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 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
Past Performance Evaluation (CPPE) must be completed and all invoices have
been submitted and paid.
Prior to submitting the Notice
of Completion Letter to closeout your purchase order:
- The final invoice must be submitted to
Invoicing and paid.
- A final Consultant Past Performance
Evaluation (CPPE) must be completed. Exceptions are IDIQ Contract, Entity Contract and Entity State Agreements, which do not accommodate past performance ratings.
To closeout a Task Order:
- Complete one Notice of Completion Letter
per Task Order (one letter includes all supplements to that TO)
- Scan Notice of Completion Letter and CPPE
- Do not send hard copies to CCS
- Email
Notice of Completion Letter with CPPE to DOTDCCSCloseouts@la.gov. This
email is monitored daily.
To closeout an IDIQ Contract:
- Complete a Notice of Completion Letter after all Task Orders have been
closed out using the process above to closeout Task Order.
- Scan Notice of Completion Letter
- Do not send hard copies to CCS
- Email
Notice of Completion Letter to DOTDCCSCloseouts@la.gov.
This email is monitored daily.
To closeout a Project Specific
Contract:
- Complete a Notice of Completion Letter
- Scan Notice of Completion Letter and CPPE
- Do not send hard copies to CCS
- Email
Notice of Completion Letter with CPPE to DOTDCCSCloseouts@la.gov. This
email is monitored daily.
To closeout an Entity Contract:
- Complete a Notice of Completion Letter
- Scan Notice of Completion Letter
- Do not send hard copies to CCS
- Email
Notice of Completion Letter to DOTDCCSCloseouts@la.gov.
This email is monitored daily.
To closeout an Entity State
Agreement:
- Complete a Notice of Completion Letter
- Scan Notice of Completion Letter
- Do not send hard copies to CCS
- Email
Notice of Completion Letter to DOTDCCSCloseouts@la.gov.
This email is monitored daily.