Commodities and Facilities
Maintenance Purchases
Information for Using Agencies
All
agency-specific purchases for Commodities and Facilities Maintenance must follow
the below process as of January 2016
First, Review and complete
the DGS Agency Purchase Submittal Form. All purchases
must complete Page 1 (General Information), and one of the remaining pages
based on the procurement method selected.
Second, create, but DO NOT
post, a requisition for this purchase in the Advanced Purchase Inventory Control System (ADPICS). This applies to requisitions submitted for Facilities Maintenance request, ONLY. For commodities purchases, please post your requisitions and make sure that the buyer code is "ZDGS"
- If the request is to
procure a one-time good (commodity), the Interface Type (intf) must be a
"RQ" to allow the system to generate a Purchase Order (2340).
- If the request is to either
procure goods (commodities) or services over a given period usually more
than one year and more than one delivery, the interface type must be a
"NP" to allow the system to produce a Blanket Purchase Order
(2342).
- Agencies must submit
specifications, PRG information and MBE/ SBR/ VET goal information if
applicable.
- The note pad must contain
the following information:
- Match Type
- Buyer’s Name, Buyer’s Code,
Phone Number and email address
- PRG Information and any goals
Third, email to dgs.agencypurchases@maryland.gov the completed two pages of the DGS
Agency Purchase Submittal Form, along with all relevant attachments, including but not
limited to:
·
Print-out
of the unposted ADPICs Requisition
·
Completed
Specifications and/or IFB * For Facilities Maintenance request, please contact gwendolyn.hudson@maryland.gov before submitting your request.
·
Accounting
Certification (“Fund Cert”)
·
Appropriate
justification and support documents to not proceed as a competitive bid
·
MBE
Determination (including PRG paperwork
if needed)
Note: Per COMAR 21.11.03,
all requisitions large enough to be submitted to DGS should have a written MBE
goal and basis for setting that particular goal. Requisitions expected to be
larger than $200,000 should be reviewed by your agency's Procurement Review
Group (PRG) per Board of Public Works (BPW) Advisory 2001-2.
- Excess Property Certification- Surplus Prop (if needed)
- MCE and MD works wavier (if needed)
Within
10 working days of submitting this email, the assigned DGS Procurement Officer will
email the agency buyer noted on the Submittal Form
and indicate that either the submittal packet is accepted or else ask for
additions or corrections to the packet.
Finally, upon written
acceptance of the submittal packet by the DGS Procurement Officer:
·
Create
an entry in the ADPICS notepad for the requisition indicating “Purchase
submittal packet approved by DGS PO [First Lastname] by email on [MO-DY-YR].”
·
Change
the buyer code within ADPICS to "
ZDGS" and post.
Documents for Using Agencies