| To: | Management Council Members; VPs of Finance; and all eVA End Users |
| From: | Shared Services Center (SSC) |
| Area: | Procurement |
| Date: | February 3, 2025 |
| Reason: | Procurement Fiscal Year Ending Processing 2025 |
Dear Colleges:
The time to begin preparing for Fiscal Year End 2025 has arrived!
To help ensure that you are able to complete your procurements needed for this fiscal year and to comply with the Commonwealth’s mandated procurement requirements, we use deadlines based on the procurement method.
NEW this year we are not issuing a deadline for requisitions under $10,000 and requisitions over $10,000 that do not require solicitations. FY25 requisitions may be submitted until integration shutdown and any that cannot be processed will be changed to FY26.
Please note: Our projected dates are a guess by the procurement team as Fiscal has advised us that estimated dates are not yet available.
Looking ahead to fiscal year 2026, the SSC procurement team strongly encourages that you begin entering your known FY26 requisitions, especially annual blanket orders, on June 2, 2025. Last year we took full advantage of this process, and we experienced zero processing delays over the summer. Let’s do it again this year!
Procurement Fiscal Year Ending Processing 2025
SSC Procurement has put together the following procurement deadlines and projections to help you prepare for Fiscal year-end 2025.
Please review the table below to assist in preparing your fiscal year-end procurements:
|
Purchasing Threshold |
Procurement Method |
eVA Requisition Deadline for Goods / Services | |
|
1 |
Over $100,000 |
Requests for Proposals (RFP) Solicitations | No Fiscal Deadline |
|
2 |
Over $100,000 |
Invitation for bid (IFB) Solicitations | March 14, 2025 |
|
3 |
$10,000 to $100,000 |
Unsealed Solicitations (aka Quick Quote) | May 9, 2025 |
|
4 |
Over $50,000 |
Items requiring DPS approval -- Includes Non-IT, Non-Construction Sole Source, Cooperative and Goods Solicitations over $100,000. | Pending DPS
(Projected Date: April 11, 2025) |
|
5 |
More than $10,000 |
Items NOT requiring a solicitation or DPS approval | Integration Shutdown Date
(Projected Date: June 16, 2025) |
|
6 |
Less than $10,000 |
Integration Shutdown Date
(Projected Date: June 16, 2025) |
|
Notes:
|
1 |
If your college has identified earlier deadline dates, please follow that guidance. |
|
2 |
The SSC will continue processing requisitions until the integration shutdown, after which any incomplete requisitions will be transitioned to FY26. |
|
3 |
Fiscal will issue a separate deadline memo in the coming weeks. These deadlines relate only to procurements. |
Early Start of Fiscal Year 2026 Requisitions:
| The early bird gets the worm… you may begin entering your known FY 2026 requisitions including annual Blanket Orders. SSC Procurement recommends starting submissions on June 2, 2025.
Please keep in mind, SSC Procurement will complete these requisitions to be released as a Purchase Order when Finance opens the new fiscal year, approximately July 1, 2025. |
You may contact the SSC Customer Engagement Team at 877-340-5577 or help@ssc.vccs.edu if you have any questions.
