CMAS Purchase Requirements for Non-IT Services Over $50K
State agencies must send all California Multiple Award Schedules (CMAS) purchase orders for non-IT services that exceed $50,000 to the Procurement Division’s CMAS Unit for review and approval prior to execution of the purchase order.
State agencies (not local governments) must send all CMAS purchase orders for non-IT services that exceed $50,000 to the Department of General Services, Procurement Division, CMAS Unit for review and approval prior to execution of the purchase order.
The following documents must be included in the package sent to the Department of General Services, Procurement Division. Items No. 1 & 2 below must be original documents with original signatures, while items No. 3 through 8 can be copies, as they will not be returned.
1. Completed purchase document (STD 65) with all attachments
Attachments must include the Statement of Work (SOW)
Labor category titles on PO must match CMAS
Prices must be equal to or lower than CMAS
All required fields must be completed
Order must have all required signatures
2. Summary Agreement (STD 215)
All required fields must be completed
Must have all required signatures
3. Copy of Request for Offer (RFO)
Must include the SOW
Must include clearly defined deliverables and any other requirements
4. Listing of all CMAS contractors solicited on this RFO
Must solicit a minimum of 3 CMAS contractors
Must include one SB and/or DVBE, if available
5. Copies of all supplier responses to the RFO
If only one offer is received, must include reasons why two other CMAS contractors did not respond with an offer
If two offers are received, must include reason why one other supplier did not respond with an offer
6. Complete copy of awarded supplier's CMAS
Ensure that CMAS is still valid
Must include approved labor categories and/or services from base GSA contract
7. Copy of assessment and selection documents
Include evaluation methodology used (See Purchasing Authority)
Include copies of all completed evaluation documents
Include reason for selecting proposed contractor
8. Certification of review and approval for public relations services valued at $100,000 or more, signed by your Agency Secretary, as required by Management Memo 12-07.
how to submit
Add a cover page to the package advising that it is being sent to DGS, Procurement Division, CMAS Unit for review and approval. Provide the name, phone number, and email address of the person at your agency who can be contacted for questions regarding this package. Also advise how you want the approved file returned (via US Mail, IMS, or picked up by your agency). Send the above documents to:
Department of General Services Procurement Division
Attn: CMAS Unit - PO Approval
707 Third Street, 2nd Floor, MS 2-202 West Sacramento, CA 95605
After receiving a CMAS PO for non-IT services for approval with all required documentation, the goal of DGS-PD is to complete the review process within 10 working days. If approved, the PO will be stamped "Approved" by DGS and returned to the requesting agency along with the original STD 65 and STD 215. All other supporting documents will be retained at DGS-PD.
It is the agency's responsibility to distribute the approved PO and enter it into the Financial Information System for California (FI$Cal).
CMAS contractors cannot accept purchase orders for non-IT services exceeding $50,000 unless they include the required approval stamp from DGS-PD.
Fiscal year deadlines
Agencies must submit their non-IT service purchase orders to the CMAS Unit for review and approval by June 15th of each year for funds encumbered in that fiscal year.
There are no CMAS approval deadlines for non-IT service purchase orders received in June if the order is funded from the next fiscal year.
Department of General Services
West Sacramento, CA 95798-9052
Phone: (916) 375-4365