Fiscal 2012 – Year End Procedures
The Texas Procurement and Support Services (TPASS) division of the Comptroller of Public Accounts has implemented procedures to ensure that year-end purchasing is efficient and effective. The following guidelines and procedures will be beneficial to your agency and help improve overall processing of your procurements.
- Agencies are encouraged to maximize the use of CPA Term and Managed contracts and Texas Multiple Award Schedule contracts (TXMAS) to meet their needs under state of Texas laws and guidelines.
We encourage you to forward your requirements early and ask that you contact Dee Dorsey, Team Lead for Purchasing Operations at dee.dorsey@cpa.state.tx.us should you have any questions. Thank you for your continued support as we work through another "year-end" together.
Fiscal 2012 Open Market Requisition Deadline for processing by or before Aug. 31, 2012
E-mail Submission Deadline: June 18, 2012 to: open.market@cpa.state.tx.us
The Open Market Commodity Requisitions should adhere to the following:
Forward the completed Open Market Commodity Requisition form, which is located in the Statewide Procurement Forms Library. Please sign, date and forward as a PDF document.
- Utilize the current Open Market requisition.
- Open Market requisitions will be prioritized by date of receipt by TPASS.
- Include delivery deadline dates.
- Provide specifications and requirements as Word document(s) and reference the Agency requisition number on each document.
- Provide any other attachments required to be included in the solicitation.
Fiscal 2013 Open Market Commodity Requisition deadline for contracts to be effective for delivery and invoicing after Sept. 1, 2012
Requisitions funded by fiscal 2013 appropriations should carry the number series that includes the fiscal year digit "3" within the requisition number. These requisitions may be submitted to TPASS prior to Sept. 1, 2012. Unless noted on the requisition, these will be prioritized for processing after the fiscal 2012 requisitions.
TxSmartBuy Orders — Fiscal 2012
It is recommended that entry of fiscal 2012 orders should be processed no later than Aug. 31, 2012. Confirmation orders are not recommended for TxSmartBuy; therefore, orders processed on Sept. 1, 2012 will be considered fiscal 2013 procurements.
Important Note for Consumables: Orders for consumables should be processed only for quantities which will be consumed by Aug. 31, 2012.
Equipment Rental and Lease — Fiscal 2013
Please DO NOT use a hardcopy Purchase Order Change Notice (POCN) to renew rentals or leases processed under CPA term contracts. All orders/changes must be processed through the TxSmartBuy ordering system as outlined below.
Leased Equipment: Lease renewals are not required to be processed on an annual basis except at the time of or prior to the expiration of the actual lease term, which is based upon the initial installation and acceptance (24, 36, 48 and 60 months). These renewals, as applicable, must be entered through the TxSmartBuy system if renewing for increments of 24, 36, 48 or 60 months.
Purchase orders should be issued through TxSmartBuy as an “Add Quote” process for mail equipment renewals which will be less than 24 months or for photocopiers renewals, which will be less than 36 months.
Rental Equipment: Rentals are required to be renewed on an annual basis beginning Sept. 1. There are no automatic renewals. Rental renewals cannot exceed the term of Contract No. 985-L2 and Contract No. 985-L1
Reference the Equipment Rental and Lease Renewal Guide (PDF) for TxSmartBuy.