2023-YREND Letter.pdf

The memo outlines the year-end purchasing and budget closeout procedures for FY2023. It emphasizes the importance of identifying budget savings to minimize deficits in the upcoming fiscal year. Departments are urged to review purchases for necessity and limit unnecessary spending. Purchase orders for operating expenses will be canceled if open by September 30, 2023, unless approved by the Budget Office. New purchase orders are required for expenses overlapping FY2023 and FY2024. The memo also addresses P-Card spending, bid/proposal processes, vendor requirements, technology purchases, grant-funded projects, and deadlines for different expenditure amounts. It stresses the need for timely submission of bid requests and clear specifications. Additionally, it highlights the approval processes for formal bids, City Council approval for high-value bids, insurance requirements for vendors, and technology-related purchases. The document provides detailed instructions and deadlines to ensure efficient year-end procurement processes.