procurement codes appendix 6 to the procurement law and rules
TRANSCRIPT
Procurement Codes
Appendix 6 to the Procurement Law and Rules
“M”
• All codes that begin with “M” designate minority vendor purchases to assist agencies with minority expenditure reporting.
EI • Payroll items onlyExempt Item
EL or ML • Procurements listed as exempt in ACA § 19-11-203.
• For commodities and technical services only.
• Does not apply to PSC contracts.
Exempt from the Procurement Law
EM or MM • Procurements of commodities or services greater than $10,000 which if not procured immediately will endanger human life, health, state property or the functional capability of a state agency. See ACA § 19-11-233
Emergency Procurements
SS or MS • Procurements of commodities or technical services greater than $10,000 available from a single source. See ACA § 19-11-232.
• Does not apply to PSC contracts over $50,000.
Sole Source
SO or MO • Purchases of commodities or services costing $10,000 or less that are not subject to Amendment 54 to the Arkansas Constitution.
• If it is for a professional service $10,000 or less use the professional service purchase order document in AASIS and code it SO.
• Do not use for Capital improvements.
Small Order
QC or MC • Procurements subject to Amendment 54 of the Arkansas Constitution that are not included on a state contract.
• These items cost $50,000 or less.
• Obtain three competitive quote bids.
• Only for agency employees that have been issued a delegation order for this specific purpose.
Quote Constitutional Item
CB or MB • Procurements of commodities and services costing more than $10,000 and less than or equal to $50,000.
• Not subject to Amendment 54 of the Arkansas Constitution.
• Not included on a state contract. • Obtain at least three competitive
quote bids. • If it is a PCS quote bid use the PSC
document in AASIS. • Do not use for capital
improvements.
Competitive Bid
WS • Items purchased from a disabled or blind work center in accordance with ACA § 19-11-901 et. seq.
• An agency shall procure commodities and services from Work Centers when the contract terms and conditions are equal and the price is not more than 10% above the lowest competitive price obtained from other vendors.
Workshop Products
ST or MT • Only used for procurements made under a term contract issued by the Office of State Procurement.
State Term
SF or MF • Only used for procurements made under a firm contract issued by the Office of State Procurement.
State Firm
AA or MA • Procurements greater than $50,000 made under a term contract issued by a state agency that has an Agency Procurement Official.
Agency Contract Award
AX or MX • Procurements greater than $50,000 made under a firm contract issued by a state agency that has an Agency Procurement Official.
Agency Quantity Fixed
BU or MU • Procurements authorized by the Office of State Procurement or an Agency Procurement Official when there were no satisfactory results from a competitive sealed bid process.
Bid Unsuccessful
FE or ME • Procurements from auxiliary and restricted funds.
• Used by Higher Education for reporting and auditing purposes.
Funds Exempt
RP or MP • Used for items procured for resale in cafeterias, bookstores, etc.
• You can not procure these items and then transfer or sell them to a department or agency in order to circumvent procurement procedures.
• The Department of Correction may purchase raw materials or commodities used in goods they resale.
• Use standard OA and/or PO documents in AASIS.
Resale Purchase
RP or MP • Used for items procured for resale in cafeterias, bookstores, etc.
• You can not procure these items and then transfer or sell them to a department or agency in order to circumvent procurement procedures.
• The Department of Correction may purchase raw materials or commodities used in goods they resale.
• Use standard OA and/or PO documents in AASIS.
Resale Purchase
PSC or MSC • Used for Professional or Consultant Services Contracts over $50,000.
• Contracts where the relationship between the contractor and agency is that of an independent contractor.
• Personal services of an individual that is professional in nature and the agency does not have direct managerial control over the day-to-day activities of the individual providing the services.
• The contract specifies the scope of work and measurable results expected rather than detailing the manner in which the services will be rendered.
• Use PSC document in AASIS
Professional or Consultant Services Contracts
PSA or MSA • To be used on purchase orders only that tie to a previously approved PSC outline agreement.
• Use the PSC document in AASIS
Professional or Consultant Services previously approved.
IG • All PCS contracts between two or more governmental entities.
• Use PSC document in AASIS• Technical services
intergovernmental contracts are coded EL.
• Use standard OA and/or PO documents in AASIS
Intergovernmental
SG • Used for all sub-grant expenditures.
• Use standard OA and/or PO document in AASIS
Sub-grants
ABA-SO or ABA-MO
• Capital improvement projects which cost $5,000 or less.
• Use standard OA and/or PO documents in AASIS
Capital Improvement Small Order
ABA-QB or ABA-MB
• Capital improvement projects which cost more than $5,000 but less than or equal to $20,000.
• Use standard OA and/or PO documents in AASIS
Capital Improvement Quote Bid
ABA • Capital improvement projects which exceed $20,000.
• Agencies must receive approval from ABA to begin this process.
• Use standard OA and/or PO documents in AASIS.
Capital Improvement Projects
PL or MPL • Lease agreements and amendments involving office space, buildings, structures, land, parking lots, etc. which are contracted through ABA.
• Use standard OA and/or PO documents in AASIS.
Real Property Leases
OSP Website – Under Guidelines > Policy Distribution to employees, students and/or
general public Ex: pins, pens, buttons, tee shirts State agencies: requires special appropriation
language Higher Ed: Can request DFA Director to
transfer $$ from operating expenses appropriation to a promotional line item
Promotional Items Policy
Plaques for student achievements Plaques for board or commission members
upon termination of service Promotional items authorized by language in
a state or federal grant Items purchased & the cost is reimbursed by
students
Allowable promotional items with General Appropriated Funds:
The purchase of greeting cards & similar commodities are not a proper expenditure for the operation of State government and are not authorized.
Greeting Cards Policy
Competitive Bids - $10,000 - $50,000
OSP Created a Template for Written QuotationsOSP Created sample language that could be used to protect the agencyAgencies should use the OSP Bid Tab form or similar summary
September 18, 2013 2:00 pm DFA Building, 1509 W. 7th Street, 3rd Floor
Proposed Rules Public Hearing
Keep the Purchasing Directory Updated!!!!!
Email [email protected] to updateRemember when employees retire, terminate or start - contact OSP
Thursday, September 26th
10 – noon Mary VanLeer with the Sustainability
Consortium Holiday Inn Presidential – 600 I-30 (9th Street
Exit) Bush Room
NIGP Meeting
www.nigp.orgA GREAT RESOURCE
Click to download the presentation
October 10th
10 – 11:30 UA Cooperative Extension Auditorium
Tentative Agenda – The Vehicle Acquisition/Disposal Process Minority Business Initiatives
Next Forum