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Determining Responsive Bid and Responsible Bidder

Chapter: 1404

Section: 1404.2

Responsive and Responsible Definition Responsive Bid: A bid is considered responsive if it indicates compliance without material deviation from the requirements of the solicitation and the terms and conditions of the proposed contract. Responsible Bidder: A bidder is responsible if they posses ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/14/14-04-2
Supplier Selection Basics

Chapter: 1404

Section: 1404.1

Evaluator's Responsibility Evaluators are expected to: Be unbiased and to evaluate all bids fairly Be State employees Excuse themselves from participating in an evaluation if the evaluator or a family member has a personal involvement with the bidder or firm Example: Evaluator’s spouse i ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/14/14-04-1
Supplier Selection

Chapter: 1404

Section: 1404

Introduction This section describes the requirements for impartial and comprehensive evaluation and selection processes, ensuring impartiality and comprehensive evaluation of responses as warranted by the complexity of the transaction.

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/14/14-04
MASTER AGREEMENTS (MAs)

Chapter: 1600

Section: 1610

Introduction Master Agreements (MAs) are one of the State’s main procurement vehicles for leveraging its buying power. Departments shall use MAs whenever the functional requirements for which the contract was awarded are substantially the same as the departments’ requirements. Crit ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/16/16-10
Software License Program Basics

Chapter: 1600

Section: 1608.1

When to Use SLP Contracts Software Licensing Program (SLP) contracts are established to reduce the need for individual departments to conduct repetitive acquisitions for proprietary software licenses and software upgrades. SLP contracts take advantage of the large volume discounts offered by t ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/16/16-08-1
SOFTWARE LICENSING PROGRAM (SLP)

Chapter: 1600

Section: 1608

Introduction The Software Licensing Program (SLP) was established in January 1994 and is administered by DGS/PD. Extensive software discounts are negotiated with major software publishers and those discounts are passed on to the State through the SLP contracts established with authorized parti ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/16/16-08
STATE PRICE SCHEDULE

Chapter: 1600

Section: 1609

Introduction State Price Schedules (SPS) are non-competitively bid agreements for goods at a fixed price for a specified period of time. These agreements are established by DGS/PD for use by State departments.

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/16/1609
Not Specifically Priced Items (NSP)

Chapter: 1600

Section: 1607.3

Open Market, Incidental, Non-Contract Items The only time that open market/incidental, non-contract items, may be included in a CMAS purchase order is when they fall under the parameters of the Not Specifically Priced (NSP) Items provision. If the NSP provision is not included in the CMAS contract, ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/16/16-07-3
ACQUISITION METHOD - NON-COMPETITIVE

Chapter: 1500

Section: 1500

Introduction The state is committed to a policy of competitive procurement and contracting that promotes and provides for open and fair competition when competition is known to exist. This chapter describes the process departments must follow when executing a transaction where no known competi ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/15/15
Non-Competitive Acquisition Methods List

Chapter: 1500

Section: 1501

Once the acquisition type is identified, the next step is to identify the acquisition method. An acquisition method identifies how the purchase is to be made and what key activities within the procurement process should be followed. FI$Cal Acquisition Method Value Acquisition Method ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/15/15-01
Non-Competitively Bid (NCB) Purchases and Purchasing Authority

Chapter: 1500

Section: 1502

NCB Purchasing NCB contracts are limited by statute in accordance with Public Contract Code, Sections 12102 and 12102.1 for IT goods and services and Sections 10301 and 10302 for non-IT goods to the following conditions: Proposed acquisition of Goods and Services are the only Goods and Services th ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/15/15-02
NCB Justification Process

Chapter: 1500

Section: 1503

NCB Justification Methods There are two methods for justifying NCB purchases as follows: NCB justifications executed on an individual basis. Special Category NCB Request (SCR), where a department determines that a significant number of repeat NCB purchases for a particular category of goods and/o ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/15/15-03
Purchase Document Amendments and the NCB Justification

Chapter: 1500

Section: 1504

When NCB Process is Applicable If the original transaction, either competitive or LPA, did not evaluate option(s) for changes, then the amendment must comply with the NCB process. This includes amendments for increases and decreases to quantity, dollar amount, and time. When an Amendment Does Not Re ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/15/15-04
Special Category NCB Request (SCR)

Chapter: 1500

Section: 1505

Special Category NCB Request Definition A Special Category NCB Request (SCR) represents categories of contracts for the purchase of non-IT goods and IT goods and services necessary to achieve a department’s program objectives in a timely manner. DGS has determined in advance and in writing, th ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/15/15-05
Purchases Exempt from the NCB Process

Chapter: 1500

Section: 1506

Purchases Exempt by Statute Purchases may be awarded without advertising or competitive bidding because of being exempt by statute. Purchases exceeding a department’s purchasing authority, or for departments without any type of purchasing authority, must be submitted to DGS/PD/OTA for review, ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/15/15-06
New Proprietary Software and Existing Proprietary Software Maintenance/Upgrade Renewals

Chapter: 1500

Section: 1507

Applicability The policy and procedures for this topic are to be applied to acquisitions for new proprietary software and existing proprietary software maintenance/upgrade renewal contracts when competition does not exist. Alternative acquisition methods must be chosen when competition exists ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/15/15-07
Purchase of Cloud Computing – Software as a Service

Chapter: 1000

Section: 1002.1

Policy This procurement policy and procedure is only applicable to Cloud Computing Software as a Service (SaaS) purchases that do not include any contracted personnel service (e.g., training, consulting, personal services). Bundled services, which combine contracted personnel services with SaaS, a ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/10/10-2-01
Bidder Instructions and Required Contract Language

Chapter: 1403

Section: 1403.3

Bidder Instructions Complex, formal solicitations typically use DGS/PD developed IFB/RFP Section II, Rules Governing Competition, in place of the State’s Bidder Instructions. Other solicitations, where the procurement is straight-forward and the evaluation and selection is based on lowes ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/14/14-03-3
Invitation for Bid (IFB)

Chapter: 1403

Section: 1403.2

The Invitation for Bid (IFB) is a written solicitation document used to solicit bid responses for non-IT goods or for IT goods and/or services where suppliers are asked to provide a bid to the State’s known and detailed, clear requirements. An IFB can be used for solicitations within the info ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/14/14-03-2
Developing the Open Competition Solicitation

Chapter: 1400

Section: 1403.1

Solicitations Should be Clear, Concise and Consistent All solicitations regardless of format (phone quote, RFQ, IFB, RFP) must clearly state the needs or business requirements of the department in order for a supplier to weigh the risks and price the purchase. Concise, logical wording in precise ter ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/14/14-03-1