Montana/Dakotas

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United States Department of the Interior
 
BUREAU OF LAND MANAGEMENT
Montana State Office
5001 Southgate Drive
Billings, Montana 59101-4669
http://www.blm.gov/mt

December 8, 2006

 
In Reply To: 
1510 (935.MC) P 
 
 
EMAIL TRANSMISSION – 12/11/2006
Instruction Memorandum No. MT-2007-013
Expires: 9/30/08
 
To:             State Management Team
 
From:         State Director
 
Subject:      Fiscal Year (FY) 2007 Deadlines for Submission of Purchase Requisitions
 
Program Area: Procurement and Budget
 
Purpose: The purpose of this IM is to establish FY 2007 due dates for submission of purchase requisitions in order for the procurement staffs to provide quality, timely services and to meet the State Director’s goal that 40 percent of budgets are obligated by March 31, 2007; 80 percent obligated by June 30, 2007; and 98 percent obligated by August 31, 2007. This IM also establishes the deadlines for submitting construction project purchase requests that require State Office Engineering review. This includes all projects that may affect the health and safety of the staff or the visiting public.
 
Policy/Action: It is recommended that you submit the draft construction project purchase request to the State Office Engineering staff at least 3 weeks prior to the target dates shown below. This should allow time for adequate review and editing. The State Office will provide the review and comments to the field offices within 10 working days from the time the contract is received in the State Office.
 
Following are the FY 2007 target dates for submitting purchase requests to the respective procurement staffs in the Montana/Dakotas:
Type of Acquisition: Due Date        ALT*
Goal - 50% obligated by March 31, 2007   
Inter and Intra Governmental Orders 2/16/07           4-6 weeks
Assistance Agreements2/02/078 weeks
Modifications to existing agreements3/02/074 weeks
Contracts between $25,000 and $100,0002/09/077 weeks
Orders against an existing contract-technical and price2/16/076 weeks
8(a) contract3/02/074 weeks
Purchase Orders between $3,000 and $25,000 (construction)2/23/075 weeks
 3/03/074 weeks
Goal - 40% obligated by March 31, 2007   
Purchase Orders between $2,500 and $25,000 (service)2/23/075 weeks
Purchase Orders between $3,000 and $25,000 (supplies)3/09/075 weeks
   
Goal - 80% obligated by June 30, 2007   
Inter and Intra Governmental Orders 5/18/074-6 weeks
Assistance Agreements5/04/078 weeks
Modifications to existing agreements6/01/074 weeks
Contracts between $25,000 and $100,0005/11/077 weeks
Orders against an existing contract-technical & price5/18/076 weeks
8(a) contract5/25/075 weeks
Purchase Orders between $3,000 and $25,000 (construction)5/25/075 weeks
Purchase Orders between $3,000 and $25,000 (service)5/25/075 weeks
Purchase Orders between $3,000 and $25,000 (supplies)6/08/073 weeks
   
Goal - 98% obligated by August 31, 2007   
Inter and Intra Governmental Orders 7/20/074-6 weeks
Assistance Agreements7/06/078 weeks
Modifications to existing agreements8/03/074 weeks
Contracts between $25,000 and $100,0006/22/077 weeks
Orders against an existing contract-technical & price7/20/076 weeks
8(a) contract8/03/074 weeks
Purchase Orders between $3,000 and $25,000 (construction)7/06/075 weeks
Purchase Orders between $3,000 and $25,000 (service)7/06/075 weeks
Purchase Orders between $3,000 and $25,000 (supplies)8/10/073 weeks
   
Sign Requisitions: Submitted to MT9318/15/073 weeks
 
Acquisitions to be submitted to the National Business Center: See Instruction Memorandum No. BC-2007-014, Fiscal Year (FY) 2007 Deadlines for Submission of Purchase Requisitions to the National Acquisition Division (BC-660).
 
* ALT = Acquisition Lead Time - The estimated time required to process the acquisition from receipt of a complete acquisition package, including a purchase requisition, statement of work, and all required approvals. The acquisition lead times are under optimum conditions, assuming no clarification and/or revision of the procurement request is necessary. Additional lead time may be required if this is not the case.
 
Timeframe: As stated above.
 
Budget Impact: Failure to submit purchase requisitions by the above deadlines may result in funds not being obligated, necessitating carryover.
 
Background: None.
 
Manual/Handbook Sections Affected: None.
 
Coordination: This IM was coordinated internally within the Montana State Office.
 
Contact: If you have any questions, please contact Mary Clark, Supervisory Procurement Analyst, at (406) 896-5205, or Joyce Norris, Administrative Officer, at (406) 896-5184.
 
Signed by: Gene R. Terland
 
 
Authenticated by: Jennifer C. McKinley, (MT-935)
 
 
Distribution
Assistant Field Manager, Glasgow Field Station
Assistant Field Manager, Havre Field Station