Department of Corrections and Rehabilitation - Operations Manual

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Chapter 2 – Fiscal Management

Article 12 – Materials Management

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22030.3 Responsibility DGS

  • Every purchase of supplies or equipment in excess of $100 is subject to the approval of the DGSDepartment of General Services. DGSDepartment of General Services has delegated purchasing authority in accordance with the Public Contract Code (PCCPublic Contract Code) 10330 to the Department.

  • Department’s Administrators

    • The Warden at each institution; the Deputy Directors of ASDSee Division of Administrative Services (DAS) (see ASB) and Planning and Construction (P&CDPlanning and Construction Division (see FPCM)); and the General Manager of CALPIACalifornia Prison Industry Authority (formerly PIA) direct their purchasing programs and investment of expendable goods inventories.

  • Materials Manager

    • The Materials Manager in the BSS of the ASDSee Division of Administrative Services (DAS) (see ASB) shall:

      • Coordinate the materials management program.

      • Provide guidelines, training, and assistance to staff in meeting the goal and objectives of the materials management program.

      • Audit purchasing activities periodically to ensure adherence to the purchasing laws and procedures and the terms and conditions required for materials management. The Materials Manager shall work closely with the business management staff of each institution to ensure that these policies and procedures are being followed.

  • Associate Warden, Business Services

    • The Associate Warden, Business Services, at each institution shall ensure that the goal and objectives of the Department’s materials management program are met and ensure that all department staff involved in purchasing are afforded the opportunity to receive the training required to adequately perform their duties.

  • Purchasing Units

    • The Department’s purchasing units shall:

      • Purchase materials necessary to meet the needs of the Department in a timely manner.

      • Purchase products and services which provide the best quality for the least money.

      • Deny or reduce a requisition for items for inventory if the amount requested exceeds the maximum based on the minimum/maximum order points or requisitioning objective concept stock control method.

  • Employees

    • All departmental personnel involved in purchasing shall:

      • Comply with state and departmental conflict of interest policies and procedures and the terms and conditions of the delegated purchase program. Conflict of interest statements shall be on file for the employees securing bids and quotes from vendors and those employees who approve and have authority over materials management program activities.

      • Receive purchasing training offered by either the State Office of Procurement or the Department’s materials management staff.

      • Be familiar with the Intraoffice Requisition/Procurement Worksheet, state purchasing contracts, state price schedules, Materials Services Supply Order Forms, Contract/Delegation Order Forms, and the delegated purchase program.

  • No employee shall commit to a vendor for the purchase of merchandise or services prior to receiving approval and the preparation of a purchase document.