Purchase Document Amendments and the NCB Justification - 1504

When NCB Process is Applicable

If the original transaction, either competitive or LPA, did not evaluate option(s) for changes, then the amendment must comply with the NCB process. This includes amendments for increases and decreases to quantity, dollar amount, and time.

When an Amendment Does Not Require an NCB

Amendments to existing purchase documents are not subject to the NCB requirements if the following has occurred:

• Competitively bid contracts:
  • Which included option(s) for changes (e.g., quantity or time) may be amended consistent with the terms of the original contract providing for such amendment(s) if such options were evaluated during the solicitation process.
• LPAs for goods and services:
  • Original orders, which include options for changes (e.g., quantity or time), that were evaluated and considered in the selection for award during the Request for Offer (RFO) process, may be amended consistent with the terms of the original order, provided that the original order allowed for amendments.

• Competitive contracts and LPA orders amended for incidental omissions, for example:
  • Transposed numbers
  • Missing contact names
  • Mistyped addresses

Amendment Requirements Based on Cumulative Dollar Value

The requirements for amending existing purchase documents are based on the cumulative dollar value of the purchase after including the amendment.

Example:

A $200,000.00 contract plus a $60,000.00 amendment shall be considered a $260,000.00 contract. The processing of an amendment through the NCB approval cycle is based upon the amended total value of the contract.

Note: If your amendment and original contract amount (total contract amount) surpasses your purchasing authority threshold, the contract will be executed by DGS/PD.

Exceeding the Fair & Reasonable Acquisition Method Dollar Threshold 

The NCB process must be followed if an amendment will cause the original transaction amount to exceed $10,000.00 and the original transaction was awarded using Fair and Reasonable Acquisition Method. The amendment shall be processed using the NCB Acquisition Method and adhere to the NCB process described herein.

SCPRS Reporting Responsibilities

Effective July 2016, departments are required to report all transactions regardless of the dollar amount, into FI$Cal SCPRS.  This reporting requirement applies to goods and services.

Reporting Amendments in SCPRS

Purchase document amendments must be recorded in SCPRS.

In SCPRS, amendments are NOT reported as separate transactions independent of the original transaction, unless there is a change in the Acquisition Method (e.g., from CMAS to NCB).

In FI$Cal SCPRS to report an amendment, buyers will be utilizing the “Change Order” functionality.

If there is NO change between the acquisition method of an amendment and the original transaction:

Amendments to increase or decrease the total amount of a transaction registered in FI$Cal SCPRS, require the user to create a new line on the reported transaction, for the change amount.  The new line will contain the following additional information:

• The item description will also include a brief explanation for what is being added or taken away.
• For decreases, the line will be a negative amount where users must maintain an accurate Quantity and Unit Price amount.
• For increases, the line will be a positive amount where users must maintain an accurate Quantity and Unit Price amount.

When the acquisition method for the amendment is different than the original transactions, buyers will be required to create a new procurement reporting transaction in FI$Cal SCPRS meeting the following conditions:

• The new “Purchase Document #” must mirror the original agreement number where the suffix end in “-A” (dash A) for the new entry
• Buyers will enter the previous transaction ID in either the “Comments” field
• Buyers will attach a copy of all the original procurement documents in the “Add Comments and Attachments” link
• Buyers will also include a brief description of the amendment again utilizing the “Add Comments and Attachments” link

Each time an Amendment/”Change Order” is made to an existing FI$Cal transaction prior to “Save”, user will need to select the appropriate value from the “Change Order Reason” table and be given the option to add in the comments section a description of what amendment/change is being executed.