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One-Time Acquisitions / IT Contracts (Non-reportable)

The Procurement Division's One-Time Acquisitions (OTA) Unit conducts procurements on behalf of state departments for purchases that exceed a department's delegated purchasing authority.

OTA conducts both information technology (IT) goods and services* and non-information technology (non-IT) goods procurements. We work in a collaborative effort with the department personnel and Procurement Division buyers, engineers, and management to conduct successful procurements.

These procurements are conducted in accordance with the State Contracting Manual (SCM) Volumes II and III, State Administrative Manual (SAM) 3500/3600 and 5200, and other applicable rules, guidelines, and codes.

To begin the procurement process, departments are required to submit purchase estimates (STD. 66) directly to the Intake and Analysis Unit (IAU) for processing.

*NEW!  Refer to September 11, 2013 Broadcast Bulletin #: P-10-13 for updated information regarding the Transition of Information Technology (IT) Procurement Authority.

Information Technology Contracts
Electronic Purchase Estimate (PE) Submittal Process

1. Fill out the Purchase Estimate form (STD. 66). The form accommodates up to 5 line items per Purchase Estimate (PE). If you have more than 5 line items, please use Purchase Estimate Continuation Form (Std. 66a) for the additional items. If you need help completing the form contact Mary Lam at (916) 375-4558 or Wilson Lee at (916) 375-4447 or refer the Tools section below for additional helpful resources.

2. Print or save a copy of the form. In order to save the purchase estimate form you MUST HAVE Adobe Acrobat installed.

3. Submit the completed form and attachments (additional descriptive information, supporting documents, specifications, mission critical, etc.) using one of the following options:

    • Attach it to an e-mail and send it to IAU@dgs.ca.gov (If over 25 pages please send hard copy or contact Mary Lam or Wilson Lee for instructions.)
    • Fax the form to (916) 375-4469.
    • Mail a copy to:

DGS/Procurement Division
Intake & Analysis Unit, Attn: Wilson Lee/Mary Lam
707 3rd Street, 2nd Floor
West Sacramento, CA 95605

4. Once the Purchase Estimate is received, it will be entered into the e-procurement system, BIDSYNC. Agencies can view and check status of purchase estimates/requisitions that have been entered by logging into BIDSYNC.


Tools:

Non-IT Purchase Estimate Preparation & Submission Checklist (PDF)
IT Purchase Estimate (PE) Preparation & Submission Checklist (PDF)
IT_LTB Worksheet (DOC)
IT NCB_SCR Worksheet (DOC)
Mission Critical Certification (PDF)
Purchase Orders

Purchase Orders generated from the One Time Acquisitions Unit (OTA) are no longer using the PIN-DEL Purchase Order documents. OTA Purchase Orders (PO) are now on the Standard Purchase Order Form (Std. 65). Once a purchase order is issued, the OTA buyer will forward one (1) copy of the purchase order document (including attachments) to the awarded Supplier, one (1) copy to the Ship To contact and one (1) copy to the Charge To contact identified on the original Purchase Estimate (Std. 66).

If there are various shipping locations, OTA sends one (1) copy to the awarded Supplier and one (1) copy to the Charge To contact. Copies of the purchase order are not sent to multiple Ship To locations unless an Outlook email distribution list with all the intended recipients was submitted to the One Time Acquisitions buyer.

Purchase Order Changes

Amendments to original purchase documents are necessary when there is any change or modification to the original document as issued to the supplier. Examples of when a purchase order change is required include a:

  •     Change in shipping terms
  •     Change in supplier's name
  •     Increase or decrease of unit pricing/extended pricing / overall costs
  •     Addition or cancellation of an item or multiple items
  •     Change in the description, specifications or substitution of any product

In order to process a Purchase Order Change (POC) request on a Purchase Order (PO) executed by DGS-PD you must submit the request using the form Purchase Order/Estimate Change Request (STD. 96) and any supporting documentation to either the OTA buyer or supervisor. Once received, the documentation will be reviewed and if approved, a Purchase Order Change (POC) will be issued. DGS-PD purchase orders issued on behalf of a state agency can ONLY be modified by DGS-PD.

Reference Links:

SAM 3566.1- When purchase order changes are required
SAM 3566.2 - When purchase order changes are not required
SCM Vol. II, Chapter 8 - Purchase Documents

Emergency Purchases (Form 42)

An emergency condition is one that could not have been avoided by reasonable care and diligence or that there is an immediate threat of substantial damage or injury to persons committed to the agency's care, to employees of the agency, to members of the general public, or to property for which the agency is responsible. (SAM 3511)

Form 42 Required Documentation

In order to process an emergency purchase request (Form 42) the following documentation must be submitted:

  • Completed and signed STD. 65
  • Written justification explaining the emergency and/or request for authorization to exceed monetary limits
  • At least two quotes from two suppliers

Additional Information Links:

State Administrative Manual (SAM) 3511 

State Contracting Manual (SCM) Vol. II

Justifications for Limiting Bidding (LTB/NCB/SCR)

When departments propose to limit receipt of the number of bids, there are three situations that require a justification to be submitted to DGS. 

Non-Competitive Bid (NCB) 

A request for a one time purchase of a commodity that is only available from one supplier. There are no authorized distributors for the company.

    Non-Competitively Bid (NCB) Justification Form (DOC)
    Non-Competitively Bid (NCB) Justification Form (PDF)

Special Category NCB Request (SCR)

Request for a "blanket" NCB for particular category of goods. Departments request an SCR when it is expected to have a significant number of repeat purchases from a non-competitive commodity over a period of time.

    Special Category NCB Request Justification Form (DOC)
    Special Category NCB Request Justification Form (PDF)

Limited To Brand or Trade Name (LTB)

A request to limit competitive bidding to a specified brand or trade name AND that is available for purchase from multiple distributors.

    Limit to Brand or Trade Name (LTB) Statement (DOC)
    Limit to Brand or Trade Name (LTB) Statement (PDF)


Additional Resources:

  • Acquisitions Signature Authority (PDF)
  • LCB Process   (PDF)
  • NCB Example (PDF)
  • SCR Example (PDF)
  • Procurement Division Acquisition Tools

    Alternative Protest Process (PCC 12125-12130):

    The Alternative Protest Process (APP) allows for an alternative protest process to the traditional protest process.  It allows the bidding community a method to protest procurements, expeditiously resolve the protests within 45 days after protest is filed, and allows the state to deem protests frivolous.
     
    For more information, see the official California Legislative Information site.


    Negotiations (PCC 6611): 

    The Negotiations allows the state, if conditions exist, to enter into negotiations with respective bidder(s) to obtain a better solution, pricing, and terms and conditions during the procurement process.  If necessary, negotiations may take place after issuance of contract.

    For more information, see the official California Legislative Information site.


    Value Effective Acquisitions (PCC 12100.7(i) & 12101):

    The Value Effective Acquisitions allow the state to conduct acquisitions that take into consideration, in addition to cost, other important aspects of the bid evaluation process (i.e., warranties, past performance, etc.).

    For more information, see the official California Legislative Information site.



    Tools: 

    State Contracting Manual Vol. 2  (PDF)
    State Contracting Manual Vol. 3  (PDF)

     

    Contact One-Time Acquisitions
    Business Hours:
    8:00 am - 5:00 pm

    Mailing Address:
    Department of General Services
    Procurement Division
    Acquisitions & Contracts Section
    707 3rd Street, 2nd Floor
    West Sacramento, CA 95605

    Phone Number:
    916.375.4400

    Fax Number:
    916.375.4613