California Correctional Training and Rehabilitation Authority - 502

(Revised: 12/2025)

Policy

Pursuant to Penal Code, Section 2807, state entities must first consider if California Correctional Training and Rehabilitation Authority (CALCTRA) can fulfill the state entity’s need prior to purchasing goods and services from private sector suppliers (including suppliers that have a Leveraged Procurement Agreement with the DGS/PD).

State entities shall purchase goods and services identified in the CALCTRA store, including but not limited to, the following:

CALCTRA Product/Services Categories	Product/Services Examples
Clothing & Textiles	Correctional/Detention Garments: Men’s and Women’s clothing, outerwear, and undergarments. Food service garments. Hospital/Medical Garments: Men’s and Women’s clothing, outerwear, and undergarments. Patient care bibs and restraints. Clinical smocks. Public Works & Safety: ANSI garments, bags, emergency response vests, gloves, highway construction & maintenance garments, jackets. Customer fabric printing: banners/backdrops, flags, tablecloths.
Shoes & Boots	Men’s and Women’s footwear: boots, canvas slip-ons, hi-top/low -top sneakers, inserts, shoelaces, work shoes.
Bedding	Mattresses: institutional, residential hall, medical care, cotton core, foam core, vinyl covered sealed seam. Pillows: fiber filled, neoprene filled, vinyl covered, STAPH check cover. Pillowcases.
Bindery, Printing, Signs, and Decals	Booklets, brochures, business cards, calendars, custom printing, decals, diploma covers, envelopes, files, flyers, forms, labels, letterhead, license plates, magnets, name plate, notecards, notepads, plaques, postcards, posters, registration tags, road signs, signs, stickers, survey marking tags, tabs/dividers, vehicle placards.
Braille/Digital Services	Closed captioning, embossing, formatting, tactile, transcription.
Cleaning Products	Bar soap, carpet care, Green Seal Certified chemicals, janitorial chemicals, kitchen chemicals, laundry chemicals.
Food Products	Bread/bakery products, coffee, cookies, eggs, hummus, jelly, juice/beverage, meat products, milk, packaged meals, peanut butter, plant-based products, poultry products, syrup.
Furnishings, Modular Systems Furniture	Correctional/detention furniture, furniture accessories, office furniture, residential life, seating, storage, tables.
Metal Products	Cabinets, correctional/detention/law enforcement products, food service equipment, lockers, metal shelving, tables, vehicle accessories.
Modular Buildings	Portable customized buildings.
Services	Construction services, dental services, healthcare facilities maintenance, laundry services, optical services.

Procedure

Instructions for State Entities Transacting in FI$Cal:

State entities transacting in the Financial Information System for California (FI$Cal) are required to purchase CALCTRA standard products using the FI$Cal requisition process and the CALCTRA online store catalog available in the FI$Cal requisition module. Purchasing standard products from CALCTRA outside of the FI$Cal requisition module is prohibited (i.e. phone orders using a CAL-Card). CAL-Cards can be used as payment for CALCTRA purchases executed in FI$Cal.

Upon receipt of necessary approvals, the buyer must dispatch the Purchase Order (PO) which will automatically email the PO to CALCTRA.

Detailed procedures for making CALCTRA standard product purchases in FI$Cal are available her: FI$Cal Job Aid.

Purchasing Services and Non-Standard Specialty Goods (aka “Products”):

Contact CALCTRA at salesinfo@calctra.ca.gov for a quote outside of FI$Cal.
Create a PO by direct entry.
Upload the quote as an attachment.
Enter the CALCTRA product number into the PO line description.
Include set in place & assembly fees.

More information about how to create a direct entry PO can be found in the FI$Cal Training User Productive Kit (UPK): PO122 - Processing Purchase Orders.

Instructions for State Entities Not Transacting in FI$Cal:

Submit Purchase Orders to:

CALCTRA

Attn: Customer Service

560 E Natoma Street

Folsom, CA 95630-2200

Email: Customerservice@CALCTRA.ca.gov

Instructions Applicable to All CALCTRA Purchases:

Phone orders are not accepted. CALCTRA requires a PO for all purchases. Do not include sales, use or federal excise taxes, as they do not apply.

All orders must include:

1. Ship-to and bill-to addresses

2. Authorized signature to encumber funds

3. Agency funding source: fund, agency, fiscal year, reference

4. Agency contact and delivery contact person: telephone number and email

5. Quote number, if applicable

6. Complete 10-digit item number

7. Specific colors, finishes, and options

8. Delivery instructions

CALCTRA will honor pricing for 45 days from the issuance of the CALCTRA quote or date of CALCTRA price change. After 45 days the price is not guaranteed and may require a price adjustment.

When purchasing goods and services from CALCTRA, select the following acquisition method:

Exempt by Law - CALCTRA - NON-COMPETITIVELY BID

Billing and invoice inquiries: CALCTRA accounting department at 916-358-2684 or accountsreceivable@calctra.ca.gov.

Order revisions, questions, or cancellations: CALCTRA customer service at 916-358-2733 or customerservice@calctra.ca.gov.

CALCTRA Exemption Process

State entities may be granted an exemption to procure goods and services from other sources when sufficiently justified. The table below describes the required CALCTRA exemption process:

Stage	Description
1	The CALCTRA exemption form can be found at CALCTRA.ca.gov.
2	Submit the completed CALCTRA exemption form to: By email: salesinfo@calctra.ca.gov By mail: CALCTRA Sales Branch 2125 19^th Street, Suite 100 Sacramento, CA 95818 Expedite requests may be e-mailed; however, expedites must be justified for CALCTRA approval.
3	Exemption request approval letters will be emailed to the requestor and must be retained in the procurement file as proof of authorization. Documentation of only the CALCTRA exemption number is insufficient to comply with the exemption documentation requirement. Customers are responsible for contacting CALCTRA customer service to cancel purchases of items no longer required due to an approved exemption.
4	Exemption request denial letters will be emailed to the requestor.
5	Contact CALCTRA sales branch at (916) 323-2419 or salesinfo@calctra.ca.gov with any questions.

Acquisitions Related to Reasonable Accommodate Request

State entities must first evaluate CALCTRA products and services (i.e. chairs, tables). If CALCTRA does not offer products or services that meet the individualized needs (such as features or functionality necessary equipment) of the applicant or employee with a disability necessary to fulfill an approved* reasonable accommodation (RA) request, proceed with the purchase without a CALCTRA exemption/waiver. The procurement file must be documented in sufficient detail to explain why CALCTRA products or services did not meet the needs specified in the RA request.

*“Approved” means that the state entity followed their internal RA process and received the appropriate approvals prior to proceeding with the purchase.

Reminder: Medical and/or confidential information regarding the RA request must not be retained in the procurement file.

Legal References

Penal Code, Section 2800.5

Penal Code, Section 2807

Public Contract Code, Section 10332(c)

Government Code, Section 14612(e)

Related Policy, Procedures, & Resources

Management Memo 07-06 – Contracts for Printing

Management Memo 19-03 – State Agency Printing Operations

Revisions

No Revisions for this item.