California Prison Industry Authority - 502

Policy

Pursuant to Penal Code, Section 2807, state departments must first consider if CALPIA can fulfill the state department’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 departments shall purchase goods and services identified in the CALPIA store, including but not limited to, the following: 

Procedure

Instructions for Purchasing Standard Goods (aka "Products")

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

Detailed procedures for making CALPIA standard product purchases in the FI$Cal system are available in FI$Cal Job Aid.

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

1. Contact CALPIA at salesinfo@calpia.ca.gov for a quote outside of the FI$Cal system.
2. Create a PO by direct entry.
3. Upload the quote as an attachment.
4. Enter the CALPIA Item ID into the PO line description.
5. 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 Applicable to All CALPIA Purchases:

Phone orders are not accepted.  CALPIA requires a PO for all purchases.

Do not include sales, use or federal excise taxes, as they do not apply.

Upon receipt of necessary approvals, the buyer must dispatch the PO which will automatically email the PO to CALPIA.

CALPIA requires the following information to be included on all POs in order to process orders:

1. Buyer Contact Name
2. Buyer Contact Phone Number
3. Buyer Contact Email
4. Ship To Contact Name
5. Ship To Contact Phone Number
6. Ship To Contact Email
7. Quote ID in the notes (non-standard only)

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

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

Exempt by Law - Interagency Agreement - Prison Industry Authority (PIA) - NON-COMPETITIVELY BID

CALPIA Exemption Process

Departments may be granted a CALPIA exemption to procure goods from other sources when sufficiently justified. The table below describes the CALPIA exemption process that departments must follow:

Acquisitions Related to Reasonable Accommodate Request

State agencies must first evaluate CALPIA products (i.e. chairs, tables). If CALPIA does not offer products 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, the state agency may proceed with the purchase without a CALPIA exemption/waiver. The state agency must document the procurement file in sufficient detail to explain why CALPIA products did not meet the needs specified in the RA request.

*“Approved” means that the state agency 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 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

CALPIA/DGS Product Stewardship, dated June 9, 2010