of purchase requests that have “use it or lose it” funding valid only in fiscal year
2009-10, increased surplus property disposal requests, sales, and disposal, and an annual rise in
purchasing activity that occurs toward the end of every fiscal year. In order to ensure the best possible
customer service, Purchasing Services sends out an annual notice regarding deadlines for the submission
of purchase requisitions. The current deadlines are as follows:

I. Immediately:

The following types of purchases involve a lengthy formal bidding process that usually requires a
minimum of 90 days to complete. Given that many formal bid requests are already in the queue, it is
likely that Purchasing Services will not be able to process new requests for formal bids quickly enough
to meet the final 2009-10 Board of Trustees submittal deadline of June 9, 2010 for its June 21, 2010
meeting. Please contact me right away if you have concerns regarding 2009-10 formal bids.

This deadline is applicable to the following types of requisitions:

(a) Purchase Requisitions for materials, supplies, equipment, or maintenance services, including facility
maintenance services as defined in I(b) below, when the total estimated cost including sales tax and
freight exceeds $78,500 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 public project work if the cost will be $15,000 or more.

"Public project" means any of the following: (1) Construction, reconstruction, erection, alteration,
renovation, improvement, demolition, and repair work involving any publicly owned, leased, or
operated facility or (2) Painting or repainting (other than touch-up) of any publicly owned, leased, or
operated facility or (3) Telecommunications cabling and networking. “Public Project” does not include
work that is “maintenance.” Maintenance in this context means routine, recurring, and usual work for


   Material & Purchasing Services   http://purchasing.fhda.edu/       Ph 650-949-6193    Fax 650-948-5194
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the preservation, protection and keeping of any publicly owned or publicly operated facility for its
intended purposes in a safe and continually usable condition for which it was designed, improved,
constructed, altered or repaired. "Facility" means any plant, building, structure, ground facility, utility
system, or real property (Public Contract Code sections 22002 and 20656). Maintenance work is subject
to the higher bid threshold cited in (a) above which is $78,500.

II. Friday, April 30, 2010:
This is the date by which fiscal year 2009-10 Purchase Requisitions must be approved and posted in
Banner.

In order to ensure that your purchases will be encumbered against the current fiscal year 2009-10
budget, the Purchasing Services department must receive properly approved Banner Purchase
Requisitions and the associated back-up materials no later than April 30, 2010. In order to allow
sufficient time for all of your approvers to approve your requisitions in Banner, you should do the
following:
     • Enter the requisitions to Banner no later than April 15, 2010.
     • Alert your approvers so they will know they should log into Banner to approve your requisitions.
     • Remind your approvers that 2009-10 requisitions must be approved no later than April 30, 2010
         in order to create a reservation against the 2009-10 budget. If the requisitions are not approved
         by April 30, 2010, they will be processed in fiscal year 2010-11 against the 2010-11 budget.

This deadline is applicable to the following types of requisitions:

(a) Purchase Requisitions for supplies, materials, equipment, or maintenance services, including facility
maintenance as defined in part I paragraph (b) above, with a total estimated cost that is less than $78,500
including sales tax and freight. If the estimated cost exceeds $78,500, see the deadline in part I above.

(b) Purchase Requisitions to increase or decrease Open Order encumbrance balances for the 2009-2010
fiscal year.

(c) Purchase Requisitions for public project work, as defined in I(b) above, if the total cost will be less
than $15,000.00 (fifteen thousand dollars). If the estimated cost exceeds $15,000, see the deadline in
part I above.

III. Friday, May 14, 2010 (but sooner is better) for Open Purchase Orders that commence July 1,
2010
Fiscal Year 2010-11 in is now open in Banner. Please immediately begin to enter Purchase Requisitions
to Banner for fiscal year 2010-11 Open Purchase Orders for supplies or maintenance services. You must
use a Banner transaction date of July 1, 2010 or later. This should be done as soon as possible, but not
later than May 14, 2010, so that Purchasing Services can obtain quotations and create Open Purchase
Orders before July 1, 2010. Purchase requisitions for Open Purchase Orders must accurately specify the
projected expenditures for fiscal year 2010-2011 so that the Open Purchase Order encumbrance amount
will be sufficient to pay all the associated invoices through June 30, 2011.

IV. June 17, 2010:
Central Stores Requisitions must be submitted by June 17, 2010 for items stocked in the District's
Warehouse. Purchasing Services will deliver the items to the requester before June 24, 2010. The



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District Warehouse will be closed for its annual physical inventory from June 24 through June 30, 2010.
Central Stores items will not be issued on those dates unless the inventory has been completed.

                                       Other Helpful Information:

(1) Follow the procedures for submitting a Purchase Requisition that have been established by your
campus administrators. If you are unclear about 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 and ensure that they are approved in Banner.

(3) To prevent payment delays, if you have established an Independent Contractor Agreement (ICA) and
will need a Purchase Order to pay for the related invoices, submit a Purchase Requisition and the
completed signed ICA to Purchasing Services before the contractor begins work. See Board
Administrative Procedure 3140 for more information.

(4) Purchase Requisitions for purchases of computer hardware and software including peripherals,
servers, and multimedia equipment must be reviewed and approved by ETS prior to being processed by
Purchasing Services.

(5) If you require delivery of the requested items prior to July 1, 2010, enter Purchase Requisitions to
Banner as early as possible, particularly if the requested products typically have long lead times (“lead
time” refers to the amount of time that the vendor needs in order to manufacture and deliver the item
after receiving the Purchase Order). 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.
Please note that the Buyer assignment list is posted on the web at http://purchasing.fhda.edu/.

(7) It currently takes an average of three to four weeks for Purchasing Services to obtain competitive
quotations and create a Purchas Order in Banner after it receives an approved Banner requisition.

(8) To find out whether Purchasing Services has received your requisition and to see to which Buyer it
has been assigned, please use the Requisition Tracking System at http://purchasing.fhda.edu/rts. To find
out if a Purchase Order has been issued for your requisition, please use View Documents in Self-Service
Banner or contact the assigned Buyer.

Please let me know if you have questions about any of the above. Thank you for your cooperation.




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Description: FY Deadlines fiscal year deadlines Open order