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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 that are required to submit Requisitions through Fi$cal must do so. Departments that are future wave, exempt, or deferred, must submit their purchase estimates (STD. 66) directly to the Intake and Analysis Unit (IAU) for processing.

Bulletins & Notices

FI$Cal Tools

 

Information Technology Contracts

Purchase Requests (Purchase Estimate (PE) and Requisitions via FI$Cal) Submittal Process

  (Future Release, Exempt and Deferred)

FRED Agencies

 

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 Kimberley Carey at (916) 375-4474 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:

DGS/Procurement Division
Intake & Analysis Unit, Attn: Kao Yang/Kimberley Carey
707 3rd Street, 2nd Floor
West Sacramento, CA 95605

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

 Agencies Transacting in FI$Cal

 

Agencies transacting in FI$Cal must submit their Requisition to DGS PD OTA via the FI$Cal system by adding Kimberley Carey into the Requisition approval path. (Procedures)


Forms & Worksheets:

Non-IT:
Mission Critical Certification (PDF)
Purchase Order/Estimate Change Request (Std. 96) (PDF)
Non-IT Purchase Estimate Preparation & Submission Checklist (PDF)
Procurement Details Worksheet_Competitive Purchase (PDF)
Procurement Details Worksheet_Limit To Brand (PDF)
Procurement Details Worksheet_Non-Competitive (PDF)
Procurement Details Worksheet_Special Category NCB Request (PDF)

IT:
Mission Critical Certification (PDF)
Purchase Order/Estimate Change Request (Std. 96) (PDF)
IT PE & Contract 213- Preparation and Submission Checklist (PDF)
Desktop & Mobile Computing Justification (DMCJ) Form (DOC) 

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)

Regardless of the classification of the emergency, departments must document the procurement file and/or provide to the DGS/PD, as applicable, the following information:

• A description of the emergency.
• Explanation of why the situation warranted the emergency purchase.
• Explanation of the consequences of making the purchase through normal procurement processes.
• A description of the goods and price.
• The names and quotations of suppliers contacted

The following chart provides the process for executing an emergency purchase in response to a natural disaster when a response requires immediate action:

If the purchase activity

Then the buyer will proceed with the purchase

Is within a department’s authorized non-competitively bid (NCB) contract purchasing authority dollar threshold

• Documenting the circumstance of the emergency purchase.

• Issuing the purchase document, identifying the department’s Purchasing Authority (PA) number in the PA number box on the purchase document.

Exceeds a department’s authorized NCB contract purchasing authority threshold.

• Documenting the circumstance of the emergency purchase.

• Issuing the purchase document, leaving the PA number box on the purchase document blank.

 

The following chart provides the emergency purchase process in response to an emergency situation other than a natural disaster:

If the purchase activity

Then the buyer will proceed with the purchase

Is within a department’s authorized NCB contract purchasing authority dollar threshold.

• Documenting the circumstance of the emergency purchase.

• Documenting names and quotations of suppliers contacted.

• Issuing the purchase document, identifying the department’s PA number in the PA number box identified on purchase document.

Exceeds a department’s authorized NCB contract purchasing authority threshold.

• Contacting the DGS/PD immediately or within the next business day to provide the circumstance of the emergency at the One-Time Acquisition support number: 375-4471

• The DGS/PD contact reviews the circumstance and if approved, assigns the transaction an Authorization to Exceed Monetary Limits (Form 42) number.

• Documenting the circumstance of the purchase.

• Recording the Form 42 number in the PA number box on the purchase document prior to issuing the purchase document.

 

 Additional Information Links:

State Administrative Manual (SAM) 3511 

State Contracting Manual (SCM) Vol. II

 

Justifications for Limiting Bidding (LTB/NCB/SCR)

Please be advised that IT and non-IT NCB/SCR/LTB requests above your purchasing authority, are now being handled by the Dispute Resolution Unit (DRU) at DGS Procurement Division.

 

Please submit a hardcopy of your requests with original signature to the address below. DRU will not accept electronic copies or unsigned requests:

 

Department of General Services

Procurement Division

Dispute Resolution Unit

707 Third Street, Second Floor.

West Sacramento, CA 95605

 

For questions regarding NCB/SCR/LTBs, please contact:

Dispute Resolution Unit

NCB Program

PDNCB@dgs.ca.gov

  

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:

  • NCB 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

    Reception Desk: 916/375-4400           Fax Number: 916/375-4613

                        

    Name

    Email

    Phone

    Haydee Giusti (Supervisor)

    Haydee.Giusti@dgs.ca.gov

    916/375-4491

    Andrea Minning (Buyer)

    Andrea.Minning@dgs.ca.gov

    916/375-4586

    Eugene Shemereko (Buyer)

    Eugene.Shemereko@dgs.ca.gov

    916/617-3632

    Evonne Rogers (Buyer)

    Evonne.Rogers@dgs.ca.gov

    916/375-4481

    Gus Quintero (Buyer)

    Gus.Quintero@dgs.ca.gov

    916/443-9933

    John Medeiros (Buyer)

    John.Medeiros@dgs.ca.gov

    916/375-4412

    Leanne Nguyen (Buyer)

    Leanne.Nguyen@dgs.ca.gov

    916/375-4648

    Marty Zubeidi (Buyer)

    Marty.Zubeidi@dgs.ca.gov

    916/617-3647

    Stacey Jaramillo (Buyer)

    Stacey.Jaramillo@dgs.ca.gov

    916/443-9614

    Vikki Eszlinger (Buyer)

    Vikki.Eszlinger@dgs.ca.gov

    916/375-4499






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