STATE OF CALIFORNIA

CONTRACT # 1S-06-51-02, 1S-06-79-55, 1S-06-84-01, 1S-06-85-34 USER INSTRUCTIONS

Maintenance, Repair and Operating Supplies REV 05/30/2008

USER INSTRUCTIONS

1. OVERVIEW

Statewide contracts have been awarded to four suppliers for maintenance, repair, and operating (MRO) supplies. These new contracts, awarded under the California Strategic Sourcing Initiative (CSSI), have an estimated value of $9.7 million and are expected to save the State more than $3.6 million, or about ten percent of what was previously paid for comparable products. They include the following:

Contract #	Product Group	Vendor
1S-06-51-02	Industrial Supplies	MSC Industrial Supply Company
1S-06-51-02	Tools	MSC Industrial Supply Company
1S-06-51-02	Heating, Venting, and Air Conditioning (HVAC)	MSC Industrial Supply Company
1S-06-79-55	Janitorial Supplies	Grainger Industrial Supply
1S-06-79-55	Electrical Supplies	Grainger Industrial Supply
1S-06-84-01	Safety Supplies	Empire Safety and Supply
1S-06-85-34	Toilet Tissue	American Tex-Chem

The contracts for MRO supplies are designed to take advantage of volume purchasing and to obtain quality products at the lowest prices available in a timely and efficient manner for the State’s authorized purchasers. Services are not included as part of these contracts.

2. SCOPE

These user instructions apply to the above contracts and to the two-year requirements of the State of California and participating local agencies for MAINTENANCE, REPAIR, and OPERATING SUPPLIES. The contracts include three optional one-year extensions, to be exercised at the State’s sole option.

A local agency is a city, county, city and county, district, or other local governmental body or corporation empowered to expend public funds (Public Contract Code 10298), including the California State University (CSU) and University of California (UC) systems, K-12 schools, and community colleges.

3. CONTRACT USAGE/RULES

a. Use of these contracts is mandatory for all State departments, except when:

· At the department's discretion, per Government Code Section 14838.5, a State agency may purchase goods up to $100,000 from a California-certified small business or microbusiness enterprise or a California-certified disabled veteran business enterprise, as long as the department obtains price quotations from two or more certified small/microbusinesses or from two or more disabled veteran business enterprises.

· When purchasing less than the minimum order ($250).

· In cases of emergency.

Use of CMAS agreements is also restricted unless the department has an approved exemption pursuant to Management Memo 05-11. All purchases against these contracts shall be exempt from the requirements of Management Memo 03-10. Please refer to Management Memo 05-11 for additional information regarding these contracts and an exemption process for purchasing outside the contracts by clicking on the links below.

http://www.documents.dgs.ca.gov/pd/poliproc/ManagementMemo05-11070105.doc

http://www.documents.dgs.ca.gov/pd/poliproc/StatewideContractExemptionRequestProcess-Form.doc

b. Prior to placing orders against these contracts, State departments must have been granted purchasing

authority by the Department of General Services (DGS), Procurement Division (PD), for the use of the

State’s statewide contracts. The department’s current purchasing authority number must be entered in

the appropriate location on each purchase document. Departments who have not been granted

purchasing authority by DGS/PD for use of the State’s contracts may access the Purchasing Authority

Application at http://www.pd.dgs.ca.gov/deleg/pamanual.htm (see Chapters 1 and 13) or may contact

DGS/PD’s Purchasing Authority Management Section by e-mail at pams@dgs.ca.gov.

c. Ordering State departments must adhere to all applicable state laws, regulations, policies, best

practices, and purchasing authority requirements, e.g. California Codes, Code of Regulations, State

Administrative Manual, Management Memos, and Purchasing Authority Manual.

d. Local governmental agency use of these contracts is optional. While the State makes these contracts

available to local governmental agencies, each local governmental agency should determine whether

the contracts are consistent with its procurement policies and regulations. The above requirements and

restrictions are not applicable to local government entities.

4. ADMINISTRATIVE AND SAVINGS FEES

DGS directly bills each State department and local agency an administrative fee for use of statewide contracts. (You may click on “DGS Price Book” at www.dgs.ca.gov/publications for current fees.) This fee is not included in the purchase order, are not invoiced by the contractor, and are not to be remitted by the department or local agency before invoices are received. A copy of all State department and local agency purchase orders must be sent to:

DGS – Procurement Division

Attention: Data Entry

P. O. Box 989052

West Sacramento, CA 95798-9052

For inquiries regarding billing codes, local agencies should contact Marilyn Ebert at (916) 375-4400 (marilyn.ebert@dgs.ca.gov).

It is very important that agencies promptly forward copies of any purchase order amendments to the above address to allow for adjustments to the administrative and/or savings fees.

5. CONTRACT MANAGEMENT

Both the State and the contractors have assigned contract managers as the single points of contact for problem resolution and related contract issues. The contract managers are specified below.

State Contract Manager: Teresa Lee-Coker

DGS/Procurement Division

Telephone: (916) 375-4556 -- CAL-Net 8-480-4556

Facsimile: (916) 375-4613

E-Mail: terry.lee@dgs.ca.gov

Contract: 1S-06-85-34 (Toilet Tissue)

Contractor: American Tex-Chem

Contract Manager: Sujay Wadher

Telephone: (800) 650-3360

Facsimile: (909) 383-8626

E-Mail: sujay.wadher@gmail.com

General Website: http://www.americantexchem.com/

Contract: 1S-06-84-01 (Safety Supplies)

Contractor: Empire Safety and Supply

Contract Manager: Tom Crawford

Telephone: (800) 995-1341

Facsimile: (888) 882-9060

E-Mail: tcrawford@empiresafety.com

General Website: www.empiresafety.com

Contract: S-06-79-55 (Janitorial and Electrical Supplies)

Contractor: Grainger Industrial Supply

Contract Manager: Robert Bray

Telephone: (916) 503-0216

Facsimile: (888) 790-1586

E-Mail: robert.bray@grainger.com

General Website: www.grainger.com

Contract: 1S-06-51-02 (Industrial Supplies, Tools, and HVAC)

Contractor: MSC Industrial Supply Company

Contract Manager: Elizabeth Flores

Telephone: (310) 903-1746

Facsimile: (714) 379-6694

E-Mail: florese@mscdirect.com

General Website: www.mscdirect.com

6. USER ACCOUNT

Contractors’ customer service representatives must create various State and local government user accounts and assist all customers in the understanding of their computer network or information services. User accounts will include a user name, password, and default set of permissions.

7. ORDER NUMBER

Contractors shall issue unique order numbers to the users of these contracts.

8. CAL-CARD/CREDIT CARD

State agencies may use the State’s VISA credit card program (CAL-Card) to pay for orders. Using the CAL-Card for an LPA order does not relieve the department from executing a STD 65. Purchases executed on a STD 65 have a designated block to check to identify that payment will be made with the CAL-Card. Agencies must provide contractors with their agency billing code and a purchase order number when using CAL-Card. Contractors shall supply State agencies with itemized receipts at the time of purchase or delivery for all purchases made with CAL-Cards.

9. WHICH CONTRACT DO YOU ORDER FROM?

These contracts have both core and non-core items. Items will be moved in and out of the core list, so it is critical that agencies check for updates on a frequent basis.

Core Items:

Core items are mandatory and must be purchased from the appropriate contract. To search for core items, you may use the product index provided on the DGS website. The index has been sorted by product group and item description and you can search for a key word.

· The minimum order on each contract is $250 per order (including core and non-core items).

· If a core item is available from Prison Industry Authority (PIA), you must purchase the item from PIA or

get a waiver from PIA to allow purchase from these contracts.

· If a core item is available on another mandatory State contract that was established prior to these

contracts, you must use that contract.

· If a core item is available on another non-mandatory State contract, you must use these contracts.

· See Section 3 of these user instructions for off ramps.

Non-Core Items:

Items that are not listed on the product index but available from the contractors’ catalogs will be considered non-core items. Purchase of non-core items through these contracts is not mandatory. If you choose to purchase non-core items from these contracts, you may select the item from any of the suppliers’ full catalogs or websites, with the exception of American Tex-Chem. Non-core ordering is not available from American Tex-Chem. Discounts from list price are shown on each contractor’s linked page (see Section 11).

· If a non-core item is available from Prison Industry Authority (PIA), you must purchase the item from

PIA or get a waiver from PIA to allow purchase from these contracts.

· If a non-core item is available on another mandatory State contract, you must use that contract.

· If a non-core item is available on another non-mandatory State contract, you may use either contract

(but are not required to use either).

10. ORDERING PROCEDURE

There are five ordering methods available on these contracts. A sixth ordering option is available from three of the suppliers (see method f below). State departments must submit a Purchasing Authority Purchase Order (Form STD 65) directly to the contractors, except when ordering electronically through the contractor’s website or when placing orders by telephone, in which case the STD 65 must be completed to document the purchasing file. Local agencies must submit their own standard purchase order form directly to the contractor, except when ordering electronically through the contractor’s website or when placing orders by telephone. Orders must provide the specific delivery address and the on-site agency contact and telephone number. Purchase order and billing code numbers are required for placement of all orders, including those paid by CAL-Card.

a. Facsimile Ordering System: Facsimile orders may be submitted twenty-four hours a day, seven days a week.

b. E-Mail: Orders may be scanned and e-mailed twenty-four hours a day, seven days a week. (The exception would be when a contractor is performing routine scheduled maintenance.)

c. Mail Ordering System: Orders may be mailed. Contractors must be able to accept mail orders from Monday through Friday between the hours of 8:00 a.m. to 2:00 p.m. (PST).

d. Contractor’s Website: State departments and local agencies may place electronic orders through the contractors’ websites (homepages). The contractors’ systems shall be available twenty-four hours a day, seven days a week, for ordering products, except for regularly scheduled maintenance times. Homepages must comply with the following requirements:

· State-specific current contract pricing for core and secondary items (the first line of items to appear shall be the core items list). The price shown will be the net price (after all discounts) the State will be charged.

· Detailed line item descriptions are to include (but not be limited to) name, color, size, standard package quantity, and pictures (when possible).

· Recycled product content must be indicated using recycle codes used in the Recycled Products Report.

· Minimum Efficiency Reporting Value (MERV) for air filters, if available.

· Search engine capabilities (e.g., key word searches).

· Additional links or information may be placed on the screen to access additional product literature, the contractor’s home page, the history of the company, etc.

· “Shopping-cart” ordering capability.

· Indicator of goods that are provided by small business enterprises and/or disabled veteran business enterprises, when applicable.

· Identify core item(s) and PIA item(s) when applicable.

e. Telephone Ordering System: Contractors must accept orders placed by telephone from Monday through Friday between the hours of 8:00 a.m. to 2:00 p.m. (PST/PDT). Purchasers must identify themselves as a California government agency in order to receive contract pricing.

f. Over-the-Counter, Walk-In and Will-Call Orders: This method is currently available only from Empire Safety and Supply, Grainger Industrial Supply, and MSC Industrial Supply Company’s subcontractor in West Sacramento. These contractors provide walk-in and/or will-call order Systems during regular work hours. Contractors shall have adequate inventory of contract products, shall provide customer service associates to support the walk-in and will-call order system, and shall provide itemized sales receipts for all walk-in and will-call transactions. Purchasers must identify themselves as a California government agency in order to receive contract pricing.

11. ORDER PLACEMENT

To access specific ordering information, click on the links below.

· Contract 1S-06-85-34, Toilet Tissue, American Tex-Chem

· Contract 1S-06-84-01, Safety Supplies, Empire Safety

· Contract 1S-06-79-55, Janitorial and Electrical Supplies, Grainger

· Contract 1S-06-51-02, Industrial Supplies, Tools, and HVAC, MSC Industrial Supply

12. EMERGENCY ORDERS

Placement of Emergency Orders: Contractors must provide toll-free telephone number(s) and contact name(s) for placement of after-hour emergency orders and must be able to accept such orders twenty-four hours a day, seven days a week.

Pick Up of Emergency Orders: The contractors’ retail sales establishments will fill all walk-in and will-call orders in emergency situations, i.e. floods, fires, earthquakes, or other State or national disasters.

13. ORDER RECEIPT ACKNOWLEDGEMENT/CONFIRMATION

The State must be assured that the contractors are receiving orders via the methods identified and that the contractors are processing those orders to meet the specified delivery requirements. The contractors must provide an order receipt acknowledgement via e-mail or facsimile by close of business the next State business day. The acknowledgement will include: ordering organization name, description of goods, order number, total cost, estimated delivery date, out of stock items, cancellations, and any other future requirements the State may later deem necessary. The user shall have the option of requesting a back order, substituting an available product, or canceling the item from the order. Under no circumstances are the contractors permitted to make unauthorized substitutions. Grainger will call for instructions only when an item is out of stock.

14. PRICING

The products, brands, and models shown as Core Items in the contractors’ catalogs and on their ordering websites form the foundation for these contracts. The State’s Contract Manager has approved all items shown within the contractors’ dedicated contract websites. Contractors are not allowed to add items unilaterally at an agency’s request.

15. INVOICING

Invoices shall be submitted in triplicate on the contractor’s letterhead and shall include (at minimum) the name, address, and telephone number of the contractor. Authorized purchasers may request separate invoicing. State sales tax and/or use tax shall be itemized separately and added to each invoice as applicable. Invoices shall include the components listed below:

· State contract number

· Agency purchase order number

· Agency billing code (not applicable for local agencies)

· Purchasing agency - delivery address of the order

· Product description(s)

· Manufacturer’s product number(s)/contractor’s SKU/part number(s)

· Pricing per unit and extended price

· Quantities of merchandise issued

· Date ordered

· Date delivered, if available

· Listing of returns

· Totals - total for each order, total for each cost center (if multiples are used on the same order), and

total charges for ordering organization

· Bottoms of each invoice shall have a total for all orders, a total for all credits, and the amount due

· Mutually agreed up