1 Colo. Code Regs. § 101-1-3-2

Current through Register Vol. 48, No. 1, January 10, 2025

Rule 1 CCR 101-1-3-2 - PURCHASE ORDERS

1.AUTHORITY

§24-30-202(1-4) and (5)(a), C.R.S. (State Controller Authority)

§24-106-103, C.R.S. (Centralized Contract Management System)

§24-102-206, C.R.S. (Contract Performance Outside United States or Colorado)

§24-106-106, C.R.S. (Right to Audit Records)

§24-106-107, C.R.S. (Monitoring of Vendor Performance)

2.DEFINITIONS

2.1. Chief Procurement Officer - See § 24-101-301(6), C.R.S.

2.2. Purchase Order - A unilaterally executed Commitment Voucher, the form of which has been approved by the State Controller, issued by a State Agency or Institution of Higher Education to purchase goods, services, or construction for the direct benefit of the State, as described in this Fiscal Rule.

3.RULE

Each State Agency or Institution of Higher Education shall use a Purchase Order as described in this Rule when Fiscal Rule 3-1 (Commitment Vouchers) requires the use of a Purchase Order as the Commitment Voucher.

4.CONTENT OF PURCHASE ORDERS

4.1. Standard Provisions - All Purchase Orders issued by State Agencies and Institutions of Higher Education shall include all of the following:

4.1.1. Identification of the parties;

4.1.2. A description of all goods to be delivered and/or services to be performed;

4.1.3. Payment Terms, as defined in Fiscal Rule 2-3 (Payment Terms), including the maximum dollar amount;

4.1.4. Dates that define the term of the Purchase Order; and

4.1.5. Any other content required under the State Controller Contract, Grant, and Purchase Order Policies.

5.APPROVED PURCHASE ORDER FORMS

5.1. All Purchase Orders shall be in a form approved by the State Controller. The State Controller has approved the following Purchase Order forms and may approve additional forms in the State Controller's sole discretion.

5.1.1. Model Purchase Orders - State Agencies and Institutions of Higher Education shall use the model Purchase Order forms as described in the State Controller Contract, Grant, and Purchase Order Policies.

5.1.2. Purchase Order Modifications - All modifications to a Purchase Order shall be made by a formal written change order approved by the State Controller or a delegate, unless an alternative modification tool has been approved by the State Controller. A Purchase Order for services or one that has already been accepted by performance cannot be modified or extended (revived) after its term has expired.

5.1.2.1. If unaccepted goods are delivered after the expiration of a Purchase Order, the State Agency of Institution of Higher Education may accept those goods or services after ratification by the State Controller or designee of a Statutory Violation as described in Fiscal Rule 3-1 (Commitment Vouchers), §8.

5.1.3. Other Purchase Order Forms - State Agencies and Institutions of Higher Education may use any other Purchase Order form that is approved by the State Controller from time-to-time.

6.STATE CONTROLLER REVIEW AND APPROVAL

6.1. Performance of State Controller Functions

6.1.1. Delegation to State Agencies and Institutions of Higher Education - The State Controller has delegated the authority to approve Purchase Orders to the State's Chief Procurement Officer, as defined in § 24-101-301(6), C.R.S., with special approval to sub delegate that authority. The State Controller may also delegate the authority to approve Purchase Orders to any other individual through a delegation agreement in accordance with Fiscal Rule 1-4 (Delegated Authority).

6.2. Process for Review, Approval, and Signature

6.2.1. Review of Purchase Orders - All Purchase Orders shall be reviewed by the State's Chief Procurement Officer, a Procurement Official or another individual with either a delegation from the State Controller or a sub-delegation from the Chief Procurement Officer or a Procurement Official to review Purchase Orders to determine if the Purchase Order complies with Fiscal Rule 3-1 (Commitment Vouchers), §3 and all procurement laws and regulations.

6.2.2. Approval of Purchase Orders - All Purchase Orders shall be approved by the State's Chief Procurement Officer, a Procurement Official, or another individual with either a delegation from the State Controller or a sub-delegation from the Chief Procurement Officer or a Procurement Official to approve Purchase Orders, prior to any Purchase Order becoming effective. If approved, the person approving the Purchase Order shall evidence such approval in the State Financial System, or other such system used by the State Agency or Institution of Higher Education in accordance with Fiscal Rule 1-3 (State Financial System), or by signing the Purchase Order.

1 CCR 101-1-3-2

41 CR 19, October 10, 2018, effective 11/1/2018

45 CR 11, June 10, 2022, effective 7/1/2022

46 CR 11, June 10, 2023, effective 7/1/2023

47 CR 08, April 25, 2024, effective 7/1/2024