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FY 2006-07 Contract Reports Requirements

FY 2006-07 Contract Reports Requirements

Due Date:  For FY 2006-07, all reporting entities are required to provide their reports to the DGS Contract Reports Coordinator no later than August 1, 2007.

Reporting Entities:  All State of California agencies, departments, boards or commissions ("agencies" or "entities") must report if they purchase or contract for:

  • Information technology (IT) goods or services
  • Non-IT goods
  • Non-IT services, including services for architectural and engineering (A&E) services
  • Construction of public works projects.

For reference, here is a list of all State agencies with departments

This includes purchases using all payment methods such as purchase orders, service contract agreements, Leveraged Procurement Agreements, grants, CAL-Card or other purchase credit card, as well as payments made in cash.  It also includes emergency purchases.  These are referred to herein as "contracts".  Executive branch entities that awarded no contracts must still report.

Single Submittal to DGS:  The annual reports submittal consists of the following documents:

  • Cover Memo -- All reporting entities are required to submit a cover memo with their consolidated reports.  It must explain:
    • What State organizational entities are included in the report (particularly any boards, commissions, conservancies, campuses, laboratories, etc.).  Identify any entities that report independently but are related to an agency or department.
    • The cover memo must discuss SB/MB and DVBE participation trends over the last three years (including the current fiscal year being reported) and whether the participation trend was improving or declining.
    • Any anomalies in either the total amount of contract expenditures or SB/MB or DVBE participation must be addressed.
    • Sample Cover Memo.
  • STD. 810 (TEST) Contracting Activity Report Form.  This form is used to report total contract expenditures of non-governmental contracts and participation of Small Business (SB)/Microbusiness (MB) and Disabled Veteran Business Enterprise (DVBE).
  • SB/MB Overview
    • Goal - The participation goal for SB/MB is at least 25%.  The goal may be achieved by the direct participation of SB/MB in State contracts or on a contract where the winning non-small business bidder was determined eligible for the non-small business subcontracting preference.
    • Authority - PCC § 10111, Governor's Executive Order D-37-01, and Governor's Executive Order S-02-06.  Note: PCC § 10111 repealed Government Code § 14840.
    • SB/MB Special Instructions - When compiling data for this report, contracts awarded to MB are reported separately from those awarded to small businesses (not MB).  Contracts awarded to a firm that is certified by the DGS as both a DVBE and a SB or MB may be counted for both the SB/MB report and the DVBE report.  If a reporting entity is unable to segregate dollars for SB/MB primes and subcontractors, note that in the comments.  Note:  In the future, any certified Nonprofit Veteran Services Agency (NVSA) will be reported separately from those designated as either MB or SB (that are not MB).
    • Exemptions from Reporting - None known.  Any entity with an exemption must provide the reference to the governing statute to the DGS by the report due date.
  • DVBE Overview
  • SB and/or DVBE Improvement Plan.  Executive Orders D-37-01 and S-02-06 require an improvement plan if a reporting department does not achieve the 25% SB goal established by the Executive Orders.  A DVBE improvement plan is required by Executive Order D-43-01 if the reporting department did not achieve the 3% DVBE goal as established by law.  A separate SB plan is required from any DVBE plan.  The plan(s) should be specific about the mission of the department, the types of contracts or procurements for which SB or DVBE participation was unavailable and what will be done to improve.
  • The STD 810 Supplemental Report is used to report the total number of contracts and dollar amounts for specific codes. 

NOTE: The State Contract Procurement Registration System (SCPRS) is a source for data on awards by contracting method including "CB-GC 14838.5 and 14838.7 (it is option #8 under the contracting method).

    • The top part of the form is used to record the number of contracts and dollar amounts awarded annually pursuant to Section 14835.5 and 14838.7 of the Government Code.
    • The bottom part of the form is used to report the total number of DVBE contracts and dollar amounts awarded annually pursuant to Military and Veterans Code 999.5 (SB 115).
    • STD 810 (TEST) (Supplemental Report) (Rev. 03/07)
    • STD. 810 (TEST) (Supplemental Report Instructions) (March 2007)
  • Consulting Services Contract Report.  State agencies must report all consulting services contracts they entered into, amended or completed during the reporting period.  This report also captures information about the initial award, the competitive nature of the contract and other non-statistical information.
  • Consulting Services Overview
    • Goal - There is no goal or maximum amounts.  The use of consultants or "contracting out" is restricted by Government Code § 19130, except in limit instances.
    • Authority - PCC § 10111.  Note: PCC § 10111 repealed PCC § 10359.
    • Exemptions from Reporting - None known.  Entities claiming exemption must provide the reference to the governing statute to the DGS.
  • Voluntary Ethnicity, Race and Gender (ERG) Report. There will be no change from the prior report that had been suspended for several years.
  • PCC §10111(f) requires reporting of "the level of participation of business enterprises, by race, ethnicity, and gender of owner, in contracts as identified in Section 2051 of the Public Contract Code, to the extent that the information has been voluntarily reported to the department…."
    • Voluntary Statistical Data Sheet (html)
    • Voluntary Statistical Data Sheet (pdf)
      • The Voluntary Statistical Data Sheet (VSDS) is used in data collection regarding the ethnicity, race and gender of business owners companies that have been awarded state contracts.  Departments must send the form with all purchase order/contracts issued and collect them, if returned by the contractor.  The forms are retained by the awarding department.
      • The results collected from the VSDS data will be compiled by departments to prepare the Ethnicity, Race and Gender Report (ERG Form) for the FY 2006-07 report.
  • ERG Overview
    • Goal - There is no goal.  This report summarizes the information that has been voluntarily reported.
    • Authority - PCC § 10111.  Note: PCC § 10111 repealed PCC § 10116; and the old E/R/G/M/W/DVBE requirement under Government Code § 11139.8.
    • Special Instructions - The "voluntary" part of this report refers to the election by a contractor to furnish the information to the State.  State entities must send the report form to all contractors, and if the form is returned, must retain it and compile data from all forms and report annually to the DGS.  The data returned by contractors may not be retained in contract files.
    • Exemptions from Reporting - None known.  Entities claiming exemption must provide the reference to the governing statute to the DGS.
    • ERG Report Form
    • ERG Report Form Instructions

________________________________________________________________________________________________________

Submit reports to:

Department of General Services
Procurement Division
Attn: Reports Coordinator (Ron Wright)
Office of Small Business & DVBE Services (OSDS)
707 Third Street, First Floor, Rm. 1-400, IMS Z-1
West Sacramento, CA  95605

Reports may also be submitted by fax or email (as long as the original forms with signatures are sent afterwards):
      
Email:  Ron.Wright@dgs.ca.gov                    
Facsimile:  (916) 375-4948
telephone:  (916) 375-4937
Updated : 1/23/2008