Chapter 2 – Fiscal Management

22030.7 Material Services Section Supply Order

• The DGSDepartment of General Services, MSSMaterial Services Section, operates a materials distribution system and carries a stock of commonly used items in warehouses in Sacramento, North Highlands, and Fullerton, California. These items include stationery, standard state and departmental forms, housekeeping and janitorial items, and other general use commodities. MSSMaterial Services Section issues a catalog, special supplements, and interim revisions listing and describing all available stock items and providing information necessary for requisitioning commodities from MSSMaterial Services Section. Periodically, MSSMaterial Services Section issues a supplemental price list of all inventory items.

• A STDStandard Form (DGS) Form 116, Supply Order is the document used to order items from MSSMaterial Services Section. Supply orders may be forwarded to the nearest MSSMaterial Services Section warehouse or to

  • Material Services Section, P.O. Box 1015, North Highlands, CACorrectional Administrators 95660.

  • All supply orders are input into the DGSDepartment of General Services EDPElectronic Data Processing (see IT) system for the filling of orders or in the case of stock-outs, back order notices.

• When departmental staff receive back order notices, permission is granted to purchase an interim supply (30 days) of materials from local vendors. A copy of the notice of back order shall be affixed to the file copy of the purchase order to document the necessity for the interim purchase from a source other than MSSMaterial Services Section.

• A second circumstance for purchasing items from local vendors that are also offered by MSSMaterial Services Section is when the price of an item is significantly lower than the price offered by MSSMaterial Services Section. Department staff shall notify the MSSMaterial Services Section in writing of the intent to purchase these items (not to exceed the delegation limit). Within two working days after receipt of the request, MSSMaterial Services Section shall respond with approval or disapproval. All requests shall be sent to:

  • Materials Services Section Attention: Materials Manager P.O. Box 1015 North Highlands, CACorrectional Administrators 95660

    • Following the instructions printed on the STDStandard Form (DGS) Form 116 regarding typing and distribution. Do not place more than 12 items on each order. Do not combine forms, publications, and supplies on the same order.

• Retain a copy of the STDStandard Form (DGS) Form 116 to use as a stock received report. Record the date and quantity of merchandise received and route to the accounting office for payment. Retain a copy for your files.

• See Section 5 in the Materials Services Catalog when ordering publications. When ordering publications from MSSMaterial Services Section, address the order as follows:

  • Office of Procurement Publications Section P.O. Box 1015 North Highlands, CACorrectional Administrators 95660