PURCHASE of SERVICES - 1803

Leveraged Procurement Agreement (LPA) user instructions must be reviewed to ensure that the proper contract/purchase document (FI$Cal PO, STD 65, or STD 213) is used when executing purchases against an LPA. 

STD. 213 Standard Agreement

The STD. 213 is used by departments with approved IT purchasing authority and the DGS/PD.  The contract must be strictly for IT services or in instances where the IT goods being purchased are subordinate to the value of the IT service.  The STD. 213 is also used for Interagency Agreements (IAA) between two or more State departments (Government Code, Section 11256) performing IT work for the other State department.

STD. 213A Standard Agreement Amendment

The Standard Agreement Amendment (STD. 213A) is used to amend agreements established with an STD. 213.

STD. 215 Agreement Summary

The STD 215 Agreement Summary is required whenever purchasing services regarding of the contract form used (STD 213, STD 65, FI$Cal PO). 

In conjunction with the STD. 213, departments are required to complete an Agreement/Summary (STD. 215).  This form provides an overview of the contract’s purpose, funding information, procurement methodology, and a justification for contracting out the services (GC, Section 19130).

The STD. 215, must contain an explanation sufficient to afford a basis for approval as to:

• The purpose and necessity or desirability of the contract or IAA;
• The reasonableness of the price or cost of the services (not applicable to IAAs except those with the University of California or California State University); and
• Any other relevant information necessary to understand the proposed transaction.

When an STD. 213 contract requires the DGS/PD approval, the form STD. 215 shall also contain the name and telephone number of the contact person in case questions arise or additional information is needed by the DGS/PD/One Times Acquisition Section (OTA).  The contact person is the staff member who regularly deals with the DGS/PD/OTA on IT contract matters.  A copy of the STD. 215 will be retained in the contract file.

Recording the Purchasing Authority Number

Departments executing IT service contracts using the STD. 213 will record the purchasing authority number in the information block entitled “Purchasing Authority Number” located in the upper right side of the form.

Unique Numbering

To avoid duplicate billings by the DGS/PD and/or incorrect supplier invoicing, and to facilitate tracking and the DGS/PD oversight, the department’s agency order number must be unique from transaction to transaction and from year to year.

Example

03-001, 03-002, 03-003

The first two digits represent the fiscal year of the purchase order issue date. The department may determine the number of digits following the fiscal year, but the total number of characters in the sequence may not exceed 12. This maximum number of characters does not include the amendment number.

Amendments must be identified using the original agency order number and an amendment number. The amendment number must be numeric and may not exceed 2 digits.

Example

03-001, Amendment No. 01

03-001, Amendment No. 02

03-001, Amendment No. 03

Since the STD. 213 does not include a separate box for the amendment number, the amendment number must be entered with the contract number in the “Agreement Number” box.

California Department of General Service Use Only Block

Located at the bottom of the STD. 213 is an information block identified for DGS approval.

Number of Copies

STD. 213:

Transactions must, at a minimum, be distributed as follows:

• 1-copy to the contractor
• 1-copy to the requesting department
• 1-copy to the State Controller’s Office (SCO)

IT service transactions exceeding a department’s purchasing authority must be submitted to the DGS/PD, when required, with signatures for review, approval, and distribution as follows:

• 1-copy to the contractor
• 1-copy to the submitting department
• 1-copy to the State Controller’s Office

Upon securing final approval from the DGS/PD, the submitting department will receive two copies of the finalized contract for distribution.  The department retains one copy and provides one copy to the contractor.   The DGS/PD provides the SCO with an approved contract copy.