To: NCAS Purchasing Officers
From:
Chuck Cooper
Assistant State Controller
Subject: Convenience Contract for Purchase Order Forms
The convenience contract
we have had with Moore Document Solutions to provide NCAS purchase order
forms ends Friday, April 17th. The State Controller’s Office
will not be renewing the contract after that date. A renewal would have
required the state to guarantee Moore the same volume of forms as was used
the last two years. With the imminent implementation of our direct fax
capability, we are sure to use significantly fewer forms than in the past.
In addition, the state is moving toward electronic requisitioning directly
with certain vendors, which also will lessen our need for paper forms.
Moore does have some forms remaining in stock which can be ordered at the current price until April 17th or until Moore runs out, whichever occurs first. After that date, each agency must order purchase order forms independently. The price will likely be higher, and there will be a lead time involved, since vendors will not have the form in stock, as Moore does now. As always, however, since the form is generic for all NCAS agencies, you can borrow from other agencies in an emergency, until your order can be filled.
As purchasing managers, all of you could get together and request that P&C negotiate a term contract for purchase order forms, just as they do for many other goods. That would be a better solution that would not require a volume guarantee.
If you have any questions or comments regarding the cessation of the purchase order convenience contract, please contact Jim Macaulay (981-5427) at the Office of the State Controller.
CC/jgm