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ENCUMBRANCES - PERSONAL SERVICES

Chapter: 8300

Section: 8341

Quarterly salaries and wages estimates will be encumbered at the beginning of each fiscal year for amounts expected to be expended each quarter with respect to positions carried forward from the preceding fiscal year. These amounts are determined by analyzing Budget Schedule 8, Supplementary Schedul ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8300/8341
POLICY

Chapter: 5000

Section: 5010

A uniform method for recording data relating to the repair or maintenance of data processing equipment, software, and facilities must be established to prevent degradation in customer and vendor support and excessive maintenance costs. Capturing this data at the time of the incident and ensuring its ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5000/5010
EQUIPMENT ACQUISITION, MAINTENANCE AND DISPOSITION

Chapter: 5000

Section: 5001

Information technology equipment that is state-owned will be used as long as its use meets the operational requirements of the user and as long as relative costs versus benefits are favorable. Such equipment will be used, where appropriate and where benefits exceed costs, to replace installed equipm ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5000/5001
LEASE/PURCHASE ANALYSIS—EQUIPMENT

Chapter: 3700

Section: 3710

Prepare a lease/purchase analysis in accordance with SAM Section 1276 and Management Memos regarding acquisition of equipment. The analysis must be completed on the "Lease Versus Purchase Analysis–Equipment" form shown in the Appendix at the end of this chapter. Any assumptions which are pecul ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3700/3710
GENERAL POLICY

Chapter: 3700

Section: 3700

When acquiring equipment, determine if it would be better to lease or purchase the equipment. An analysis will make it possible to know which method of acquiring the equipment is the least expensive. This chapter gives the guidelines to make a lease/purchase analysis.

https://www.dgs.ca.gov/Resources/SAM/TOC/3700/3700
TERMS AND DEFINITIONS

Chapter: 3700

Section: 3701

The following terms are defined as they are used in this SAM chapter. Many of the terms are explained with examples and in more detail later in this chapter. Amortization Evenly spreading equipment acquisition costs over the period of useful life or the period of payment. Annuity A ser ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3700/3701
REVIEW OF LEASE

Chapter: 3700

Section: 3760

Review any equipment that is acquired under a lease when the conditions that lead to the lease decision have substantially changed, or may soon change. Frequently, there are changes in the projected useful life. For example, the useful life of the equipment may change with increased workload volume. ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3700/3760
PRESENT VALUE TECHNIQUES

Chapter: 3700

Section: 3740

Before making a lease/purchase analysis, gather the following information from the sources listed: 1. Cost, if purchased, of: a. Purchase price. —From the vendor. b. Maintenance. —From the vendor. c. Sales tax. —Compute from the purchase price. ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3700/3740
ITEMS TO BE CONSIDERED

Chapter: 3700

Section: 3720

Consider the following items when making your lease/purchase analysis: Maintenance Costs. Is the cost of keeping the equipment in good working condition the same for each alternative? If not, include the maintenance costs in the present value calculations. Deduct the maintenance costs from lease cos ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3700/3720
COMPOUND INTEREST AND ANNUITY TABLES

Chapter: 3700

Section: 3730

Use compound interest and annuity tables when making the lease/purchase analysis. Three commonly used tables are described below. These can be found on the Department of General Services, Procurement Division, State Financial Marketplace webpage. Choose the right set of interest tables according to ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3700/3730
LEASE WITH OPTION TO PURCHASE

Chapter: 3700

Section: 3750

Evaluation of the Option to Purchase. It may be best to lease with an option to purchase instead of regular lease or purchase. A lease with an option to purchase is like a regular lease but it gives the right to purchase the equipment at some time before all of the lease payments have be ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3700/3750
Exempt Pay Memoranda

Chapter: 400

Section: 0422.1

Changes in, or additions to, the Exempt Pay Scales are published in the form of Exempt Pay Letters. These constitute the official notice of approval by California Department of Human Resources of agencies' requests for establishments or change of exempt salaries, or changes to existing or establishm ...

https://www.dgs.ca.gov/Resources/SAM/TOC/400/0422-1
Exempt Classification and Pay

Chapter: 400

Section: 0400

Policies and procedures governing the pay and classification for positions exempt from civil service are contained in the Exempt Pay Schedule published by the California Department of Human Resources.

https://www.dgs.ca.gov/Resources/SAM/TOC/400/0400
DEPARTMENT OF TECHNOLOGY REVIEW OF PROCUREMENT DOCUMENTS

Chapter: 5200

Section: 5211

The California Department of Technology (Department of Technology) Information Technology Project Oversight Division (ITPOD) may decide to review specifications in procurement documents before they are advertised to ensure that the specifications are consistent with the requirements and specificatio ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5211
GENERAL PROCUREMENT PROCEDURES: PROCUREMENT OF GOODS AND SERVICES ACQUISITIONS AUTHORITY FOR IT GOODS AND SERVICES RELATED TO IT PROJECTS

Chapter: 5200

Section: 5210

Pursuant to Public Contract Code (PCC) 12100(b), all contracts for the acquisition of Information Technology (IT) goods and services related to IT projects, as defined in SAM Section 4819.2, shall be made by or under the supervision of the Department of Technology. The Department of Technology will ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5210
RESPONSIBILITIES AND AUTHORITY

Chapter: 5200

Section: 5200.5

The Department of Finance (Finance) is responsible for review and approval of funding related to IT project proposals. Pursuant to Public Contract Code (PCC) 12100(g), the Department of General Services (DGS) has statutory authority in the determination of IT procurement procedures for the purchase ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5200-5
ELECTRICAL EMERGENCY NOTIFICATION SYSTEM (EENS)

Chapter: 1800

Section: 1810.3

The DGS EENS Manager will use email to notify all parties that have registered for the EENS list server on the EENS Web page. All state agencies should have one or more persons from each state-owned or state leased facility subscribe to the list server so they can receive electrical emerg ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1800/1810-3
PUBLIC POLICY CONSIDERATION

Chapter: 5200

Section: 5230.5

Consideration shall be given to each of the following priorities to advance public policy for IT procurements: Business need Business requirements (mandatory or desirable) Functionality IT environment

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5230-5
PRINCIPLES FOR IT PROCUREMENT

Chapter: 5200

Section: 5230.4

The general principles for IT procurement are as follows: The State obtains IT goods and/or services that meet its needs and advance its policy goals, in a timely fashion, within budget, and with the least possible administrative burden. Procurements are conducted with integrity and in a manner c ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5230-4
ACQUISITION PLANNING

Chapter: 5200

Section: 5230.1

Elements of the Acquisition Planning stage include: Defining the program need Assessing operational needs Selecting the acquisition method IT General Provisions (GSPD 401-IT) and Cloud Computing Special Provisions (as applicable) Obtaining approvals 1. Defining the Program Need For all IT acq ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5230-1