Chapter 2 – Fiscal Management

22030.6.1 State Contract Order

• The Office of Procurement, DGSDepartment of General Services, has negotiated contracts with vendors and suppliers for many of the more commonly used products and materials. Materials available on state contract shall be purchased only from the contract vendor.

• Officers and employees purchasing state contract items at higher retail prices from non-contract vendors are personally liable for the difference between the non-contract and state contract price, except in verified emergencies which shall be fully explained on the orders covering the emergency.

• There is usually a minimum order quantity on commodity contracts. If a vendor shall not accept an order that is less than the minimum order quantity, and the minimum quantity, when received, shall be in “long supply”, the item can be purchased off contract. If, upon contacting a vendor, an order for less than minimum quantity is acceptable, the following should be marked on the contract/delegation purchase order: “Agreement to accept order less than minimum authorized (date), by (vendor name).” All contracts in force are listed in the “Check List of Effective Contracts and Price Schedules” issued by the DGSDepartment of General Services, Office of Procurement.

• For purchases of filing and/or microfilm equipment, necessary approval shall be secured from the Department records management analyst in Headquarters, BSS prior to submitting to the approving agency.

• A copy of all new state contract orders shall be mailed to the Office of Procurement on a weekly basis.