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Need help finding a commodity number?  Please find the commodity code you are looking for here.

Need help finding a Professional Service Code?  Please find the Professional Service code you are looking for here .
Manual Agencies: (updated 5/26/17)
Instructions for filling out a Purchase Request Form:
Instructions
Form
News from Jennifer Loretz:

A new software contract is available for State agencies to use, MA 999 17*186 with CDW Government.  The State’s existing software contract T497 is active until October 31, 2017.  Agencies will continue to use the T497 for Microsoft, Symantec, Attachmate, Adobe, Nuance and VMWare until it expires.  Beginning November 1, agencies will use MA 999 17*186 for all software purchases.  If you have any questions, contact Jennifer Loretz at 334-242-7370 or Jennifer.loretz@purchasing.alabama.gov(posted 8/7/17)

News from Brittany Peterson:
Please remember our contract vendors for Office Supplies are Office Depot and Staples. There has been a minor change to the Office Depot contact information, the revised Master Agreement with the correct contact information is posted on the Purchasing Website.  Please update your records immediately to ensure the fastest correspondence.  Please remember to put either “ship order” or “order online” on both the extended description on the header and the commodity line. If you have any questions, please feel free to contact Brittany Peterson.  

News from Wendy Penton:

T270 RESTROOM SUPPLIES - ORDERING INSTRUCTIONS FOR STATE AGENCIES

(PRICING IS AVAILABLE TO COUNTIES, CITIES AND SCHOOL SYSTEMS ETC. MUST CREATE THEIR OWN DOCUMENT TO PROCESS TO THE VENDORS).

1)     STATE AGENCIES WILL CONTACT AWARDED VENDOR(S) FOR A QUOTE(S). AGENCIES MAY CHOOSE THE VENDOR TO QUOTE, OR MORE THAN ONE VENDOR. THE LOW QUOTE WILL BE ATTACHED TO THE DO (DELIVERY ORDER) AT THE HEADER.

2)     AGENCIES WILL CREATE A DO IN THE “SHOP” FEATURE IN STAARS.

3)     USING THE LINE OF THE CONTRACT THAT BEST DESCRIBES YOUR PURCHASE, ON THE COMMODITY LINE ON THE MA, THE AGENCY WILL REFERENCE THE QUOTE NUMBER BY THE VENOR OR ANY OTHER INFORMATION DEEMED NECESSARY (NUMBER OF CASES ETC.). THEN WILL SEND DO TO STATE PURCHASING FOR AWARD.

4)     ENTER THE TOTAL ON THE LINE. SEND TO STATE PURCHASING FOR AWARD.

5)     AFTER AWARD THE DO WILL BE FORWARDED TO THE VENDOR VIA THEIR EMAIL ADDRESS IN STAARS.

MASTER AGREEMENT NUMBERS IN ‘SHOP’ FOR AWARDED VENDORS                          

(CHOOSE YOUR VENDOR FOR A QUOTE OR CONTACT ANY VENDOR TO COMPARE PRICING).

_________________________________________________________________

CENTRAL PAPER CO – MA 999 17*180

DADE PAPER & BAG CO – MA 999 17*181

STRICKLAND PAPER COMPANY INC –MA 999 17*182

VERITIV OPERATING COMPANY – MA 999 17*183

ALABAMA INDUSTRIAL SUPPLIES & SERVICES – MA 999 17*184

IF YOU HAVE ANY QUESTIONS CONCERNING THESE PROCEDURES, PLEASE CONTACT THE BUYER; WENDY PENTON @334-353-7176 OR WENDY.PENTON@PURCHASING.ALABMA.GOV

 

EOY Memo: (posted 6/13/17)
The Comptroller's Office has posted the End of Year Memo for FY 2017.  You can obtain the entire memo from the Comptroller's web page. Click here for
the Purchasing section.
Here are some important dates regarding Procurement.  Please mark your calendar accordingly so you don't miss any deadlines.

FY 17 documents:

June 29 - All BIDS requiring a site visit or Information Technology approval must be submitted by this date
July 7 - All other BIDS (RQS's over $15,000 which require bidding) must be submitted to State Purchasing by this date.
August 11 - All FY 17 purchase documents (RQS/DO) must be submitted to State Purchasing
August 18 - State Purchasing will set all outstanding FY 17 bid documents to award.
September 15 - All FY 17 documents (except Capital Outlay) must be converted to a purchase order/deliver order.  Any
     document(s) remaining in State Purchasing that has not been converted will be returned to the agency.  The agency can
     resubmit as a FY 18 after October 18.

FY 18 documents:

June 19
-   Agencies can begin entering FY 18 preprocessing RQN's if all Chart of Accounts are available.  It is essential that the
     FY 18 account codes be used on the FY 18 documents. 
     * Job Aid for RQN can be found at www.purchasing.alabama.gov under Purchasing News.
September 19 - Last day to submit FY 18 preprocessing RQN's.

Purchase Orders:

FY 16
September 5
- All outstanding FY 16 purchase orders (including Professional Service contracts) will be closed in STAARS

FY 17
September 18
- State Purchasing will suspend processing of any FY 17 purchase order/delivery order modifications during the
     period September 18 - September 30.
 
Did you miss today's Procurement Officers Meeting???  You can click here for the slides that were used.  (posted 6/23/17)
The following Campaign Intelligence (CI) was sent out from STAARS regarding Purchaisng Documents to Use Statewide Numbering effective October 1, 2017: (posted 6/22/17)

Policy Update

Beginning October 1, 2017, STAARS will no longer allow duplicate numbering for purchasing documents*. This will prevent Document IDs for the affected documents from being duplicated across various agencies. Please note that this change does not affect auto-numbering for other documents. Agencies that use custom prefixes on the Auto Document Numbering Table (ADNT) will retain sequential Document IDs for each Document Code and Prefix.

* The following list shows the documents affected by this change.

  • RQS, RQS3, RQSSM1, UR
  • RQM, RQN, RQN3
  • RFB, RFP, RFQ, RFI
  • DO, DO3, DON1
  • PO, PO3, POD1, SCD1, POSM1        
  • PAR1
  • SC, SC3
  • MA, MAOP1
  • PE
  • EV, EVT
  • SR


How Will this Update Affect My Work?

The steps to create a document using auto-numbering will remain the same. However, please be aware that your agency's Document IDs for a specific document code may not be in exact sequential order. For example, if you create RQS 18*001 and wait until the next day to create another RQS, that document will be assigned a number greater than 18*002 if other agencies have created RQS documents in the meantime.

The following Campaign Intelligence (CI) was sent out from STAARS regarding Immediate Changes to Priority Authorization
Request Procedure:
(posted 6/20/17)

New Prior Authorization Request (PAR0/PAR1) Documents

STAARS now includes two new Priority Authorization Request documents (PAR0 and PAR1) that should be used to submit priority authorization requests. These documents are clones of the Purchase Order (PO) and can be used throughout the entire fiscal year, including the Comptroller’s Office end-of-year closeout period when no encumbrances are allowed. The PAR0/PAR1 documents default to using encumbering Event Type PR05 (Order from External Vendor). However, the non-encumbering Event Type PR07 (Order – Non Accounting) may be used during the end-of-year closeout period.

What are the new documents for?

Effective immediately, the PAR0 and PAR1 documents replace the previous process of using an RQS, RQS0, or RQS3 with a Procurement Type of 14 (Priority Authorization). The business requirements for requesting a priority authorization remain the same for PAR0/PAR1 documents.

State Purchasing has until Wednesday, June 21 at 5 PM to complete any RQ* documents with Procurement Type 14 that are currently in progress.

Which document should I use?

The PAR0 should be used only by the Department of Transportation (ALDOT). All other agencies should use the PAR1.

A job aid that explains how to create a PAR0 or PAR1 document is available on the STAARS Support Portal. (Click the hyperlink or, on the Support Portal, select Browse Resources > Job Aids, and look in the Purchasing category. If you do not have a user ID for the Support Portal, ask your agency POC to contact STAARS Support Services and request one for you.)

The following Campaign Intelligence (CI) was sent out from STAARS regarding New Year Requisition and Delivery Order
Procedures for FY 18
(posted 6/19/17)

New Year Requisition (RQN/RQN0/RQN3) Documents

Beginning Monday, June 19, 2017, agencies may begin entering New Year Requisition (RQN, RQN0, and RQN3) documents to process requisitions for FY18. Agencies should finish setting up their FY18 chart of accounts prior to submitting these documents. Since these documents are non-encumbering, new year budgets do not have to be loaded into STAARS prior to processing RQN* documents.

State Purchasing will copy forward approved RQN/RQN0/RQN3 documents to PO/PO0/PO3 documents so they can be mass submitted on October 1. RQN* documents that have already been submitted but not finalized by October 1 can still be processed after October 1. However, starting October 1, new RQN* documents cannot be entered.

A job aid that explains how to create an RQN, RQN0, or RQN3 document is available on the STAARS Support Portal. (Click the hyperlink above or, on the Support Portal, select Browse Resources > Job Aids, and look in the Purchasing category. If you do not have a user ID for the Support Portal, ask your agency POC to contact STAARS Support Services and request one for you.)


New Year Delivery Order (DON0/DON1) Documents

STAARS now includes new functionality to make it even easier for agencies to get a jump start on their purchasing activities for FY18. The New Year Delivery Order (DON0 and DON1) documents, which are used for delivery orders against an existing Master Agreement (MA), are available for the upcoming fiscal year.

What are the new documents for?

The DON0 and DON1 documents are clones of the Delivery Order (DO) document and are intended for critical delivery orders that need to be in place at the beginning of the new fiscal year, such as garbage collection, janitorial services, maintenance, etc.

When can I enter these for FY18?

Beginning Monday, June 19, 2017, agencies may begin entering DON0 and DON1 documents. Agencies must make sure their FY18 chart of accounts are setup and new year budgets are loaded into STAARS before validating or submitting the documents. Once the FY18 chart of accounts and budgets are in the system, the DON* documents can be submitted for review and approval.

DON* documents that have been approved by State Purchasing will be finalized on October 1 when the new fiscal year begins. DON* documents that have already been submitted but not finalized by October 1 can still be processed after October 1. However, starting October 1, new DON* documents cannot be entered.

Which document should I use?

The DON0 should be used only by the Department of Transportation (ALDOT). All other agencies should use the DON1.

A job aid that explains how to create a DON0 or DON1 document is available on the STAARS Support Portal. (Click the hyperlink or, on the Support Portal, select Browse Resources > Job Aids, and look in the Purchasing category. If you do not have a user ID for the Support Portal, ask your agency POC to contact STAARS Support Services and request one for you.)
 


Important Note: RQN* and DON* Document IDs Require “18N” Prefix and Auto-Numbering

The Document ID for an RQN* or DON* document must have a prefix of “18N” (for FY18) and must be auto-numbered. This prefix format will be used each year, with the first two characters representing the FY and the third character of "N" designating new year activity. For example, for FY19 these documents would use a prefix of “19N.” This will aid State Purchasing in their processing of new year purchase requests as we approach each new fiscal year.

When creating an RQN* or DON*, enter the following information:
1.    Doc Code
2.    Dept and Unit
3.    ID: 18N
4.    Select (check) the Auto Numbering check box.
5.    Create the document.

Note: Make sure the Fiscal Year field is set to 2018 and the Period field set is to 1. For use of FY18 funds, make sure the Budget FY field is also set to 2018. This will ensure that the FY18 purchase orders will reference the new fiscal year’s budget, which should be available for use on October 1, 2017.


Questions?

If you need further assistance, please ask your agency POC to create a support ticket with STAARS Support Services or call (334) 353-9000.
 

Agency Procurement Meeting June 23, 2017 (posted 6/9/17)
Please note there will be an Agency Procurement Meeting held Friday June 23, 2017 in the State Capitol Auditorium at 9:00 am.  This meeting will last approximately 1 hour and will deal with update and common issues of interest to the statewide procurement community.  Please allow extra time when arriving due to the security scanners at the State Capitol.  Click here to obtain the official memo from Michael Jones..
 
State Purchasing would like to congratulate staff Brittany and Racquel who were each recently married.  Please update your email address for Brittany to Brittany.Peterson@purchasing.alabama.gov and for Racquel to Racquel.Wilson@purchasing.alabama.gov (posted 6/14/17)
Detailed instructions for creating a RQN (posted 5/26/17)

This job aid shows how to use the RQN and RQM requisitions to prepare for purchases that must be awarded using funding from the next fiscal year. Pre-processing for the new fiscal year presents a special situation where a one-time purchase may need to be awarded at the start of the new fiscal year in October, but the budget cannot be pre-encumbered before the fiscal year. The New Year Requisition (RQN) (named "Non-accounting Requisition" in STAARS) is designed to require chart of accounts elements that must be passed to the awarded PO, but the RQN does not validate budget or pre-encumber funds.

RQN Job Aid
Latest News from Pat Antle: (posted 12/13/16)

The expired T129, Communication Device 800 MHZ (SouthernLinc), has been rebid and awarded to SouthernLinc Wireless.  The new contract number is MA 999 17*18 and  has been renamed as T129 PTT Communications Service and Equipment.  Line 1 is a line type service to enter your service plans, line 2 is a line type item for equipment purchases, and line 3 is also a line type item for accessories.  On line 1, please enter the service plan(s), monthly cost, period covered and either the cell phone/radio numbers or the master account number(s) and the number of units under the account.  Lines 2 and 3 are set up for one time purchases. Due to new guidelines set in place, we can no longer approve open ended lines for the equipment or accessories.  Vendors cannot open attachments, so please do not attach lists of service plans and phone numbers in lieu of entering this information on the commodity line’s extended description, and do not reference attachments, since, again, vendors have no access to them.   

It is my understanding that SouthernLinc will begin sending agencies the new pricing catalogs within the next week, and once you receive those plans you should be able to enter your DO’s.

 


Off Contract Purchases: (posted 12/12/16)
For agencies wanting to purchase contract items from non-contract vendors, please read the memo from the State Purchasing Director regarding the procedure and requirements in the documents below.

* Off Contract Purchases Memo


* Off Contract Waiver Request Checklist (revised 3-20-17)

* Off Contract OIT Sheet



***************************************************************************************************************************************************
Manual Agencies: (updated 5/26/17)
Instructions for filling out a Purchase Request Form:
Instructions
Form


***************************************************************************************************************************************************


Purchasing Update: Open End POs and DOs
 

 

 

September 13, 2016

 

All Agencies

Beginning with FY17, open end purchase orders/delivery orders (POs/DOs) will only be processed by State Purchasing under the following circumstance:

  • For services (i.e., pest control, garbage, cell phones, temporary IT personnel services, etc.). Agencies will establish the PO/DO with an amount of money and modify the amount as needed to cover invoices.

In rare situations, the purchase of goods with an open end PO/DO will be considered on a case-by-case basis with a letter of justification submitted to the Director of Purchasing.
 
If you have further questions, please ask your agency point of contact (POC) to contact STAARS Support Services at STAARS.support@finance.alabama.gov or (334) 353-9000, or State Purchasing at (334) 242-7250.
 

 
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