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6.1.C. - Page 13 CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) PAPE' MACHINERY, INC. CMAS NO. 4- 08- 23 -0022A • State agencies must solicit a minimum of 3 contractors including 1 small business and /or DVBE (if available) and document responses. This is not a bid transaction so small business preference, protest language, intents to award, evaluation criteria, advertising, etc. are not applicable. • If less than 3 offers received, state agencies must document their files with the reasons why the other suppliers solicited did not respond with an offer. • If only one source is known (competing offers cannot be obtained), the non - competitive bid (NCB) contract process must be followed. See the latest Management Memo (currently MM 03 -10 including supplements), or whichever Management Memo is in effect at the a purchase order is issued, for guidelines. Exceptions to NCB process are also addressed in MM 03 -10. • Evaluation and award may be based on best value, as applicable, and not restricted to lowes, cost. • For CMAS transactions under $5,000 only one offer is required if the state agency can establish and document that the price is fair and reasonable. • Orders for Information Technology Goods and Services exceeding $250,000 require additional documentation. See the latest Management Memo (currently MM 03 -10) for specific information on these additional requirements. • Exemptions to the CMAS order limits are not allowed. . • Local governments set their own order limits, and are not bound by the above order limits and requirements. SPLITTING ORDERS Splitting orders to avoid any monetary limitations is prohibited. Do not circumvent normal procurement methods by splitting purchases into a series of delegated purchase orders (SAM 3572). ORDERING PROCEDURES 1. Order Form State agencies shall use a Contract /Delegation Purchase Order (Std. 65) for purchases and services. Local governments shall, in lieu of the State's Purchase Order (Std. 65), use their own purchase order document. Electronic copies of the State Standard Forms can be found at the Office of State Publishing web site: http://www.dqs.ca.gov/oso (select Standard Forms). The site provides information on the various forms and use with the Adobe Acrobat Reader. Beyond the Reader capabilities, Adobe Acrobat advanced features may be- utilized if you have Adobe Business Tools or Adobe Acrobat 4,0 installed on your computer. Direct link to the Standard Form 65: httc 2. ; Purchase Orders The agency is required t forward a copy of each purchase order to the Department of General Services (DGS), Procurement Division Data Management 707 Third Street, 2 1 Floor MS 201 "vilest Sacramento CA 95605 -2811 (IMS# Z -1) The agency is required to complete and distribute the order form. For services, the agency shall modify the information contained on the order to include the service period (start and end date), and the monthly co.st.(or other intermittent cost), and any other, information pertinent to the services being provided. The cost for each line item should be included in the order, not just system totals. See the CMAS Services Guide at www.dgs.ca qov /pd (click on CMAS) for- guidelines pertaining to all orders for services The contractor must immediately reject orders that are not accurate. Discrepancies are to be negotiated and incorporated into the order prior to the products and services being delivered. 3. Service and Delivery after Contract Expiration Splitting a project into small projects to avoid either fiscal or procedural controls is prohibited (SAM 4819.34). MINIMUM ORDER LIMITATION The minimum dollar value of an order to be issued under this contract is $ 100.00. The purchase order must be issued before the CMAS contract end term expires. However, delivery of the products or completion of the services may be after the contract end term expires (unless otherwise Specifically stated in the contract), but must be as provided for in the contract and as specified in the purchase order. Also, purchase order amendments cannot be issued to add products or services if the CMAS contract end term has expired. Ordering Instructions and Special Provisions