HPM 11.1 - ADMINISTRATIVE PROCEDURES MANUAL - CHAPTER 23 - DELEGATION OF X-NUMBER AUTHORITY Flashcards
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
Oversight for the X-Number program is assigned to the __________ (BSS).
Business Services Section
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
X Number Program: An __________ means of obtaining services under $__________ from any source within a single state __________ __________ (FY).
Informal means
$5,000
Fiscal Year
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
No service provider may be issued __________ X Numbers in a single FY that exceeds $4,999.99 for the performance of the same service type.
Multiple
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
An X Number is a __________ mechanism to quickly obtain __________ services that have a total cost under $__________ per state FY. An X Number is provided in advance to contract service or repairs.
Streamlined
Simple
$5,000
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
X-Numbers cannot be used for:
o Purchasing commodities only.
o If there is an existing contract for services
o Splitting an X number to bypass the $4,999 amount
o Services costing $5,000 or more.
o Equipment Rental longer than one month (30 days).
o Consultant service (e.g., instructor, speaker).
o Advance payment for services.
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
Approval is required from the appropriate __________ or designee to obtain an after-the-fact (ATF) X Number.
Commissioner (AC, Field)
Exception: The Division commander or designee may authorize ATF X Numbers to pay for evidence processing to facilitate investigations. This processing may include sexual assault tests, gunshot residue tests, Deoxyribonucleic Acid analysis, blood evidence (other than tests related to drug or alcohol impairment), and search warrant processing fees.
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
Approval is required from the appropriate __________ or designee for an X Number when there is a lapse in service contract (e.g., range use, tow service, janitorial, landscaping).
Commissioner (AC, Field)
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
X-Number for Commercial Meeting/Conference Room Rental: $__________ per day, per room. Not to exceed $__________. Anything more than $4,999.99 shall be requested on a __________.
$500
$4,999.99
CHP 78 - Agreement Request
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
An X Number request for conference/meeting rooms shall be limited to Top Management, Division Area Commanders’ Conferences, Administration of Examinations, and OPI-sponsored training.
Four (4) things
Top Management
Division Area Commanders’ Conferences
Administration of Examinations
OPI-Sponsored Training
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
Rental of a STORAGE FACILITY: An X Number may be used for rental of a storage facility for less than __________. A request for additional storage exceeding one month or in excess of $__________ must be submitted on a __________.
One month
$4,999.99
CHP 107 - Facility Alteration/Reconfiguration Justification
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
Obtaining Quotes for services less than $5,000.
OT/Facilities officer is responsible for obtaining quotes.
Minimum of two (2) quotes from SB, MB, OR DVBE
-OR-
Minimum of three (3) quotes from either SB, DVBE, or non-certified businesses.
In cases where only one vendor is available, commands shall include a justification on the CHP 78X, X Number Service Order.
When only one vendor answers the phone, commands must still obtain additional quotes (e.g., price comparison, catalog or market pricing, controlled pricing, historical pricing, or cost/benefit analysis.)
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
__________ X numbers are exempt from the two (2) quote requirement.
Emergency
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
Regular X numbers are exempt from the two (2) quote requirement when one-time equipment maintenance or repair from a __________ __________ or when only an __________ __________ can service the product.
Proprietary Source
Authorized Dealer
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
Obtaining an X Number – X NUMBER PROCESS - The requestor shall complete a __________ and obtain prior __________ approval from the __________ or __________.
CHP 78X - X-Number Service Order
Area commander or designee (Usually a lieutenant)
CHAPTER 23 - DELEGATION OF X NUMBER CONTRACT AUTHORITY
The requestor shall submit the CHP 78X, appropriate supporting documentation, and the approvals from command and/or Division via e-mail to:
Business Services Section
CHP-BSS_XNumber@chp.ca.gov
