CSULB Purchasing Operations Manual

An Introduction, including some explanation of the contents of this Manual as they relate to (1) the California Public Contract Code (as well as to other State Codes), (2) the CSU system-wide Policy Manual and Contracting Resources Library (CRL) and (3) CSULB campus-issued PSS Memoranda. Note: Public Works and Professional Services Contracts related to Public Works are not included in this Manual.
The Role of the CSULB Purchasing Office (commodity acquisitions and contracting services).

Section 1

Authority for Transactions: Education Code 89036, 89046, 89048; Public Contract Code 10295, 10430(c), 12100.5, 12120; CSU POLICY sec.100-102; PSS 92-01, 95-18, 96-07, 98-12, 98-21, 99-04

1.01 Trustees’ Authority: Ed Code 89036, 89046, 89048; PCC 10295, 10430(c), 12100.5, 12120; CSU POLICY 100, PSS 95-18
1.02 Chancellor’s Authority: Standing Orders of the Board of Trustees, Chapter III, Sec. 4-e; CSU POLICY 101
1.03 President’s Authority: Chancellor’s Executive Orders 615, 667, 669; CSU POLICY 102, PSS 99-04
1.04 Purchasing Office Authority: PSS 95-18, 96-07, 98-12, 98-21, 99-04
1.05 Delegated Campus Authority: PSS 98-12

Footnote: Public Works and Professional Services Contracts not included in this Manual.

Section 2

Requirements Common to All Transactions: PCC 10300 et seq.; CSU POLICY sec. 200

2.01 Defining Characteristics of Purchase Orders, Service Orders, and Contracts: CSU POLICY 300, 400, 406; PSS 97-15
2.02 Competitive Bidding: PCC 1103, 10300 et seq., 10430(c), 12100 et seq.; CSU POLICY 201-202; PSS 95-29, 96-27
2.03 Solicitation Methodologies: PCC 1103, 10300, 12100.7; CSU POLICY 203
2.04 Limits on Competitive Bidding (use of Sole Source, Sole Brand, “Or Equal”clauses): PCC 10318, 10339; CSU POLICY 206, 210.07; PSS 94-13, 95-27, 95-48, 96-16, 98-03
2.05 Exclusion of Vendors or Contractors From Bidding: PCC 10303, 12102; CSU POLICY 213.02
2.06 Standard Purchasing/Contracting Forms: CSU POLICY 409; CSU CRL; PSS 97-19, 98-04
2.07 General Provisions for Acquisitions of Commodities and Services: PCC 10307, 10351(2); CSU Policy 410, CSU CRL
2.08 Use of Electronic Transmission and Telefax: PCC 1600; CSU POLICY 226; PSS 96-27
2.09 Electronic Purchasing System on Campus: PSS 93-01, 93-03, 93-05, 93-12, 95-31, 95-48, 96-09
2.10 Vendor & Contractor Bidder Files: PCC 10302, 10303; CSU POLICY 213
2.11 Abbreviations used In Electronic “Vendor Create” Data Fields: PSS 94-03, 94-29
2.12 Requisitions (on-line and hard copy) Processing: PSS 93-04, 93-05, 93-11, 95-25, 96-12
2.13 Signature Verifications: PSS 93-09
2.14 Blanket Orders for Commodities or Services: CSU POLICY 204.03; PSS 95-36, 96-15, 97-04
2.15 Direct Payments to Outside Providers (no P.O. or Contract): CSU POLICY 227
2.16 Multi-Year Contracts: CSU POLICY 208; PSS 94-27, 94-36
2.17 CSU Master Agreements: CSU POLICY 204.01, 204.03; PSS 95-43
2.18 Pricing Agreements & Schedules: CSU POLICY Sec. 204.03; PSS 95-37
2.19 State Contracts: CSU Policy 204.03, 225; PSS 94-34, 97-17
2.20 General Services Administration (federal) Contracts: CSU POLICY 204.03; PSS 95-12, 95-14
2.21 Use of the State Department of General Services (DGS): CSU POLICY 225
2.22 Small Businesses and Office of Small Business Certification & Resources (State): GOV. CODE 14835; CSU POLICY 216; PSS 99-03
2.23 Disabled Veteran Business Enterprises (DVBE) and Activity Reporting: PCC 10115 et seq.; Title 5, Sec. 43870 et seq.; CSU POLICY 215
2.24 Target Area Preference Act: Gov. Code 4530; CSU POLICY 217
2.25 Enterprise Zone Act: Gov. Code 7070 et seq., CSU POLICY 218
2.26 Prison Industry Authority: Penal Code 2807; CSU POLICY 224
2.27 Vendor Data Record (State SF 204): Revenue Code 18637; CSU POLICY 213.01; PSS 92-11, 94-07, 95-07
2.28 Non-Discrimination: Gov. Code 12990 et seq.; CSU POLICY 220; PSS 92-24
2.29 National Labor Relations Board Compliance: PCC 10296; CSU POLICY 221
2.30 Audit of Contract Required Clause: Gov. Code 8546.7, CSU POLICY 222
2.31 Drug-Free Workplace Certification: Gov. Code 8355-8357; CSU POLICY 223
2.32 Community Rehabilitation Programs & Workshops: Welfare Code 19403, 19404, CSU POLICY 219
2.33 Funding Source Designations: PSS 95-16
2.34 Requisitions against Trust Accounts: PSS 92-04
2.35 Requisition Log (formal): PSS 93-07
2.36 Requisition Logs (informal): PSS 93-10
2.37 Requisitions not logged by Purchasing Office: PSS 93-08
2.38 Requisitions for Subsequent Fiscal Years: PSS 96-08, 96-09
2.39 Requisition Status Reporting: PSS 92-02, 96-35
2.40 Annual Year-End Deadlines for Submitting Requisitions: PSS 96-12, 96-19
2.41 Purchase Order & Contract Coding Designations: PSS 93-03
2.42 Commodity (and Service) Codes: PSS 97-09
2.43 Change Orders to reflect Price Changes or other Modifications: PSS 92-03, 92-15, 94-18, 94-19, 94-28, 95-10, 95-38
2.44 Zero Encumbrance Balance (No-Value) on Open Orders: PSS 94-36
2.45 Termination or Cancellation of Orders: PSS 92-20, 95-33
2.46 Split Funding of Orders: PSS 94-09
2.47 Use of Prior Year Funds: PSS 94-23
2.48 DGS Billing Codes: PSS 93-14, 97-17
2.49 On-Campus Delegation of P.O.s and Service Orders (Confirming Orders): CSU POLICY 205; PSS 95-24, 98-12
2.50 Procurement Cards: CSU POLICY 205; PSS 96-10, 96-21
2.51 Price Justification on Non-Formal Acquisitions: PCC 10301; CSU POLICY 401; PSS 96-02
2.52 Confirming Orders: PSS 92-09, 94-10
2.53 Emergency Acquisitions: PCC 1102, 10302; CSU POLICY 209; PSS 98-05
2.54 Financed Acquisitions: Ed Code 89036; PCC 10320.5, 12113; CSU POLICY 214
2.55 Document Numbering Schemata: PSS 92-17, 95-35, 97-06
2.56 Purchasing & Contracting Data Input Printouts (FOCUS Reports): PSS 94-22
2.57 Personal Use of University Information: Ed Code 89006; CSU POLICY 210.01
2.58 Personal Use of University Property or Facilities: CSU POLICY 210.02
2.59 Misrepresentation: PCC 10334; CSU POLICY 210.03
2.60 Conflict of Interest: Ed Code 89006; Gov. Code 81000 et seq., 82019; CSU POLICY 210.04, 412.10
2.61 Endorsements of Products or Services: Ed Code 89005.5 (a) (2) (3); Trustees’ Resolution 63-16; CSU POLICY 210.05
2.62 Splitting of P.O.s or Contracts: PCC 10329; CSU POLICY 210.08
2.63 Advance Payments: PCC 10312; Title 2, Sec. 679; Gov. Code 11257; CSU POLICY 210.09
2.64 Bid Security Deposits: PSS 97-05
2.65 Protests, Disputes, and Complaints: PCC 10306, 12102(h); CSU POLICY 212; PSS 95-21, 96-25
2.66 Requests to Review Public Records: PSS 96-32, 96-33
2.67 Purchase/Contract Status Reports: PSS 92-13
2.68 Purchasing System Activity Printouts: PSS 93-16
2.69 Workload Indicators/Charts: PSS 95-06
2.70 Document Filing & Retention: Ed. Code 89045; Code of Civil Procedure 337; CSU POLICY 207; PSS 95-39, 95-39a
2.71 Internal Compliance Audits: Ed Code 89045 (c), (d); CSU POLICY 211
2.72 Purchasing Office Budgetary Savings: PSS 95-15
2.73 Campus Unexpended Budgetary Savings: PSS 95-08
2.74 Recurring Reports on Purchasing Activities: PSS 93-18
2.75 Purged Purchasing Data on Disks: PSS 94-24
2.76 Address Errors on Invoices: PSS 97-07
2.77 Internal Notification of Bid Openings, Job Walks, Pre-Bid Meetings: PSS 95-45, 98-07
2.78 Closedown & Security Procedures for the Purchasing Office: PSS 92-22, 98-01, 98-22
2.79 Telephone Courtesy & Responsiveness: PSS 92-23

Section 3

Requirements Specific to Commodity Acquisitions: PCC 10295, 10430 (c), 10300 et seq.; Ed Code 89036; CSU POLICY sec. 300

3.01 Informal Bidding for Orders Less Than $10,000: PCC 10301; CSU POLICY 301
3.02 Formal Bidding for Orders of $10,000 or More: PCC 1103, 10301, CSU POLICY 302
3.03 General Provisions for Bidding: PCC 10307; PSS 95-41
3.04 Posting of Solicitation Notices: PCC 10302; CSU POLICY 302.01
3.05 Orders to Campus Stores for Office Supplies: PSS 92-07, 94-06
3.06 Orders to State Stores: PSS 94-02
3.07 Orders to Forty-Niner Shops: PSS 95-20, 99-02
3.08 Restricted Purchases: CSU POLICY 205(4); PSS 92-14, 95-50, 98-17, 98-19
3.09 Direct Receipts of Commodities by Requesters: PSS 95-19
3.10 Multiple Requisitions Merged as a Single P.O.: PSS 93-15, 94-05
3.11 Vehicle Purchases: Vehicle Code 4000-6200; CSU POLICY 303.02; PSS 96-14, 96-14a
3.12 Hazardous Materials: Labor Code 6360-6399.7; CSU POLICY 303.03
3.13 Library Materials & Information: CSU POLICY 303.04
3.14 Prohibition on Commodities Produced by Slave Labor: PCC 6108, CSU POLICY 303.05
3.15 Recycled Products: PCC 12150-12226; CSU POLICY 303.01; PSS 95-02, 95-03, 95-32
3.16 Purchases of Paper Stock: PCC 10855-10860, 12160-12164.5; CSU POLICY 303.01; PSS 95-30
3.17 Two and Three-Way Matching of P.O. copies: PSS 94-21
3.18 Property Accounting Capitalization Requirements: PSS 92-18, 93-21, 97-20, 98-02, 98-06
3.19 Property Survey Board: PSS 94-16
3.20 Missing or Stolen Property Items: PSS 96-03
3.21 P.O.s Designed for Ordering from Various Suppliers: PSS 93-06, 94-08
3.22 Freight Shipment Charges: PSS 94-04, 94-14, 96-26

Section 4

Requirements Specific to Contracts and Service Orders: Ed Code 89036, 89038, 89048(d); CSU POLICY sec. 400

4.01 Informal Bidding for Services: CSU POLICY 401
4.02 Formal Bid Requirement Threshold of $50,000 or more: CSU POLICY 401
4.03 Posting of Solicitation Notices: CSU POLICY 402
4.04 Standard Contracting Forms: CSU POLICY 409; CSU CRL; PSS 94-38, 94-39
4.05 General Provisions for Services: PCC 10351(2); CSU Policy 410; CSU CRL; PSS 95-42
4.06 The Service Order: CSU POLICY 406
4.07 Contract Language Requirements: CSU POLICY 410, 411; PSS 94-41, 97-01
4.08 Commencement of Work Clause: CSU POLICY 412.01
4.09 Compensation (Pay) for Contracting Work: CSU POLICY 412.02
4.10 Progress Payments: CSU POLICY 412.03
4.11 Contracts with Local Government Entities: CSU POLICY 412.04
4.12 Contracts with State Boards and Commissions: CSU POLICY 412.05
4.13 Interagency Agreements: Gov. Code 11256-11263, 8546.7; CSU POLICY 407
4.14 Intra-Agency Agreements & MOUs: CSU POLICY 408
4.15 Contracts with Auxiliary Organizations: Ed Code 89900 et seq.; PCC 10340(b)(3); Title 5, Sec. 42400-42700; CSU POLICY 413 et seq.
4.16 Signatures for Processing Contracts: PSS 92-10, 93-19
4.17 Amendments to Contracts: CSU POLICY 405
4.18 California State Contracts Register: Gov. Code 14825; CSU POLICY 403; PSS 96-18, 97-18
4.19 Departmental Copier Program (campus-operated): PSS 98-13, 99-02
4.20 Printing & Binding Orders: CSU POLICY 412.08; PSS 92-08, 96-17, 97-02, 98-20
4.21 Monthly Billing Cut-Off Dates for University Print Shop, Campus Stores, and Departmental Copier Program: PSS 97-16
4.22 Moving Expenses: PSS 96-20
4.23 Funding of Aquisitions: PSS 94-30
4.24 Independent Contractors and Consultants: Ed Code 89036; Gov. Code 81000 et seq., 82019; CSU POLICY 412.09, 412.10; PSS 92-19, 96-28
4.25 Illegal Immigrants Contract Prohibition: Revenue And Taxation Code 3121(d), 6651, 6656, 6662; CSU POLICY 412.11
4.26 Liability Insurance Requirements: CSU POLICY 412.06; Executive Order 743; PSS 96-30
4.27 Contracts involving Hazardous Materials: CSU POLICY 412.07
4.28 Requisitions for Guest Artists and Lecturers: PSS 96-24
4.29 Assignment of Contract to a Different Contractor: PSS 95-13
4.30 Contract Award Report (State Form 16): Gov. Code 12990; Title 2, Sec. 8117.5; CSU POLICY 404; PSS 96-22
4.31 Americans with Disabilities Act (ADA): CSU POLICY 228
4.32 Child Support Compliance Act: PCC 7110; CSU POLICY 229
4.33 Leases of Real Property: Ed Code 89046, 89048, 89048.5; C.O. Executive Order 669; PSS 94-37
4.34 Evaluation of Contractor Performance: PCC 6109, 10303, 10367, 10369, 10370, 12102(j); CSU POLICY 213.02; PSS 96-29
4.35 Year-End Tracking of Contracts through Final Approval: PSS 94-25

Section 5

Requirements Specific to Information Technology Transactions: PCC 12100 et seq.; CSU POLICY sec. 500

5.01 Scope of Transactions: CSU POLICY 504
5.02 General Provisions: CSU POLICY 502
5.03 Procurement Principles for ITR Transactions: PCC 12100 et seq.; CSU POLICY 503
5.04 Competitive Bidding: PCC 12102, 12120; CSU POLICY 505
5.05 Best Value (Value Effective) Acquisitions: PCC 12102(b), 12100.7; CSU POLICY 505.01
5.06 Best Financing Alternatives: PCC 12113; CSU POLICY 507.04
5.07 State Division of Telecommunications (COMDIV): PCC 12120; CSU POLICY 507.02
5.08 Pre-Negotiation of Repetitive Contract Terms & Conditions: PCC 12101.2; CSU POLICY 506
5.09 Multiple Awards: PCC 12101.5(b); CSU POLICY 505.02
5.10 Sole Source Approvals on EDP Acquisitions: PSS 98-03
5.11 Y2K (Year 2000) Product Compliance Language: PSS 97-12, 98-08
5.12 Used Equipment: CSU POLICY 507.01
5.13 Disposal of Equipment: PCC 12102(i); CSU POLICY 507.03

Section 6

Requirements for Transactions Involving the Sale, Lease, or License of Campus Property and the Marketing of its Services: CSU POLICY sec. 600 et seq.

6.01 Release of State-Owned Property: California State Constitution Article 16, Sec.6; Ed Code 89036(a), 89048(d) and (f), 89720; CSU POLICY 601
6.02 Lease of University Personal Property: Ed Code 89046(a)
6.03 Sale or License of Intellectual Property: CSU POLICY 602
6.04 Disposal of Vehicles: California Vehicle Code 24007 et seq.; CSU POLICY 603
6.05 Services Provided by the University: CSU POLICY 604

Purchasing Operations Manual