Executing a Purchase Document for CMAS - 1607.4

Recording the CMAS Number on the Purchase Document

The FI$Cal system will automatically populate the CMAS contract number on each purchase order executed when using a CMAS contract.

Multiple Contracts on One Purchase Document

Departments wishing to include multiple CMAS contracts on a single order must adhere to the following:

• All contracts must be for the same CMAS contractor
• The purchase order must be for one contractor location
• Type the word “CMAS” in the space labeled “Leveraged Procurement Agreement No.” on the Purchase Order.  The word “CMAS” signifies that the purchase order contains items from multiple CMAS contracts.
• The purchasing department may only use one DGS bill code.
• For each individual contract (as differentiated by alpha suffix), the department must identify and group together the contract number with the line items and subtotal per contract number (do not include tax in the subtotal), AND sequentially identify each individual contract as Sub #1, Sub #2, Sub #3, etc.  This facilitates accurate billing of administrative fees by DGS/PD.  The total of all items on the purchase order may not exceed the CMAS order limit.
• Do not combine items from non-IT goods with IT CMAS contracts  The purchase order limits are different for these two types of contracts.

Send Copy of Purchase Document to the DGS/PD

The ordering department is required to send a copy of each CMAS purchase document to:

Department of General Services

Procurement Division-Data Management Unit

707 Third Street, 2^nd Floor

West Sacramento, CA 95605

Please refer to the Purchase Documents section for other instructions and requirements for completing and managing purchasing documents.