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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
T700 MRO:
The new Mainteance, Repair, and Operation Supplies (T700 MRO) Master Agreement was effective October 1, 2019.  We meed your help in making sure the discount(s) given on the vendor's quote(s) matches with the MA.  The item(s) listed on the quote must match the category line item.  If your DO was submitted without this information it will be returned.  Please email Kerri Hines or Bryan Matthews with any questions. (posted 10/3/19)
T700 Executive Summary - updated version
Commodity Codes and Vendor Links pdf
Copiers:
For copiers that were leased from the old T190 contract that expired in August 2017, you will submit RQSs.  Include the old vendor contract number, the contract line number, the brand, model, serial number and the remaing months on the lease.  Most of these should be expiring within FY20.
The current copier contract will expire December 31, 2019.  DO NOT SUBMIT DOs for existing equipment.  Agencies will submit RQSs for these machines as well.  Include the MA number, the MA line number, the contract number from the MA's CL Description (T190-PA3091-ALXX), the brand, model and serial number as well as the remining months of the lease.
If you need to purchase or lease new equipment before December 31, 2019, you will submit that as a DO.  In January, you will need to submit a RQS to continue paying for the equipment in FY 20.
All questions should be directed to Sonya Bryan or Jennifer Loretz.  (posted 9/25/19)
Wireless Service & Equipment:
The current cell phone contract(s) for service and acessories will expire September 30, 2019.  Please click here for the Emergency Letter to continue services beginning on October 1, 2019.  This letter is valid until the currect RFB has been awarded.  Agengies must submit a RQS/RQS0/RQS3 to process for a PO/PO0/PO3.    Agencies must attached the emergency letter.  Contact brittany.peterson@purchasing.alabama.gov if you have any questions.  (posted 9/23/19)
WEX Fuel Credit Card Service - click here for the Authorization to Pay letter
WEX Fuel Credit Card Services, MA 999 16*59, will expire November 6, 2019.  It is anticipated that a new contract will be awarded sometime during November.  Once the new MA is in place you can enter your FY 20 DOs for the remainder of the year.  Do Not submit a DO until the new contract is in place.  (posted 9/17/19)
T700 Launch - Click here for the T700 Executive Summary (posted 9-5-19)

The State of Alabama Division of Purchasing is excited to announce that a new master agreement for Maintenance, Repair, and Operating Supplies (T700  contract) has been successfully awarded! This contract will take effect on October 1, 2019. Purchasing will host a contract launching meeting on September 4, 2019 from 9:30 am to 11:30 am in the Capitol Auditorium. At this meeting we will discuss the following: 

  • How the contract is established
  • What’s new  in the contract
  • Reveal the suppliers who will support the contract
  • Expectation of the vendor and the agencies
  • Best practices for use of the contract

At the end of the meeting all 15 awarded suppliers will be present and there will be an opportunity for you to personally meet the suppliers and discuss any contract needs your agency has. This invitation is extended to all potential users of the contract  including but not limited to our agency Procurement staff, colleges, universities and any local governmental entity.  Please bring your business cards with you to share with the suppliers and build partnerships. We strongly encourage you to make plans to be with us!     

As a reminder, the entrance to the  Capital Auditorium is located on the backside of the Capital on  Union Street.  You will be required to go through security so plan to get there early.  See you there! (posted 8/1/19) 

Many requested an update on what to submit for Termite and Pest Control requisitions. Please be aware that these are evaluated on a per-case basis and may require additional information. Please see below for the basic information needed for review:

Pest Control - Over $1,000 please obtain 2-quotes. Please be sure to include the service details in the Commodity Line extended description along with the valid period.

Termite Control -  Include in Doc Name “Termite Bond/Service”,  New service: Must have 2-quotes,  Renewal: 1-quote and must say “Renewal” in Doc Name and Commodity Line Extended Description,  Quotes:  Must be dated and have total

Include in Extended Description:

*Service Period (ex: 5-year Termite Bond – Year 2 of 5)
*Account # if applicable
*state “Non-Renewable” in the commodity line extended description if applicable
*Service Description (ex:  Vendor is to provide pest control for $??/month. This service is to be performed monthly with recalls as needed at no additional charge.) 
*Service Address
*Valid Period:  (ex:  10/1/2019-9/30/2020); service period cannot cross fiscal year

*
Prior PO # if for renewal
 

If you have any questions or concerns, please contact Sondra Cunningham at sondra.cunningham@purchasing.alabama.gov (posted 8-8-19)

HP OEM Ink/Toner Cartridges - Effective Immediately - MA #999 17*13, Line 2 (Only) held by Carolina Imaging has been cancelled.  We are planning to rebid the line for HP OEM Ink/Toner Cartridges.  In the meantime, use Coast to Coast Computer Products MA 999 17*16, Line 1.  Once the new line is awarded for HP OEM Ink/Toner Cartridges you will no longer use Coast to Coast Computer Products for HP.  (posted 7-30-19) 

If you have any questions or need assistance please contact Sonya Bryan at sonya.bryan@purchasing.alabama.gov

Training and Conference Memo:  (updated 5/21/19)
Please refer to this Memo for clarification regarding Training and Conferences.
Procurement Officers Meeting - Please click this link for the slide show that was shown at the Procurements Officers meeting Wednesday June 5, 2019. (poted 6/20/19)

T700 4013019 - Interline Brands has changed its name to Home Depot Pro as part of a company restructuring.  The new vendor number is VC000169857.  This new VC number has been added to the existing Master Agreement (MA T7004013019).  If you have outstanding invoices for Home Depot Pro against original VC number for Interline Brands, please cancel the DO.  Then submit a new DO to the new VC for Home Depot Pro, reference the old DO number in the Header along with the statement “Do Not Reship.  New DO being created to reflect change to vendor name and vendor number”.  Attach a copy of the invoice to the new DO.   (posted 5/22/19)

EOY Memo: (posted 5/22/19)

Here are some important dates regarding Procurement.  Please mark your calendar accordingly so you don't miss any deadlines.

FY 19 documents:

June 24 - All BIDS (RQS)requiring Information Technology approval must be submitted by this date
June 27 - All BIDS (RQS) requiring a Site Visit must be submtted by this date
July 8 - All other BIDS (RQS) (over $15,000 which require bidding) must be submitted to State Purchasing by this date
August 7 - All FY 19 award letters must be received from the agency by this date
August 16 - State Purchasing will set all outstanding FY 19 bid documents to award.
August 19 - All FY 19 purchase documents (RQS/DO) must be completed, to include all agency internal approvals, and
     submitted to State Purchasing
September 16 - All FY 19 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 20 after October 1.

FY 20 documents:

August 12
-   Agencies can begin entering FY 20 preprocessing RQN's if all Chart of Accounts are available.  It is essential that    the  FY 20 account codes be used on the FY 20 documents. 
     * Job Aid for RQN can be found at

https://alstaars.service-now.com/it/sys_attachment.do?sys_id=dfcd03871b3cff80551d96002d4bcb43

 September 17 - Last day to submit FY 20 preprocessing RQN's.
October 1 -   Agencies can begin submitting FY 20 Delivery Orders to State Purchasing.

Purchase Orders:

FY 18
September 5
- All outstanding FY 18 purchase orders (including Professional Service contracts) will be closed in STAARS

FY 19
September 19
- State Purchasing will suspend processing of any FY 19 purchase order/delivery order modifications during the
period September 19 - September 30.  They will resume October 1. 
Agency Procurement Meeting June 5, 2019 (posted 5/7/19)
Please note there will be an Agency Procurement Meeting held Wednesday June 5, 2019 in the State Capitol Auditorium at 9:30 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.
Official Letter from Mr. Jones
Declaration of Emergency for T520 - Click here for memo (posted 10/16/18)
State Purchasing would like to congratulate Pat Antle on her retirement effective April 1, 2019.  Brittany Peterson will be handling her commodities until further notice.  Brittany can be reached at 334-242-4667 or brittany.peterson@purchasing.alabama.gov  (posted 4/1/19)

Important – PO’s will no longer be printed and mailed by Purchasing

 

October 9, 2018

 

Effective November 1, 2018, the State of Alabama will no longer be sending printed copies of purchase orders by US Mail.  All PO’s will be delivered via email to the email address shown on the Ordering Address of vendors’ VSS account.  An email has been sent to vendors that do not have an email address in the Ordering Address, but have another email address as a means to contact.  A message has also been put on the home page of the VSS portal. Below is the email sent to the vendors:

Effective November 1, 2018, the State of Alabama will no longer be sending printed copies of purchase orders by US Mail.  All PO’s will be delivered via email to the email address shown on the Ordering Address of your VSS account.   Currently your Vendor Self Service (VSS) account does not have an email address in the ordering address field. 

To prevent an interruption in receiving purchase orders, please visit the STAARS VSS website https://procurement.staars.alabama.gov and update your email address as soon as possible.  If you need assistance, there is a step by step guide located at the following link: 
http://vendors.alabama.gov/docs/VSS_ updateemailcontactinfo.pdf
or the “Update your ordering address” link on the VSS website.


 

Guidelines to Procure Training and Conferences:
Please click here for the Guidelines to Procure Training and Conference.  Contact Lindsay Bryant directly if further clarification is needed. (posted 1/22/18)
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, August 12, 2019, agencies may begin entering New Year Requisition (RQN, RQN0, and RQN3) documents to process requisitions for FY20. Agencies should finish setting up their FY20 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, after September 17, 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. (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.) Or click this Job Aid link


Important Note: RQN* Document IDs Require “20N” Prefix and Auto-Numbering

The Document ID for an RQN* document must have a prefix of “20N” (for FY20) 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 FY20 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*, enter the following information:
1.    Doc Code
2.    Dept and Unit
3.    ID: 20N
4.    Select (check) the Auto Numbering check box.
5.    Create the document.

Note: Make sure the Fiscal Year field is set to 2020 and the Period field set is to 1. For use of FY20 funds, make sure the Budget FY field is also set to 2020. This will ensure that the FY20 purchase orders will reference the new fiscal year’s budget, which should be available for use on October 1, 2019.

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.
 
Off Contract Memo
Off Contract Waiver Request Checklist
Off Contract OIT Sheet
 
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