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What are some of the benefits of using state contracts?
Using these contracts may help you:
- Reduce or eliminate time spent researching product specifications;
- Simplify the selection of environmentally preferable (EP) products;
- Minimize time identifying new vendors; and
- Save your agency money.
What types of contracts are available?
The Department of General Services (DGS) has several types of contracts available for use by state and local agency purchasing officials. Check the list titled Statewide Checklist of Statewide Contracts, Statewide Food Contracts, State Price Schedules, Non IT Master Agreements, IT Master Agreements, Miscellaneous for current information. DGS contracts include:
- Statewide Commodity Contracts
To purchase from a statewide commodity contract, simply contact the vendor directly for details. Statewide contracts are competitively bid contracts to leverage pricing for large quantities of goods that are repetitively purchased by multiple state and local agencies. Examples of statewide contracts for EP products include those for commodities such as:
- Office supplies (e.g., postconsumer recycled content paper products, water-based markers, toner cartridges)
- Maintenance, repair and operations (MRO) supplies [e.g., some cleaning products are Green Seal certified; some air filters meet the Leadership in Energy and Environmental Design (LEED) for Existing Buildings minimum efficiency reporting value (MERV) rating]
- Vehicles (e.g., hybrid vehicles, alternative-fueled and flex-fueled vehicles)
- Food
A list of all statewide commodity contracts is available online. To find additional contracts, visit the DGS Web site, or call the DGS at (916) 375-4400.
- State Price Schedules
State price schedules are non-competitively bid agreements for goods. Three different state price schedules exist for:
- Wildlife Equipment
- Adaptive Equipment
- Emergency Medical Supplies
State price schedules are available on-line.
These contracts do not typically cover EP products or services.
- Master Agreements
Master agreements are contracts that are established for use based on one or more of the following variables:
- Contracts are available for use by multiple government entities within California and/or,
- Contracts are awarded to multiple suppliers and/or,
- Multiple orders are allowed throughout the term of the contract.
Master Agreements are separated into three basic categories:
- Information Technology (IT) Master Service Agreements
- Master Purchase & Rental Agreements
- Non-IT Master Agreements (includes electronic waste recycling services)
Further information on Master Agreements is available online. For an updated list, refer to the DGS list titled Statewide Checklist of Statewide Contracts, Statewide Food Contracts, State Price Schedules, Non IT Master Agreements, IT Master Agreements, Miscellaneous, or call the DGS at (916) 375-4365.
- California Multiple Award Schedules (CMAS)
CMAS contracts are established by using products, services and prices from already existing competitively assessed and cost compared multiple award contracts. These are primarily from the federal General Services Administration (GSA) multiple award schedule program, but not exclusively. The DGS adds California contract terms and conditions and procurement codes and policies, and establishes a totally independent California contract. Check the Purchasing section of The Price Book and Directory of Services for fees associated with purchases from CMAS. For details on how to use CMAS, refer to their online guide for local agencies. Lists of all CMAS contracts are available online. For more information, you may call CMAS at (916) 375-4363.
CMAS Green/Recycled Content Contracts: To purchase any of these products from a CMAS vendor, visit the Department of General Services Web site for an updated list. It includes products such as picnic tables, paint, flooring, and remanufactured toner cartridges.
- Western States Contracting Alliance (WSCA)
The Western States Contracting Alliance (WSCA) establishes cooperative multi-state contracts where participating states may join together in order to achieve cost-effective and efficient acquisition of quality products and services. Government purchasing benefits from cumulative volume discounts. The products covered include mailing equipment; computer equipment, software and services; industrial supplies; wireless telecommunications; data equipment; and public safety communication equipment.
Key benefits of using the WSCA program are: price quotes are not required; there is exceptionally low pricing; there is no administrative fee; and it is easy to use.
WSCA agreements are available to all State of California governmental entities (state agencies, cities, counties, school districts, universities, etc.) that expend public funds for the acquisition of both goods and services. The State of California participates in selected WSCA agreements.
Some products available may have environmental attributes. Do keyword searches for: ENERGY STAR, Green Seal, recycled, etc. to find these products. To check further, contact an Environmentally Preferable Purchasing Task Force representative.
Other opportunities for stretching your dollars are available through surplus property programs, use of CAL-Card, and other procurement programs.
How can local governments access these contracts?
Public Contract Code sections 10298 and 10299 allow local agencies to participate in state procurements including agreements for goods, information technology, and services. Local agencies may contract with suppliers awarded these contracts without further competitive bidding. A local agency is a city, county, city and county, district, or other local governmental body or corporation empowered to expend public funds. This includes school districts, water districts, mosquito abatement districts, transportation authorities and many other agencies.
The State is continually renewing and updating existing contracts, but now has increased its efforts to offer new master agreements and schedules for local agency participation. Participating in state contracts is usually accomplished by the local agency through use of its own order forms and direct contact with the contractor.
Information Technology (IT) master agreements add great flexibility to the local agency decision-making for software and IT services. Master Agreements for a wide variety of consulting services are also available. These agreements have generally been competitively bid to include local agency participation per the government code cited above.
On the DGS Procurement Division's Web site, you will find such programs as the Masters Agreements and Statewide Contracts, the Natural Gas Purchasing Program and California Multiple Awards Schedules. These programs specifically offer a vast array of goods and services that a particular local agency may not have the expertise in procuring.
If you have questions about a particular contract, contact the buyer or contract manager listed on the face of the contract. Buyers are also listed in the document titled Statewide Checklist of Statewide Contracts, Statewide Food Contracts, State Price Schedules, Non IT Master Agreements, IT Master Agreements, Miscellaneous.
Is there a fee for using a state contract?
The State's Department of General Services (DGS) charges a usage fee (a percentage of value of the order) for using state contracts. This however, does not apply to WSCA purchases. For more details, check the purchasing section of The Price Book and Directory of Services.
The administrative fee covers the cost to the state of bid preparation and evaluation, product testing, product standards and specifications development, quality control review and product inspection, vendor performance follow up, and overseeing the contracting process.
Special Note: Portions of the Environmentally Preferable Purchasing Best Practices Manual were borrowed or adapted from the Environmentally Preferable Purchasing Guide published by the Solid Waste Management Coordinating Board of Minnesota.
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