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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 28, 2007   In Reply To: 1510 (935.MC) P     EMAIL TRANSMISSION – 12/28/07 Instruction Memorandum No. MT-2008-024 Expires: 9/30/09   To:             State Management Team   From:         State Director   Subject:      Fiscal Year (FY) 2008 Deadlines for Submission of Purchase Requisitions   Program Area:  Procurement, Budget, and Engineering.   Purpose:  The purpose of this IM is to establish FY 2008 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 50 percent of budgets are obligated by March 31, 2008; 85 percent obligated by June 30, 2008; and 98 percent obligated by August 31, 2008. This IM also establishes the deadlines for submitting construction project purchase requests that require State Office Engineering review.   Policy/Action:  It is recommended that you submit the draft construction project purchase request to the State Office Engineering staff at least 4 weeks prior to the target dates shown below. This should allow time for adequate review and editing. See attachment 1, Engineering Contract Review Process. 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 2008 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, 2008     Inter-Governmental Orders (Interagency Agreements) 2/15/08            4-6 weeks Financial Assistance Agreements 2/01/08 8 weeks Modification to existing agreements 2/29/08 4 weeks Contracts between $25,000 and $100,000 1/25/08 9 weeks Orders against an existing contract-technical and price 2/08/08 4 weeks 8(a) contract 3/03/08 4 weeks Purchase Orders between $3,000 and $25,000 (construction and service) 2/22/08 5 weeks Purchase Orders between $3,000 and $25,000 (supplies) 3/03/08 4 weeks       Goal - 85% obligated by June 30, 2008     Inter-Governmental Orders (Interagency Agreements) 5/16/08 4-6 weeks Financial Assistance Agreements 5/02/08 8 weeks Modifications to existing agreements 5/30/08 4 weeks Contracts between $25,000 and $100,000 5/2/08 9 weeks Orders against an existing contract-technical & price 5/12/08 7 weeks 8(a) contract 5/20/08 4 weeks Purchase Orders between $3,000 and $25,000 (construction and service) 5/23/08 5 weeks Purchase Orders between $3,000 and $25,000 (supplies) 5/30/08 4 weeks       Goal - 98% obligated by August 31, 2008     Inter-Governmental Orders (Interagency Agreements) 7/18/08 4-6 weeks Financial Assistance Agreements 7/03/08 8 weeks Modifications to existing agreements 8/01/08 4 weeks Contracts between $25,000 and $100,000 6/27/08 9 weeks Orders against an existing contract-technical & price 7/11/08 7 weeks 8(a) contract 8/01/08 4 weeks Purchase Orders between $3,000 and $25,000 (construction and service) 7/25/08 5 weeks Purchase Orders between $3,000 and $25,000 (supplies) 8/08/08 4 weeks       Sign Requisitions: Submitted to MT931 8/8/08 3 weeks   Acquisitions to be submitted to the National Operations Center :    The IM with the deadlines for the submission of purchase requisitions to the National Operations Center is expected to be issued in January 2008.   * 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.     Signed by: Randy D. Heuscher, Acting   Authenticated by: Aleta Zahorodny (MT-930)       3 Attachments       1– Engineering Contract Review Process (2 pp)       2– Denver BC664 Submission Requirements (April 19, 2007) (2 pp)       3– MSO MT935 Submission Requirements (December 26, 2007) (1 p)   Distribution w/attms. Assistant Field Manager, Glasgow Field Station Assistant Field Manager, Havre Field Station