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INTRODUCTION
PAM Revision 3 - September 2005
Table of Contents
Topic 1 - Overview
I.1.0 Welcome
I.1.1 Purpose
I.1.2 Scope of manual
I.1.3 How to approach the intent of PAM
I.1.4 Table of Contents
I.1.5 Guide to PAM usage
I.1.6 Availability of the manual
I.1.7 Revisions to PAM
I.1.8 Statutory, regulatory, policy and procedural requirements
I.1.9 Additional reference material
I.1.10 Resource directory
Topic 1 - Overview
I.1.0 Welcome
Welcome to the Purchasing Authority Manual (PAM) issued by the Department of General Services, Procurement Division (DGS/PD), Purchasing Authority Management Section (PAMS). The PAM is Volume II of the State Contracting Manual.
I.1.1 Purpose
The PAM provides Procurement & Contracting Officers (PCO) and procurement staff (exclusive of DGS/PD procurement staff) with the requirements for obtaining and maintaining delegated purchasing authority. It is the necessary resource to ensure the application of consistent and sound business practices in State purchasing.
It is also a demonstration of DGS/PD's ongoing commitment to increasing communication with those involved in State procurement.
I.1.2 Scope of manual
The PAM contains purchasing authority requirements, including statutes, regulations, policies, procedures and best practices applicable to the acquisition of non-information technology (non-IT) goods and information technology (IT) goods and services. Also included is how departments may apply for purchasing authority, maintain compliance with the purchasing authority program and the 'how's and why's" of competitive bidding, non-competitive contracting and leveraged procurement agreements (LPA).
"Department", for the purpose of this manual and delegated purchasing authority, refers to any entity of the executive branch of California government including, but not limited to, agency, department, board, commission, office, association or institution.
I.1.3 How to approach the intent of PAM
The PAM represents the minimum requirements for obtaining and maintaining purchasing authority. If a department elects to exceed any of the minimum requirements of what is documented in the PAM, then the expectation is that those additional departmental requirements will be documented within the department's purchasing authority policies and procedures.
Additionally, the PAM was written from the perspective that the department's procurement office is the main repository of all documentation impacting its purchasing activities. If that is not true of your department, again, this is expected to be documented within the department's procurement policies and procedures.
I.1.4 Table of Contents
Each chapter of the PAM has a table of contents unique to the individual chapter. The information below provides the reader with an overview of the manual by chapter:
Chapter 1 - Purchasing Authority
Chapter 2 - Procurement Planning
Chapter 3 - Socioeconomic and Environmental Programs
Chapter 4 - Competitive Solicitations
Chapter 5 - Non Competitively Bid (NCB) Contracts
Chapter 6 - Leveraged Procurement Agreements
Chapter 7 - Protest and Post Award Disputes
Chapter 8 - Purchase Documents
Chapter 9 - Disbursements, Financing and Payment Programs
Chapter 10 - Receiving, Inspection, Acceptance Testing and Acceptance or Rejection
Chapter 11 - Contract Administration
Chapter 12 - Reporting Requirements
Chapter 13 - Purchasing Authority Application
Chapter 14 - Department Procurement Policies and Procedures
I.1.5 Guide to PAM usage
The table provided below is a guide for interpreting the purchasing requirements presented in PAM.
| In reference to |
Requirements |
Limited Discretion |
Full Discretion |
| Words |
"Must", "shall", "mandatory" or "required" |
"should" |
"may", "guidelines", "recommended practices" or "examples" |
| Source |
Statutes, regulations, state policies, DGS/PD policies |
DGS/PD policies related to requirements or considered to be good business practices |
Policies, procedures and guidelines presented as helpful aids |
| Compliance |
Must be followed unless exempt by law or granted exemption by DGS/PD |
Need to be followed unless the department has a good business reason for variance |
Optional |
| Documentation |
Documentation required |
Brief notation in file documentation sufficient |
None required |
| Consequence for non-compliance |
Result in violation of law and/or negative impact to purchasing authority, either in reduction or termination of authority |
Noncompliance may affect compliance with a requirement or the advisability of the purchase; DGS/PD may question and request documentation |
None |
I.1.6 Availability of the manual
The PAM and any updates to the manual will be made available via electronic mail (e-mail) broadcasting to department prime contacts whose purchasing authority application has been reviewed and approved by PAMS.
PAM is available at /deleg/delegpurch.htm.
I.1.7 Revisions to PAM
The PAM will be transitioning from semi-annual updates to annual updates.
I.1.8 Statutory, regulatory, policy and procedural requirements
In addition to PAM, departments granted purchasing authority are required to adhere to applicable provisions of State law, including, but not limited to:
- Public Contract Code
- Government Code
- Military and Veterans Code
- Labor Code
- Revenue and Taxation Code
- Food and Agriculture Code
Departments granted purchasing authority are also required to adhere to applicable procurement-related regulations contained in the California Code of Regulations.
The following manuals also provide procurement-related policies and procedures and should be referenced as applicable:
I.1.9 Additional reference material
The following DGS/PD publications are provided as reference summaries of State and federal statutes and State regulations relevant to State procurement practices:
I.1.10 Resource directory
DGS/PD has compiled a resource directory providing phone numbers and Internet sites associated with procurement activities:
Procurement Related Resources Directory
Introduction - PAM Revision 3 - September 2005 |
