PURCHASES OF GOODS - 1802

FI$Cal Purchase Order (PO)

For departments transacting in FI$Cal, the system generates a Purchase Order (PO) but without a standard number referenced (STD 65 is not used in the system).  The buyer has the option to either print the PO and mail or fax it to the vendor OR the buyer can email the PO directly to the vendor from the system.

STD. 65/65a Purchasing Authority Purchase Order

Departments must use the STD. 65/65a as provided by the DGS/PD and available from the DGS/OSP or any STD. 65-PINDEL issued from PIN.

If a department creates an alternate version of the State’s STD. 65 as made available by the DGS/PD, it must submit the alternate version to the DGS/PD for review and approval prior to executing any orders using the alternate format.  The DGS/PD will approve only one alternate format to be used by a department at any given time.

This review and approval process is required even if the document is re-created as an exact replica of the STD. 65/65a.

Departments proposing to use an alternate format for the STD. 65 must submit a request through the DGS/PD Forms Coordinator as follows:

Step:	Action:
1	Prepare a request memo identifying the change(s) to the STD. 65/65a and state why the change(s) is/are necessary.
2	Prepare and attach to the memo a “mock up” of the proposed STD. 65/65a identifying all requested changes.
3	Secure approval by the department’s Procurement and Contracting Officer (PCO) on file at the DGS/PD or Purchasing Authority Contact (PAC) with an indication that the PCO concurs with the request.
4	Route the request to the Forms Coordinator at pdforms@dgs.ca.gov
5	The DGS/PD Forms Coordinator will review the proposed changes and will determine whether or not the changes are acceptable.
6	A letter will be prepared by the DGS/PD Forms Coordinator approving or disapproving the changes, which will be forwarded to the requesting department’s PCO.  A copy of the DGS/PD response will be provided to the Purchasing Authority Management Section (PAMS).

Grace Period to Comply with State Revised STD. 65/65a

Departments will have a 90-day grace period to comply with the required use of any future revisions to the DGS/PD STD. 65/65a.  This 90-day period includes obtaining re-approval of a revised alternate format that includes new revisions to the State’s STD. 65.

A department may request an extension to begin using a STD. 65/65a revision by justifying the extraordinary circumstances requiring the extension, identifying how the department will implement the changes reflected in the revision during the extension period, and providing an estimated timeframe within which the department will begin using the revised version.

Unique Numbering

To avoid duplicate billings by the DGS/PD and/or incorrect supplier invoicing, and to facilitate tracking and the DGS/PD oversight, the department’s agency order number must be unique from transaction to transaction and from year to year.

Example

03-001, 03-002, 03-003

The first two digits represent the fiscal year of the purchase order issue date. The department may determine the number of digits following the fiscal year, but the total number of characters in the sequence may not exceed 12. This maximum number of characters does not include the amendment number.

Amendments must be identified using the original agency order number and an amendment number. The amendment number must be numeric and may not exceed 2 digits.

Example

03-001, Amendment No. 01

03-001, Amendment No. 02

03-001, Amendment No. 03

Note: The amendment number must be entered in the “Amendment No.” box on the STD. 65.

STD. 65 Instructions

Refer to the instructions provided on the last page of the STD. 65 entitled “Instructions for completing the Purchasing Authority Purchase Order” to ensure complete and accurate information is provided.

CAL-Card Transactions

If payment is to be made using CAL-Card, then the “Payment by CAL-Card” box on the STD. 65 must be checked as “Yes” to avoiding paying for the purchase twice. 

“Bill to” or “Charge to” Address

The “Bill to” or “Charge to” address shown on the purchase order identifies where related invoices must be submitted for payment for the contractor.  Most often, the address will be a department’s accounting office.  This address is particularly critical to ensure invoices are not misdirected and to ensure prompt payment of invoices to avoid prompt payment penalties.

“Ship to” Address

The “Ship to” address located on the purchase order identifies the physical location of where the goods being purchased are to be delivered.  Information must include the name of the department and address. 

Ground Transportation

All shipments will be made by ground transportation unless otherwise specified on the purchase order.

Avoid Price Bundling

Buyers will include product and service line item descriptions and prices and not a bundled configuration with a total price.