posted 7-29-20
REQUISITIONS
FY 20
JUNE 22 - All FY 20 Information Technology RQSs which require bidding must be submitted for approval to the Office of Information Technology (OIT).
JUNE 25 - All RQSs for bids requiring a site visit must be submitted to State Purchasing.
JULY 13 - All other RQSs (non-technology) which require bidding must be submitted to State Purchasing.
AUGUST 7 - All FY 20 bid Award Letters must be received from the agency.
AUGUST 14 - State Purchasing will set all outstanding FY 20 bid documents to Intent to Award.
AUGUST 28 - All FY 20 documents (RQS/DO) must be completed, to include all agency internal approvals and submitted to State Purchasing.
SEPTEMBER 16 - All FY 20 documents (except Capital Outlay) must be converted to purchase orders/delivery orders. Any document(s) remaining in State Purchasing that have not been converted to a purchase order/delivery order by September 16 will be returned to the department. The department may resubmit these after October 1 to be processed against the new fiscal year (FY 21) budget.
FY 21
AUGUST 3 - Agencies can begin entering FY 21 preprocessing RQNs for submission September 1 if all Chart of Accounts are available. It is essential that the FY 21 account codes be used on the FY 21 documents.
*RQNs are only to be used for renewals or purchases that must begin October 1.
*These documents must be numbered beginning with 21N.
Jobs Aids for creating RQNs can be found here.
SEPTEMBER 1 - Agencies can begin submitting FY 21 preprocessing RQNs.
SEPTEMBER 17 - Last date to submit FY 21 preprocessing RQNs.
OCTOBER 1 - Agencies can begin submitting FY 21 Delivery Orders (DOs) to State Purchasing.
PURCHASE ORDERS
FY 19
SEPTEMBER 14 - All outstanding FY 19 purchase orders, (including Professional Services contracts) except for appropriation 050 – capital outlay, will be closed in STAARS.
FY 20
SEPTEMBER 23 - State Purchasing will suspend processing of any FY 20 purchase order/delivery order modifications during the period of September 23-30.
NOVEMBER 12 - All FY 20 modifications to increase encumbrances must be submitted to State Purchasing by this date. Increases needed after this date must go to the Board of Adjustments.
For assistance please email Terri Cole at terri.cole@purchasing.alabama.gov.