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inspections of sites and shipments to determine that the service or product is in compliance with established contracts.
Poultry purchases are also inspected by USDA. Practically all canned fruits, vegetables, and juices are graded by USDA, and a certificate furnished with each shipment. Butter and cheese are graded by the Federal-State Inspection and Grading Service. Coal is purchased on definite specifications. It is sampled and tested during the entire shipping season to determine whether the coal meets the Btu content requirements on which it was purchased.
MARYLAND, STATE OF, Chief of the Purchasing Bureau, Department of General Services,
301 West Preston Street, Baltimore, Maryland 21201
The Purchasing Bureau of the Maryland State Department of General Services initiated a standardization program in June 1973.
At this time the staff consists of two standards technicians and to date the program activity is directed at furniture standardization.
The bureau's intent is to establish standards for all significant items that are widely used by the State and to develop specifications for these items. The scope of its long-range program encompasses cataloging standards and specifications and also includes certification activities.
MINNESOTA, STATE OF,
Director of Procurement, Standards and Engineering Unit,
Procurement Division, Department of Administration, Saint Paul, Minnesota 55101
MICHIGAN, STATE OF,
Standards Executive, Purchasing Division, Standards Section, Department of Management and Budget,
The Standards Unit is primarily responsible for developing and establishing standard specifications, and arranging for laboratory tests at state-owned facilities and commercial laboratories. Specifications have been developed for a large number of commodities, thereby establishing a much better understanding between the buyer and the seller, regarding the item being purchased. This is absolutely necessary for good competitive bidding. Several hundred specifications have been prepared and are in use, but many more are needed. The specifications are continually revised in order to keep them up to date.
The standards engineer, buyers and agency representatives work together in developing standards. This “committee” approach has been particularly effective for the purchase of food, pharmaceuticals, vehicles, computers, clothing and textiles, paper, laundry equipment, furniture, paint, traffic control devices, and radio equipment. The Purchasing Division is responsible for the inspection of all purchases in cooperation with the receiving agencies. Major responsibility for inspection must rest with agency personnel in the field where commodities are received.
The Standards Unit arranges for inspection and grading of numerous items prior to shipment, to insure that quality products are received. All meat items are processed under Institutional Meat Purchase Specifications (IMPS) and are selected and inspected by the United States Department of Agriculture (USDA) before shipment to the using agencies.
The Standards Unit was organized in 1953, and is now called the Standards and Engineering Unit (SEU). This unit is responsible for developing and promulgating procedures, standards, and specifications, for a wide range of commodities and services procured by the State of Minnesota's Procurement Division. SÉU is also responsible for general quality control, inspection, and laboratory testing. The Commissioner of Administration issued and authorized the formation of a State Standardization Committee in June of 1962.
The State of Minnesota has issued approximately 450 specifications and standards, (general and detail). The specifications and standards are listed in MN. 1, Minnesota Master Index of Standard Specifications, Standards, Acceptable Brands Lists, Procedures, and Miscellaneous Procurement Division Publications and Documents.
At the present time, there are nineteen active Standards Advisory Committees which are responsible in the following areas: Group 23, Vehicles, 2310_ Passenger Vehicles, and 2320_Trucks; Groups 35 and 79, Laundry and Dry Cleaning Equipment and Supplies; Groups 36 and 75, Reproduction Equipment, Supplies, and Paper; Group 41, Refrigeration and Air Conditioning Equipment and Supplies; Groups 45, 47, and 48, Plumbing Supplies and Equipment; Groups 58 and 67, Audio-Visual Equipment; Group 65, Drugs; Group 66, Microscopes; Group 68, Chemicals and Chemical Prod.—Herbicides, Insecticides, etc.; Group 71, Furniture, other than Library); Groups 71 and 76, Library Furniture; Group 74, Office Machines and Related Equipment, (Typewriters, Manual and Electric); Group 75, Office Supplies; Group 77, Musical Instruments; Group 78, Recreational and Athletic Equipment; Group 79, Cleaning Equipment and Supplies, (Housekeeping); Groups 79, 81, 85, Paper Products-Towels, Tissue, (other than Reproduction Paper); Groups 83, and 84, Clothing and Textiles; and Group 89, Food.
SEU has a Procurement Newsletter which is used as a vehicle for promoting the use of standards. Cer. tification is through lab and field testing to State and Federal specifications, and standards.
MISSOURI, STATE OF,
Office of Administration,
NEW JERSEY, STATE OF,
Centralized Procurement was established by the Missouri Legislature in the mid 1930's with the establishment of the State Purchasing Agent's Office. In January, 1973, the Division of Contracting and Procurement was reorganized from the former State Purchasing Agent's Office and placed within the Office of Administration.
The Division of Contracting and Procurement is a Merit System organization of the State government of Missouri charged by Chapter 34 of the Revised Statutes of the State of Missouri with the responsibility for procurement of supplies and services for all but a few statutorily and constitutionally exempt agencies of State government. The major activity of the division is a Buyer Section consisting of 10 profes. sional buyers responsible for specific commodities and services required by the various State institutions.
The following standards, which are statewide in scope, are furnished to bidders and referred to in Invitations to Bid on items covered by the standard specifications: Missouri Meat Specifications, Missouri Mattress Specifications, Missouri Bronze and Iron Specifications, Missouri Steamfitters Supplies, Missouri Intermediate Automobiles Specifications and Missouri Paint Specifications.
The Standards and Specifications Section was initiated in 1956 and has the responsibility for establishing standards and specifications of all materials purchased to these specifications. This section also performs evaluations, inspections, testing of materials, and the resolving of complaints.
The objective is to assure that all vendors doing business with the State of New Jersey Purchase Bureau adhere to all prepared product and service specifications. It is also the purpose to effect economies wherever possible by means of the most efficient use of the materials purchased and to recommend the purchase of as few articles as possible for the same type of use.
The section maintains active membership in the American Society for Testing and Materials, National Association of State Purchasing Officials, and National Institute of Governmental Purchasing.
NEW YORK, STATE OF,
Director, Division of Standards and Quality Control,
Office of General Services,
South Mall Tower,
MONTANA, STATE OF,
State Capitol Building,
The State of Montana is developing a standards program at this time and has set up specifications and acceptable brands lists which have been used as a basis to award state contracts.
Each buyer is responsible for the completeness of specifications used in calls for bids and in some cases a brand item or guaranteed equal can be bid.
There is one specifications analyst who works in conjunction with the Chief of Purchasing and all buyers and representatives from State departments, to arrive at specifications which will apply to all departments and be broad enough to allow competitive bidding.
The department does not have a testing lab, therefore, use is made of the Department of Highways' lab and University facilities for the testing of some items. Each receiving agency is responsible for quality and control and for checking items when they arrive, to determine whether or not the item is as specified in the bidding process.
This Division of New York's Office of General Services (OGS) is responsible for establishing standards and specifications for equipment procured by the Division of Purchasing for all State agencies and departments of the State of New York including the State University. Activated in 1954 with four specification writers, the Division of Standards and Quality Control has since been expanded to include an Engineering Specifications Bureau, an Inspection Bureau and Chemical, Physical, Electrical-Electronic and Light Reflectance Laboratories. Specifications are developed by the Specifications Bureau unilaterally or in cooperation with committees chaired by the specification engineers and consisting of respresentatives of major State agencies which are users of the product under consideration, after consultation with industry. These are continuing committees which meet, to review and revise the applicable specification at least once a year or more often if the situation warrants. Items such as athletic equipment, grounds maintenance equipment, paint and wall covering materials, office furniture and equipment and others are now under committee study and review. Some consideration is given to the development of qualified products or acceptable brands lists but this method of specifying is not currently emphasized. Term contracts issued against OGS standards and specifications are mandatory for State agencies and none but contract items may be purchased without specific OGS approval.
NORTH CAROLINA, STATE OF,
State Purchasing Officer, Standards and Engineering Section, Purchase and Contract Division, Department of Administration,
116 West Jones Street, Raleigh, North Carolina 27603
subdivisions. Approximately 90 standard specifications and 30 qualified products lists are presently in exist. ence. They are supplied upon request, and as referenced on distribution sheets issued by State purchasing agents. The Specification Section also provides assistance to State purchasing agents as required on any specification problems. A small laboratory is available for technical product testing (particularly paint). A Booklet of State Standard Bid Paragraphs is maintained for standardization of bid wording and format (particularly contract-type bids); and a State Commodity Code system is maintained to facilitate control of purchasing agent commodity assignments, etc. The following committees are activiated as needed to assist the Specification Section in developing and revising specifications: Fine Printing Paper Committee, Motor Vehicle Committee, Office Equipment Committee and Furniture Committee.
PENNSYLVANIA, COMMONWEALTH OF,
Secretary of Property and Supplies, Department of Property and Supplies,
Room 602, North Office Building,
The duty to establish and enforce specifications is assigned to the Purchase and Contract Division and to the State Standardization Committee. The Standardization Committee was first established in July, 1959. Its duty is to review, adopt, establish and/or modify standard specifications wherever feasible applying to articles purchased or leased. This committee consists of the Secretary of the Department of Administration, who serves as chairman, and six members appointed by the Governor. Standard specifications as adopted by this committee are applicable to the purchase of items made under both indefinite quantity term contracts and under definite quantity contracts.
The Standards and Engineering Section implements the statutory duties of the Standardization Committee, under the administrative directions of the State Purchasing Officer. Advisory committees, composed of regular state employees and other individuals with specialized knowledge in specific commodities classes of commodities, formulate proposed standard specifications for presentation to and adoption by the Standardization Committee.
The Standards and Engineering Section maintains a quality control program by testing, evaluating and inspecting deliveries made to the various agencies, The staff of the section includes consultants in the mechanical, electronic, chemical and industrial engi. neering fields. They are available to State agencies, institutions, public school systems, community colleges and technical institutions as consultants in the selection, use and maintenance of equipment and supplies. There are approximately 125 current standards issued by this office, with the active standards committees numbering 19. Standard specifications are distributed to using agencies and vendors as they are developed.
The Bureau of Standards in the Department of Property and Supplies, established October 1, 1929, has the responsibility for the standardization program in the Commonwealth of Pennsylvania. Among other functions they are responsible for establishing standards and specifications for all materials, except certain highway materials, supplies, equipment and services purchased by the Commonwealth. In addition, the bureau conducts a field inspection program and tests through the use of laboratory facilities delivered materials for conformance to these established speci. fications. It also offers technological and advisory services to all State agencies.
One of the major responsibilities of the bureau is to review purchase requisitions prior to going out on bid, and also, perform bid evaluations and make recommendations for the award on bids.
The bureau has published over 700 Commonwealth specifications which
periocially reviewed, updated and listed in an Index to Commonwealth Specifications which is published yearly with monthly updates. The index and accumulative supplements are forwarded to all using agencies, National Institute of Governmental Purchasing, National Association of State Purchasing Officials, Canada, various states, and school districts upon request.
Standards Committees are actively working on environmental sanitation services specifications; standards and specifications for a safe school bus for the Pennsylvania school districts; participating in the revision of the Pennsylvania Motor Vehicle Code; developing uniform standard definitions, classifications, and recommend procedure for requisitioning fertilizers and herbicides, and closed circuit and mobile communications systems.
The bureau maintains membership and actively participates in the National Institute of Governmental
OREGON, STATE OF,
1225 Ferry Street SE.,
The Specification Section was established in 1951, as a support function for the Procurement Division. Responsibilities of the section include formulation and issuance of standard specifications, qualified products lists and purchase specifications for use by State purchasing agents, State agencies and authorized political
Purchasing, Technical Association of the Pulp and Paper Industry, American Society for Testing and Materials, American Association of Textile Chemists and Colorists, American National Standards Institute. National Association of State Purchasing Officials and the American Chemical Society.
RHODE ISLAND, STATE OF,
State Purchasing Agent,
Division of Purchases, Department of Administration,
289 Promenade Street, Providence, Rhode Island 02908
ating guidelines from the State purchasing statutes. The same statutes also created a Board of Standards that is composed of the State Comptroller, the Commissioner of Finance and Administration, and the Commissioner of General Services. It is the duty of this board to examine and approve standard specifications for all materials, supplies, and equipment pur. chased for the use of State government and to examine and approve the rules and regulations governing the operation of this division as provided by the State purchasing statutes.
The Department of General Services, Purchasing Division, is charged not only with the centralized procurement responsibility but also with the supply management responsibility which includes the exercise of procurement controls over the operating departments and agencies. The statutes governing State purchasing have defined and extended the purchasing function to encompass the total supply concept. In carrying through the responsibilities, the purchasing division is involved directly with many details-specifications, standardization, value analysis, inventory control, market analysis, vendor performance, evaluation of offers, compliance with the law, disposition or disposal of surplus property, inspection of receipts, and the delegation of authority.
Purchasing represents material management with the overall objective of maintaining costs at economic levels and reducing them wherever possible.
The State Purchasing Agent, head of the Division of Purchases operates a centralized organization for the purchase of supplies and equipment and is the con. tracting authority for services and construction for all State agencies as outlined in: 37-2-2, 37-2-3, GL 1956.
The Standards Section was established to implement the duties of the State Purchasing Agent. The principal duty of the Standards Section is to be concerned with the development of standard specifications and acceptable brand lists, and as necessary, their amendments or revisions.
A Standard Specification Preparation Manual was prepared as a guide for development of the commodity standardization program within the State government. The Standard Specification Manual provides for the appointment of Advisory Committees to assist in the development of technológical data necessary for the preparation of standard specifications and acceptable brands lists. To date we have 16 active committees meeting regularly. The Standards Section has developed catalous for the following: food, footwear, clothing, furniture, office supplies and lumber, and are presently working on cataloging hardware, electrical supplies and plumbing supplies. Standard specifications and acceptable brands lists are on file for numerous items.
TEXAS, STATE OF
Executive Director, Texas State Board of Control,
P.O. Box 13047,
TENNESSEE, STATE OF,
Director, Purchasing Division, Department of General Services, C2-202 Central Services Building,
Nashville, Tennessee 37219
The State Board of Control has, among other functions, the responsibility for establishing specifications and standards for materials, supplies and equipment purchased for agencies of the State. The program was initiated in 1957 and as a result 362 specifications have been developed, 85 of which have acceptable products listings. The board enlists the cooperation of other State agencies, manufacturers, and national standards and testing organizations in the establishment, maintenance, and revision of its specifications. The board encourages and fosters the use of the standard specifi. cations in order that the most efficient purchase of products may be continuously accomplished.
The Department of General Services was created by a legislative act in 1972. The purpose of the act was to place certain staff functions of the State government under the administrative control of a single department. The department is composed of eight divisions which perform the following functions.
Administrative Division This division is composed of the Commissioner, Deputy Commissioner, departmental fiscal officer, personnel officer, systems analyst, and sufficient clerical staff, to coordinate and supervise the activities of the divisions in the department.
Purchasing Division The Director of this centralized purchasing agency receives its authority and oper.
UTAH, STATE OF.
State Capital Building, Salt Lake City, Utah 84114
The Department of Finance, is responsible for the purchasing/standardization activities for the State of VIRGINIA, COMMONWEALTH OF,
Post Office Box 1199,
Utah. The standardization program for the State of Utah was formed in 1941. The Director of Finance appoints with the approval of the Governor, the Purchasing Agent.
The Director of Finance exercises the powers and performs the duties relating to the purchase of all supplies, materials, equipment and services required in the administration of any department of the State, the administration of a central purchasing and store system for the departments of the State and the exercise of inventory control over all departments.
The Purchasing Standardization Committee seeks the advice, assistance and cooperation of all State departments as to their particular requirements in the preparation or revision of any standard or specification adopted by it and ascertains the precise requirements of each department. Each specification adopted for any commodity must satisfy the requirements of the majority of the departments having use for the commodity. After its adoption each standard or specification, until revised or rescinded, is the control in the purchase of every commodity to which it applies; provided however, that the State Purchasing Agent with the approval of the Governor may purchase commodi. ties not complying with such specifications or standards when required to meet the particular needs of any department.
The Director of Finance is the chairman of the Purchasing Standardization Committee. In the absence of the Director, the State's Purchasing Agent serves as chairman. The committee meets upon the call of the Governor or of its chairman or any seven members upon two days notice to each of the members thereof. Seven members constitute a quorum for the transaction of business. The committee meets as often as necessary but at least once every six months.
The State of Utah in preparing specifications uses a brand name and model number on acceptable brands where standards are not available. Each buyer is responsible for the specifications being accurate and nonrestrictive. The words “or approved equal” follow the brand name in all instances.
The Purchasing Division has a specification analyst who works with the Purchasing Agent and all buyers where specifications are for bidding annual contracts. He also works with the various State departments when requested.
Since the State does not have a testing laboratory, Division of Purchasing utilizes the State Highway Department laboratory and University of Utah facili. ties when required.
The State Purchasing Agent makes the final deci. sion as to whether or not the specifications have been met by the various companies submitting bids.
The standards and specifications for the State are filed with the National Association of State Purchasing Officials (NASPO) Standards Committee. NASPO maintains a collection of state specifications and standards which are available through the Council of State Governments, the NASPO Secretariat.
Section 2.1-279 of the Code of Virginia relating to this department reads as follows: “So far as practicable, all materials, equipment and supplies, purchased by or for the officers, departments, agencies or institutions of the State, shall be standardized by the Director, and no variation shall be allowed from any established standard without the written approval of the Director. Such standards shall be determined upon the needs of all using agencies, so far as their needs are in common, and for groups of using agencies or single using agencies so far as their needs differ. When changes or alterations in equipment are necessary in order to permit the application of any standard, such changes and alterations shall be made as rapidly as possible.”
The Department of Purchases and Supply attempts to carry out this directive, for the most part, through the establishment of various statewide purchase contracts. For instance, the department has standardized on such contract products as carpet, metal office furniture, paint, floor maintenance supplies, and xerographic toner. These standards are usually expressed in specifications or approved brands lists and are based on tests conducted by various State agencies and/or consultations with major manufacturers.
WEST VIRGINIA, STATE OF,
State Capitol Building,
All procurement activity in the State of West Virginia is centralized in the Purchasing Division of the Department of Finance and Administration. This division not only has the responsibility for procurement of all material used by the State but also for classification of all commodities and adopting and formulating a schedule of standard specifications. Such standards and specifications are mandatory after the time of their publication for use by all units of State government.
The responsibility for all standardization activities of the State of West Virginia rests with the Director of Purchasing. To assist the Director of Purchasing, the legislature created one staff position of Specification Analyst.
The standardization activities of the State of West Virginia commenced July 1, 1973. The first standard specification promulgated was for canned foods and staple groceries. In the near future more activity is expected in all areas where the State buys large quantities of goods.