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United States Department of the Interior
Montana State Office
5001 Southgate Drive
Billings, Montana 59101-4669

December 28, 2007

In Reply To:
1510 (935.MC) P
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 Agreements2/01/088 weeks
Modification to existing agreements2/29/084 weeks
Contracts between $25,000 and $100,0001/25/089 weeks
Orders against an existing contract-technical and price2/08/084 weeks
8(a) contract3/03/084 weeks
Purchase Orders between $3,000 and $25,000 (construction and service)2/22/085 weeks
Purchase Orders between $3,000 and $25,000 (supplies)3/03/084 weeks
Goal - 85% obligated by June 30, 2008   
Inter-Governmental Orders (Interagency Agreements)5/16/084-6 weeks
Financial Assistance Agreements5/02/088 weeks
Modifications to existing agreements5/30/084 weeks
Contracts between $25,000 and $100,0005/2/089 weeks
Orders against an existing contract-technical & price5/12/087 weeks
8(a) contract5/20/084 weeks
Purchase Orders between $3,000 and $25,000 (construction and service)5/23/085 weeks
Purchase Orders between $3,000 and $25,000 (supplies)5/30/084 weeks
Goal - 98% obligated by August 31, 2008   
Inter-Governmental Orders (Interagency Agreements)7/18/084-6 weeks
Financial Assistance Agreements7/03/088 weeks
Modifications to existing agreements8/01/084 weeks
Contracts between $25,000 and $100,0006/27/089 weeks
Orders against an existing contract-technical & price7/11/087 weeks
8(a) contract8/01/084 weeks
Purchase Orders between $3,000 and $25,000 (construction and service)7/25/085 weeks
Purchase Orders between $3,000 and $25,000 (supplies)8/08/084 weeks
Sign Requisitions: Submitted to MT9318/8/083 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
      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

Last updated: 06-28-2012