​Closeout of Purchase Orders (PO)

  GUIDANCE FOR PROJECT MANAGERS

Project Manager requesting to closeout the purchase order(s) because work has been completed and there will be no further invoices. A Notice of Completion Letter must be submitted if:
    •  No remaining funding on the PO; or
    • ​ Release all remaining funding back to Budget.
This does not close the Project Number, only the PO and appropriate action in Consultant Contract Services (i.e.: Task Order, IDIQ Contract, Project Specific Contract, Entity Contract and Entity State Agreement Contract).

​Consultant Contract Services will close out the PO and apply appropriate action in CCS database and send a letter back to the PM once completed so the PM can take further action to close the project number as needed.  

​Notice of Completion Letter

A Notice of Completion Letter is required for Project Managers when all services are completed to closeout your purchase order, a final Consultant Performance Evaluation (CPE) must be completed and all invoices have been submitted and paid.

Prior to submitting the Notice of Completion Letter to closeout your purchase order:

    1. The final invoice must be submitted to Invoicing and paid.​
    2. A final Consultant Performance Evaluation (CPE) must be completed. Exceptions are IDIQ Contract, Entity Contract and Entity State Agreements, which do not accommodate consultant performance ratings.

 

​​To closeout a Task Order:
    1. Complete one Notice of Completion Letter per Task Order (one letter includes all supplements to that TO)
    2. Scan Notice of Completion Letter and CPE
    3. Do not send hard copies to CCS
    4. Email Notice of Completion Letter with CPE to DOTDCCSCloseouts@la.gov. This email is monitored daily.

To closeout an IDIQ Contract:
    1. Complete a Notice of Completion Letter after all Task Orders have been closed out using the process above to closeout Task Order.
    2. Scan Notice of Completion Letter
    3. Do not send hard copies to CCS
    4. Email Notice of Completion Letter to DOTDCCSCloseouts@la.gov. This email is monitored daily.

To closeout a Project Specific Contract:
    1. Complete a Notice of Completion Letter
    2. Scan Notice of Completion Letter and CPE
    3. Do not send hard copies to CCS
    4. Email Notice of Completion Letter with CPE to DOTDCCSCloseouts@la.gov. This email is monitored daily.

​To closeout a Project Specific Contract with multiple project numbers but not closing contract:
    1. Complete a Notice of Completion Letter
    2. Scan Notice of Completion Letter and CPE
    3. Do not send hard copies to CCS
    4. Email Notice of Completion Letter with CPE to DOTDCCSCloseouts@la.gov. This email is monitored daily.

          Notice of Completion Letter for Project Specific with multiple Project Numbers 11.15.24.docxNotice of Completion Letter for Project Specific with multiple Project Numbers 11.15.24.docx

To closeout an Entity Contract:

    1. Complete a Notice of Completion Letter
    2. Scan Notice of Completion Letter
    3. Do not send hard copies to CCS
    4. Email Notice of Completion Letter to DOTDCCSCloseouts@la.gov. This email is monitored daily.
​
​To closeout an Entity State Agreement:
    1. Complete a Notice of Completion Letter
    2. Scan Notice of Completion Letter
    3. Do not send hard copies to CCS
    4. Email Notice of Completion Letter to DOTDCCSCloseouts@la.gov. This email is monitored daily.​
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