$150K Service Contract Delegation Program Audits

How does a state department obtain a $150K service contract approval exemption?
To apply for $150K service contract approval exemption, contact DGS' Office of Audit Services for instructions at (916) 376-5055, or send a request to: DGS Office of Audit Services, Attn: $150K Contract Exemption, 707 3rd Street, 8th Floor, West Sacramento, CA 95605.

Departments that are using the $150K audit guide, please contact Office of Audit Services, (916) 376-5055, for the most current audit guide package.

How does a state department obtain a $150K service contract approval exemption?
To apply for $150K service contract approval exemption, contact DGS' Office of Audit Services for instructions at (916) 376-5055. 

How does a state department renew a $150K service contract approval exemption?
Two months prior to the expiration of the department's current exemption letter, please contact DGS' Office of Audit Services for renewal instructions at (916) 376-5055. 

What are the exemption requirements?
The exemption requirements are set forth in Public Contract Code section 10351. In summary, these requirements necessitate maintaining an internal control system sufficient to provide reasonable assurance of compliance with contracting laws and policies. The specific requirements are as follows:

“(1) Designates an agency officer as responsible and directly accountable for the agency’s contracting program.
(2) Establishes written policies and procedures and a management system that will ensure the state agency’s contracting activities comply with applicable provisions of law and regulations and that it has demonstrated the ability to carry out these policies and procedures and to implement the management system.
(3) Establishes a plan for ensuring that contracting personnel are adequately trained in contract administration and contract management.
(4) Conducts an audit every three years of the contracting program and reports to the department as it may require.
(5) Establishes procedures for reporting to the department and the Legislature on such contracts as the Legislature may require in the Budget Act.”

Does the $150K service contract approval exemption apply to all types of contracts?
No. This exemption applies only to Non-IT services contracts. Particularly, this exemption relates only to contracts subject to DGS’ approval per PCC section 10335 and therefore does not address any approval requirements applicable to other types of contracts, including but not necessarily limited to: contracts for real estate related activities subject to DGS’ approval per SAM section 1300, and contracts for goods and information technology and telecommunications goods and services subject to PCC sections 10300 et seq. and 12100 et seq. and related requirements issued by DGS, Procurement Division.

What if a department is not able to complete the audit and submit audit report to DGS timely due to other priorities?
The two audits required as a condition for exemption of an agency’s contracts from approval by DGS must be completed, and audit reports must be submitted by the reported due dates as specified in the exemption letter.  However, if a department is not able to complete the audits and submit the audit reports timely, the department should inform DGS’ Office of Audit Services (OAS). On a case-by-case basis, DGS may provide an extension to the department’s current exemption.

How long will a quality control review be conducted after a department submits an audit report?
DGS’ Office of Audit Services will call the department to schedule a quality control review after each required audit report is received.

What to expect from a DGS $150K quality control review?
For each audit report submitted to DGS per PCC 10351, DGS is required to conduct a quality control review per PCC 10352. The cost of each of these reviews will be charged to your department.

Where are audit reports posted?
Final audit reports conducted by OAS are posted to the OAS website within 5-7 business days after issuance.

How is OAS preparing to audit for FI$CAL as a lot of departments were or have been in the process of switching over to the FI$CAL processes? 
OAS staff will work with the department’s programs that are affected by the Fi$Cal implementation.