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Content Type: ASC_Announcements
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Date5/30/2012
AnnouncementChanges to Purchasing Contract Processes
Description

Compliance with the Arkansas Financial Transparency Act of 2011 requires numerous changes to the contract processes governing outline agreements (OA) and purchase orders (PO). 

 

The most obvious of these changes will be the Transparency Website on which all contracts, including all OAs and POs, will appear if they meet these criteria:

 

1.    An OA and all of its release POs (regardless of cost individually or agency) will have a record on the website if any one of the 3 criteria is met:

Statewide Contracts

·         Statewide OA greater than $25,000 [or greater than $20,000 for Arkansas Building Authority (ABA) construction]; or

·         Statewide cumulative total of release POs for the OA is greater than $25,000 [or greater than $20,000 for Arkansas Building Authority (ABA) construction]; or

·         Statewide cumulative Amount paid for all release POs for the OA is greater than $25,000 [or greater than $20,000 for Arkansas Building Authority (ABA) construction].

Agency Specific Contracts

·         Agency specific OA greater than $25,000 [or greater than $20,000 for Arkansas Building Authority (ABA) construction]; or

·         Agency specific cumulative total of release POs for the OA is greater than $25,000 [or greater than $20,000 for Arkansas Building Authority (ABA) construction]; or

·         Agency specific cumulative Amount paid for all release POs for the OA is greater than $25,000 [or greater than $20,000 for Arkansas Building Authority (ABA) construction].

2.    The contract has been released in AASIS.

3.    The contract has been processed or printed for output in AASIS and sent to the vendor if it changes the scope of the contract.

 

Things you should know

 

·         PDF files of the OAs and POs will be viewable on the Transparency Website but attachments will not.  Consequently, all OAs and POs must include information sufficient to explain the goods and services procured.

·         PDF files of the OAs and POs will not be updated to reflect changes if the changes require a new approval and the document has not been releasedWhen this happens, an information message will state, "Releases already effected will be cancelled." 

·         Release POs cannot be created or changed unless the reference OA has been processed or printed for output in AASIS Attempting to do so will result in the error message “No message generated for output of purchasing doc 4600XXXXXX”.

·         Release POs cannot be created if the reference OA validity end-date has expired.  Under this circumstance, the resultant error message will state, “Validity period of contract expired on mm/dd/yyyy.”  Follow-on activities such as a goods receipt and/or invoice can continue to be posted on released POs that were created prior to the reference OA’s expiration date.

·         OAs and POs printed via the Trial print button will include the word  "COPY" in the title, indicating these documents cannot be used as an official copy to be transmitted to the vendor.  Before the documents can appear on the Transparency Website, the Output Message button must be selected in order to obtain an official document and to reset the print processing status from “0, Not processed” to “1, Successfully processed.”

·         Documents that have been transmitted to the vendor by selecting the Trial Print button must be reset to “1, Successfully processed” in print transaction ME9F or ME9K.  This is accomplished by selecting the Output Message button prior to July 1, 2012.  This action is necessary before these documents can appear on the Transparency Website.