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6.1.C. - Page 18 CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) PAPS' MACHINERY, INC. CMAS NO. 4- 08- 23 -0022A ___4 2. Payee Data Record (Std. 204) Each state accounting office must have a copy of the attached Payee Data Record (Std. 204) in order to process payment of invoices. Agencies should forward a copy of the Std. 204 to their accounting office(s). Without the Std. 204, payment may be unnecessarily delayed. 3. DGS Administrative Fee The Department of General Services (DGS) will bill each state and local agency directly an administrative fee for use of CMAS contracts. The administrative fee should NOT be included in the order total, nor remitted before an invoice is received from DGS. This fee is waived for purchase orders to California certified small businesses See the current fees in the DGS Price Book at: http://www.ofs.dqs.ca.00v/Price+Book/P/Purthasing.ht 4. Contractor Invoices Unless otherwise stipulated, the contractor must send their invoices to the agency address set forth in the purchase order. Invoices shall be submitted in triplicate and shall include the following: • Contract number • Agency purchase order number • Agency Bill Code • Line item number • Unit price • Extended line item price • invoice total State sales tax and /or use tax shall be itemized separately and added to each invoice as applicable. The company name on the CMAS contract, purchase order and invoice must match or the State Controller's Office will not approve payment. 5. Advance Payments Advance payment is allowed for services only under limited, narrowly defined circumstances, e.g., between specific departments and certain types of non- profit organizations, or when paying another government agency IGC 11 256 — 11263 and 11019). It is NOT acceptable to pay in advance, except software maintenance and license fees, which are considered a subscription, may be paid in advance if a provision addressing payment in advance is included in the purchase order. Warranty upgrades and extensions may also be paid for in advance, one time. 6. Credit Card Pape' Machinery, Inc. does not accept the State of California credit card (CAL- Card). 7. Lease /Purchase Analysis State agencies must complete a Lease /Purchase Analysis (LPA) to determine best value when contemplating a lease /rental, and retain a copy for future audit purposes (SAM 3700). Approval by the Department of General Services is not required. 8. Leasing Except for Federal Lease to Own Purchase (LTOP) and hardware rental provisions with no residual value owed at end-term P-1-residual value-is acceptable),. Federal GSA Lease provisions are NOT available through CMAS because the rates and contract terms and conditions are not acceptable or applicable to the State. SEAT Management financing options are NOT available through this contract. As an alternative, agencies may consider financing through the State's financial marketplace GS $Mart'. All terms and conditions and lenders are pre - approved for easy financing. The GS $Mart° Internet address is www.dgs ca acv /od then click on GS $Mart'. Buyers without Internet access may contact the GS $Mart° Administrator, Pat Mullen by phone at 916/375 -4617 or via e-mail at Mt.mullenb)dgs.ca.4oy for further information. 9. Maintenance Tax The Board of Equalization has ruled that in accordance with Section 1655 of the Sales and Use Tax Regulations of the Business Taxes Law Guide, that whenever optional maintenance contracts include consumable supplies, such supplies are subject to sales tax. Generally, the State has two options: 1 . For contracts that provide for only maintenance services (i.e. the furnishing of labor and parts necessary to maintain equipment), the charges for ' the Provision of maintenance services are not taxable 2. For contracts that provide for both maintenance services and consumable supply items (i.e. toner, developer, and staples, for example), the provision of the consumable supplies is considered a taxable sale of tangible personal property. ' Ordering Instructions and Special Provisions