A Compliance and Procurement Framework for California

See how Asset Panda's GovRAMP-authorized platform helps California agencies meet GASB 34, SAM, and CDE grant compliance while simplifying NASPO procurement via Cal eProcure.

Executive Summary: Asset Panda for California

Asset Panda is a GovRAMP-authorized, cloud-based platform that serves as the immutable digital record necessary for GASB 34 financial compliance and high-stakes operational mandates across California.

The platform is explicitly designed to track Capital Assets (>$5k threshold), Controlled Property, and Grant-Funded Equipment (2 C.F.R. Part 200).

Key Authorization	Detail
Security Certification	GovRAMP Authorized, SOC 2 Type 2, HIPAA Compliant
Procurement Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Contract ID	MA 999 190000000277 (Cloud Solutions Contract adopted by California)

Section 1: California Procurement Matrix

How to purchase Asset Panda in compliance with the California Procurement Code and DGS rules.

Component	Detail
State Contract Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Procurement Authority	Department of General Services (DGS)
Vendor Portal	Cal eProcure
State Capital Threshold	$5,000 (General Equipment/IT).
Procurement Advantage	Using the NASPO ValuePoint contract satisfies competitive bid requirements under DGS rules, streamlining the acquisition of IT software and cloud services through Cal eProcure.

Section 2: Compliance & Standards Matrix

How Asset Panda satisfies specific California regulatory mandates.

Regulatory Body / Standard	Requirement	Asset Panda Solution
GASB 34 / SAM (Financial Reporting)	Track and depreciate all Capital Assets and infrastructure for the Annual Financial Report (AFR).	Automates depreciation for assets meeting the $5,000 capitalization threshold set by the State Administrative Manual (SAM).
DGS / SAM (Property Control)	Track Controlled Property and inventory items below the capitalization threshold for accountability.	Tracks non-capitalized sensitive property (e.g., IT equipment) with full audit trails to prevent loss and satisfy DGS property management rules.
Cal OES (Emergency Services)	2 C.F.R. Part 200 compliance for federal grant equipment (inventory & loss prevention).	Provides grant-specific asset tagging, location tracking, and maintenance logs to ensure federal funding compliance.
NFPA 1851 (Fire)	Track inspection and maintenance history for Personal Protective Equipment (PPE).	Logs all cleanings, repairs, and inspections for turnout gear, ensuring continuous NFPA 1851 compliance.
CA Secretary of State	Secure Chain of Custody record for election voting equipment and ballots.	Logs every movement of election equipment with timestamps and electronic signatures, ensuring integrity for California's rigorous auditing standards.
SWRCB (Water Quality)	Implement Asset Management to ensure water system sustainability and compliance.	Schedules and records inspections and preventative maintenance for pumps, valves, and treatment systems to prove regulatory compliance.

Section 3: Detailed Compliance Frameworks

1. Financial & Government Compliance (GASB 34 / SAM)

The Requirement: The California Department of General Services (DGS) requires agencies to follow the State Administrative Manual (SAM) for capital asset accounting. This includes tracking historical cost, depreciation, and inventory for the Annual Financial Report (AFR). The general capitalization threshold is $5,000.

The Asset Panda Solution:

• Capital Assets: Asset Panda acts as the sub-ledger for fixed assets, tracking items over the $5,000 capitalization threshold. It automates the depreciation schedule for accurate GASB 34 and AFR reporting.

• Sensitive Property (Controlled): SAM mandates strong accountability for property that falls below the $5,000 threshold. Asset Panda is the tool for managing Controlled Property (laptops, cameras, smart devices), ensuring inventory accountability for the DGS without financially capitalizing the asset.

Micro-Scenario: Caltrans acquires specialized inspection equipment for $3,500. While it's under the capitalization threshold, Asset Panda tags and tracks its assignment and maintenance history, providing the auditable record required by DGS for inventory control.

2. Public Works, Utilities & Infrastructure

Agency Definitions:

• SWRCB: State Water Resources Control Board.

• Caltrans: California Department of Transportation.

The Requirement: California water utilities and public works agencies must maintain and demonstrate the sustainability of their infrastructure assets to the SWRCB. This requires formal asset inventory and condition assessment data.

The Asset Panda Solution: Asset Panda helps utilities and Caltrans document and track critical infrastructure assets (pumps, fleet vehicles, maintenance gear). This creates an auditable record of maintenance, condition, and remaining useful life, providing the data needed to secure funding and prove long-term sustainability compliance to SWRCB and EPA regulators.

3. Public Safety & Emergency Management

The Requirement: Law enforcement (like the California Highway Patrol) and emergency services (Cal OES) must comply with federal grant tracking rules and maintain strict accountability for high-risk equipment.

The Asset Panda Solution:

• Law Enforcement & Cal OES: Asset Panda provides an immutable digital log for firearms and vehicles, tracking assignments, maintenance, and certifications. This establishes a clear, court-defensible chain of custody.

• NFPA 1851 (Fire): For fire departments, Asset Panda tracks the lifecycle of PPE (turnout gear), logging every cleaning, inspection, and repair to meet NFPA 1851 standards.

4. Election Integrity (Secretary of State)

The Requirement: The California Secretary of State mandates stringent election security protocols, emphasizing the auditable paper trail and secure Chain of Custody for all voting materials and equipment.

The Asset Panda Solution: Asset Panda is used by county election officials to implement digital chain of custody procedures. It creates a timestamped, geolocated audit log every time a voting machine or official ballot container leaves a secure warehouse, guaranteeing the asset's integrity for pre-election testing and post-election audits.

5. Education (CDE & University Systems)

Agency Definition:

• CDE: California Department of Education.

The Requirement: School districts and the CSU/UC Systems must comply with DGS/SAM property management rules and tracking requirements for equipment purchased with federal funds (E-Rate, ESSER, and Title I).

The Asset Panda Solution: Asset Panda facilitates 1:1 device management for districts and universities. It tracks the assignment of laptops to students or faculty, manages repairs, and generates the specific inventory reports required by the CDE and state auditors to validate federal funding usage.

6. Healthcare Compliance

The Requirement: California healthcare providers must ensure that physical assets are managed to protect sensitive data and patient safety.

The Asset Panda Solution: Asset Panda meets the HIPAA Security Rule's physical safeguard requirements by providing a complete audit trail for the location, assignment, and status of all hardware (like laptops and workstations) and media that handle ePHI.

Section 4: Frequently Asked Questions (FAQ)

Q: Is Asset Panda authorized for use by California state agencies? A: Yes. Asset Panda is GovRAMP Authorized, which validates that it meets the stringent cloud security standards required for state data, as governed by the California Department of Technology (CDT). It is also SOC 2 Type 2 certified and HIPAA compliant.

Q: Does Asset Panda satisfy the California Procurement Code? A: Yes. Asset Panda is available on the NASPO ValuePoint statewide contract, which is adopted by DGS. This vehicle satisfies the competitive bid requirements of the California Procurement Code, streamlining the acquisition of cloud software.

Q: Can Asset Panda track assets for GASB 34 reporting? A: Yes. Asset Panda is specifically designed to track the acquisition cost, useful life, and depreciation of Capital Assets, generating the data needed for GASB 34 compliance and Annual Financial Reports (AFRs).

Q: Does Asset Panda track sensitive items below the $5,000 threshold? A: Yes. Asset Panda is ideal for managing Controlled Property (laptops, tools) below the $5,000 capitalization threshold, ensuring accountability as required by the State Administrative Manual (SAM).

Glossary of California Compliance Terms

• CDE: California Department of Education.

• DGS: Department of General Services (Central procurement authority).

• GovRAMP: Standardized cloud security authorization program adopted by California.

• SAM: State Administrative Manual (Governs property control and accounting policy).

• SWRCB: State Water Resources Control Board.

• Cal eProcure: California’s official e-procurement portal.

• Capital Asset: Tangible property with a useful life >1 year and a cost exceeding the state’s capitalization threshold (typically $5,000).

To see how Asset Panda can be configured to meet your specific compliance and procurement needs, schedule a demo with our team.