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 judy.owen@dfa.arkansas.gov 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