Integrated CSU Administrative Manual

CSU POLICY

Section:   CSU POLICY MANUAL FOR CONTRACTING & PROCUREMENT

Section 5000 Policies

Policy Number:  5303.0

Policy Title: Commodities with Special Purchasing Requirements

Policy Effective Date:  January 7, 2013

Last Revision Date:   January 7, 2013
(see revision history)

POLICY OBJECTIVE

To establish systemwide contracting and procurement policy as required by Education Code 89036 and Government Code 13332.09.

POLICY STATEMENT

200  Vehicles, New and Used

201  Definitions of vehicles subject to this policy.

The vehicles subject to this policy are generally described as 1) motor vehicles, 2) general use mobile equipment and 3) surplus mobile equipment. 

Motor vehicles are vehicles that are self-propelled and registered by the Department of Motor Vehicles for street use.

General use mobile equipment is equipment that is self-propelled, whether or not registered by the Department of Motor Vehicles, vessels registered by the Department of Motor Vehicles for use on water or vessels documented by the U.S. Coast Guard.

Surplus mobile equipment is previously owned motor vehicles or general use mobile equipment.

202  In addition to the normal requirements for purchasing any CSU personal property, the following additional requirements shall be observed for procurement of vehicles subject to this policy.  Once the activities prescribed below are complete, the procuring campus purchasing office shall obtain the approval from the Chancellor’s Office Director of Contract Services & Procurement to consummate the purchase of the replacement.  The approval is required regardless of the source (campus transfer, new or used purchase) of the vehicle or the funding source. The content of the email approval request can be found in the following pdf, ICSUAM 5303.0 Reference, Vehicle Approval Request Content.

  1. In order to reduce the number of new vehicles being added to the CSU and Auxiliary Organization fleets, all motor vehicles, except known surplus mobile equipment shall be procured through the following methodologies.
    1. The purchase of new or used vehicles for CSU or CSU Auxiliary Organization use shall include a survey of other CSU Campuses to determine if a vehicle with similar utility is available for transfer.  The means of such survey shall be a communication to all CSU Physical Plant Directors listing the requirements for the vehicle.
    2. The primary source of all new motor vehicles and general use mobile equipment shall be State of California Statewide Commodity Contracts (SCC). When a vehicle is required and a SCC is not available, campuses shall document and maintain in the procurement file, that no SCC contract existed and procure vehicles through normal competitive means.  ICSUAM 5301.200 establishes the competitive means required for all personal property.
    3. All passenger motor vehicles procured shall be of the lightest and most fuel efficient class practical for the intended and documented purpose. The procurement of a passenger vehicle of a heavier class shall require justifying documentation to be included in the procurement documentation. Public Safety (police emergency-type) vehicles are exempted from this Sub-section C.  
  2. The acquisition of new or used motor vehicles for CSU use necessitates additional registration and certification procedures. These procedures are specified within the contents of the California Vehicle Code sections 4000-6100.
  3. Campuses shall submit annual purchasing reports on their motor vehicle procurement activity to the Office of the Chancellor in accordance with the due date specified at: http://www.calstate.edu/CSP/reports.shtml.  The report shall include all of the following:
    • An inventory of motor vehicles by the campus, that includes the type of vehicle, consistent with the fleet report to the Department of General Services.
    • The number of motor vehicles purchased during the prior fiscal year, disaggregated by campus and type of vehicle.
    • The average amount of time taken to complete procurement of each motor vehicle purchased during the prior fiscal year.
    • Any changes in campus policies or procedures made during the prior fiscal year relative to motor vehicle procurement and contracts for procurement and identifying any vehicles procured pursuant to the new policy or procedure.
    • The estimated cost savings associated with management by the California State University of motor vehicle procurement, including average time to complete procurements, reduced administrative costs, reduced charges paid to the Department of General Services, and competitive or reduced market prices obtained for vehicles.

300 Procurement of Hazardous Materials

The Hazardous Substances Information and Training Act in the California Labor Code specifies that purchase orders for chemicals, solvents, or other products that may contain any kind of hazardous material include a vendor requirement to furnish a Material Safety Data Sheet for the commodity being purchased.

Campuses should perform a risk identification and evaluation, in accordance with policy section 230 and the factors below, as part of its development of the terms and conditions and insurance requirements for purchase orders or contracts for the procurement of products that contain hazardous materials:

  • The potential danger of the material
  • The method of delivery, i.e. will the contractor's vehicle drive on to the campus.
  • The point of delivery

In the absence of a risk identification and evaluation, the minimum insurance requirements set forth in Executive Order 1069 and Technical Letter RM 2012-01 or their successors shall be used.

400 Library Materials & Information

Educational materials and information access resources related to campus library services may be purchased without advertising for, (or soliciting) bids. Such materials and resources include books, periodicals, computerized information for library use, educational films, audiovisual materials, test materials, workbooks and instructional computer software. Campuses are encouraged to solicit competitive bids on such materials and resources whenever practical so that opportunities are realized to optimize potential cost savings and benefits to the University.

500 Forced, Convict, and Indentured Labor

Every contract for the procurement of State equipment, materials, or supplies, other than procurement related to a public works contract, shall specify that no foreign-made equipment, materials, or supplies furnished to the State pursuant to the contract may be produced in whole or in part by forced labor, convict labor, or indentured labor under penal sanction. The contractor shall agree to comply with this provision of the contract.

 

Benjamin F. Quillian
Executive Vice-Chancellor/Chief Financial Officer

Approved: January 7, 2013

 

APPLICABILITY AND AREAS OF RESPONSIBILITY

 

REVISION HISTORY

April 28, 2008

RESOURCES AND REFERENCE MATERIALS

Useful Guidelines:

In addition to the annual purchasing report referenced in 5303.202.3 above, the CSU is required to report data related to fleet assets and their operations to the Department of General Services.  The reporting requirement is managed through Chancellor’s Office Risk Management.

Related Principles:

 

Sound Business Practices:

Reference section 5303.203.1.a, It is recommended that a minimum of 2 written quotations be evaluated for new vehicle purchases unless purchasing from State Commodity Contracts. 

Laws, State Codes, Regulations and Mandates:

Reference: California Vehicle Code Sections 4000-6200; Government Code Section 13332.09;
Reference: Labor Code, Sections 6360-6399.7.

Statewide Commodity Contracts (SCC) web site: http://www.documents.dgs.ca.gov/pd/contracts/contractindexlisting.htm
State Fleet Handbook - State of California:
http://www.documents.dgs.ca.gov/ofa/handbook.pdf

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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