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IT Hardware Enterprise Contract deadline
August 8, 2014
Also see: https://insight.usgs.gov/aei/offices/oa/oag/AOP/pr-IT.pdf
The Office of Acquisition and Grants (OAG) establishes requisition receipt deadlines annually to allow appropriate planning for actions that must to be awarded prior to the end of the current fiscal year or early in the following fiscal year (i.e. award required during or immediately following the Financial Business Management System blackout period). Table 1 lists the dates for the receipt of complete acquisition, financial assistance (cooperative agreements and grants) and interagency agreement packages to allow for timely obligation. Required receipt deadlines are calculated considering Contracting Officers must obligate funds approximately two weeks prior to the end of September to allow financial records to close prior to year end, and each acquisition action requires a certain minimum Procurement Administrative Lead Time (PALT).
Dates shown are for the receipt of a complete requisition package in the acquisition office. Complete packages must include all documentation required depending on the award type and methodology (e.g. contract or cooperative agreement, competitive or non-competitive, and the like). Advance planning is highly encouraged, especially when information technology, property and other approvals must be made prior to the receipt of the requisition by the acquisition office. Key considerations include:
Plan ahead and set aside sufficient time in advance to develop your requirement and obtain any program, technical, property or IT approvals that may apply.
Submit a complete requisition package. Correcting requisition packages is very time consuming for everyone and the extra time is not factored into the deadlines. Failure to submit complete packages may prevent timely award.
Avoid contracts and orders with October 1 start dates. Consider revising acquisition strategies so that services do not begin and end on the fiscal year cycle. USGS has authority to award and fully fund most service contracts for a 12-month period beginning anytime during the fiscal year.
Plan ahead and submit requisitions for the exercise of option years at least 60 days prior to expiration of the current order, but not later than the indicated date in June. Timing is critical because the contracting office has specific regulations to follow and failure to follow them may jeopardize the USGS’ right to exercise the option.
Requisitions are generally processed in the order they are received; therefore, early submission is recommended. Any circumstance that would prevent timely submission should be coordinated in advance with your primary serving OAG organization.
Charge cards should be used for supplies (of $3,000 or less) or services (of $2,500 or less) whenever appropriate, and generally have a later fiscal obligation date as established by the Office of Financial Management.