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

Announcement: The migration of our mail services from DGSlistsrv to MailChimp for Management Memo (MM) announcements is complete.  Thank you for your patience during the migration process.

 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 management memo announcements, click on this link: Subscribe.

These MMs are available as Adobe Acrobat "Portable Document Format" (PDF) files. In order to view and print these files you must have Adobe Acrobat Reader loaded on your system.


2017 Management Memos

MM No. 17-01 | SUBJECT: State Motor Vehicle Insurance Account 2017-18 Fiscal Year Premium Assessment  
Date Issued: 03/27/17 | Date Expires: June 30, 2018
Agency: DGS | No. of Originals: 4

2016 Management Memos

MM No. 16-08 | SUBJECT: Rescission of Outdated Department of General Services Issued Management Memos  
Date Issued:12/19/16 | Date Expires: When rescission process is completed
Agency: DGS | No. of Originals: 2

MM No. 16-07 | SUBJECT:  Zero-Emission Vehicle Purchasing and Electric Vehicle Service Equipment Infrastructure Requirements 
Date Issued: 12/02/16 | Date Expires: Until Rescinded or incorporated into the State Administrative Manual
Agency: DGS | No. of Originals: 12

MM No. 16-06 | SUBJECT: Repeal Of The DGS Mission Critical Certification Process 
Date Issued: 10/05/16 | Date Expires: 10/01/2017 or when incorporated into the State Contracting Manual
Agency: DGS | No. of Originals: 2

MM No. 16-05 | SUBJECT: Elimination Of The Architecture Revolving Fund (ARF) Assessment 
Date Issued: 09/08/16 | Date Expires: 06/30/2017
Agency: DGS | No. of Originals: 1


MM No. 16-04 | SUBJECT: Government Claims Program Transfer to Department of General Services 
Date Issued:
06/29/16 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2

 

MM No. 16-03 | SUBJECT: Reporting Acquisitions of Goods and Services in the State Contracting and Procurement Registration System (SCPRS) 
Date Issued: 06/17/16 | Date Expires: Until Rescinded or Superseded
Agency: DGS | No. of Originals: 3

 

MM No. 16-02 | SUBJECT: State Fleet Acquisition Process 
Date Issued: 02/09/16 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 3

 

MM No. 16-01 | SUBJECT: State Motor Vehicle Insurance Account 2016-17 Fiscal Year Premium Assessment  
Date Issued: 03/07/16 | Date Expires: 06/30/2017
Agency: DGS | No. of Originals: 4

 

2015 Management Memos

MM No. 15-07 | SUBJECT: Diesel, Biodiesel, and Renewable Hydrocarbon Diesel Bulk Fuel Purchases 
Date Issued: 12/9/15 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2

 

MM No. 15-06 | SUBJECT: State Buildings and Grounds Maintenance and Operation 
Date Issued: 10/15/15 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 6
Note: Links updated 09/2016

MM No. 15-05 | SUBJECT: Policy And Procedures For Acquiring Modular Systems Furniture
Date Issued: 07/17/15 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 3

MM No. 15-04 | SUBJECT: Energy Use Reduction For New, Existing, And Leased Buildings
Date Issued: 05/13/15 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 5

MM No. 15-03 | SUBJECT: Minimum Fuel Economy Standards Policy
Date Issued: 04/28/15 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 4

MM No. 15-02 | SUBJECT: New Requirements For Reporting The Purchase Of Goods And Services
Date Issued: 03/27/15 | Date Expires: Superseded by MM16-03
Agency: DGS | No. of Originals: 2

MM No. 15-01 | SUBJECT: State Motor Vehicle Insurance Account 2015-16 Fiscal Year Premium Assessment
Date Issued: 03/18/15 | Date Expires: June 30, 2016
Agency: DGS | No. of Originals: 4

2014 Management Memos

MM No. 14-09 | SUBJECT: Energy Efficiency in Data Centers and Server Rooms
Date Issued: 10/10/14 - Updated 12/15/15 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2


MM No. 14-08 | SUBJECT: State Telecommunications Vision, Strategy And Policy
Date Issued: 09/25/14 | Date Expires: Until Rescinded
Agency: Department of Technology | No. of Originals: 7


MM No. 14-07 | SUBJECT: Standard Operating Procedures For Energy Management In State Buildings
Date Issued: 07/31/14 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 2


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. 14-03 | 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: Rescinded 12/19/16 MM16-08 Incorporated SCM Vol. 1
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. 13-04 | SUBJECT: Zero-Emission Vehicle Implementation Plan
Date Issued: 01/22/13  Date Expires: Until Rescinded. Superseded by MM No. 16-02
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. Superseded by MM No. 16-02
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. 12-02| 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 Superseded
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: Rescinded 12/19/16 MM16-08
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

2009 Management Memos:

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: Rescinded 12/19/16 MM16-08
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. 08-05 | 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. 08-03 | 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: Rescinded 12/19/16 MM16-08 Updated content incorporated in SCM Vol. 2
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: 6 

2007 Management Memos

MM No. 07-08 SUBJECT: Commercial Rental Car Forms of Payment
Date Issued: 08/16/07 Date Expires: Rescinded 12/19/16 MM16-08  Updated content in State Travel Bulletins
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. 06-13 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

2004 Management Memos

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. 03-16 SUBJECT: Reporting Work-Connected Fatalities and Serious Injuries.
Date Issued: 8/11/03 Date Expires: Rescinded 12/19/16 MM16-08 Codified 2003
Agency: DGS No. of Originals: 1

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 Superseded
Agency: DGS No. of Originals: 1

2002 Management Memos

MM No. 02-22 SUBJECT: Procuring Printing Services
Date Issued: 12/09/02 Date Expires: Rescinded 12/19/16 MM16-08  Incorporated in SAM Chapter 2800
Agency: DGS  No. of Originals: 1

MM No. 02-18 SUBJECT: Cancellation of Oracle Enterprise License Agreement
Date Issued: 08/18/02 Date Expires: Rescinded 12/19/16 MM16-08
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. 01-18 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. 00-02 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. 99-10 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: Rescinded 12/19/16 MM16-08 Material online
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: Rescinded 12/19/16 MM16-08  See SCM for current information
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

 

Contact

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