Countdown to fiscal year '09's end of year: Engage early, engage often Published July 14, 2009 By 1st Lt. Ken Haile 21st Contracting Squadron PETERSON AIR FORCE BASE, Colo. -- They say "time flies when you're having fun...." So, we must be having a great time because fiscal year-end is just around the corner! Yes, it's that time of year again -- time to remind you, our customers, of the upcoming deadlines for all of your purchase requirements. Every year at this time, the 21st Contracting Squadron is inundated with a variety of purchase requests. Sorting through the hundreds of requirements and determining priority can be a monumental task; therefore, to allow for efficient processing, it is in your (our valued customers) best interests to ensure your requirements packages are complete before submittal to 21st CONS. A complete requirements package must contain a minimum number of certain documents before a purchase can be completed: (1) 21st CONS must receive accurate funding documentation approved through the customer's unit Resource Advisor; (2) a detailed description of the item or service to be purchased and (3) the requiring office's estimate of the cost of the item or service to be acquired, along with a suggested source. Good descriptions and accurate cost estimates ensure 21st CONS can adequately compete the item or service required. Then, we can make a "best value" determination based on the offers received from various vendors and contractors. In an effort to better serve our customers, 21st CONS has developed a list of "deadline" dates for requirements packages to ensure adequate time is available to meet customers' needs in a fiscally responsible manner. By providing these key dates, we anticipate eliminating any potential delays customers could experience as the fiscal year end approaches. · Aug. 7 for requirements between $2,500 and $25,000 · Aug. 13 technical services requirements which can be purchased using Government Service Administration schedules · Sept. 1 for Simplified Acquisition of Base Engineer Requirements projects with an approved work order · Aug. 21 for Air Force customer Information Technology requirements (make sure your requirement has been coordinated with the 21st Communications Squadron as described below); and · Sept. 15 for non-Air Force or Joint customer IT requirements (again, ensuring the requirement has been coordinated with 21st Communications Squadron) Purchases under $2,500 may be made using the government purchase card. Beginning this fiscal year; you may use your card up until the close of business on Sept. 30, as long as you have available funds. For IT customers: due to an Air Force Space Command requirement mandating the use of the AFWay Program for most IT requirements, the deadline for having end-of-year requirements to 21st CONS is Aug. 21 as noted above. This will ensure adequate time is available to process any necessary waivers for these purchases. Remember, all IT hardware buys must be coordinated through 21st CS prior to bringing the acquisition package to 21st CONS. Because there are different submission requirements associated with the various types of IT equipment desired, click on the 21st CONS web page on the Air Force portal, open the 21CONS Customer Education Guide (Mar 09), scroll down to Section III, and follow the instructions for the type of equipment you wish to purchase. For additional information, contact Michael Mejia at 556-6313. "We are committed to satisfying all of our customers' requirements, and our goal is to always spend our customers' money with integrity and competence," said Lt. Col. Curtis Jordan, 21st CONS commander. "During fiscal year end, it is imperative we get ahead of the game. The best way to do this is to establish target dates for purchase request receipt. Target dates allow us to purchase the current requirements our customers have money for while posturing ourselves for expenditures of fallout funds that may become available in the last few days of the fiscal year. Having your documents accurately completed and submitted timely will increase your opportunity for purchase approval on the Unfunded Requirements List." Finally, while we will continue to accept packages after the previously mentioned deadlines, it is our experience that the volume of work we'll encounter may preclude us from providing you the outstanding customer service you expect and your requirement may not get purchased. Remember engage early and engage often!