To: Management Council Members; VPs of Finance; and all eVA End Users
From: Shared Services Center (SSC)
Area: Procurement
Date: February 28, 2025
Reason: Reminder: Procurement Fiscal Year End Processing 2025
Dear Colleges:
This is a reminder that fiscal year-end 2025 is around the corner. The first critical date that is quickly approaching is the deadline to begin an Invitation for Bid (IFB) on March 14, 2025, if needed.
This year, there is no deadline for requisitions under $10,000 and those over $10,000 that don't require solicitations. FY25 requisitions can be submitted until the integration shutdown, with unprocessed requisitions moving to FY26. Please note that dates are currently estimated as Fiscal has not confirmed them as of this time.
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 time 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, early. SSC Procurement recommends starting these 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. |
Contact the SSC Customer Engagement Team at 877-340-5577 or help@ssc.vccs.edu if you have any questions.
