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Introduction Table…
Tags: introduction table, pam, procedural requirements, purchasing authority, reference material, regulatory policy, resource directory, revision 3, revisions, scope, table of contents,Pages: 6
Language: english
Created: Thu Oct 13 13:06:19 2005
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Introduction
Table of Contents
Topic 1 - Overview ............................................................................................................2
I.1.0 Welcome................................................................................................................2
I.1.1 Purpose .................................................................................................................2
I.1.2 Scope of manual....................................................................................................2
I.1.3 How to approach the intent of PAM .......................................................................3
I.1.4 Table of Contents ..................................................................................................3
I.1.5 Guide to PAM usage .............................................................................................4
I.1.6 Availability of the manual .......................................................................................4
I.1.7 Revisions to PAM ..................................................................................................5
I.1.8 Statutory, regulatory, policy and procedural requirements ....................................5
I.1.9 Additional reference material.................................................................................6
I.1.10 Resource directory ..............................................................................................6
Introduction September 2005
PAM Revision 3
Page 1 of 6
Introduction
Topic 1 - Overview
I.1.0 Welcome to the Purchasing Authority Manual (PAM) issued by the
Welcome Department of General Services, Procurement Division (DGS/PD),
Purchasing Authority Management Section (PAMS). The PAM is Volume II
of the State Contracting Manual.
I.1.1 Purpose The PAM provides Procurement & Contracting Officers (PCO) and
procurement staff (exclusive of DGS/PD procurement staff) with the
requirements for obtaining and maintaining delegated purchasing authority.
It is the necessary resource to ensure the application of consistent and
sound business practices in State purchasing.
It is also a demonstration of DGS/PD's ongoing commitment to increasing
communication with those involved in State procurement.
I.1.2 Scope of The PAM contains purchasing authority requirements, including statutes,
manual regulations, policies, procedures and best practices applicable to the
acquisition of non-information technology (non-IT) goods and information
technology (IT) goods and services. Also included is how departments may
apply for purchasing authority, maintain compliance with the purchasing
authority program and the `how's and why's" of competitive bidding, non-
competitive contracting and leveraged procurement agreements (LPA).
"Department", for the purpose of this manual and delegated purchasing
authority, refers to any entity of the executive branch of California
government including, but not limited to, agency, department, board,
commission, office, association or institution.
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Topic 1 - Overview, Continued
I.1.3 How to The PAM represents the minimum requirements for obtaining and
approach the maintaining purchasing authority. If a department elects to exceed any of the
intent of PAM minimum requirements of what is documented in the PAM, then the
expectation is that those additional departmental requirements will be
documented within the department's purchasing authority policies and
procedures.
Additionally, the PAM was written from the perspective that the department's
procurement office is the main repository of all documentation impacting its
purchasing activities. If that is not true of your department, again, this is
expected to be documented within the department's procurement policies
and procedures.
I.1.4 Table of Each chapter of the PAM has a table of contents unique to the individual
Contents chapter. The information below provides the reader with an overview of the
manual by chapter:
Chapter 1 - Purchasing Authority
Chapter 2 - Procurement Planning
Chapter 3 - Socioeconomic and Environmental Programs
Chapter 4 - Competitive Solicitations
Chapter 5 - Non Competitively Bid (NCB) Contracts
Chapter 6 - Leveraged Procurement Agreements
Chapter 7 - Protest and Post Award Disputes
Chapter 8 - Purchase Documents
Chapter 9 - Disbursements, Financing and Payment Programs
Chapter 10 - Receiving, Inspection, Acceptance Testing and Acceptance or
Rejection
Chapter 11 - Contract Administration
Chapter 12 - Reporting Requirements
Chapter 13 - Purchasing Authority Application
Chapter 14 - Department Procurement Policies and Procedures
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Topic 1 - Overview, Continued
I.1.5 Guide to The table provided below is a guide for interpreting the purchasing
PAM usage requirements presented in PAM.
In reference to Requirements Limited Discretion Full Discretion
Words "Must", "shall", "should" "may", "guidelines",
"mandatory" or "recommended
"required" practices" or
"examples"
Source Statutes, regulations, DGS/PD policies Policies, procedures
state policies, related to and guidelines
DGS/PD policies requirements or presented as helpful
considered to be aids
good business
practices
Compliance Must be followed Need to be followed Optional
unless exempt by law unless the
or granted exemption department has a
by DGS/PD good business
reason for variance
Documentation Documentation Brief notation in file None required
required documentation
sufficient
Consequence for Result in violation of Noncompliance may None
non-compliance law and/or negative affect compliance
impact to purchasing with a requirement or
authority, either in the advisability of the
reduction or purchase; DGS/PD
termination of may question and
authority request
documentation
I.1.6 The PAM and any updates to the manual will be made available via
Availability of electronic mail (e-mail) broadcasting to department prime contacts whose
the manual purchasing authority application has been reviewed and approved by PAMS.
PAM is available at www.pd.dgs.ca.gov. Click once on "Delegations" under
the Featured Link column located on the right side of the web page.
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Topic 1 - Overview, Continued
I.1.7 The PAM will be transitioning from semi-annual updates to annual updates.
Revisions to
PAM
I.1.8 In addition to PAM, departments granted purchasing authority are required to
Statutory, adhere to applicable provisions of State law, including, but not limited to:
regulatory,
policy and · Public Contract Code
procedural · Government Code
requirements · Military and Veterans Code
· Labor Code
· Revenue and Taxation Code
· Food and Agriculture Code
Departments granted purchasing authority are also required to adhere to
applicable procurement-related regulations contained in the California Code
of Regulations.
The following manuals also provide procurement-related policies and
procedures and should be referenced as applicable:
Manual title Manual provides
State Administrative Manual (SAM) Statewide management policies
Click here to access SAM
Statewide Information Management Instruction and guidelines, samples and model
Manual (SIMM) forms, and certification and transmittal letters
related to IT policy.
Click here to access SIMM
State Telecommunications Management Guidelines, directives, procedures and service
Manual (STMM) information to assist departments with
telecommunications management.
Click here to access STMM
State Contracting Manual (SCM), Vol. 1 Policies, procedures and guidelines related to
the state's contracting process for non-IT
Click here to access SCM, Vol. 1 services including consultant service contracts
and interagency agreements. Also includes
information relating to public works,
architectural & engineering and legal services
contracting.
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Topic 1 - Overview, Continued
I.1.9 The following DGS/PD publications are provided as reference summaries of
Additional State and federal statutes and State regulations relevant to State
reference procurement practices:
material
Click here to access the Excerpts of California Codes Relating to State
Acquisitions.
Click here to access the Summary of Statutory and Policy Requirements for
State Contracts.
Click here to find California Codes.
Click here to find California Code of Regulations.
Click here to access the California Acquisition Glossary.
Click here to access the PAM List of Acronyms.
I.1.10 DGS/PD has compiled a resource directory providing phone numbers and
Resource Internet sites associated with procurement activities.
directory
Click here to access the Procurement Related Resources Directory.
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