Achieving Best Value Using CMAS - 1607.2

Make a Valid Attempt to Seek Offers

A valid attempt must be made to secure offers from viable contractors who are able to supply the goods and/or provide the services.  Neither a lack of sufficient CMAS contractors nor the use of restrictive requirements meets the intent for obtaining offers.

CMAS Purchases less than $5,000

CMAS orders valued less than $5,000 may be executed without obtaining multiple offers if fair and reasonable pricing has been established and documented.

Documentation to support fair and reasonable pricing must be retained in the procurement file.

CMAS Purchases Exceeding $5,000

For CMAS orders for goods and services exceeding $5,000:

• Obtain 3 offers, including one CA certified SB and/or DVBE (if available)
• Document responses
• Execute Purchase Document per the contract user instructions

CMAS ORDER IS FOR	AND DOLLAR AMOUNT IS	THE BUYER MUST
Non-IT Goods	$5,000 - $100,000	Obtain 3 offers, 1 from SB or DVBE if available. Document responses Execute purchase document
Non-IT Services	$5,000 - $50,000	Obtain 3 offers, 1 from SB or DVBE if available. Document responses Execute purchase document
Non-IT Services	$50,000.01 and above	See next info block for special requirements

Review Process for CMAS Non-IT Services Exceeding $50,000

The following requirements are specific to non-IT services CMAS transactions.

Prior to executing a CMAS purchase order (PO) for non-IT services over $50,000, departments need DGS/PD approval.  DGS/PD will review the following items:

• Completed purchase document and applicable attachments
• The RFO
• Listing of CMAS contractors contacted
• All supplier responses to RFO
• Complete copy of awarded supplier’s CMAS contract
• Assessment and selection documents (document assessing costs and best value criteria, assessment showing the response meets the RFO requirements up to and including how the selection was determined)
• Identify if service and/or goods used to perform service meet all applicable building, operational and purchasing policies and standards

Once the purchase document is approved by DGS/PD, it will be routed back to the department for issuance to the contractor. CMAS contractors are directed not to accept these POs for non-IT services over $50,000 without DGS/PD/CMAS approval.