Software License Program Basics - 1608.1

When to Use SLP Contracts

SLP contracts are established to reduce the need for individual departments to conduct repetitive acquisitions for proprietary software licenses and software upgrades.  SLP contracts take advantage of the large volume discounts offered by the software publishers.

What is Required to use SLP Contracts

The department must verify the execution of the order is authorized under the department’s purchasing authority.

This is a requirement for departments with purchasing authority and does not apply to the DGS/PD when conducting procurements on behalf of customers.

A minimum of three (3) suppliers must be contacted to obtain offers.  Purchase documents are executed based upon best value criteria as determined by the needs of the individual department.  The SLP contractor must be contacted directly to obtain a copy of the specific SLP contract.  Conducting a purchase activity using the SLP contracts is no different than for other LPAs (CMAS and MA).

List of SLP Contractors

Click here for a list of authorized participating resellers/contractors with SLP contracts.

Contract Price is Maximum

SLP contract pricing is the maximum allowed.  Buyers are strongly encouraged to negotiate lower prices.

SLP Amendments

Original orders, which include options for changes (e.g., quantity or time), that were assessed and considered in the selection for award during the RFO process, may be amended consistent with the terms of the original order, provided that the original order allowed for amendments.  Except as identified below, all other amendments must follow the NCB process.

Amendments may be executed for incidental omissions such as:

• Transposition of numbers from the offer to the purchase document or
• Inadvertent failures to include such things as contact names or
• Mistyped addresses

Note: This does not apply to changes in quantity or time.

Amendments must also be executed for contractor name changes that have been authorized in the SLP contract. 

Exemption from the Dollar Threshold

In order to obtain approval to execute a purchase document that exceeds the SLP purchasing authority dollar threshold, a Purchasing Authority Change Request (PACR) must be completed and submitted to DGS/PD/ Purchasing Authority Unit (PAU).

The following information must be documented and forwarded to DGS/PD/PAU:

• A statement indicating this purchase is “mission critical” to the department, signed by the department CIO;
• A clear statement of what is being purchased including all line items and the estimated dollar amount;
• Identification of the savings that will be realized by this purchase (e.g. list price compared to SLP price);
• The consequences that will occur if the department is unable to make the purchase;
• A statement that this purchase, in this amount, is consistent with the department’s IT Strategic Plan (attach an excerpt of the appropriate section pertaining to this purchase); and
• A copy of the California Department of Technology (CDT) approved ITAP reflecting this purchase.

Upon review and approval of the documentation submitted, DGS/PD will issue an approval letter concurring with the request.  Upon receiving approval from DGS/PD, the department may proceed to initiate the RFO approval process.

Cloud Computing SaaS Special Provisions

For Cloud Computing Software as a Service (SaaS) solutions, include the Cloud Computing Contract Special Provisions SaaS with a Statement of Work in addition to the General Provisions. Refer to the LPA user instructions for further information.

For additional information and helpful tools, refer to DGS/PD Cloud Computing webpage