Integrated CSU Administrative Manual

CSU POLICY

Section:   CSU POLICY MANUAL FOR CONTRACTING & PROCUREMENT

Section 5000 Policies

Policy Number:  5213.0

Policy Title: Vendor Records

Policy Effective Date:  April 1, 2014

Last Revision Date:  April 1, 2014
(see revision history)

POLICY OBJECTIVE

To establish system wide contracting and procurement policy as related to the management of vendor records.

POLICY STATEMENT

The campus procurement office must maintain files on all active solicitations and contracts for products & services that are likely to be requested for the purpose of conducting CSU business and for carrying out its educational mission.

100 Vendor Data Record

A completed Vendor Data Record (California Department of General Services Standard Form 204 used as a model of the required data elements) must be obtained whenever the CSU engages in a transaction that leads to a payment to any individual or any entity that is not a governmental entity. Data shall be submitted in an original form or via electronic means.

200 Exclusion of Vendors or Contractors from Bidding

A vendor or contractor may be removed or suspended from a campus's list of potential bidders and be prohibited from participating in any of the campus's bid processes if there has been a failure, without good cause, to perform in accordance with the terms of a past contract with a CSU campus or with any other governmental entity. A vendor or contractor may also be removed or suspended if its performance with respect to a previously awarded purchase order or contract has been unsatisfactory. Such exclusion must remain in effect for at least 90 days after the unsatisfactory performance has been recorded, but shall not exceed a period of 360 calendar days in duration. A vendor or contractor excluded from bidding shall be relieved of the prohibition at any time after the 90-day minimum period, upon demonstrating to the campus's satisfaction that the problems which resulted in the removal or suspension have been corrected.

300 Contractor Identification Number

Each contractor that enters into a contract with a CSU campus for ten thousand dollars ($10,000) or more shall be assigned an identification number by the president of that CSU campus. Each contractor that has been assigned a number shall list it on each contract the contractor enters into with the CSU campus, regardless of the amount of the contract. In the case of a corporation or firm, the president's assigned number shall be used exclusively on each contract with that president's campus. The assigned number shall remain unchanged regardless of future name changes.

In order for the Trustees of the CSU to track the identification numbers centrally each campus shall, when requested, provide a report of the contractor assigned numbers to the CSU Office of the Chancellor.

 

Office of the Executive Vice Chancellor
Business and Finance
Approved: April 1, 2014

APPLICABILITY AND AREAS OF RESPONSIBILITY

 

REVISION HISTORY

RESOURCES AND REFERENCE MATERIALS

Useful Guidelines:

 

Related Principles:

 

Sound Business Practices:

 

Laws, State Codes, Regulations and Mandates:

COGNIZANT OFFICE(S)

CO Manager:

Tom Roberts
Director, Contract Services & Procurement
CSU Office of the Chancellor
troberts@calstate.edu

Subject Expert:

Tom Roberts
Director, Contract Services & Procurement
CSU Office of the Chancellor
troberts@calstate.edu

Affinity Group:

Procurement and Support Services Officers

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