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Contract #
3. PROCUREMENT: This contract is entered into as a result of the procurement process on RX# 100 98000000001, FY2009,
Bid#BV9000 or a pre-approved sole source authorization (from the Division of Purchasing) # SS .
4. CONTRACT PERIOD: Effective Date: 05/01/2009 Termination Date: 4/30/2012 unless terminated early or extended in accordance
with the terms and conditions of this contract. Renewal options (if any): Two 1-year Renewals. All payments under this contract will
be completed within 90 days after the Termination Date.
5. CONTRACT COSTS: CONTRACTOR will be paid a maximum of $100,000 for costs authorized by this contract. Additional
information regarding costs: See price list in Attachment B.
IN WITNESS WHEREOF, the parties sign and cause this contract to be executed.
CONTRACTOR STATE
________ Vendor #
1. Signatures Missing: Vendor or agency signatures are missing, or are only on some of the copies
2. Finet Codes: Vendor numbers or commodity codes need to be listed on the contract
3. Contract Totals: The contract needs to list the Total for the Contract Period, not just the annual
amount. On Amendments, the ending Contract Total from the original or the last Amendment
should be carried forward as the beginning Contract Total (listed as the “current contract amount”
on the current Amendment).
4. Math Errors: The Amendment Amount needs to be added correctly to the current Contract Total.
Double check the math on contracts.
5. Scope of Work: Contracts should have a Scope of Work included in the contract. The Scope of
Work needs to describe the main work that will be done under the contract. If the contract is just to
purchase supplies, a price list would be acceptable.
6. Cost Detail: Contracts need to have reasonable cost detail. Cost detail should include
information such as price lists, costs by tasks, hourly rates, etc. There should be enough detail that
Accounts Payable Personnel can tell that the amounts charged look reasonable. The cost detail can
be included in the Scope of Work or it can be a separate attachment.
7. Attachments not Listed: All attachments to the contract or amendment need to be listed on the
Contract.
8. Effective Date: Generally, the Effective Date of the contract should be a date in the future, and should be a date close to
the time the contract has been signed by all parties, including State Purchasing’s signature. For Amendments, check that the
Effective Date of the Amendment is listed. Contracts should be renewed timely, or the renewal options may be denied by
Purchasing.
9. Handwritten/Visible Changes: Handwritten and visible changes should be initialed by both parties, except for minor
changes, such as accounting code corrections or contract number corrections. Sometimes a Contractor makes a handwritten
change to the contract when they are signing the contract, and the agency is unaware that the change was made.
10. White-Out: White-out should not normally be used on contracts. One cannot tell who’s white-out changes are the last
changes, and who actually made the changes. Changes to contracts should be visible changes.
11. Sole Source: If applicable, the approved Sole Source Request Form needs to be included with the contract when the
contract is sent to State Purchasing. The Sole Source Form does not need to be an attachment to the contract, but it should be
included as backup information with the contract. The contract period and renewal options should match what was approved
on the Sole Source. The Contract Total should not go over the Total approved in the Sole Source for the full contract and
renewals, unless a new Sole Source Request is processed for any additional amounts.
12. Standard Terms and Conditions: The State Standard Terms and Conditions (State T&Cs) should be attached to the
contract. For most contracts, there should NOT be changes to the State T&Cs. If the State T&Cs have been revised, please
make sure that any changes are in line with State Purchasing’s guidelines and, if there are material changes, that the changes
are approved in writing by Alan Bachman, Assistant Attorney General for State Purchasing.
13. Vendor Terms and Conditions: Vendor Terms and Conditions (Vendor T&Cs) should be reviewed closely. Generally, Alan
Bachman, Assistant Attorney General for State Purchasing, should approve the Vendor T&Cs in writing. Attach the Assistant
Attorney General’s approval as backup information to the contract, when sending the contract to State Purchasing. Watch for
any Vendor T&Cs that are incorporated into the contract by reference (such as in a Sales Order or listed in a vendor term).
STATE OF UTAH
CONTRACT AMENDMENT
TO BE ATTACHED TO AND MADE A PART OF the above numbered contract by and between the State of Utah,
DAS/Division of Purchasing & General Services , referred to as STATE and,
ABC Company , referred to as CONTRACTOR.
1. Contract period:
05/01/2009 (original starting date)
2. Contract amount:
$100,000 (current contract amount)
All other conditions and terms in the original contract and previous amendments remain the same.
IN WITNESS WHEREOF, the parties sign and cause the amendment to be executed.
CONTRACTOR STATE
Division of Finance
Amendment #
Contract #
Name of Contractor
Items marked with an x indicates items missing from your contract amendment.
Please add these items to your contract amendment and return the corrected contract
amendment to:
4. Contract renewals 91 days after the contract expiration date will not be
processed by State Purchasing.
Routing
◦ State Agency
◦ Vendor
◦ Purchasing
Contract Technician
Legal Review
Agent Review
Director Signature
◦ Finance
1) Airline Travel will be booked through the Agency contact or through the State Travel Agency,
(801) 538-3352. The costs for the airline travel will be billed directly to the STATE from the State
Travel Agency. STATE discount rates will apply to these charges. (Note: The Manager from the
STATE needs to send a memo to the State Travel Agency listing the person traveling and the travel
dates before the travel can be booked.)
2) Hotels may be booked through the State Travel Agency or directly with the local hotel. Hotel costs
are limited to state discount rates (currently $90/day plus tax). These rates may be higher depending
on availability of rooms. The following link contains a list of hotels that honor the State per diem rate:
http://finance.utah.gov/travel/instate.html.
3) Car Rentals may be booked through the State Travel Agency or directly with the car rental agency.
Rates are limited to state discount rates (currently $40.50/day) available through State of Utah
Contracted Car Rental Agencies.
5) Per Diem for meals on overnight travel will be paid at state per diem rates. The current rate is
$36/day. (Current per diem is allowed as follows: Breakfast $9, Lunch $11, Dinner $16.)
6) Other reasonable expenses (for taxi=s, etc.) will be covered. Provide receipts for these expenses.
7) All costs (except the airline travel which is paid directly by the STATE) and per diem, will be
invoiced to the STATE and copies of receipts and documentation needs to be attached.
If the Contractor books directly with the hotel and car rental agency, then the individual will need to ask for the
“State of Utah rates@and indicate that they will be traveling to provide services for the State. They may need
to show verification, such as a signed letter from the STATE.
The STATE will not pay any costs above these amounts unless prior written approval is received from a Travel
Coordinator with the STATE Agency or the STATE manager in charge of monitoring the services.
A signed fax will be accepted as approval.
Effective Date:
Signature Signature
For name changes, a contract amendment would say that the vendor name is changing –
listing the previous and new names. The amendment would also state why the vendor
name is changing: Did the vendor only change their name? Did one company purchase
or merge with another company?
Backup Documentation: State Purchasing needs a letter from the vendor on letterhead
that describes why the name is changing (ownership change, etc.). This letter will be
backup information to a contract amendment. It does not need to be an “attachment” to
the amendment.
1. Contracts for most supplies, equipment, and services are required to be processed
by State Purchasing
4. Sole Source Contracts which will be over $1000 for the life of the contract,
including renewals
1. Contracts that are $5000 or less where the Agency processed vendor quotes
6. Contracts from a delegation given by the Legislature in the Utah Code that says it
is exempt from the oversight of State Purchasing. List the Utah Code Number in the
contract so that Finance will be able to process it timely.
Purchasing Web Site
http://www.purchasing.utah.gov