Face Page Document and Instructions

A Fixed Term Agreement is the most basic contract form.

• Contract Type: Select Fixed Term Agreement
• Transaction Type: Select New
• Current Contract Term: From and To dates are to reflect the start and end dates of the entire contract
  • Use the 10-character format mm/dd/yyyy
• Current Contract Period: These dates should be the same as the dates entered for Current Contract Term
• Contract Funding Amount: The Current field should include the total amount of the contract
  • Only enter numbers, as the field is formatted to insert currency punctuation
• Multi-Year Agreement Section: Leave blank if the contract type is a Fixed Term Agreement

See Fixed Term Contract Face Page Sample at the end of this page.

The Fixed Term Contract does not make a provision for renewals, thus Amendment must be selected as the Transaction Type when conditions require a change to a contract.

• Contract Type: Select Fixed Term Agreement 
• Transaction Type: Select Amendment
• Current Contract Term: Use the most recently approved contract term
  • Use the 10-character format mm/dd/yyyy
• Current Contract Period: These dates should be the same as the dates entered for Current Contract Term
• Amended Term: Use the current approved contract start date and, since amendments to contract terms typically involve extending the contract term (time amendment), provide the new end date
• Amended Period: Follows the same rules as Amendment Term
• Contract Funding Amount: Use the most recently approved funding amount in the Current field
  • If the amount of funding is being changed (cost amendment), enter the new funding amount (most recently approved +/- new funding) in the Amended field
• Attachments: Only Attachments affected by the amendment should be included with the Face Page; Terms and Conditions are not affected by basic time or cost amendments
  • Attachments A-1 Program Specific Terms and Conditions and/or A-2 Federally Funded Grants should be included if the amendment requires change to Program Specific or Federal Terms and Conditions
  • The appropriate Amendment version of Attachment B should be included when budget changes are made by amendment
  • Attachment C: Work Plan and Attachment D: Payment and Reporting Schedule may need to be included if the amendment affects the scope of work, or significantly affects the timeline for the project

See Fixed Term Amendment Face Page Sample at the end of this page.

A Multi-Year contract is one in which the project is expected to span two or more years. This type of contract is typically used for programs where the funding beyond the initial period can be reliably predicted and annual budgets and workplans are expected to remain stable. 

• Contract Type: Select Multi-Year Agreement
• Transaction Type: Select New
• Current Contract Term: From and To dates are the start and end dates of the entire contract
  • Use the 10-character format mm/dd/yyyy
• Current Contract Period: These dates should be the same as the dates entered for the Current Contract Term
• Contract Funding Amount: The Current field should include the total amount of the contract
  • Only enter numbers, as the field is formatted to insert currency punctuation
• Multi-Year Agreements Table: Provide details of each of the years encompassed by the multi-year term. 
  • For example, a five-year contract for $1,000,000 should have each discreet year listed in the table. The dates and amount of the first year represent the expected duration and amount; remaining years are projected based on expected appropriations.
  • For Multi-Year Agreements only, dates should be used on the budgets and work plans.

See Multi-Year Contract Face Page Sample at the end of this page.

The Multi-Year contract does not make a provision for renewals, thus Amendment must be selected as the Transaction Type when conditions require a change to a contract.

• Contract Type: Select Multi-Year Agreement
• Transaction Type: Select Amendment
• Current Contract Term: Use the most recently approved contract term
  • Use the 10-character format mm/dd/yyyy
• Current Contract Period: These dates should be the same as the dates entered for Current Contract Term
• Amended Term: Leave this field blank, unless contemplating a change to the overall term of the contract
  • When contemplating a change to the overall term of the contract, use the initial start date and the new end date
• Amended Period: Follows the same rules as Amendment Term
• Contract Funding Amount: Use the most recently approved funding amount in the Current field
  • If the amount of funding is being changed (cost amendment), enter the new funding amount (most recently approved +/- new funding) in the Amended field
• Multi-Year Agreements Table: Provide details of each of the years encompassed by the multi-year term as presented in the most recently approved contract. 
  • Show changes to the dates or amount for a budget period within the overall contract shell on the appropriate line (see example below). 
  • For Multi-Year Agreements only, dates should be used on the budgets and work plans.
• Attachments: Only Attachments affected by the amendment should be included with the Face Page; Terms and Conditions are not affected by routine time or cost amendments
  • Attachments A-1 Program Specific Terms and Conditions and/or A-2 Federally Funded Grants should be included if the amendment requires change to Program Specific or Federal Terms and Conditions
  • The appropriate Amendment version of Attachment B should be included when budget changes are made by amendment
  • Attachment C: Work Plan and Attachment D: Payment and Reporting Schedule may need to be included if the amendment affects the scope of work, or significantly affects the timeline for the project

See Multi-Year Amendment Face Page Sample at the end of this page.

A Simplified Renewal Contract is one written for a project that is expected to span two or more years, but for which funding beyond the initial period cannot be reliably predicted. For these types of renewals, annual budgets and work plans are expected to be variable. This format is particularly applicable to a project expected to be carried out in phases (startup, implementation, performance, etc.).

Note: the Multi-Year Agreement section is not used for the Simplified Renewal contract type.

• Contract Type: Select Simplified Renewal Agreement
• Transaction Type: Select New
• Current Contract Term: From and To dates are to reflect the start and end dates of the entire contract
  • Use the 10-character format mm/dd/yyyy
• Current Contract Period: These dates should be the start and end dates of the initial contract period (e.g. the Contract Term may be for three years, but the initial period is only for the first twelve months.)
• Contract Funding Amount: Enter the amount allocated for the first period of the contract in the Current field
  • Only enter numbers, as the field is formatted to insert currency punctuation
  • The budget and scope of the work plan should encompass only the anticipated expenditures and work to be performed during the initial period

See Simplified Renewal Contract Face Page Sample at the end of this page.

A Simplified Renewal contract must be developed, processed, and formally approved by the Office of the State Comptroller (OSC) each new period.

For second year and each remaining year of the overall contract term, the same procedure below is to be followed.

• Contract Type: Select Simplified Renewal 
• Transaction Type: Select Renewal
• Current Contract Term: From and To dates are the start and end dates of the entire contract
  • Use the 10-character format mm/dd/yyyy
• Current Contract Period: Include the start and end dates of the new contract period (for example, the term may be for three years, but the second year period is for the second twelve months)
• Contract Funding Amount: Enter the amount allocated for the second period of the contract in the Current field
  • The budget and scope of the work plan should encompass the anticipated expenditures and work to be performed during the second period
  • A new budget, work plan, and payment and reporting schedule should be developed and executed for the renewal
  • Only enter numbers, as the field is formatted to insert currency punctuation
• Attachments: Only Attachments affected by the renewal should be included with the Face Page; Terms and Conditions are not affected by renewals 
  • Attachments A-1 Program Specific Terms and Conditions and/or A-2 Federally Funded Grants should be included if language has changed since the previous renewal was processed. 
  • The appropriate version of Attachment B should be included
  • Attachment C: Work Plan should be included to reflect the scope of work for the renewal
  • Attachment D: Payment and Reporting Schedule should be included to reflect the schedule for the renewal period, if applicable

See Simplified Renewal Contract (Year Two and Beyond) Face Page Sample at the end of this page.

To change the overall contract term, time, or cost within a renewal period requires a formal amendment.

• Contract Type: Select Simplified Renewal 
• Transaction Type: Select Amendment
• Current Contract Term: Use the most recently approved contract term
  • Use the 10-character format mm/dd/yyyy
• Current Contract Period: Use the most recently approved dates for the period you are amending
• Amended Term: Leave this field blank, unless contemplating a change to the overall term of the contract
  • When contemplating a change to the overall term of the contract, use the initial start date and the new end date
• Amended Period: Leave blank unless contemplating a change to the period which you are amending.
  • When contemplating a change to the period you are amending, enter the start date of the active period and the new end date
• Contract Funding Amount: Use the current period amount of the contract in the Current field
  • If the budget for the period is being changed, enter the new amount for the period in the Amended field
  • Only enter numbers, as the field is formatted to insert currency punctuation
• Attachments: Only Attachments affected by the amendment should be included with the Face Page; Terms and Conditions are not affected by basic time or cost amendments
  • Attachments A-1 Program Specific Terms and Conditions and/or A-2 Federally Funded Grants should be included if the amendment requires change to Program Specific or Federal Terms and Conditions
  • The appropriate Amendment version of Attachment B should be included when budget changes are made by amendment
  • Attachment C: Work Plan and Attachment D: Payment and Reporting Schedule may need to be included if the amendment affects the scope of work, or significantly affects the timeline for the project

See Simplified Renewal Amendment Face Page Sample at the end of this page.