Chapter 2 – Fiscal Management

22030.6.4.1 Program Requirements

• The requirements of the delegated purchase program are as follows:

  • All purchases shall be made in compliance with the published Materials Management Handbook developed by the Department.

  • Competitive purchases from responsible vendors shall be made to obtain materials that are properly suited to the needs of the Department both in terms of price and quality.

  • At least 25 percent of the dollar value of delegation orders shall be placed with small businesses.

  • Purchases shall not exceed the monetary limit of the authority. The monetary limit of the authority ($2,500, $5,000, or $9,999.99) is for each group/class commodity on an order. When multiple group/classes are ordered from a vendor, the total dollar value of each order cannot exceed the $9,999.99 authority limit.

  • Delegation orders shall not be split to circumvent expenditure limitations.

  • Purchases made under the delegation shall be listed on a Contract/Delegation Purchase Order. The STDStandard Form (DGS) Form 65 shall indicate the delegation number, the agency billing code, the PIN stock item number for each item and the small business identification code for the vendor.

  • Delegation holders shall forward copies of all delegation orders to the Office of Procurement on a weekly basis.

  • Auditable copies of all delegation orders shall be maintained on file and made available to the Office of Procurement upon request.

  • When appropriate, the Department shall obtain the approval of other state departments or divisions before issuing a delegation order.

    • For purchases of filing and/or microfilm equipment, necessary approvals shall be secured from the Department records management analyst in the Headquarters, Business Services Unit.

    • For the repair of motor vehicles, authorization shall be secured from the DGSDepartment of General Services’ Fleet Administration Division. The permission granted to repair motor vehicles does not authorize the Department to exceed the monetary limit of the Delegated Purchase Program for these expenses.

    • For EDPElectronic Data Processing (see IT) equipment and software, necessary approvals shall be secured from the Department Management Information System Committee, the Deputy Director, ASDSee Division of Administrative Services (DAS) (see ASB), and the Office of Information Technology, DOFDepartment Of Finance.

  • Shall Not

    • The following commodities shall not be purchased using the Delegated Purchase Program:

      • Passenger motor vehicles.

      • Trucks.

      • Tractors, tracked.

      • Tractors, wheeled.

      • Photocopiers (photocopiers in workload 1 and 2 can be purchased under delegation).

      • Earth moving equipment (e.g., grader, loader, etc.).

      • Warehouse trucks, forklifts.

      • Word processors.

      • Personal computers.

      • Carpeting.

      • Draperies.

      • Typewriters, electronic, including memory style.

      • Labels, foil printed and metal property tags.

      • Soft body armor.

      • Alcoholic beverage