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6.1.C. - Page 19 CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) PAPS' MACHINERY, INC. CMAS NO. 4- 08- 23 -0022A Therefore, state agencies awarding optional maintenance contracts are responsible for paying the pplicable sales to on .the consumable supplies utilized during the performance period of the maintenance contract The contractor will be required to itemize the consumables being taxed for state accounting purposes. CONTRACTOR QUARTERLY REPORTS Cover pages with DGS logo and CMAS analyst's signature, and Ordering Instructions and Special Provisions. ! • Payee Data Record (Std. 204). / • California CMAS Terms and Conditions. • Federal GSA Terms and Conditions (unless otherwise stipulated in the CMAS contract). • Federal GSA products, services, and price list (unless otherwise stipulated in the CMAS contract). • Supplements, if applicable. /j Ila Contractors are required to submit a detailed report quarterly to the DGS Procurement Division, CMAS Unit, 707 Third Street, 2' Floor, MS 202, West Sacramento, CA 95605 -2811, Attention: Quarterly' Report Processing. A separate report is required for each contract, as differentiated by- alpha suffix -(if- applicable). Contractors with resellers are responsible for reporting reseller ordering activity. Any report that does not follow the required format or that excludes information will be deemed incomplete and returned to the contractor. To facilitate collection of administrative fees, copies of local government agency,purchase orders must acuumpany the CMAS quarterly report. This new requirement is effective beginning the second quarter of 2005, for reports due in the CMAS office within two weeks after the end of June 2005. New contracts for contractors with existing contracts and extensions or renewals of existing contrasts will be approved ONLY if the contractor has submi a to fhe' -CMAS -Unit all quarterly reoorfa due. Each quarterly report is reuulred within two weeks of the end of March, June. September, and De gff each calendar year. A report is required even when there is no activity. The report must include the agency name, purchase order number, purchase order date, agency billing code, pre -tax total order cost, agency contact name, address and phone number, and total dollars for the quarter. Tax must NOT be included in the quarterly report, even if the agency includes tax on the purchase order. A sample quarterly report indicating required format and information is attached for your reference (Attachment A). CONTRACTOR PROVIDES COPY OF THE CONTRACT AND SUPPLEMENTS CMAS contractors are required to provide the entire contract that consists of the following: It is important for the agency to confirm that the required products services and prices are included in the contract and are at, or below, contract rates To streamline substantiation that the needed items are in the contract, the agencies should ask the contractor to identify -- the specific - pages from - the - nm - F3ct that include the required Products, sgrvi es and oric . Agencies should save these pages for their file documentation. CONTRACTORS ACTING AS FISCAL AGENTS ARE PROHIBITED When a subcontractor ultimately provides all of the products or performs all of the services that a contractor has agreed to provide, and the prime contractor only handles the invoicing of expenditures, then the prime contractor's role becomes that of a fiscal agent because it is merely administrative in nature, and does not provide a commercially useful function. It is uliacceptable to use fiscal agents in this manner because the agency is paying unnecessary administrative costs. AGENCY RESPONSIBIL Agencies must contact contractors to obtain copies of the contracts and compare them for a best value purchasing decision. Each agency is responsible for its own contracting program and purchasing decisions including use of the CMAS program and associated outcome This responsibility includes, but is not necessarily limited to, ensuring the necessity of the services, securing appropriate funding, complying with laws and policies, preparing the purchase order in a manner that safeguards the State's interests, obtaining required approvals, and documenting compliance with Government Code 191 30 b (3) for outsourcing services. It is the responsibility of each agency to consult as applicable with their legal staff and contracting offices for advice depending upon the scope or complexity of the purchase order. Ordering Instructions and Special Provisions