Procurement Cutoff Dates

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This is a reminder of the established cutoff dates for processing procurement requirements. These established dates allow adequate timeframes to properly accomplish planned procurements and amendments and are based on receipt of ready requisitions which include required approvals/clearances, a complete description of requirements, and adequate funding. Although these deadlines are intended to identify when a requisition must be received to ensure placement prior to the end of the Fiscal Year, employees should refer to their Agency's specific year-end guidance to determine spending cutoff dates.

The following are the cutoff dates for ready requisitions covering supplies, equipment, construction, and services for the current fiscal year and for those supplies and services beginning in early upcoming fiscal year. The dollar amounts shown opposite the cutoff dates apply to the total amount of the requisition.

In accordance with Departmental Regulation 5013.4, the purchase card is the preferred method for purchases within the simplified acquisition threshold of $100,000. Non procurement personnel should be using purchase cards to the maximum extent for procurements less than $2,500, and less than $2,000 for Construction.

Time becomes critical at the end of the fiscal year when we are up against strict requirements for posting notices, seeking approvals, obtaining wage determinations, and running competitions.  If you are holding an AD-700 until funds become available for a large, complex buy, and there is a good chance that it will be funded, contact your respective procurement staff (see enclosure) to discuss the possibility of processing the request up to the point of award.

As a reminder, contracts for severable services may be entered into for a period that begins in one fiscal year and ends in the next fiscal year if the period of the basic contract, options, or orders under that contract does not exceed one year each. These contracts no longer need to be written to match the fiscal year timeframe.

Develop and submit AD-700s for maintenance agreements, lease renewals, subscriptions, and other service arrangements that you want carried over into next fiscal year by August of the current fiscal year. Make sure that the information for these orders is complete with respect to quantities, makes, models, special features, serial numbers, and most importantly, the purchase order numbers of the arrangements being renewed. For maintenance agreements, submit a justification explaining why a maintenance agreement is advantageous compared to a "per call" arrangement. Again, call your procurement staff if you have any questions regarding these matters.

Contract options covering the next fiscal year must also be considered by August of the current fiscal year. AD-700s to fund such options should be submitted to your procurement staff. With each AD-700, include a signed statement by the contracting officer’s representative that:

(1) Explains the reasons for the decision.

(2) Describes the quality of service now being provided by the contractor, which must be at least satisfactory.

Those research centers which have a major facilities support services contract (PIADC, RRC, WRRC, SRRC, NCAUR, and ERRC) should give advance notification to the Acquisition and Property Division of any special or additional tasks they wish to add to these contracts. These tasks must cover work which is within the scope of the contract and is not new work, i.e., a large stand-alone repair and maintenance project. Special or additional task work added to these contracts in September of the current fiscal year should be able to be completed in their entirety by the end of the first quarter (December) of the next fiscal year.  Exceptions to this will be considered on an individual case basis.