The following check list has been prepared to assist you in the preparation and submittal of your PE to the Procurement Division. Your procurement will be processed correctly and expeditiously when the following areas of a PE are complete and properly filled out.  The agency billing code and PE number must yield a unique combination for each PE.

• Agency Billing Code, only one valid billing code.
• Ship to address, correct.
• Commodity Code.  Correct and verify the group, class, and subclass.
• Quantity and unit of measure, desired.
• Unit price, correct.
• Commodity description, correct. Include specification requirements and literature. Send enclosures with your PE.  See SAM 3554 & 3555 for further details.
• Approvals and signatures, proper approval from approving agencies  have been obtained. Funds are available and identified to proper accounting codes. See SAM 3558 through 3558.2 for further details.
• Purchase Estimate form, STD. 66 requisition must be on the correct form.
• Fiscal year, correct.
• 'Yes' or 'No' block 'Do Funds Expire At The End of F.Y', check appropriately.
• Commodity purchase requires more than incidental labor.  This is a public works project.
• Special delivery requirements specify.
• Drawing(s) or blue print(s), make sure these can be reproduced for suppliers.
• Restrictions on competitive bidding (a.k.a. sole source or single source) such as one manufacturer and one supplier, or one manufacturer but more than one supplier, review and comply with SAM 3503 'Competitive Purchasing' and 3555 'Limiting of Competitive Bidding'.

For sole source procurements, provide the following information in accordance with SAM 3555 with your PE.

1. The unique performance factors of the product specified?
2. Why these unique factors are required?
3. What other products have been evaluated and rejected and the reasons?
4. In case there is only one manufacturer and one supplier, then in addition to the above, Agency Secretary's approval as required by the Governor's executive memo must accompany the PE.
• Brand and model, use for reference, list all if more than one.
• Brand(s) and model(s) unacceptable, justify giving reasons.
  
  
• Commodity could be purchased through Prison Industry Authority (PIA), California Multiple Awards Schedule (CMAS), Office Supplies contract, Janitorial Supplies contract, any other statewide contract, etc..
• Prior approvals from Fleet Administration, Telecommunications, Real Estate Services and Design, or State Publishing, required, route the complete PE package with a golden rod routing cover sheet to the approving department.

The approving department will forward the complete package with approvals to the Procurement Division.  A duplicate copy if sent to the Procurement Division will be returned.