Mandatory 2016 Purchasing Deadlines

To: Columbus State University Faculty and Staff
From: Ricky Thomas, Director, Purchasing Services
Date: February 4, 2016
Subject: Mandatory 2016 PURCHASING DEADLINES

To allow time for Purchasing Services to meet the year-end schedule as set forth by the State of Georgia Purchasing Office and to allow time for University approval, and DOAS State Purchasing approval, the following dates have been established as final cut-off dates using FY16 funds for the following types of requisitions:

REQUISITIONS FOR ITEMS LISTED BELOW DUE NO LATER THAN:  ** MARCH 11, 2016**

PURCHASE REQUISITIONS REQUIRING SPECIAL APPROVALS:

-- Motor Vehicle Purchases – Must be approved by VPBF, DOAS Fleet Management, and OPB. Items which are not on state contract must follow the directions for complex acquisitions below.  Please note that the Department of Administrative Services, Office of Fleet Management is very restrictive on the purchase of any motor vehicle at this time.

-- Bid Purchases – Per the Georgia Department of Administrative Services, items $25,000 and over, not on statewide contract, require competitive bids and must be posted to the Georgia Procurement Registry.  Sole Source and Sole Brand items must also be posted to the Registry.

Please contact Ricky Thomas, Director, Purchasing Services, 706-507-8274, for assistance with the above requisitions as soon as possible.

REQUISITIONS FOR ITEMS LISTED BELOW DUE NO LATER THAN:  **MAY 06, 2016**

PURCHASE REQUISITIONS LESS THAN $25,000

-- Items less than $10,000 – Bids are not required but suggested in order to compare prices.  If the item is on statewide contract, you must purchase item from statewide contract vendor.

-- Items $10,000 - $24,999 - Written Quotes from at least 3 vendors required. If the item is on statewide contract, you must purchase item from statewide contract vendor.

PURCHASE REQUISITIONS FOR PRODUCTS AND SERVICES ON STATEWIDE CONTRACT – Regardless of Amount

Orders must be received in Purchasing Services by the dates specified above – NO EXCEPTIONS.  Please ensure all personnel in your area of responsibility are aware of these deadlines.

Funds should be available in your budget before requesting purchases using any of the above methods AND all authorized signatures should be obtained before sending PURCHASE REQUESTS to Purchasing Services. IT purchases (computers, software, etc.) and audio visual items (projectors, televisions, etc.) must be approved by UITS (University Information and Technology Services).

Deadlines for the P-card, travel applications, petty cash purchase orders, agency purchase orders, and check requests will be released at a later date.

Please call Purchasing Services, 706-507-8270, if you have any questions.