CSULB Purchasing Operations Manual

Index Of Terms

A

Abbreviations used on Electronic Purchasing System – 2.11
Address Errors on Invoices – 2.76
Advance Payments – 2.63
Advertisements of Solicitations – 3.04, 4.03
Amendments to Contracts – 4.17, 4.29
Americans with Disabilities Act (ADA) – 4.31
Assignment of Contract – 4.29
Audits for Internal Compliance – 2.71
Audits of Contracts – 2.30, 2.71
Authority for Transactions – Section 1
Auxiliary Organization Contracts – 2.02, 4.15, 6.01, 6.02

B

Best Value Contract Awards – 2.03, 5.05
Bid Bond – 2.64
Bid Opening Notifications – 2.77
Bid Security Deposits – 2.64
Bidder and Vendor Lists – 2.02, 2.10
Blanket Orders – 2.14, 2.72
Budgetary Savings – 2.72, 2.73

C

California Codes Website - Introduction
California State Contracts Register (CSCR) – 4.18
Campus Stores Orders – 3.05
Cancellation of Orders – 2.45
Central Receiving – 2.52, 3.07, 3.17, 3.22
Chancellor’s Authority for Transactions – 1.02
Change Orders – 2.14, 2.43, 2.45, 4.29
Change Request Form – 2.43
Child Support Compliance Act – 4.32
Closedown and Security Procedures in Purchasing Office – 2.78
CMAS Agreements – 2.19, 2.48
Coding Designations for P.O.s & Contracts – 2.41
COMDIV – 5.07
Commencement of Work Clause – 4.08
Commodity (and Service) Codes – 2.42
Commodity Transactions – Section 3
Community Rehabilitation Programs & Workshops – 2.32
Compensation (Pay) for Contracting Work – 4.09
Competitive Bidding – 2.02, 5.04
Complaints – 2.08, 2.65
Confirming Orders – 2.49, 2.52
Conflict of Interest – 2.60, 4.24
Consultants – 4.24
Contract & Service Order Transactions – Section 4
Contract Award Report – 4.30
Contract Defined – 2.01
Contract Language Requirements – 4.07
Contractor Performance Evaluation – 4.34
CRL (Contracting Resources Library) Website – Introduction
CSU Systemwide Policy Manual – Introduction
Cut-Off Dates for Orders to Print Shop, Stores, and Copier Program – 4.21

D

Data Input Printouts – 2.56
Defaults – 2.45
Delegated Campus Authority for Transactions – 1.05
Delegation of P.O.s and Service Orders – 2.49
Departmental Copier Program – 4.19
DGS Billing Codes – 2.48
DGS Services – 2.21
Direct Payments without P.O. or Contract – 2.15, 2.37
Direct Receipts of Commodities by Requesters – 3.09
Disabled Veteran Business Enterprises (DVBE) – 2.23
Disposal of ITR Equipment – 5.13
Disputes – 2.08, 2.65
Document Filing & Retention – 2.70
Document Numbering – 2.55
Drug-Free Workplace Certification – 2.31

E

ECSCR (Electronic California State Contracts Register) – 4.18
Electronic Purchasing System – 2.09, 2.11, 4.23
Electronic Transmittals – 2.08
Emergency Acquisitions – 2.02, 2.04, 2.53
Encumbrances on No-Value Orders – 2.44
Endorsement of Products or Services – 2.61
Enterprise Zone Act – 2.25
Evaluation of Contractor Performance – 4.34
Exclusion of Bidders – 2.05

F

Federal Government Contracts with CSULB – 2.02, 2.20
Financed Acquisitions – 2.54, 5.06
FOCUS Reports – 2.56
Forced Labor – 3.14
Formal Solicitations & Bidding – 2.03, 3.02, 4.02
Forty-Niner Shops Orders – 3.07
Freight Shipment Charges – 3.22
Funding of Acquisitions – 4.23
Funding Source Designations – 2.33

G

General Provisions – 2.07, 3.03, 4.05, 5.02
GSA Contracts – 2.20
Guest Artists and Lecturers – 4.28

H

Handicapped Workshop Contracts with CSULB – 2.02
Hazardous Materials – 3.12, 4.27

I

IFB (Invitation for Bid) – 2.03
Illegal Immigrants Contract Prohibition – 4.25
Independent Contractor/Employee Status Determination Statement – 4.24
Independent Contractors – 4.24
Informal Solicitations & Bidding – 2.51, 3.01, 4.01
Information Technology Transactions – Section 5
Insurance Requirements for Liability on Contracts – 4.26
Intellectual Property – 6.03
Interagency Agreements – 4.13
Intra–Agency Agreements – 4.14
ITR Equipment – 5.01
ITR Materials – 5.01
ITR Procurement Principles – 5.03
ITR Services – 5.01
ITR Transactions (Scope of Policy) – 5.01

J

Job Walk Notifications – 2.77

K

L

Large-Scale Systems Integration Items – 5.01
Lease of University Property or Facilities – 6.02
Leases of Real Property – 4.33
Legal Counsel Contracts with CSULB – 2.02
Library Materials and Information – 3.13
Licenses for On-Campus Short-Term Activities – 4.26
Local Government Contracts with CSULB – 2.02
Local Government Entities as Parties to Contracts – 4.11
Low-Dollar Acquisitions – 2.02, 2.49
Low-Value Purchases – 2.49, 2.50
Lowest Responsible Bidder – 2.02, 2.03, 3.02

M

Master Agreements (CSU) – 2.17, 2.72
Material Safety Data Sheet – 3.12
Memorandum of Understanding – 4.14
Misrepresentation – 2.59
Moving Expenses – 4.22
Multiple Contract Awards – 5.09
Multiple Requisitions Merged as a Single P.O. – 3.10
Multi-Step Procurement – 2.03
Multi-Supplier P.O.s – 3.21
Multi-Year Contracts – 2.16, 4.33

N

Name Changes on Contracts – 4.29
National Labor Relations Board – 2.29
Negotiated Competition – 2.03
Non-Discrimination – 2.28
Notice to Award – 2.65
No-Value Encumbrances – 2.44

O

Office of Small Business Certification & Resources (State OSBCR) – 2.22, 4.18
Open Buyer Report – 2.39
Open Requisition Report – 2.39

P

Paper Products – 3.15, 3.16
Personal Property – 6.01, 6.02
Personal Property Leases – 6.02
Personal Use of University Information – 2.57, 2.60
Personal Use of University Property or Facilities – 2.58
Post-Consumer Recycled Content – 3.16
Posting of Solicitation Notices – 3.04, 4.03
Pre-Bid Meeting Notifications – 2.77
Pre-negotiation of Repetitive Contract Terms & Conditions – 5.08
President’s Authority for Transactions – 1.03
Price Justification on Non-Formal Acquisitions – 2.51
Pricing Agreements and Schedules – 2.18
Printing & Binding Orders – 4.20
Prior-Year Funds – 2.47
Prison Industry Authority (PIA) – 2.26
Procurement Cards – 2.50
Professional Services Related to Public Works – Footnotes to Introduction and Section 1
Progress Payments – 4.10, 4.24
Prohibited Purchases – 3.08
Project Expense Agreement – 4.14
Property Accounting – 3.18
Property I.D. Tagging – 3.18
Property Items Missing or Stolen – 3.20
Property (Personal) – 6.01, 6.02
Property (Real) Leases – 4.33
Property Releases – 6.01
Property Survey Board – 3.19
Protests – 2.08, 2.65
PSS Memoranda – Introduction
Public Records Reviews – 2.66
Public Works Contracts – Footnotes to Introduction and Section 1
Purchase Order Defined – 2.01
Purchase/Contract Status Reports – 2.67
Purchasing Activity Reports (Recurring) – 2.74
Purchasing Office (CSULB) Authority for Transactions – 1.04
Purchasing Office (CSULB) Role – Introduction
Purchasing System Activity Printouts – 2.68
Purged Purchasing Data – 2.75

Q

Quick Copy Centers – 4.20

R

Real Property Dispositions – 6.01
Real Property Leases – 4.33
Reasonable Price – 2.51
Recycled Products – 3.15
Re-Designation of Payee – 4.29
Release of State-Owned Property – 6.01
Reprographics (Central) – 4.19
Request For Outgoing Freight Form – 3.22
Requirement Contracts – 2.14
Requirements Common to All Transactions – Section 2
Requirements Specific to Commodity Transactions – Section 3
Requirements Specific to Contracts & Service Orders – Section 4
Requirements Specific to ITR Transactions – Section 5
Requisition Log (formal) – 2.35
Requisition Log (informal) – 2.36
Requisition Status Reporting – 2.39
Requisitions – 2.12
Requisitions for Subsequent Fiscal Years – 2.38
Requisitions Not Logged – 2.37
Restricted Purchases – 3.08
Return Material Authorization Form – 3.22
RFI (Request for Information) – 2.03
RFP (Request for Proposal – 2.03
RFQ (Request for Quotation) – 2.03

S

Sale, Exchange,or Disposal of Property – 6.01
Service Order Defined – 2.01
Service Orders – 4.06
Services Provided by the University – 6.05
Signature Verifications – 2.13
Signatures on Contracting Documents – 4.16
Slave Labor – 3.14
Small Businesses – 2.22
Sole Source & Sole Brand Contracts – 2.02, 2.04, 5.10
Solicitation Methodologies – 2.03
Space Leases from CSULB Foundation – 4.33
Split Funding – 2.46
Split Orders – 2.62
Standard Agreement Form – 4.04
Standard Forms – 2.06, 4.04
State Boards & Commissions as Parties to Contracts – 4.12
State Contracts (use of) – 2.19
State Contracts with CSULB – 2.02
State Fleet Administration Division (of DGS) – 6.04
State Stores Orders – 3.06
State Surplus Property Division (of DGS) – 6.04
State-Owned Property – 6.01
Suspension of Contractor – 4.34

T

Tagging of Property – 3.18
Target Area Preference Act – 2.24
Tax-Exempt Acquisitions – 2.54
Telefaxes – 2.08
Telephone Courtesy & Responsiveness – 2.79
Termination of Orders – 2.45
Testifying by a Consultant – 4.24
Three-Way Matching of P.O. Copies – 3.17
Tracking Contracts at Year-End – 4.35
Transaction Requirements (in general) – Section 2
Travel and Per Diem Contracts – 2.02
Trust Fund Account Requisitions – 2.34
Trustees’ Authority for Transactions – 1.01
Two-Way Matching of P.O. Copies – 3.17

U

Unauthorized Acquisitions – 2.59
University Print Shop – 4.20
University Services Program (USP) – 4.15
Used ITR Equipment – 5.12
Utilization Plan (DVBE-related) – 2.23

V

Value–Effective Contract Awards – 2.03, 5.05
Vehicle Disposals – 6.04
Vehicle Purchases – 3.11
Vendor Data Record (State SF 204) – 2.27

W

Work Request Form (Printing & Binding) – 4.20
Workload Indicators – 2.69

X

Y

Y2K Compliance – 5.11
Year-End Requisition Deadlines – 2.40

Z

Zero Encumbrance Balances on Open Orders – 2.44

Purchasing Operations Manual