Contract (CT)

Purpose

The Contract (CT) document enables you to purchase goods/services.  A Contract is a more formal type of Purchase Order and typically expands a longer period of time and can be renewed like a Master Agreement. A Contract can reference Requisitions.

Once the CT document has a Phase of Final, it can be modified in two ways:

• Select the Edit button on the CT document to create a Modification version of the document. You can only modify Final CT documents if the Direct Contract Modification field on the Access Control (SCRACS) table in the Administration application is selected. An error is given on Validate if the field is not selected. If the field is not selected, then you must use a Contract Modification Request (CMR) document.

• Create a document of the Contract Modification Request (CMR) Document Type. Multiple draft documents against a single contract can exist simultaneously and users can independently workflow multiple modifications to the same contract and apply approved modifications in the order of approval.

Structure

The Contract (CT) document contains the same sections as the Purchase Order document along with two additional sections noted below. Please refer to the "Purchase Order (PO)" section for screen shots and other information shared between the PO and CT.

The CT Header General Information tab contains additional fields that are not on the PO:

The CT contains a Renewal Period section.  The Renewal Period section contains one tab:

• General Information

  This tab allows you to set up renewal periods for the award. This tab does not contain required fields to submit the CT document to Final.  However, if a line is added to this section, then the following fields are required: Renewal Period Length Renewal Period Unit

The CT contains a Sub Vendor section that differs from the PO. The Sub Vendor section on the CT contains the following:

• Sub Vendor

  The Sub Vendor log logic works the same on CT and MA documents: Sub-vendor address and contact information is inferred from the VCUST tables via the Address Code and Contact ID fields when a user has selected a Vendor Code that has the Address Default Record set to True.  If Default Record is not set to True, then this information will not be inferred from VCUST but users will have the option of selecting the Address and Contact Code from the pick list or enter information manually to these fields.   Percentage:  The Percentage field is available in addition to the Amount field and has the following logic: Users can use either the Percentage or Amount field on each sub vendor line but not both. All sub vendor lines that are not null must be equal to or less than 100.  A value less than 0 is not allowed.   The default value is null.   Amount:  Like the Percentage field, the Amount field can be used to track the amount of the contract associated with the sub-vendor.  As described in the Percentage field, multiple sub vendor lines can be added and if users have decided to use the Amount field all lines cannot exceed the total agreement amount.  Users have a choice to use either the Amount or Percentage field to track the amount of the agreement associated with each sub-vendor line but will not be allowed to use both.

The CT contains a Surety/Insurance section.  The Surety/Insurance section contains the following tabs:

• General Information

  If the Award Requires Performance/Payment Bond check box on the Award Details section is selected, then the following fields are required: Holding Department Policy Term Start Policy Term End Value of Policy/Bond Cost of Policy/Bond Insurance Type Policy Number If the Award Requires Insurance Policies check box on the Award Details section is selected, then the following fields are required: Holding Department Policy Term Start Policy Term End Value of Policy/Bond Cost of Policy/Bond Insurance Type Policy Number If the Reason for Previous Agreement End field is Defaulted or Terminated, then the following field is required:   Closure Date Refer to field help for more information.

• Defaulted/Terminated Award Information

  If the Reason for Previous Agreement End field under the General Information tab is Defaulted or Terminated, then the following fields are required:   Vendor External Award Number Refer to field help for more information.

• Insurance Provider Information

  If the Award Requires Performance/Payment Bond check box on the Award Details section is selected, then the following field is required: NAIC Code If the Award Requires Insurance Policies check box on the Award Details section is selected, then the following field is required: NAIC Code Refer to field help for more information.

• Broker Information

  This tab allows you to enter in the contact information if a broker was used to procure the insurance. This tab does not contain any required fields to submit the CT document to Final.   Refer to field help for more information.

The Award Details section on the CT documents contains many fields that do not exist on the PO document:

• Additional Information

  The following fields are required, prohibited or optional based on site specific setup on the Procurement Document Control (PRDOC) table: Award Category 1 Award Class Award Method Award Type Compliance Criteria 1 Location of Service Location Zip Response Number Out of Total Responses Award Region 1 Award Region 2 Award Region 3 Award Region 4 Tracking Number If the Award Reason Code Required field is selected on the Award Type table for the selected Award Type, then the Award Reason Code 1 field is required. If the Multi-Category check box is selected, then a value must be selected in one or more of the following fields: Award Category 2, Award Category 3, Award Category 4, or Award Category 5. Note: The Compliance Criteria 2 field cannot be populated unless the Compliance Criteria 1 field is populated.  The Compliance Criteria 3 field cannot be populated unless the Compliance Criteria 2 field is populated, and so forth. Refer to field help for more information.