Management Memos

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).

Management Memos (MM) provide information to state departments relating to:

  • Matters that need immediate attention.

  • Statewide management policy to be included in the State Administrative Manual (SAM).

  • State contracting material to be included in the State Contracting Manual (SCM).

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

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Published Management Memos

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MM No. 24-02 | Subject: Small Business Participation, wholly or partly, funded by the Federal Infrastructure Investment and Jobs Act (IIJA)
Date Issued: 04/19/2024 | Effective Date: 04/01/2024
Agency: DGS

MM No. 24-01 | Subject: State Motor Vehicle Insurance Account 2024-25 Fiscal Year Assessment
Date Issued: 03/28/2024 | Effective Date: 07/01/2024
Agency: DGS

 

 

MM No. 23-02 | Subject:  Electric Vehicle Supply Equipment (EVSE) Requirements for Leased Facilities
Date Issued: 09/12/2023 | Effective Date: 08/15/2023
Agency: DGS

MM No. 23-01 | Subject:  State Motor Vehicle Insurance Account; 2023-24 Fiscal Year Assessment
Date Issued: 06/02/2023 | Effective Date: 07/02/2023
Agency: DGS

MM No. 22-02 | Subject:  Buy Clean California Act for Public Works Project Contracts
Date Issued: 6/28/22 | Effective Date: 7/1/22
Agency: DGS | No. of Originals: 3

MM No. 22-01 | Subject:  State Motor Vehicle Insurance Account 2022-23 Fiscal Year Assessment
Date Issued: 5/3/22 | Effective Date: 5/3/22
Agency: DGS | No. of Originals: 4

 

MM No. 21-08 | SUBJECT:  Statewide Telework Policy
Date Issued: 10/5/2021 | Effective Date: 10/1/2021

Agency: DGS | No. of Originals: 2

 

MM No. 21-07 | SUBJECT:  Airline Reservation Requirements

Date Issued: 7/8/21 | Effective Date: 8/1/21

Agency: DGS | No. of Originals: 2

 

MM No. 21-06 | SUBJECT:  Annual Reporting Requirement for Marketing and Outreach Advertising Material Purchases Targeting Ethnic and LGBTQIA Communities

Date Issued: 4/1/21 | Effective Date: 4/1/21

Agency: DGS | No. of Originals: 3

 

MM No. 21-05 | SUBJECT:  Office of State Publishing (OSP) and California Prison Industry Authority (CalPIA) Joint Modification to Printing Services Procurement Process

Date Issued: 4/30/21 | Effective Date: 4/30/21

Agency: DGS | No. of Originals: 3

 

MM No. 21-04 | SUBJECT:  Recycling Modular Systems Furniture and Conventional Furniture

Date Issued: 4/30/21 | Effective Date: 4/30/21

Agency: DGS | No. of Originals: 3

 

MM No. 21-03 | SUBJECT:  State Motor Vehicle Insurance Account 2021-22 Fiscal Year Assessment

Date Issued: 4/20/21 | Effective Date: 4/20/21

Agency: DGS | No. of Originals: 4

 

MM No. 21-02 | SUBJECT:  Data Management Requirements for State Agency Printing Operations (IN-PLANTS)

Date Issued: 3/4/21 | Effective Date: 3/4/21

Agency: DGS | No. of Originals: 2

 

MM No. 21-01 | SUBJECT:  Telematics Installation and Usage Mandate

Date Issued: 1/13/21 | Effective Date: 1/13/21

Agency: DGS | No. of Originals: 2

MM No. 20-07 | SUBJECT:  ELECTRONIC SIGNATURES, ELECTRONIC TRANSACTIONS AND ELECTRONIC RECORD MANAGEMENT FOR STATE FORMS

Date Issued: 12/24/20 | Effective Date: 12/24/20

Agency: DGS | No. of Originals: 2

 

MM No. 20-06 | SUBJECT:  Telematics Installation and Usage Mandate

Date Issued: 12/2/20 | Effective Date: TEMPORARILY RESCINDED

Agency: DGS | No. of Originals: 2

 

MM No. 20-05 | SUBJECT:  Purchasing Restrictions for the State Fleet

Date Issued: 04/16/20 | Effective Date: May 28, 2020 (RESCINDED pursuant to DOF BL 21-23 effective 18 August, 2021)

Agency: DGS | No. of Originals: 4

 

MM No. 20-04 | SUBJECT:  Medium- and Heavy-Duty Zero Emission Vehicle (ZEV) First Purchasing Requirements

Date Issued: 04/16/20 | Date Incorporated into SAM: April 16, 2020

Agency: DGS | No. of Originals: 3

 

MM No. 20-03 | SUBJECT:  Laptop Donation for Foster Youth

Date Issued: 04/13/20 | Date Incorporated into SAM: April 13, 2020

Agency: DGS | No. of Originals: 2

 

MM No. 20-02 | SUBJECT:  State Motor Vehicle Insurance Account 2020-21 Fiscal Year Premium Assessment

Date Issued: 03/10/20 | Date Expires: June 30, 2021

Agency: DGS | No. of Originals: 2

 

MM No. 20-01 | SUBJECT:  Buy Clean California Act 

Date Issued: 02/13/20 | Date Expires: January 1, 2021

Agency: DGS | No. of Originals: 2

MM No. 19-05 | SUBJECT:  State Fleet Vehicle Purchasing Restrictions 

Date Issued: 12/02/19 | Date Incorporated into SAM: December 2, 2019

Agency: DGS | No. of Originals: 2

 

MM No. 19-04 | SUBJECT:  Statewide Zero-Emission Vehicle Purchasing Credits 

Date Issued: 09/24/19 | Date Expires: September 24, 2020 

Agency: DGS | No. of Originals: 4

 

MM No. 19-03 | SUBJECT:  State Agency Printing Operations 

Date Issued: 05/24/19 | Date Expires: Until rescinded or incorporated into SAM 

Agency: DGS | No. of Originals: 4

 

MM No. 19-02 | SUBJECT:  State Motor Vehicle Insurance Account 2019-20 FY Premium Assessment

Date Issued: 03/29/19 | Date Expires: June 30, 2020 

Agency: DGS | No. of Originals: 4

 

MM No. 19-01 | SUBJECT:  Buy Clean California Act

Date Issued: 03/21/19 | Date Expires: Jan. 1, 2020 

Agency: DGS | No. of Originals: 2

 

 

 

MM No: 18-03 | SUBJECT: Electronic Signatures, Electronic Transactions and Electronic Record Management Policy

Date Issued: 03/28/18 | Date Expires: Incorporated into SAM Section 1240

Agency: DGS | No. of Originals: 8

 

MM No: 18-01 | SUBJECT: DGS Delegation of Public Works Projects to Client Agencies

Date Issued: 03/28/18 | Date Expires: When incorporated into SAM

Agency: DGS | No. of Originals: 5

 

There are no active 2017 management memos.

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. 16-03 | 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. 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. 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. 14-02 | SUBJECT:  Water Efficiency And Conservation
Date Issued: 01/13/14 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 4


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: 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. 12-08 | SUBJECT: State of California Fleet Card Program Procedures
Date Issued: 12/26/12 | Date Expires: Incorporated into SAM 11/2019
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. 12-02| 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

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. 11-01 | SUBJECT: Cost-Effective Reuse of Surplus Furniture
Date Issued: 02/11/11 | Date Expires: Until Rescinded
Agency: DGS | No. of Originals: 3
There are no active 2010 management memos.

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

MM No. 08-11 | SUBJECT: Safeguarding Against and Responding to a Breach of Security Involving Personal Information
Date Issued: 11/06/08 | Date Expires: Superseded by SIMM 5340-C
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: Superseded by SIMM 5325-A
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: Superseded by Procedures/Standards Update 013
Agency: OISPP | No. of Originals: 3

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: Superseded by Technology Letters 13-04 and 12-10, and Procedures/Standards Update PG-001
Agency: OISPP | No. of Originals: 6 

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

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: Superseded by SIMM 5305-A
Agency: DOF No. of Originals: 3

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. 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

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

Document is available upon request.

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

 

Documents are available upon request.

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

Documents are available upon request.

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

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