Cmas Contract Form – Fill Out and Use This PDF

Before You Get Started

For a brief overview of the California Multiple Award Schedule (CMAS) Program, including a list of some products and services not available through the CMAS Program, click on the Overview of the CMAS Program.

For a listing of Frequently Asked Questions (FAQs) about completing this CMAS Application, click on the FAQs Regarding the CMAS Application.

Steps for Completing this Application

The following steps apply to an application for either a new or renewal CMAS:

Step 1: Find a base Federal GSA schedule.

Step 2: Read the instructions for completing this application.

Step 3: Complete your CMAS Application.

Step 4: Submit your CMAS Application.

Find a Base GSA

STEP 1 – FIND A BASE FEDERAL GSA SCHEDULE

The first step in completing a CMAS Application is to find a base Federal GSA schedule that contains the products, services and prices you want to offer. This base Federal GSA

Schedule

schedule can be held either by your company or by another company. A separate CMAS Application must be submitted for each base GSA schedule offered. To search for a Federal GSA schedule, select the link: www.gsaelibrary.gsa.gov

GSA Requirements

To access a document providing the CMAS requirements for base GSA schedules and a listing of some unacceptable GSA schedules, click on CMAS Requirements for GSA Schedules.

A complete GSA schedule consists of the following components:

•Cover Page

•Ordering Instructions

•Terms & Conditions

•Product Descriptions

•Service Descriptions

Application

STEP 3 – COMPLETE YOUR CMAS APPLICATION

By signing the CMAS Application, your firm is making a legal, binding offer for a CMAS to provide products and/or service to the State of California.

Where to Send Your Application

Mail your CMAS Application to:

California Department of General Services

Procurement Division – CMAS Unit

Attention – Application Processing

PO Box 989052, MS # 2-202

West Sacramento, CA 95798-9052

Or you may hand deliver your CMAS Application to:

California Department of General Services

Procurement Division – CMAS Unit

Attention – Application Processing

707Third Street, 2nd Floor, MS # 2-202 West Sacramento, CA 95605-2811

Faxed or emailed applications are not accepted.

1.Company making CMAS offer:

_____________________________________

Company Name

_____________________________________

DBA Name (if applicable)

_____________________________________

Previous CMAS Company Name (if applicable)

_____________________________________

Street Address (No P.O. Box)

_____________________________________

City, State, Zip Code

2. ☐ Fictitious business name (dba as shown in #1)

(check if applicable and include required document)

3.New or renewal CMAS (check only one box)

☐This application is for a new CMAS.

☐This application is to renew our existing CMAS:

CMAS Schedule No.: ______________________________

4.Contact: Questions on resulting schedule

_____________________________________

Contact Name

Extension:

Phone Number (and extension if applicable)

_____________________________________

Fax Number (if applicable)

_____________________________________

Email Address

_____________________________________

Street Address or P.O. Box (If different from #1)

_____________________________________

City, State, Zip Code (If different from #1)

5. Contact: Questions regarding application

(check only one box)

☐The same contact person shown in #4.

☐The contact person from this company named below:

_____________________________________

Contact Name

Extension:

Phone Number (and extension if applicable)

_____________________________________

Fax Number (if applicable)

_____________________________________

Email Address

6.Contact: Authorized consulting firm

_____________________________________

Company Name

_____________________________________

Contact Name

Extension:

Phone Number (and extension if applicable)

_____________________________________

Email Address

7.Address where Purchase Orders are sent:

_____________________________________

Company Name

_____________________________________

Street Address (No P.O. Box)

_____________________________________

City, State, Zip Code

_____________________________________

Fax Number (if applicable)

_____________________________________

Attention

_____________________________________

Email Address (if applicable)

8. CMAS California Terms & Conditions

This company accepts the current CMAS State of California Terms & Conditions, without exceptions.

(check only one box)

☐Information Technology Goods & Services

☐Non-Information Technology Goods

☐Non-Information Technology Services

9.☐ Payee Data Record (Std. 204) enclosed

(check box and include Payee Data Record)

10. Secretary of State (SOS) registration

(check only one box)

☐SOS screen print or certificate included (Corp, LLC, LLP, LP)

SOS Entity No.: ___________________________________

☐SOS registration not required (Sole Proprietor or Partnership)

11.☐ California Seller’s Permit

(check if applicable and provide permit number)

California Seller’s Permit No.: ____________________________

12.☐ California Contractor’s License

(check if applicable and provide license number)

California Contractor’s License no.: ________________

13.Company’s business status

(check applicable boxes)

☐California SB Certification No.: _______________

☐California DVBE Certification No.: ______________

☐Uncertified SB (will be shown as a large business)

☐Large Business

14.☐ Not Specifically Priced (NSP) provision

requested (check if applicable)

15.☐ Resellers on CMAS requested (check if

applicable and include required information)

16. ☐ CMAS Product & Service Codes included

(check box and include pages containing selected codes)

17.☐ CAL-Card is accepted (check if applicable)

18.Customer References, Attachment C

(check only one box)

☐Customer reference forms (Attachment C) included.

☐Customer references not required (offering own GSA schedule or products only)

19.☐ Local government agency orders

accepted (check if applicable)

20.Minimum order amount (select one)

☐None or ☐ $__________________________

21.☐ Darfur Contracting Act Certification (check if Attachment D included, only required for non-IT goods/services)

22.Federal GSA schedule selected as base for this CMAS Application:

GSA Schedule No.: ________________________

GSA Schedule Company Name.: _________________

GSA Schedule Term:

Start Date: ____________________

End Date: ____________________

23.Offering all or part of GSA schedule (identified in

#24, check only one box)

☐Offering all products and/or services in GSA schedule

☐Offering only products and/or services identified below:

Brand(s) of products offered (include a separate list if needed):

Brand Name	Hardware	Software

Services offered (check only the services offered that are in the base GSA schedule identified in #22 above):

☐Installation ☐ Repair ☐ Hardware Maintenance ☐Software Maintenance ☐ IT Consulting

☐Non-IT Consulting ☐ Training Courses

☐ Personal Services ☐ IaaS ☐ PaaS ☐ SaaS

Provide your company name, street address (no rental box or PO

Box), city, state, and zip code. If you wish to be shown on your CMAS as a “doing business as” (dba) instead of the company name as

registered with the Secretary of State, include your dba name here. See the documentation required for a dba in #2.

If your company previously held a CMAS under a different company name, include that information here.

2.Fictitious business name

Companies “doing business as” (dba) a different name than as

registered with the California Secretary of State, must include a valid Fictitious Business Name Statement with their application. This statement is filed with the California County in which your firm conducts business, and is valid for five years from the date it was filed in the office of the County Clerk. When the company has no place of business in California, they shall file with the Sacramento County Clerk.

Fictitious business name must match Payee Data Record, Std. 204 Form.

3.New or renewal CMAS

A CMAS Application is considered new if it is the first time a company has offered a particular base GSA schedule.

A CMAS Application is considered a renewal if,

1)The company is offering the same base GSA as their original CMAS;

2)The base has been extended or renewed for a term of one year or more; and

3)The existing CMAS has not expired

The same documents and information are required for a

renewal request as for a new application. See the “CMAS Management & Information Guide” at the CMAS website for directions on renewing a CMAS schedule.

4.Contact: Questions on resulting schedule

Provide your company’s CMAS contact person and their contact

information. This person is the first point of contact for CMAS customers needing information about, or a copy of your company’s CMAS. Only one person’s name can be provided for this purpose.

The name and contact information will be shown at the CMAS website along with your company name and CMAS schedule number.

If the CMAS Unit has questions regarding your CMAS Application, and if the best person to contact at your company is someone other

than your CMAS contact person named in #4, then provide that person’s name and contact information here.

6.Contact: Authorized consulting firm

If a consulting firm has been hired to complete and submit the CMAS Application on your behalf, provide the consulting

company’s name and contact information. By signing this

application, you are authorizing this consulting company to act on your behalf regarding all questions relevant to this application.

7.Address where Purchase Orders are sent

Provide the mailing address where purchase orders issued against

the CMAS should be sent. Either a street address or PO Box is acceptable. In the “Fax Number” field, either provide a fax number where orders can be sent or state “Not Applicable.” In the “Email

Address” field, either provide an email address where orders can be sent or state “Not Applicable.” Complete the “Attention” field.

8.CMAS California Terms & Conditions

To review the current CMAS Terms and Conditions visit the CMAS website and select “CMAS Terms and Conditions.”

Your CMAS Application must include acceptance of the current, applicable CMAS Terms and Conditions without exceptions. There are three sets of Terms and Conditions:

1)CMAS IT Goods & Services

2)CMAS Non-IT Goods

3)CMAS Non-IT Services

Check only one box next to the set that applies to your CMAS application. Proposed changes to the CMAS State of California Terms and Conditions will not be considered.

9.Payee Data Record (Std. 204)

A completed Payee Data Record (Std. 204) is required before a company can receive payment from the State of California. All CMAS Applications must include a completed Payee Data Record.

The instructions to complete the Payee Data Record are on page 2 of the form. For your CMAS application, leave Section 6 of the Payee Data Record blank.

Payee Data Record, Std. 204 Form, must match the Fictitious Business Name Statement.

If your company is a Corporation, a Limited Liability Company (LLC), a Limited Liability Partnership (LLP), or a Limited Partnership (LP), you must be registered with the California Secretary of State (SOS) to be awarded a CMAS. For Corps, LLCs, and LPs, a screen print or entity number from the SOS website showing your status as active will meet this requirement. For LLPs, a copy of your Certificate of Status from the SOS dated within the last 6 months is required. The contact information for the SOS is available on their website, or call (916) 657-5251. If your company is a Sole Proprietor or a Partnership, registration with the SOS is not required.

11.California Seller’s Permit

In accordance with Public Contract Code Section 10295.1, before

being awarded a State of California contract to provide personal tangible property, your firm must hold a valid California Seller’s

Permit or Certification of Registration – Use Tax issued by the

California Department of Tax and Fee Administration (CDTFA). If applicable, you must provide your California Seller’s Permit number

with your CMAS Application. The contact information for the CDTFA is available on their website or call (800) 400-7115.

12.California Contractor’s License

All companies who construct or alter any building, highway, road, parking facility, railroad, excavation, or other public structure in California must be licensed by the Contractors State License Board (CSLB). This type of work is considered Public Works. The CMAS requirements for including Public Works components on a CMAS are:

•CMAS purchase orders may allow for Public Works installation only when it is incidental to the total purchase order amount. This means the total dollar value of all public works installation services included in the purchase order must not exceed the total dollar value of the products.

•When a Contractor’s License is required, the prime contractor and any subcontractors must hold a valid license for the type of work being performed.

•The public works installation service must be included and priced in the base GSA schedule for it to be included in a CMAS.

Examples of Public Works components covered on the CMAS Program are the installation of carpet, pulling cable and wire, and

attaching shelving systems to the walls or floor. See more information about Public Works projects in the “CMAS Management & Information Guide”. The contact information for the

CSLB is available on their website or call (800) 321-2752.

Check the applicable box(es) to identify if your company is a California certified small business (SB) or disabled veteran business enterprise (DVBE), or a large business. Small businesses that are not certified by the State of California as a SB will be shown as a large business on their CMAS.

If your company is a California certified SB or DVBE, include your certification number.

NOTE: The Department of General Services waives the administrative fee charged to State agencies if they place their CMAS order with a California certified SB. Also, the incentive fee charged to contractors for local agency CMAS orders is waived if the contractor is a California certified SB.

For information on SB and DVBE certifications, visit their website or call (916) 375-4940.

14.Not Specifically Priced (NSP) Provision

The Not Specifically Priced (NSP) Provision enables an agency to include in their CMAS purchase order non-schedule products and related services that are subordinate and peripheral to the other items on the order. The NSP Provision is applicable to products and the related services, but cannot be included in a CMAS order for software, consulting services, or personal services including training. See Attachment B for the details of the NSP Provision.

15.Resellers on CMAS

Resellers are permitted on a CMAS for products only if the CMAS holder is a manufacturer or publisher. Resellers are not permitted on schedules for consulting or personal services.

If the CMAS contractor authorizes resellers, a list of authorized resellers is required. The following information must be included for each reseller:

•Resellers receiving direct payment from the State must be registered with the California Secretary of State (SOS) if they are a Corporation, LLC, LLP, or LP.

•Include a screen print from the SOS website for each reseller to document their status is “active.” For LLPs, a copy of the Certificate of Status from the SOS dated within the last 6 months is required.

•Include a Payee Data Record (STD 204) form for each reseller.

On an attached sheet, provide the following information for each

reseller: company name, address, contact person’s name, phone

number, fax number (in any), and email address. If numerous resellers are requested, the CMAS analyst may request a soft copy of this information.

Resellers cannot be listed on a CMAS if they are only marketing products and not performing a commercially useful function associated with the schedule, such as accepting orders or providing products.

16.CMAS Product & Service Codes

CMAS Product & Service (P&S) Codes are used to identify, describe and market the primary products and/or services offered. Contractors may select up to 12 CMAS P&S Codes per base schedule offered. At least one of the codes selected must be a product description or a service description other than a brand code. In the space to the left of each code selected, provide a page number where that brand, product, or service can be found in the base schedule offered. Only submit the pages of CMAS P&S Codes on which a code has been selected.

CMAS applicants can propose new CMAS Product & Service Codes if the product or service offered is not represented by an existing code. To do so, write the proposed code description anywhere on the list of existing CMAS Product & Service Codes for review and consideration by the CMAS Unit.

CMAS contractors can sell all of the products/services approved in their CMAS, and are not limited to the CMAS P&S Codes selected. Customer agencies will use these codes to search the CMAS website for brands, products, or services they need to procure.

17.CAL-Card

CAL-Card is a payment mechanism. If your company accepts this form of payment, then check the box advising CAL-Card is accepted. Non-acceptance of CAL-Card will not affect the approval of your CMAS.

18.Customer references (ATTACHMENT C)

Contractors offering consulting or personal services from their own Federal GSA schedule are not required to include customer references with their CMAS Application.

Contractors offering consulting, personal, or technical (without products) services from another company’s Federal GSA schedule

must include customer references to substantiate their qualification to provide these services. See Attachment C of this application for definitions of the various types of services, the customer reference forms, and the instructions to complete these forms.

GSA schedules for consulting services must have labor categories with:

∙Well defined functional requirements that identify the

tasks to be performed. (Functional responsibilities described only as “ability to” or “experience with” are not acceptable.)

∙Minimum experience requirements

∙Minimum education requirements

Newly formed companies who do not have a minimum of three customer references in their company name can still be considered for a CMAS. References may be submitted in the name of the owner and/or partner(s) for services prior to the formation of the new company. The resulting CMAS will be restricted so only the owner and/or partner(s) can provide services on the schedule. After a minimum of 6 months, and after the new company has a minimum of 3 customer references in their company name, a request to remove the restriction may be submitted.

19.Local government agency orders

A local government agency is any city, county, district, other local governmental body, or educational system including the California State University (CSU), the University of California (UC), K-12 public schools, and community colleges empowered to expend public funds.

Supplier must indicate your company’s acceptance of local

government agency orders placed against your CMAS. Suppliers must agree to pay the DGS-PD a 1% incentive fee for all CMAS orders from local government agencies. This incentive fee is waived for all California Certified Small Businesses.

20.Minimum order amount

This is the minimum order amount your company will accept

against your CMAS. If your company has no minimum order requirement, check the box next to “None”. If your company has a

minimum order amount, provide that dollar amount in the space provided.

21.Darfur Contracting Act Certification

Pursuant to Public Contract Code Sections 10475, et seq., procurements for non-IT goods or services must address the requirements of the Darfur Contracting Act. Suppliers offering non- IT goods or services must complete and include with their CMAS Application the Darfur Contracting Act Certification, Attachment D of this application. See the instructions for completing this certification on page 20.

Product Installation

My company will perform product installation only if specifically provided for in the CMAS. All product installations performed by my company will be by manufacture-authorized personnel

and meet manufacturer-documented specifications, unless otherwise specifically stated in the agency’s purchase order/Statement of Work.

Contractor Option and Responsibilities

The NSP provision will be included in the CMAS at the option of the CMAS contractor and the CMAS Unit except as stated below. If the NSP provision is included in the CMAS, the Contractor agrees to monitor all purchase orders received to ensure adherence to all NSP provisions.

NSP Not Available

The NSP provision cannot be included in purchase orders for services or software only. Agency purchase orders for only NSP items are prohibited.

NSP

NSP items must be clearly identified on the purchase order.

Items Specifically Excluded

The following NSP items are specifically excluded from any purchase order issued under this CMAS:

1.Items not intended for use in direct support of the CMAS priced items identified in the same purchase order.

2.Supply type items, except for the minimum amount necessary to provide initial support to the priced CMAS items included in the same purchase order.

3.Items not meeting the Productive Use Requirement.

4.Any other items or class of items specifically excluded from the scope of the CMAS.

5.Public Works components that are NOT incidental to the overall project requirements.

6.Products or services the contractor is NOT factory authorized or otherwise certified or trained to provide.

Other NSP Parameters

Other NSP parameters are:

1.A purchase order containing NSP items may be issued only if it results in the best value alternative to meet agency needs.

2.Any product or service already specifically priced and identified in the base contract may not be identified as a NSP item on a purchase order.

3.All NSP items included in a purchase order are subject to all the terms and conditions set forth in the CMAS.

NSP Example

A cable not listed in the base contract is subordinate to a facsimile machine and is eligible to be an NSP item, subject to that cable meeting the remaining NSP requirements. However, printers or facsimile machines that are not listed in the base contract are not eligible to be an NSP item.

City, State and Zip Code

Contact Person

Contact Phone Number

Project Description:

Extension:

Definitions of Services

Consulting Services: Services of an advisory nature that provide a recommended course of action or personal expertise (product of the mind).

Personal Services: Services that have someone doing something, e.g., film production, interpretation/translation, record shredding, training, etc.

Customer

Reference

Requirements

The following requirements apply to customer references:

∙Provide a minimum of 3 customer references to support all of the job titles/labor categories offered from the base GSA schedule. This does not mean 3 references per labor category, as each reference can encompass multiple labor categories. If necessary, more references can be submitted as needed to support all categories.

∙References must be for projects your company completed within the last 2 years.

∙References can be from either the public or private sector.

∙Must use the required reference form in this application.

∙The reference customer must sign and date the reference.

Company (CMAS Applicant)

Enter the name of the company that provided the service. This is the CMAS applicant company. For newly formed companies who do not have a minimum of three customer references in their company name, enter the name of the owner or partner who provided the services to this referenced customer. See more information under Item #18 on page 10 of this application.

Project Begin and End Date

Enter the project start date for services performed within the last two years. Enter the last date services were performed. If the project has been started but not completed, enter “On- going” for the end date and identify the task(s) that have been completed in the narrative.

Only job titles/labor categories for the completed components of the project will qualify for consideration.

Reference

Customer Name

and Contact

Information

Enter the agency/company name of the reference customer who received the services. Provide this agency/company address, contact person, and phone number of the person who has direct knowledge of the services your company provided. If you worked as a subcontractor on a project, your customer would be the prime contractor who hired your company.

CMAS Products &

List the CMAS Product & Service (P&S) Codes your company selected that relate to this

Service Codes

reference. The CMAS P&S Codes must correlate with the services offered from the base Federal GSA schedule.

Specific Services Provided

In narrative form, describe the services your company provided in chronological order of the project. Provide enough detail to demonstrate a clear correlation between the services provided by your company to the GSA job titles/labor categories offered, and to the CMAS P&S Codes selected. If more space is needed, use an additional sheet(s), which must be signed and dated by the reference customer.

GSA schedules for consulting services must have labor categories with:

∙Well defined functional requirements that identify the tasks to be performed.

(Functional responsibilities described only as “ability to” or “experience with” are not acceptable.)

∙Minimum experience requirements

∙Minimum education requirement

∙Labor rate(s)

For guidance, reference the FAQs regarding the CMAS application process at the CMAS website.

1.

Initials

2.

Initials

3.

Initials &

Certification

Below

We do not currently have, or we have not had within the previous three years, business activities or other operations outside of the United States.

OR

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services (DGS) to submit a bid or proposal pursuant to Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

OR

We currently have, or we have had within the previous three years, business activities or other operations outside of the United States, but we certify below that we are not a scrutinized company as defined in Public Contract Code section 10476.

Purpose

The purpose of this checklist is to ensure all required documents are included with your CMAS Application. Put a check mark in the box next to each document included in your application. Missing or incomplete documents from this checklist may cause your CMAS Application to be returned unprocessed.