NEWS/UPDATES/DEADLINES

                  SAM HOUSTON STATE UNIVERSITY

                       A Member of The Texas State University System

               Procurement and Business Services

TO:                              President, Provost, Vice Presidents, Assoc. Vice Presidents, Deans, Chairs, Directors,                                                                  Faculty and Staff

FROM:                        John Hitzeman, Director

                                    Procurement and Business Services

DATE:                         May  14, 2009

RE:                              Fiscal Year 2009 Year-End Deadlines and Procedures

The end of the fiscal year (FY) is fast approaching and we know there will be questions concerning the proper purchasing methods and deadlines for year-end purchase requests.  Procurement has implemented the following procedures to ensure that year-end purchasing is processed in a timely manner by all departments.  Procurement must ensure that all paperwork is received in our office in a timely manner  so that we may have sufficient time for the bid/RFP process, as all requests are processed on a first in-first out basis, unless it meets the emergency purchase guidelines.  All incoming requests should contain all of the necessary information needed by both Procurement and the vendor to bid the product and/or service.   Incomplete requisitions and specifications will cause a delay in the processing of your request.  Sufficient time has to be  incorporated into the year-end deadlines to ensure that Accounts Payable and Administrative Accounting have time to process both the voucher and the payment prior to the close of the books the last week in August.  For any questions concerning the deadlines please contact John Hitzeman, Director of Procurement and Business Services, at Ext. 41900. 

Below is a summary of the deadlines for this fiscal year:

TYPE OF PURCHASE                                                                                                                                                           DEADLINE

Receipt of Goods/ Services (to be paid from FY09 funds)                                                                                                    8-25-09

Request for Proposals (any dollar amount)                                                                                                                            6-15-09

Formal Bids –Over $10,000 (including HEAF)                                                                                                                    6-25-09

Informal Bids-$5000 - $10,000 (including HEAF)                                                                                                              7-03-09

Term Contracts  (request for consumables or equipment)                                                                                                7-03-09

Rental or lease of copiers, pagers and cellular phone service (voice or data)                                                                7-03-09

Maintenance/Service Contracts                                                                                                                                             7-03-09

Express Purchases                                                                                                                                                                    7-31-09

This will be the last date you can issue or submit Express PO’s for the remainder of the fiscal year.  All small purchases from 8-1-09 thru 8-25-09 will need to be issued on a Spot Purchase Order.  Any Express PO’s received after the 7-31-09  cut-off will be returned to the issuer for completion of a Spot Purchase Order.

 Receipt of Goods/Services to be paid  from FY09 funds:

All consumable materials, supplies and services are to  be paid from funds within the fiscal year they are received and/or performed.  This means that all orders processed from FY09 funds should be purchased, received and approved for payment by August 25, 2009, with the exception of equipment.  The materials must be delivered to your departmental office or to the Central Receiving dock  by close of business on August 25, 2009 (dock closes at 4:00 p.m. daily).   Any merchandise not received by this deadline will have to be canceled by the department thru a Purchase Order Change Notice and a new purchase order issued for FY10 to cover the cost of the purchase.  If a department wishes to include the phrase “THIS ORDER WILL BE CANCELED UNLESS DELIVERY /ACCEPTANCE IS COMPLETE BY AUGUST 25, 2009”,  it may help the vendor to have it here on time.

Request for Proposals

Requisitions and complete specifications including evaluation criteria must be turned into Procurement by June 15, 2009.  Remember that you need to have your evaluation team members chosen and ensure that they will be on campus during the evaluation period. 

Formal Bids over $10,000 (including HEAF)

Requisitions should be received in Procurement by June 25, 2009 to ensure we have sufficient time to get the bids prepared , advertised, opened and reviewed by the departments for recommendation for award by the year-end deadlines.  For services and consumable items remember  we have to have this out for bid, awarded, received and paid by August 25, 2009, so adjust your time frame according to when you need the product/service. 

Informal Bids $5000-$10,000 (including HEAF)

Requisitions should be received in Procurement by July 3, 2009 to ensure that there is sufficient time to get the bids prepared, advertised, opened and reviewed by the departments for recommendation for award by the year-end deadlines.  Again, if the requisition is for consumable items or services it also has to be received and paid for  by the August 25, 2009 deadline.

Term Contracts (Automated and Non-Automated)

Requests for purchases off of the State of Texas term contracts for consumables and equipment must be received by the Procurement office no later than July 3, 2009 to ensure we meet State deadlines for online order entry.  Requisitions received after this date must have an attached fax or email from the vendor stating the confirmed price, delivery time and the contact person information to ensure that the University has a binding contract with the vendor for the agreed upon price and delivery date. The approximate shipping time for term contract items is 20-30 days from receipt of order.

Rental/Lease of Copiers and other Equipment (new or renewal)

All requisitions for rental and/or  lease of equipment  must be received  by Procurement no later than July 3, 2009. Rental and lease renewal agreements do not automatically renew at the end of the fiscal year.  A new Requisition is required from the department each fiscal year for these services.  For those items that are being renewed from previous years the department should provide  the following information on their Purchase Requisition - the previous year purchase order number, type of equipment (manufacturer and model), serial number, type of service requested , term contract or group purchasing contract number (if applicable), location of equipment (building and room number), and contact person for service and/or repair.

Maintenance /Service Requisitions

All requests for Maintenance/Service  must be received  by Procurement no later than July 3, 2009.  Maintenance orders and service contracts do not automatically renew at the end of the fiscal year.  It is true that some have renewal options included with the bid package, but the department is responsible  for submitting a new Requisition each fiscal year to inform the Procurement office of their intent to renew, provide appropriate accounts and signature approvals.   This deadline is necessary to accommodate any requirements of 30 days notice to renew or cancel with vendors.  Each department is responsible for reviewing their equipment inventory and prior year orders to ensure they send over a Requisition on all equipment requiring maintenance/service agreements.   If the requests are not received by the deadline then the department will be responsible for obtaining their own maintenance contracts as the campus wide contracts are normally bid out on an annual basis or require 30 days written notice to the vendor.

Express Purchase Orders

The deadline for Express Purchase Orders will be 5:00 p.m. on July 31, 2009.  Express tickets and invoices must be received by the Procurement office prior to 5:00 p.m. to be paid from FY09 funds.   Please ensure your departments walk over any Express purchase orders and/or invoices that near the deadline, as any Express orders/invoices  received after the 5:00 p.m. deadline of July 31, 2009 will be returned to the departments for a Spot Purchase Order.   Express Purchase Orders can be hand delivered to the Procurement and Business Services Office in the CHSS Bldg. Suite 452.  DO NOT USE THE EXPRESS PURCHASE ORDERS AFTER THE JULY 31, 2009 DEADLINE.  ANY PURCHASES BETWEEN AUGUST 1ST  AND AUGUST 25TH MUST BE COMPLETED ON A SPOT PURCHASE ORDER.  EXPRESS PURCHASE ORDERS MAY  NOT BE USED AGAIN UNTIL SEPTEMBER 1, 2009.

Fiscal Year 2010 Purchases Updated July 6, 2009

Requisitions to be funded from fiscal year 2010 funds must carry the FY10 designation at the top of the form.  Spot Purchase Orders to be funded from fiscal year 2010 funds must carry a  FY10 Spot Purchase Order number (753-0- ______).  Departments may process FY10 Spot Purchase Orders toward the end of the fiscal year provided the phrase “FOR INVOICING AND DELIVERY ON OR AFTER SEPTEMBER 1, 2009” is placed on the Spot Purchase Order form, so that it is viewable by the vendor receiving the order.   NOTE:  Some vendors are prone to ship early so make sure you contact them and let them know that you CANNOT ACCEPT DELIVERY PRIOR TO SEPTEMBER 1, 2009 FOR GOODS OR SERVICES PURCHASED ON THE FY09 SPOT PURCHASE ORDERS. 

 HUB Forums

If you are a certified HUB and would like to do an in-house HUB forum with our purchasers and departments, please contact us.

No Purchase Orders Accepted at Eckerd:

Due to the sale of Eckerd Drug to the CVS Corporation of Rhode Island, SHSU will no longer be able to issue an express purchase order or a spot purchase order to the vendor effective July 30, 2004.

No Purchase Orders Accepted at Wal-Mart:

Due to policy changes of Wal-Mart, SHSU will no longer be able to issue an express purchase order or a spot purchase order to the vendor effective October 31, 2000. Our office recommends that departments convert any existing blanket orders to local vendors accepting SHSU purchase orders. You may contact the vendor prior to visiting the store to ensure they accept our express purchase orders and/or spot purchase orders. For additional questions on express purchase orders, please contact Gertrude Robinson at ext. 4-1991. For questions pertaining to spot purchase orders, please contact your assigned purchaser or our main office at ext. 4-1894.

Central Store's New Mission

TO: Administration, Faculty and Staff
FROM: John Hitzeman, Director of Procurement and Business Services
SUBJECT: Central Store's New Mission Express Purchase Orders

Central Stores
Please be advised, due to the inactivity and lack of sales (departments other than Physical Plant) the mission of Central Stores has been redefined. As of September 1, 1999, Central Stores will convert its inventory solely for the purpose of supplying parts and materials crucial to the University's Physical Plant operations. Central Stores will no longer market directly to other departments on campus. If your department has a specific need and/or concern of the revised mission please contact John Hitzeman, Director of Procurement and Business Services, at 936-294-1900. Please note, the mission of Receiving, Hauling, Moving and Storage has not changed. I thank you in advance for your cooperation.

Express Purchase Orders

Beginning September 1, 1999, the 5% service charge for processing express purchase orders will cease and there will be no charge for processing express purchase orders. Due to the elimination of the service charge there is no necessity for the "Billings by Department Report," thus it will be suspended.

Sam Houston State University
1901 Ave I, CHSSl Building Room 452
Campus Mail Box 2028
Huntsville, Texas 77340

Phone: (936) 294-1894
Fax: (936) 294-1979
E-mail: pur_kjr@shsu.edu