Procurement Procedure - 1613.3

Procurement Procedure for Transactions greater than $5,000.00

• Department determines the need.
• Department must exhaust the following procurement methods in the following order:
  • Surplus Property
  • Prison Industry Authority
  • Mandatory LPAs
  • California Certified Small Business/Disabled Business Enterprise (either using fair and reasonable or the SB/DVBE Option).
• Department researches available goods on GSA Advantage (refer to LPA/1122).
• Department develops the Request for Offer (RFO) with the state’s current terms and conditions attached to be agreed upon by the supplier when they submit their bid/quote/offer. The RFO must request the supplier provide Retail Price along with their offer.
• Department receives and evaluates the offer, then awards the contract.
• The department that has been granted the delegated purchasing authority must use the PO generated from FI$Cal which includes:
  • Contracting directly with the awarded supplier (GSA contractor)
  • The system will identify  “1122 -GSA” as the Leveraged Procurement Agreement Number
  • Ensuring appropriate approvals been received for the PO and the funding verification.
• The front of the PO must include the following language:   “This order is placed pursuant to the CA 1122 Public Safety Procurement Program, in support of counter-drug, homeland security, or emergency response activities, under the authority of CalOES, the State Point of Contact (SPOC) for the State of California.”  Following this statement on the front of the PO, there must be a line for the SPOC’s signature, to approve the purchase.
• The Department sends the following to CalOES for approval:
  • Completed and signed PO
  • The cost sheet from the awardee that lists the retail price and the current bid/quote/offer
  • The supplier’s profile print out from GSA Advantage 1122
• Upon receipt, CalOES reviews and approves/signs the PO on the designated line labeled for the SPOC.
• CalOES places the order on behalf of the requesting department by sending the approved PO to the supplier. CalOES simultaneously notifies the department their request has been approved and submitted.
• The goods are shipped directly to the requesting department. Once the good(s) are received, the department follows the Acceptance and Testing period outlined in the state’s current terms and conditions or as specified in the SOW. Upon acceptance, the department completes the receiving in FI$Cal.
• After good(s) are received the department will issue payment directly to the contractor through the FI$Cal system.

Reporting Requirements

The ordering department must register transactions valued over $5,000 in the State Contract and Procurement Registration System. Copies of the STD. 65 for orders less than $5,000 are sent to the DGS Intake and Analysis Unit.

DGS Fees

DGS has waived their administrative fees for all 1122 transactions.