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Management Memo (MM) and
State Administrative Manual (SAM) Amendments

A Management Memo (MM) is used for the distribution of management or policy information to state entities and often is a preliminary amendment to the State Administrative Manual (SAM).

MMs provide information to state departments relating to:

  • Matters that need immediate attention.

  • Temporary instructions, reminders, or other material that will not be included in SAM.

  • SAM management policies (material to be included in SAM).

       Note: MM 96-16 is the first electronic version of MMs; all prior issued MMs
                are not available electronically.

To subscribe or unsubscribe to the management memo page go to Subscribe.

These electronic MMs are available in original format as an Adobe Acrobat "Portable Document Format" (PDF) file. In order to view and print "PDF" files you MUST have the latest version of  "Adobe Acrobat Reader" loaded on your system.

For information on Past, Present, Revised, Rescinded, Expired or MMs incorporated into the SAM, click "Management Memos Notes"


2014 Management Memos
MM No. 14-06 | SUBJECT: Strategically Sourced Statewide Contracts 
Date Issued: 06/03/14  Date Expires: Until Superseded
Agency: DGS | No. of Originals: 1


MM No. 14-05 | SUBJECT: Indoor Environmental Quality: New, Renovated, And Existing Buildings 
Date Issued: 05/21/14  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 8


MM No. 14-04 | SUBJECT: State Motor Vehicle Insurance Account 2014-15 Fiscal Year Premium Assessment 
Date Issued: 04/2/14  Date Expires: June 30, 2015
Agency: DGS | No. of Originals: 4


MM No. 14-03 | SUBJECT: State Travel Booking Through CalTravelStore Or Concur Travel 
Date Issued: 03/6/14  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 3


MM No. 14-02 | SUBJECT:  Water Efficiency And Conservation
Date Issued: 01/13/14  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 4


MM No. 14-01 | SUBJECT:  Bargaining Unit Notification Of Proposed Personal Services Contracts
Date Issued: 01/09/14  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 3
2013 Management Memos
MM No. 13-08 | SUBJECT:  Warehouse Utilization Guidelines
Date Issued: 10/08/13  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 5

MM No. 13-07 | SUBJECT:  Print Mail Policies
Date Issued: 10/08/13  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2

MM No. 13-06 | SUBJECT:  Procedures For Energy Management In State Buildings During Electrical Emergencies
Date Issued: 07/11/13  Date Expires: Until Superseded
Agency: DGS | No. of Originals: 4

MM No. 13-05 | SUBJECT:  State Motor Vehicle Insurance Account 2013-14 Fiscal Year Premium Assessment
Date Issued: 03/27/13  Date Expires: June 30, 2014
Agency: DGS | No. of Originals: 4

MM No. 13-04 | SUBJECT: Zero-Emission Vehicle Implementation Plan
Date Issued: 01/22/13  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 4

MM No. 13-03 | SUBJECT: Vehicle Home Storage Permits
Date Issued: 01/22/13  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 8

MM No. 13-02 | SUBJECT: State Fleet Annual Acquisition Plan
Date Issued: 01/14/13  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 4

MM No. 13-01 | SUBJECT: State Fleet Asset Oversight
Date Issued: 01/14/13  Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 4
2012 Management Memos
MM No. 12-08 | SUBJECT: State of California Fleet Card Program Procedures
Date Issued: 12/26/12 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 3

MM No. 12-07 | SUBJECT: Contracts for Public Relations Services
Date Issued: 12/14/12 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2

MM No. 12-06 | SUBJECT: Reconditioned, Used, or Remanufactured Automotive Parts; Re-Refined or Synthetic Motor Oil and Lubricants
Date Issued: 05/18/12 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2

MM No. 12-05 | SUBJECT: Maximizing Alternative Fuel Use and Reducing Petroleum Consumption in the State Fleet
Date Issued: 05/18/12 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2

MM No. 12-03 | SUBJECT: Solar Reflective Colors for State Vehicles
Date Issued: 04/16/12 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2 

MM No. 12-02| SUBJECT: Disposition of State Owned Computers, Laptops, Monitors and Components to Non-Profit Public Computer Centers
Date Issued: 02/16/12 l Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 4

MM No. 12-01| SUBJECT: Removal of Confidential, Sensitive or Personal Information From State-Owned Surplus Personal Property, Information Assets, and State-Owned Surplus Vehicles
Date Issued: 02/16/12 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 4


2011 Management Memos
MM No. 11-05 | SUBJECT: Bidding Exemption for Training Services
Date Issued: 11/28/11 | Date Expires: Until Revoked
Agency: DGS | No. of Originals: 2


MM No. 11-04 | SUBJECT: Defensive Driver Training - Online Course
Date Issued: 07/18/11 | Date Expires: Until Superceded
Agency: DGS | No. of Originals: 4


MM No. 11-03 Rev. 1 | SUBJECT: Reduction of Cell Phones, Smartphones, and Cell Devices Pursuant to Executive Order B-1-11 and the Removal of Confidential, Sensitive or Personal Information
Date Issued: 07/14/11 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2


MM No. 11-01 | SUBJECT: Cost-Effective Reuse of Surplus Furniture
Date Issued: 02/11/11 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 3
2010 Management Memos
MM No. 10-04 | SUBJECT: Revision of the Vehicle Home Storage Request/Permit Form STD. 377
Date Issued: 10/25/10 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2

MM No. 10-02 | SUBJECT: Architecture Revolving Fund (ARF) Deficit Recovery-Implementation of the Legislatively Mandated ARF Assessment
Date Issued: 01/21/10 | Date Expires: 06/30/13
Agency: DGS | No. of Originals: 7
2009 Management Memos:

MM No. 09-04 | SUBJECT: Procedures for Energy Management in State Buildings During Normal Operations and Electrical Emergencies
Date Issued: 10/30/09 | Date Expires: Until Superseded
Agency: DGS | No. of Originals: 14

MM No. 09-03 | SUBJECT: Advertising Requirements in the California State Contracts Register for Projects Funded by the American Recovery and Reinvestment Act of 2009
Date Issued: 06/10/09 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2

MM No. 09-01 | SUBJECT: Asbestos Notification to Employees
Date Issued: 02/12/09 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 1

2008 Management Memos

MM No. 08-13 | SUBJECT: Travel Agency Agreement
Date Issued: 07/01/08 | Date Expires: 09/30/09
Agency: DGS | No. of Originals: 3

MM No. 08-12 | SUBJECT: Discount Airfares For Official State Business
Date Issued: 07/01/08 | Date Expires: 06/30/09
Agency: DGS | No. of Originals: 7

MM No. 08-11 | SUBJECT: Safeguarding Against and Responding to a Breach of Security Involving Personal Information
Date Issued: 11/06/08 | Date Expires: Until Rescinded
Agency: OISPP | No. of Originals: 6

MM No. 08-10 | SUBJECT: Update to Industry Standard Terminology for Disaster Recovery
Date Issued: 11/06/08 | Date Expires: Until Rescinded
Agency: OISPP | No. of Originals: 1

MM No. 08-09 | SUBJECT: Request For and Approval to Release Personal Information for Research
Date Issued: 08/15/08 | Date Expires: Until Rescinded
Agency: OISPP | No. of Originals: 3

MM No. 08-08 | SUBJECT: Payment Process for Meeting, Conference, and Event Related Expenses
Date Issued: 07/01/08 | Date Expires: Until Rescinded
Agency: DGS | No. of Orginals: 2

MM No. 08-07 | SUBJECT: Information Technology Capital Planning Process, Forms and Instructions; Revision of the State Administrative Manual Sections Related to the Establishment of the Office of the State Chief Information Officer; Revisions to the Statewide Information Management Manual
Date Issued: 06/30/08 | Date Expires: 01/01/13
Agency: CIO | No. of Originals: 5

MM No. 08-06 | SUBJECT: State Motor Vehicle Insurance Account 2008/09 FY Premium Assessment
Date Issued: 04/28/08 | Date Expires: 04/28/09
Agency:DGS | No. of Originals: 4

MM No. 08-05 | SUBJECT: Increases to the Dollar Threshold Levels for Conducting Informal Solicitations and for Using Specific Leveraged Procurement Agreements (Retired 02/08/2012, all pertinent information currently resides in the State Contracting Manual, Volumes 2 and 3)
Date Issued: 04/22/08 | Date Expires: Retired 02/08/12
Agency: DGS | No. of Originals: 2

MM No. 08-04 | SUBJECT: Minimum Fuel Economy Standards Policy
Date Issued: 03/14/08 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2

MM No. 08-03 | SUBJECT: Disabled Veteran Business Enterprise (DVBE) Incentive Program for Public Works Construction, Service, Leasing, Materials Testing and Related Contracts.
Date Issued: 03/05/08 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 9

MM No. 08-02 | SUBJECT: Restructure of SAM 4840-4845, Creation of New SAM Sections 5300-5399, Revised Forms and Instructions
Date Issued: 02/19/08 | Date Expires: Until Rescinded
Agency: OISPP | No. of Originals:

MM No. 08-01 | SUBJECT: Asbestos Notification to Employees
Date Issued: 02/14/08 | Date Expires: 01/01/09
Agency: DGS | No. of Originals: 1

2007 Management Memos

MM No. 07-08 SUBJECT: Commercial Rental Car Forms of Payment
Date Issued: 08/16/07 Date Expires: Until Rescinded
Agency: DGS No. of Originals: 4

MM No. 07-06 SUBJECT: Contracts For Printing
Date Issued: 06/21/07 Date Expires: Until Rescinded (Corrected FAQs 11/15/13)
Agency: DGS No. of Originals: 9

MM No. 07-04 SUBJECT: Guidelines Regarding Follow-on Contracts:  Policy and Review Process
Date Issued: 03/02/07 Date Expires: Until Rescinded
Agency: DGS No. of Originals: 7

2006 Management Memos

MM No. 06-14 SUBJECT: Financed Agreements For Tangible Assets
Date Issued: 09/08/06 Date Expires: 09/08/07
Agency: DGS No. of Originals: 5

MM No. 06-13 SUBJECT: State Agency Obligations Under The Sweat Free Code Of Conduct
Date Issued: 08/31/06 Date Expires: Until Rescinded
Agency: DGS No. of Originals: 4

MM No. 06-12 SUBJECT: Protection of Information Assets
Date Issued: 08/31/06 Date Expires: Until Rescinded
Agency: DOF No. of Originals: 3

MM No. 06-03 SUBJECT: Vehicle Purchase and Lease Policy
Date Issued: 01/31/06 Date Expires: Until Rescinded
Agency: DGS No. of Originals: 2

2005 Management Memos

MM No. 05-18 SUBJECT: Utilization of State Owned or State Leased Facilities by State Agencies
Date Issued: 12/06/05 Date Expires: Until Rescinded
Agency: DGS/RESD No. of Originals: 1

MM No. 05-17 SUBJECT: Assessments Levied by Local Government Agencies
Date Issued: 06/23/05 Date Expires: Until Rescinded
Agency: DGS/RESD No. of Originals: 3

MM No. 05-11 SUBJECT: Requirements for the use of Strategically Sourced Statewide Contracts
Superseded by MM No. 14-06

2004 Management Memos

MM No. 04-09 SUBJECT: Guidelines Regarding Follow-On Contracts: Policy and Review Process
Date Issued: 3/30/04 Date Expires: 3/31/05
Agency: DGS No. of Originals: 6

MM No. 04-08 SUBJECT: State Telecommunications Vision, Strategy, and Policy
Date Issued: 3/4/04 Date Expires: Until Superseded
Agency: DGS No. of Originals: 6

MM No. 04-07 Revision 1 SUBJECT: Smoking Prohibitions in or Near DGS Controlled Space and Vehicles
Date Issued: 7/26/04 Date Expires: Until Rescinded
Agency: DGS No. of Originals: 2

2003 Management Memos

MM No. 03-18 SUBJECT: Acquisition of State Vehicles
Date Issued: 10/01/03 Date Expires: October 01, 2005 Agency: DGS
No. of Originals: 5

MM No. 03-16 SUBJECT: Reporting Work-Connected Fatalities and Serious Injuries.
Date Issued: 8/11/03 Date Expires: Until Rescinded Agency: DGS
No. of Originals: 1

MM No. 03-09 SUBJECT: State Contract and Procurement Registration System (SCPRS) 
Date Issued: 5/12/03 Date Expires: Until Revoked Agency: DGS
No. of Originals: 2

MM No. 03-08 SUBJECT: Alternative Formats (MSword)
Date Issued: 5/9/03 Date Expires: Until Rescinded Agency: Dept. of Rehab. 
No. of Originals:
5

MM No. 03-04 SUBJECT: Use of California Multiple Award Schedule and Master Agreement for the Acquisition of Large-Scale Information Technology (IT) System Integration Projects 
Date Issued: 03/17/03 Date Expires: Until Rescinded Agency: DGS
No. of Originals: 1

MM No. 03-03 SUBJECT: Motor Vehicle Accident Reporting 
Date Issued: 02/26/03 Date Expires: Until Superceded Agency: DGS
No. of Originals: 1

2002 Management Memos

MM No. 02-22 SUBJECT: Procuring Printing Services
Date Issued: 12/09/02 Date Expires: No Expiration Agency: DGS
No. of Originals: 1

MM No. 02-18 SUBJECT: Cancellation of Oracle Enterprise License Agreement
Date Issued: 08/18/02 Date Expires: No Expiration Agency: DGS
No. of Originals: 1

MM No. 02-09 SUBJECT: Statewide Emergency Communication Protocol for State Facilities and State Employees
Date Issued: 04/05/02 Date Expires: Until Superseded Agency: DGS
No. of Originals: 1

MM No. 02-04 SUBJECT: Motor Vehicle Accident Reporting and Investigations
Date Issued: 02/01/02 Date Expires: Until Rescinded Agency: DGS
No. of Originals: 1

2001 Management Memos

MM No. 01-22 SUBJECT: Re-Refined Oil
Date Issued: 11/07/01 Date Expires: When Rescinded Agency: DGS
No. of Originals: 1

MM No. 01-18 SUBJECT: Location of State Owned and Leased Offices
Date Issued: 09/12/01 Date Expires: Until Rescinded or Superseded
Agency: DGS No. of Originals: 2

MM No. 01-17 SUBJECT: Energy Management Business Continuity Planning and Stage 3 Readiness Policy
Date Issued: 08/22/01 Date Expires: When Rescinded Agency: DOIT
No. of Originals: 3

MM No. 01-16 SUBJECT: State Agency Requirements Regarding Preventive Energy Management
Date Issued: 08/01/01 Date Expires: When Rescinded Agency: DOIT
No. of Originals: 4

MM No. 01-14 SUBJECT: Procurement of Energy Efficient Products
Date Issued: 07/20/01 Date Expires: When Rescinded Agency: DGS
No. of Originals: 2

MM No. 01-13 SUBJECT: Information Technology Communication and Conservation Plan for Energy Management
Date Issued: 06/18/01 Date Expires: When Rescinded Agency: DOIT
No. of Originals: 10

MM No. 01-07 SUBJECT: Implementation of Required Employee Benefits in Specified Personal Services Contracts
(Rescinds MM 00-07) Date Issued: 05/17/01 Date Expires: No Expiration Agency: DGS No. of Originals: 5

2000 Management Memos

MM No. 00-15 SUBJECT: Changes In Contracting Processes For Service Contracts & Consulting Services Contracts
Date Issued: 12/29/00 Date Expires: No Expiration Agency: DGS
No. of Originals: 2

MM No. 00-14 SUBJECT: Privacy Policy
Date Issued: 12/19/00 Date Expires: Until Rescinded/ Superseded Agency: DGS No. of Originals: 1

MM No. 00-13 SUBJECT: Energy Management in State Facilities During Wintertime Electrical Emergencies
Supplemental to MM 99-13 and 00-06 Date Issued: 12/06/00 Date Expires: Until Superseded Agency: DGS No. of Originals: 5

MM No. 00-06 SUBJECT: Energy Management in State Facilities During Electrical Emergencies
Supplemental to MM 99-13
Date Issued: 08/10/00 Date Expires: Until Superseded Agency: DGS
No. of Originals: 6

MM No. 00-02 SUBJECT: Computer Software Contract Language
Date Issued: 03/17/00 Date Expires: When rescinded Agency: DGS
No. of Originals: 3

1995 - 1999 Management Memos

1999 Management Memos

MM No. 99-13 SUBJECT: Energy Management in State Facilities
Date Issued: 09/13/99 Date Expires: When rescinded Agency: DGS
No. of Originals: 4

MM No. 99-10 SUBJECT: Year 2000 Executive Order and Information Technology Projects
Date Issued: 07/20/99 Date Expires: When rescinded Agency: DOIT
No. of Originals: 3

1998 Management Memos

MM No. 98-17 SUBJECT: Conducting Information Technology (EDP and Telecommunications) Procurements
Date Issued: 08/31/98 Date Expires: Until Revoked Agency: DGS DOIT
No. of Originals: 2

MM No. 98-16 SUBJECT: Conducting Information Technology (EDP and Telecommunications) Procurements
Date Issued: 08/31/98 Date Expires: Until Revoked Agency: DGS DOIT
No. of Originals: 1

MM No. 98-14 SUBJECT: Glove Box Directory of Approved Auto Repair Facilities
Date Issued: 07/31/98 Date Expires: When Rescinded Agency: DGS
No. of Originals: 1

MM No. 98-04 SUBJECT: Minority and Women Business Enterprise Participation Requirements For State Contracting
Date Issued: 03/10/98 Date Expires: Until Rescinded Agency: DGS No. of Originals: 4

1997 Management Memos

MM No. 97-14 SUBJECT: Information Technology Contract Clauses and Documentation Requirements
Date Issued: 10/24/97 Date Expires: Until rescinded Agency: DGS/DOIT
No. of Originals: 3

1996 Management Memos

MM No. 96-20 SUBJECT: Costs for Administration of Collective Bargaining Litigation, and Arbitration
Date Issued: 07/19/96 Date Expires: Indefinite Agency: DOF
No. of Originals: 1

1995 Management Memos

MM No. 95-20 SUBJECT: Expenditure Authorization Controls
Date Issued: 07/18/95 Date Expires: Until Superseded Agency: DOF
No. of Originals: 5

MM No. 95-17 SUBJECT: Personal Leave Program
Date Issued: 07/18/95 Date Expires: Indefinite Agency: DOF
No. of Originals: 1

Contact
State Administrative Manual Unit
P
916.376.5069
SAMUnit@dgs.ca.gov