Form DGS PD14-001 "Purchasing Authority Change Request (Pacr)" - California

What Is Form DGS PD14-001?

This is a legal form that was released by the California Department of General Services - a government authority operating within California. As of today, no separate filing guidelines for the form are provided by the issuing department.

Form Details:

  • Released on April 19, 2017;
  • The latest edition provided by the California Department of General Services;
  • Easy to use and ready to print;
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  • Compatible with most PDF-viewing applications;
  • Fill out the form in our online filing application.

Download a fillable version of Form DGS PD14-001 by clicking the link below or browse more documents and templates provided by the California Department of General Services.

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Download Form DGS PD14-001 "Purchasing Authority Change Request (Pacr)" - California

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AUTHORITY #
Department of General Services
Procurement Division
GSPD 14-001 (Rev 4/19/17)
Page 1 of 2
Approved
Denied
PAU:
Date:
__
PURCHASING AUTHORITY CHANGE REQUEST (PACR)
SECTION 1: General Information
PURCHASING
AUTHORITY #
STATE AGENCY NAME
PLEASE SELECT ONE (One change for each request)
Revision to current:
Request to purchase on behalf
Procurement and Contracting
Purchasing Authority Increase
of another state agency.
Officer (PCO). For new PCO:
Request (PAIR)
Complete Attachment 1.
List Secondary state agency’s name:
Emergency Purchase
Non-IT Purchasing Authority Contact
(non-natural disaster)
(PAC). For new PAC:
Complete Attachment 2.
(Complete Sections: 3 & 4
below and Attachment 3)
(Complete Section 4 below
IT Purchasing Authority Contact
and Attachment 4)
(PAC). For new IT PAC:
Complete Attachment 2.
(Complete Sections 2 & 4 below)
SECTION 2 – Procurement and Contracting Officer / Purchasing Authority Contact
PCO
Non-IT PAC
IT PAC
Name
Working Title &
Civil Service
Classification
Division/
Section/Unit
Mailing Address
Email
Phone
SECTION 3: Purchasing Authority Increase Request (PAIR)
(Complete and Submit Attachment 3)
FOR
FOR GENERAL
TRANSACTION
Tier 1
Tier 3
INCREASE
-BASED
CHOOSE TIER
INCREASE
Tier 2
Tier 4
LEVEL
AMOUNT
REQUESTED
Non-IT Goods
Non-IT Services (only applicable when purchasing off an LPA)
CONTRACT
TYPE
IT Goods and Services
ACQUISITION
METHOD
(e.g. Emergency
Non-Disaster)
AUTHORITY #
Department of General Services
Procurement Division
GSPD 14-001 (Rev 4/19/17)
Page 1 of 2
Approved
Denied
PAU:
Date:
__
PURCHASING AUTHORITY CHANGE REQUEST (PACR)
SECTION 1: General Information
PURCHASING
AUTHORITY #
STATE AGENCY NAME
PLEASE SELECT ONE (One change for each request)
Revision to current:
Request to purchase on behalf
Procurement and Contracting
Purchasing Authority Increase
of another state agency.
Officer (PCO). For new PCO:
Request (PAIR)
Complete Attachment 1.
List Secondary state agency’s name:
Emergency Purchase
Non-IT Purchasing Authority Contact
(non-natural disaster)
(PAC). For new PAC:
Complete Attachment 2.
(Complete Sections: 3 & 4
below and Attachment 3)
(Complete Section 4 below
IT Purchasing Authority Contact
and Attachment 4)
(PAC). For new IT PAC:
Complete Attachment 2.
(Complete Sections 2 & 4 below)
SECTION 2 – Procurement and Contracting Officer / Purchasing Authority Contact
PCO
Non-IT PAC
IT PAC
Name
Working Title &
Civil Service
Classification
Division/
Section/Unit
Mailing Address
Email
Phone
SECTION 3: Purchasing Authority Increase Request (PAIR)
(Complete and Submit Attachment 3)
FOR
FOR GENERAL
TRANSACTION
Tier 1
Tier 3
INCREASE
-BASED
CHOOSE TIER
INCREASE
Tier 2
Tier 4
LEVEL
AMOUNT
REQUESTED
Non-IT Goods
Non-IT Services (only applicable when purchasing off an LPA)
CONTRACT
TYPE
IT Goods and Services
ACQUISITION
METHOD
(e.g. Emergency
Non-Disaster)
Department of General Services
PURCHASING AUTHORITY CHANGE REQUEST
Procurement Division
GSPD 14-001 (Rev 4/19/17)
Page 2 of 2
SECTION 4A: Required Signatures
Approved per attached documentation.
Signature of PCO (must match the name in Section 2)
Date
Signature of Non-IT PAC (must match the name in Section 2)
Date
Signature of IT PAC (must match the name in Section 2)
Date
SECTION 4B: Required Signatures for IT Increases Only
Signature of State Agency Information Officer
Date
Submit completed PACR and all necessary attachments to PAMS@dgs.ca.gov.
Department of General Services
STATEMENT OF COMMITMENT
Procurement Division
PCO
GSPD 14-001 (Rev 4/19/17)
Attachment 1
Page 1 of 2
S T A T E M E N T O F C O M M I T M E N T
Procurement and Contracting Officer
I, ________________________Procurement and Contracting Officer (PCO) for the state agency named below,
state my understanding and commitment to the following:
1. Serve as the Agency Officer: The PCO shall fulfill the agency officer requirement i dentified in Public Contract
Code (PCC) sections 10333(a)(1) and 10351(a)(1).
The PCO duties are as follows:
a. Directly responsible and accountable for the state agency’s purchasing and contracting program.
b. Provides executive management support of all IT/non-IT procurement/contracting activities conducted
under the authority granted by the Department of General Services (DGS).
c. Acts as the single point of contact for the DGS on procurement/contracting matters.
d. Responsible for all internal purchasing authority that is sub-delegated to institutions, centers, offices,
associations within the state agency.
e. Review and approve the state agency’s request(s) for changes to purchasing authority (such as requests
to increase dollar thresholds) prior to submission to the DGS/Procurement Division (PD) Purchasing
Authority Unit (PAU).
f.
Report data to the DGS/PD as required and in accordance with applicable laws, policy, and procedures.
g. Responsible for monitoring the state agency’s progress in meeting and/or exceeding the purchasing
authority standards and for the continuous improvement of the state agency’s purchasing and contracting
program.
h. The Purchasing Authority Contacts (PACs) for IT/non-IT procurement/contracting activities must report
directly to the PCO. Exceptions to this reporting structure are rare and shall be granted on a case by
case basis by the supervisor of the DGS/PD/PAU.
i.
The PCO shall ensure that the procurement and contracting program is properly staffed and that the
various roles are identified in the State Contracts Manual (SCM).
j.
The PCO shall ensure that a clear separation of duties exist for staff involved in procurement and
contracting activities and that staff are free from conflicts of interest.
2. Ensure that procurement professionals and other appropriate staff are kept informed:
The PCO shall distribute DGS procurement/contracting directives to appropriate staff and as such subscribe to
receive the following (at minimum):
a. Procurement Division Broadcast Bulletins
b. Management Memos and State Administrative Manual (SAM) updates
c. Governor’s Executive Orders
The PCO also shall sign up to receive information regarding the PD Customer Forums and the State Contracting
Advisory Network (SCAN). The PCO should either plan on attending these informational meetings or send
procurement staff.
3. Approve the designation of individuals authorized to conduct acquisitions and sign and execute
contracts and purchase documents:
The PCO shall implement policies and procedures as well as maintain a list of all state agency staff with
authority to conduct various types of acquisitions. In addition, the PCO shall implement policy, approve and
maintain a list of individuals that are authorized to execute contracts and purchase documents (aka “signature
authority”).
The designation of individuals authorized to conduct various types of acquisitions shall be based on the
individual’s position, ex perience, and training California Procurement and Contracting Academy (Cal-PCA)
certification level and workshops taken.
4. Training: In order for the state agency to maintain its approved levels of purchasing authority, the PCO agrees
to take appropriate training classes and ensure that all procurement and contracting professionals and
appropriate staff are trained and Cal-PCA certified at the levels appropriate to the state agency’s purchasing
authority. The PCO acknowledges that specific workshops and/or web-based training offered by the DGS may
be required depending on the types and dollar levels of purchasing authority granted and/or requested. The
PCO agrees to approve and implement policy on training.
Department of General Services
STATEMENT OF COMMITMENT
Procurement Division
PCO
GSPD 14-001 (Rev 4/19/17)
Attachment 1
Page 2 of 2
5. Procurement and Contracting Laws, Policies and Procedures: The PCO shall ensure the state agency’s
adherence to and compliance with applicable procurement and contracting laws, as well as policies and
procedures contained in the SCM 2, 3 and F, Executive Orders, PD Broadcast Bulletins, State Administrative
Manual (SAM), and Management Memos. The P CO shall ensure that the state agency creates and maintains
current procurement and contracting policies and procedures for IT/non-IT procurement. These policies and
procedures shall be written to comply with PCC 10333 and policy contained in the SCM manuals. The PCO shall
be responsible for ensuring state agency compliance with these internal and DGS required procurement policies
and procedures.
6. Audits and Reviews: The PCO is responsible for quality assurance and shall ensure, to the best of their ability,
all procurement and contracting activities conducted by the state agency fully comply with State law,
appropriations, regulations, SCM’s, Executive Orders, PD Broadcast Bulletins, State Administrative Manual
(SAM), Management Memos (MM) and other State and state agency policies and procedures for any and all
IT/non-IT goods and services procurements. The PCO shall ensure that any documents related to procurement
and contracting activities are made available for review and inspection by DGS upon request.
The state
agency’s PCO shall provide a response to any DGS inquiries, deficiencies, and/or audit findings as requested.
DGS will conduct random audits and reviews of the state agency’s procurement and contracting activities,
including non-IT service contracts. The PCO shall ensure that internal policies exist for auditing purchasing
activities. The PCO may be required to work with internal auditors to conduct and submit the results of the state
agency’s internal audits to DGS as required. The PCO shall ensure management review of internal and external
audits.
7. CAL-Card Program: The PCO is responsible for their state agency’s CAL-Card Program and accountable for
acquisitions where CAL-Card is used as a payment. The PCO is required to take all necessary steps to ensure
that the CAL-Card Program within their state agency meets DGS procurement rules and standards, including but
not l imited to, designating a CAL-Card administrator, c reating a state agency CAL-Card manual for use by state
agency staff, ensuring t hat individuals involved in the acquisition and CAL-Card processes are experienced and
trained not only in CAL-Card procedures but also in procurement and contracting practices. Authority to use a
CAL-Card will be based on an individual’s position, experience, and training (Cal-PCA certification level and
workshops taken).
8. Mission Critical Statement: By signing this Statement of Commitment, I certify that only mission critical
contracts/procurements will be executed under the purchasing authority granted to my state agency by the
DGS/PD. Furthermore, I certify that only mission critical transactions (such as: NCB justifications, contract
approvals, and acquisitions to be conducted by the DGS) will be sent to the DGS.
The signature below certifies that the PCO has read and agrees to the terms and conditions herein.
The PCO must be at the level as described in SCM F, Ch. 1, 1.A3.1.
STATE AGENCY NAME
PCO (PRINT NAME)
TITLE
CLASSIFICATION
SIGNATURE
DATE
Department of General Services
STATEMENT OF COMMITMENT
Procurement Division
PAC
GSPD 14-001 (Rev 4/19/17)
Attachment 2
Page 1 of 2
S T A T E M E N T O F C O M M I T M E N T
Purchasing Authority Contact
I, _______________________the Purchasing Authority Contact (PAC) for the state agency named
below, state my understanding and commitment to the following:
1. Interface with Procurement and Contracting Staff:
The PAC duties are as follows:
Directly responsible and accountable to interface and communicate with the Department of General
Services/Procurement Division (DGS/PD), the state agency’s Procurement and Contracting O fficer
(PCO), and subordinate staff while overseeing the day-to-day procurement activities conducted
under the state agency’s delegated purchasing authority.
2. Training and Certification of Procurement and Contracting Staff: To maintain the state agency’s
approved purchasing authority, the PAC agrees to take appropriate training classes and ensure that
all procurement and contracting staff are trained and certified by California Procurement and
Contracting Academy (Cal-PCA). Training shall include all phases of procurement and contracting,
including conducting competitive procurements and using Leveraged Procurement Agreements
(LPA).
3. Purchasing Authority Program: The PAC agrees to be accountable and responsible for all
procurement activities conducted under the state agency’s purchasing authority including any sub-
delegated purchasing authority within the state agency. If the state agency is required to designate a
small business advocate, the PAC agrees to coordinate procurement activities with the state
agency’s small business advocate. PAC will ensure that the state agency’s policies and procedures
are consistent with current law, regulations, executive orders, policies, procedures, best practices,
and the State Contracting Manuals (SCM) 2, 3 and F. This includes distributing or making
procurement staff aware of all (SCM) revisions, Executive Orders, PD Broadcast Bulletins, State
Administrative Manual (SAM), and Managements Memo updates.
4. Procurement Standards and Purchasing Program Audits and Reviews: DGS shall conduct
audits and reviews of the state agency’s procurement and contracting activities, including non-IT
services contracts under certain LPA’s. The PAC is responsible for providing the state agency’s
response to any DGS inquiries, deficiencies, and/or audit findings. The PAC is also responsible for
monitoring the state agency’s progress in meeting and/or exceeding the standards and for the
continuous improvement of the state agency’s purchasing and contracting program, including the
use of LPAs (i.e. CMAS, Master Agreements, Statewide Contracts, State Price Schedules, and
Cooperative Agreements.)
5. CAL-Card Program: The PAC agrees to take all necessary steps to ensure that their state agency’s
CAL-Card program meets DGS standards including, but not limited to, designating a CAL-Card
administrator and, creating a state agency CAL-Card manual for use by state agency staff. The PAC
agrees to ensure that individuals involved in the acquisition and CAL-Card processes are
experienced and trained not only in CAL-Card procedures but also in procurement and contracting
procedures. The PAC shall inform the state agency’s CAL-Card administrator of purchasing authority
requirements. Authority to use a CAL-Card shall be based on an individual’s position, experience,
and training (Cal-PCA certification level and workshops taken).
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