Please disseminate the information below to the appropriate staff/individuals.
Fiscal Year 2014 -- 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.
Thank you for your continued support as we work through another "year-end" together.
We encourage you to forward your requirements beginning immediately and ask that you contact Dee Dorsey, Team Lead for the Statewide Purchasing Operations at email@example.com should you have any questions.
Fiscal Year 2014 Open Market Requisition Deadline for processing by or before August 31, 2014:
Submit by or before June 14, 2014 to: firstname.lastname@example.org
The Open Market Commodity Requisitions should adhere to the following:
Forward a PDF of the completed and signed Open Market Requisition form which is available in the Statewide Procurement Forms Library
- Utilize the current Open Market requisition
- TPASS will prioritize by date of receipt by TPASS
- Include deadline dates: Delivery and/or grant as applicable
- Provide proprietary justification signed by the Executive Director or designee included in the Agency’s Procurement Plan
- Word documents with detailed specifications and requirements (i.e. insurance, installation). Reference the Agency requisition number on each document
- Provide all other attachments required to be included in the solicitation or quotations received for research purposes
Fiscal Year 2015 Open Market Commodity Requisition deadline for contracts to be effective for delivery and invoicing after September 1, 2015
Requisitions funded by Fiscal 2015 appropriations should include the indicator for the fiscal year as "5 or 15". These requisitions may be submitted to TPASS prior to Sept. 1, 2014. Unless noted on the requisition, these will be prioritized for processing after the FY14 requisitions.
TxSmartBuy Orders -- Fiscal Year 2014
It is recommended that FY14 orders be processed no later than close of business on Friday, August 29, 2014. Confirmation orders are not recommended for TxSmartBuy; therefore, orders processed on September 1, 2014 will be considered Fiscal 2015 procurements.
Important Note for Consumables: Orders for consumables should be processed in accordance with guidance in eXpendit State Purchase Policies, Fiscal Matters, Appropriation Year Determination.
Equipment Rental and Lease -- Fiscal Year 2015
Please DO NOT use a hardcopy Purchase Order Change Notice (POCN) to renew rentals for photocopiers or leases for mail equipment processed under CPA term contracts. All orders/changes must be processed through the TxSmartBuy ordering system.
Leased Mail Equipment Mail:
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.
Contract No. 985-L2 Photocopier Rental Renewal Only: Rentals are required to be renewed on an annual basis beginning September 1. There are no automatic renewals.
Rental renewals should be processed through TxSmartBuy against Contract No. 985-L2 for up to an additional 12 month period beginning September 1, 2014 through August 31, 2015.
There are no provisions for lease renewals available through this contract.
The contract requires a 30 day written notification for removal of equipment by the Contractor.
If you have additional questions for processing renewal orders, please e-mail email@example.com or call toll free 888-479-7602 or 512-936-2764 in Austin.
Important Note: Contract No. 985-L2 will expire on August 31, 2015 and photocopiers will no longer be available through CPA. The Department of Information Resources (DIR) has contracts available for multi-functional copier/printer/scanner/fax equipment.