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.

Required Documents

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

Review process

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.

Contact

CMAS Unit

Department of General Services
Procurement Division

P.O. Box 989052, MS 202
West Sacramento, CA 95798-9052

 

Phone: (916) 375-4365
Email: cmas@dgs.ca.gov