TO:
Agency Chief Information Officers (AIO)
Chief Information Officers (CIO)
Agency Information Security Officers (AISO)
Information Security Officers (ISO)
SUBJECT:
New Statewide Integrated Technology IT Shared Services (SITeS) Contract Process for GenAI General Office Productivity Tools
BACKGROUND:
In accordance with Executive Order N-30-25, the California Department of Technology (CDT) is advancing key initiatives to simplify Information Technology (IT) project approvals and procurement, expand shared contracting vehicles that reduce statewide costs, and deliver a marketplace for Generative Artificial Intelligence (GenAI) tools, services and productivity solutions.
PURPOSE:
The purpose of this Procedures/Standards release is to implement key directives of Executive Order N-30-25 by establishing the new Statewide IT Shared Services Contracts (SITeS Contract).
SITeS Contracts will streamline the procurement and use of general office productivity[1] GenAI Tools, Services, and Productivity Solutions. SITeS contracts are tailored for low-risk GenAI use cases, reduce procurement timelines and provide cost savings for governmental entities.
SITES CONTRACTS:
State entities and local government agencies may utilize these pre-negotiated statewide SITeS Contracts to procure general office productivity GenAI Tools, Services, and Productivity Solutions.
Prior to procuring any GenAI Tools, Services, and Productivity Solutions, the state and governmental entities should review the SITeS Contracts and the User Instructions. Additionally, the state and governmental entities must comply with applicable laws and regulations, as well as the State Contracting Manual (SCM), State Administrative Manual (SAM), State Information Management Manual (SIMM) with respect to any procurement leveraging the SITeS Contracts.
Vendor specific SITeS Contracts and User Instructions are available on the:
- Cal eProcure website at: ca.gov
- CDT Office of Statewide Technology Procurement (OSTP) website at: cadtprod.service-now.com
The state entities and local government agencies must use the Statewide Telecommunications/ Information Technology Order Request (Form 20A) to procure any products and services under this SITeS Contract. An electronic version of the Form 20A is available on the OSTP Forms page.
A state entity must submit a completed copy of the Order Request Form 20A via OSTP Intake. The local government agency must submit a completed copy of the Form 20A to the CDT Contract Administrator at TechnologyProcurements@state.ca.gov.
GENAI RISK ASSESSMENT BY PROCEDURES BY GENAI RISK LEVEL:
A. Executive Branch State Entities
Prior to procuring any products or tools through SITeS Contract, the Executive Branch State Entities shall complete and submit GenAI Risk Assessment (SIMM 5305F or SIMM 150). For purposes of this Procedures and Standards (PS), “Executive Branch State Entity” means California state departments, agencies, boards, and commissions that are under the direct authority of the Governor as described in Government Code § 11546.1(e).
For LOW RISK GenAI Use Cases:
- Complete the SIMM 150 GenAI Risk Assessment for Office Productivity or SIMM 5305-F GenAI Risk Assessment form.
- Retain all documentation for future security, procurement, or state audits.
- Do NOT submit the GenAI Risk Assessment to CDT.
- May proceed with procurement via SITeS contracts for eligible low-risk tools.
For MODERATE RISK and HIGH RISK GenAI Use Cases:
- Complete the GenAI Risk Assessment SIMM 5305-F.
- Submit assessment to CDT via ServiceNow ticketing system.
- CDT will review and may request consultation for moderate risk use cases.
- Mandatory consultation with CDT is required for high-risk use cases.
- Await CDT review and recommendations before proceeding.
B. All Other State Entities and Local Government Agencies
All other State Entities (other than Executive Branch State Entities) and local government agencies are encouraged to perform their own internal risk assessments prior to utilizing this SITeS Contract to ensure responsible adoption of GenAI and to ensure such procurement aligns with their policies and project level considerations.
[1] “General office productivity” refers to the effective use of GenAI technologies to streamline and enhance routine business functions and knowledge work across various domains, such as content creation, communication, research, data analysis, administrative support, training, etc., within an organizational environment. This includes leveraging GenAI to assist with tasks like document drafting, grammar correction, summarization, scheduling, content generation, data organization, translation, network analysis, and more, all with the goal of increasing efficiency, improving quality, and reducing manual effort while maintaining safeguards for security, privacy, compliance, and ethical standards.
REFERENCES:
The following reference materials are associated with this Procedures/Standards update:
• SIMM 5305-F – Generative Artificial Intelligence Risk Assessment
• SIMM 150 – Generative Artificial Intelligence Risk Assessment for General Office Productivity
• Executive Order N-30-25 Establishing an Efficient and Effective Government
• Executive Order N-12-23 Preparing California for the Progress of Artificial Intelligence
• Tech Alert (TA) 25-04 Private Cloud Marketplace
• Tech Alert (TA) 26-06 New Statewide IT Shared Services (SITeS) Contracts
QUESTIONS:
Questions regarding this announcement may be directed to the CDT OSTP at TechnologyProcurements@state.ca.gov.