Procurement Codes

1. Procurement Codes Appendix 6 to the Procurement Law and Rules

2. “M” • All codes that begin with “M” designate minority vendor purchases to assist agencies with minority expenditure reporting.

3. EI • Payroll items only ExemptItem

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. ST or MT • Only used for procurements made under a term contract issued by the Office of State Procurement. State Term

12. SF or MF • Only used for procurements made under a firm contract issued by the Office of State Procurement. State Firm

13. 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

14. 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

15. 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

16. FE or ME • Procurements from auxiliary and restricted funds. • Used by Higher Education for reporting and auditing purposes. Funds Exempt

17. 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

18. 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

19. 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

20. 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.

21. 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

22. SG • Used for all sub-grant expenditures. • Use standard OA and/or PO document in AASIS Sub-grants

23. 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

24. 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

25. 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

26. 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

31. Promotional Items Policy 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

32. Allowable promotional items with General Appropriated Funds: 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

33. Greeting Cards Policy The purchase of greeting cards & similar commodities are not a proper expenditure for the operation of State government and are not authorized.

34. Competitive Bids - $10,000 - $50,000 OSP Created a Template for Written Quotations OSP Created sample language that could be used to protect the agency Agencies should use the OSP Bid Tab form or similar summary

35. Proposed Rules Public Hearing September 18, 2013 2:00 pm DFA Building, 1509 W. 7th Street, 3rd Floor

36. Keep the Purchasing Directory Updated!!!!! Email judy.owen@dfa.arkansas.gov to update Remember when employees retire, terminate or start - contact OSP

37. NIGP Meeting Thursday, September 26th 10 – noon Mary VanLeer with the Sustainability Consortium Holiday Inn Presidential – 600 I-30 (9th Street Exit) Bush Room

38. www.nigp.orgA GREAT RESOURCE

39. Click to download the presentation

40. Next Forum • October 10th • 10 – 11:30 • UA Cooperative Extension Auditorium • Tentative Agenda – • The Vehicle Acquisition/Disposal Process • Minority Business Initiatives