The following policies are
effective July 1, 2019
for use by State Agencies and Institutions of Higher Education (IHEs) under the governance of the State Controller statute (CRS
§24-30-101 et seq.):
These policies and the accompanying forms are the products of the hard work of staff from OIT, the AG's Office, and the OSC, in collaboration with various State Agencies and IHEs throughout the state. The new policies and forms are designed to protect the State’s interests and better align with the updated State Fiscal Rules and current best practices. As part of the rollout of these new policies, please make yourself aware of the following considerations:
1.
Transition Period
Because June is a period of peak procurement activity for many State Agencies and IHEs, a delayed effective date was chosen to provide ample time for State Agency and IHE procurement teams to communicate to various stakeholders that all Purchase Orders (POs) and Small Dollar Grant Awards (SDGAs) issued on or after
July 1, 2019
will be governed by the Model Terms and Conditions attached to the new PO and SDGA policies.
During the transition period, the hyperlinks on the PO and the SDGA documents will direct vendors to a page that will provide the terms and conditions in effect for POs or SDGAs issued on or after
7/1/2019
as well as the terms and conditions in effect prior to that date. If you have any transaction in progress that will be impacted by this change in model terms and conditions, you are encouraged to inform vendors of the upcoming transition as soon as possible.
2.
Updated CMS Online Record
In response to the changes in the Procurement Code as a result of the modernization, the Contract Management System (CMS) online record will be updated to remove unnecessary fields which are no longer required by statute. As a result, as of
July 15, 2019
the data contained in these fields will no longer be available through CMS. A list of the CMS fields that will be hidden is attached to this notification.
If you determine that your State Agency will need to retain this data following July 15, you will need to run a report and retain for your records outside of CMS. For assistance in developing and running reports in CMS, please contact
Nick Severn
at the Central Contracts Unit (CCU).
All State Agencies and IHEs shall be in compliance with the new policies and use the new PO and SDGA model terms and conditions for all transactions to which they apply on the Effective Date. State Agencies and IHEs are also not required to amend transactions issued prior to 7/1/2019 to update the terms and conditions, but may do so in their discretion.
Additional information on the Small Dollar Grant Award and the updated CMS policy is found below and on our
Grants Website.
