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DONATED FEDERAL SURPLUS PROPERTY

Chapter: 3500

Section: 3521

State agencies are eligible to receive donated federal surplus property distributed by the Department of General Services, Office of Fleet and Asset Management (OFAM), State and Federal Property Reuse Program Office. Substantial quantities of high-quality new and used surplus materials and equ ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3521
AUTHORIZATION OF AGREEMENTS

Chapter: 3500

Section: 3507

State Departments – Authorized Signatures Authority to sign purchase documents is limited to those executive officers who either have statutory authority or have been duly authorized in writing by one who has statutory authority. Anyone who signs a purchase document should have knowledge i ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3507
CASH PURCHASES

Chapter: 3500

Section: 3580

Board of Control Rule 678 (effective January 6, 1981) permits agencies to make immediate payment from revolving funds (when funds are available) for invoices payable by cash of $50 or less not including sales tax, and for invoices payable by authorized bank drafts of $500 or less inclusive of s ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3580
INTERDEPARTMENTAL EQUIPMENT RENTALS

Chapter: 3500

Section: 3522.1

It is intended that agencies exchange available equipment and related services on a rental basis. In order to provide a simplified and uniform procedure for these transactions, departments will use an Interagency Service Agreement and Invoice (STD. 13A) to request the rental of available equipment, ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3522-1
DISCARDED, SCRAPPED, RECYCLED, OR DISMANTLED FOR SALVAGE

Chapter: 3500

Section: 3520.9

State agencies may dispose of state owned surplus personal property by means other than the sale of the property, e.g., the property is to be salvaged, recycled, or hauled to a landfill. The agency’s property control officer and unit supervisor shall certify in writing that each disposition ha ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3520-9
SALE TO ANOTHER STATE AGENCY

Chapter: 3500

Section: 3520.6

The same procedure is used as a transfer within an agency or department, except the selling agency must complete a Property Survey Report STD. 152, and forward it to the Surplus Property Program Office before the sale takes place.

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3520-6
NOTICES OF CONTRACTS, STATE PRICE SCHEDULES AND MASTER SERVICE AGREEMENTS

Chapter: 3500

Section: 3533

The Procurement Division, DGS website contains listings of all statewide contracts, State Price Schedules, and Master Service Agreements. The website will show the method for placing orders, the price, the terms and conditions, etc.

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3533
DESCRIPTION OF ARTICLES

Chapter: 3500

Section: 3554

Each department and institution should have one current catalog for each kind of commodity which is usually ordered. An institution should have catalogs from large hardware, plumbing, hotel supply, and office furniture dealers. Departments should be equipped with catalogs suitable to their needs. Up ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3554
INCREASE

Chapter: 3500

Section: 3559.1

Please see the State Contracting Manual.

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3559-1
QUARTERLY REQUESTS

Chapter: 3500

Section: 3552

Large use items, such as food and clothing used in the State institutions, are normally submitted in the form of quarterly estimates. Such estimates form the basis for quarterly contracts entered into by the Office of Procurement, Department of General Services, to supply the institution's requireme ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3552
DECREASE

Chapter: 3500

Section: 3559.2

Request for Purchase Order or Estimate Change STD. 96, may be used to decrease estimates in process if it is determined that the actual expenditure will be less than anticipated, and it is desired to reduce encumbrances to facilitate other use of funds.

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3559-2
ITEMS OF SPECIFIED BRAND OR TRADE NAME

Chapter: 3500

Section: 3555.1

When an agency decides that an article of a specified brand or trade name is the only article which will properly meet its needs, the agency will state such fact on the requisition and set forth all reasons requiring purchase of the specified item. Acceptance of the requisition and purchase of the i ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3555-1
STATE PRICE SCHEDULES

Chapter: 3500

Section: 3531

State Price Schedules are established to permit agencies to obtain volume pricing on noncompetitive items and to order directly from vendors. Unlike contracts, use of State Price Schedules is not mandatory. If an agency determines that another brand or type of item would meet their needs at a lower ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3531
SALES AND USE TAX

Chapter: 3500

Section: 3556

Purchase estimates prepared for items subject to the retail sales or use tax will show such taxes as a separate item. (See Fiscal Affairs portion of this Manual for other information regarding taxes.)

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3556
PROHIBITED PRACTICES

Chapter: 3500

Section: 3504

No State officer or employee will personally derive any benefit from use of facilities available to the State for the purchase of equipment, supplies, or commodities. Use of purchase orders or other State purchasing procedures to obtain property for personal use, or misrepresentations to vendors tha ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3504
PROCEDURAL STEPS, SUB-PURCHASE ORDERS

Chapter: 3500

Section: 3575

Copies of the Purchase Order, STD. 65, used for purchases under $100 are not required to be submitted to the Procurement Division, Department of General Services.

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3575
AGENCY RESPONSIBILITIES

Chapter: 3500

Section: 3510.2

Issuance of a purchase order by the Office of Procurement, Department of General Services is only one part of the buying process. The agency for whom the merchandise is purchased also has important functions to perform in this process. Following are some of the responsibilities of receiving personne ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3510-2
SALES AND USE TAX ON TRANSPORTATION CHARGES

Chapter: 3500

Section: 3574.5

California sales and use tax does not apply to separately-stated charges for transportation of property from the retailer's place of business or other point from which shipment is made directly to a place specified by the purchaser, except: (1) where the property is sold for a delivered price, or (2 ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3574-5
LOAN OF STATE SURPLUS PERSONAL PROPERTY

Chapter: 3500

Section: 3522

The State and Federal Property Reuse Program Office, Office of Fleet and Asset Management (OFAM),Department of General Services, maintains an inventory of office equipment such as computers, desks, chairs, tables, typewriters, and some office machines that are available to agencies on a short term, ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3522
DONATION OF STATE PROPERTY

Chapter: 3500

Section: 3520.5

When an agency proposes to transfer state-owned personal surplus property to a non-state entity, the agency prepares a Property Survey Report STD. 152 and submits it to the State and Federal Property Reuse Program Office for review and approval prior to final disposition. The recipient of the proper ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3520-5