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Categories and Identifiers for Contracts for the Contract Management System

State Controller Policy

Effective Date: 1/6/2009

Approved by: Robert Jaros, CPA, MBA, JD, Colorado State Controller

Policy

  • State Contracts shall be entered in the contract management system using the following identifiers and categories that are based on the State Contract definitions found in Fiscal Rule 3-1.

Contract Identifiers

  • Contracts shall be identified in the database using the following fields:
    • Mandatory Fields
      • Agency/Institution of higher education – same as present codes using drop-down menu
      • Contract category – see section 3 below will have a drop-down menu
      • Grant - yes or no field
      • Waived contract – yes or no field then add Waived contract number assigned by the OSC
      • Funding - Federal, State, private, other – yes or no field for each
    • Optional Fields
      • Division – agency/institution defined field
      • Program – agency/institution defined field

Contract Categories and Sub-Categories

  • The three major contract categories and their respective sub-categories are as follows:
    • Expenditure Contracts
      • Capital construction contracts
      • Employee voluntary separation agreements
      • Fund management services
      • Goods purchase contracts
      • Information technology contracts
      • Investment advisory services
      • Outsource contracts
      • Personal property leases/licenses - State as lessee
      • Personal services contracts
      • Personal services review exempt contracts
      • Professional services contracts
      • Real property leases/ licenses – State as tenant
      • Real property purchase contracts – State as Buyer
      • Settlement agreements
    • Revenue Contracts
      • Franchise agreements
      • Real property leases/licenses – State as landlord
      • Real property sales agreements – State as seller
      • Other Revenue Contracts
    • Other Contract Types
      • Debt contracts and sale of securities
      • Grant contracts
      • Interagency agreements
      • Intergovernmental contracts
      • Loan contracts
      • No cost contracts/non-cash contracts
      • Price agreements
      • Sale of securities agreements
      • Sponsored projects agreements
    • METHOD OF PROCUREMENT - NOTE: Letters/numbers in brackets are the COFRS codes
      • Architect/Engineer, Landscape Architect or Land Surveyor (A)
      • Goods - Invitation for BID/Competitive Sealed BID (B)
      • Goods - Construction (C)
      • Goods - Emergency Purchase (D)
      • Goods - Formal Request for Proposal (E)
      • Goods - Grant Specified Vendor (F)
      • Goods - Real Estate Lease (L)
      • Goods - Competitive Negotiations (N)
      • Temporary Record (P)
      • Goods - Documented Quote (Q)
      • Goods - Sole Source Procurement (S)
      • Goods - Discretionary/Competition Not Required (T)
      • Goods - Vendor Awarded Statewide Price Agreement (V)
      • Goods - Law-Specified Vendor (W)
      • Exempt (X)
      • Personal Services - Invitation for BID/Competitive Sealed BIDS (1)
      • Personal Services - Formal Request for Proposal (2)
      • Personal Services - Discretionary/Competition Not Required (3)
      • Personal Services - Sole Source Procurement (4)
      • Personal Services - Documented Quote (5)
      • Personal Services - Vendor Awarded Statewide Price Agreement (6)
      • Personal Services - Competitive Negotiations (7)
      • Personal Services - Grant-Specified Vendor (8)
      • Personal Services - Law-Specified Vendor (9)
    • Reporting Personal Services Contracts. See State Controller Policy entitled “Mixed Procurements” for contacts that include a combination of personal services and goods.

 State Controller Policies