June 27, 2012
CHIEF FINANCIAL OFFICER MEMORANDUM NO. 07 (2011-2012)
SUBJECT: CONTRACT SUMMARY FORM
This memorandum supersedes Chief Financial Officer Memorandum No. 02 (2010-2011).
The purpose of this memorandum is to issue an updated Contract Summary Form and clarify how
and when it is to be used.
For all contract and grant agreements that are recorded in the Florida Accountability Contract
Tracking System (FACTS) and for which payments are processed in FLAIR, each agency will
utilize the Contract Summary Form that is found in FACTS. Agency contract managers should
print, complete, and sign the FACTS Contract Summary Form, certifying that services were
satisfactorily received. The signed Contract Summary Form will be sent to the Agency’s
accounting office and included in the FLAIR payment voucher. The Bureau of Auditing will return,
to the Agency, any FLAIR payment voucher that does not include a completed and signed FACTS
Contract Summary Form.
For all contracts that are recorded in FACTS, but for which payments are processed through
MyFloridaMarketPlace (MFMP), agencies must also print, complete, and sign the FACTS Contract
Summary Form. Agencies should attach the completed and signed FACTS Contract Summary Form
to the Invoice Reconciliation. The FACTS Contract Summary Form must include the signed
contract manager’s certification statement that the services were satisfactorily received.
Federal and state grant agreements are not currently required to be recorded in FACTS, however
payments for grant agreements processed in FLAIR will also need to be supported by a properly
completed and signed Contract Summary Form, which can be found on the DFS website at
http://www.myfloridacfo.com/aadir/summary_csa.htm.
For those MFMP payments that are not the result of a two-party written agreement, but are
obligated by a Purchase Order (PO), the Agency must identify the contract manager on the PO and
the contract manager must be in the approval flow on the Invoice Reconciliation to enter the
contract manager’s certification statement in the comments field. In lieu of the contract manager
being identified and in the workflow, the Contract Summary Form, found at
http://www.myfloridacfo.com/aadir/summary_csa.htm, may be completed, signed and attached.
The requirements of this memorandum are effective for contractual service payments submitted by
agencies on or after August 1, 2012.
Questions regarding this memorandum may be addressed to Laura Anderson at 850-413-5730,
Laura.Anderson@myfloridacfo.com or Cheri Greene at 850-413-5593,
Cheri.Greene@myfloridacfo.com.
SUMMARY OF CONTRACTUAL SERVICES AGREEMENT/PURCHASE ORDER
OLO/Department:
Agency Contact:
FLAIR Contract #:
Telephone #:
Agency Contract #:
PO #:
Contractor/Vendor/
Payee:
Original Contract
Amount:
Total Contract
Amount:
Contract Type:
Contract Start Date:
Contract Last
Signed Date:
Contract End Date:
Advance Funded
YES
NO
METHOD OF PROCUREMENT:
AGENCY REFERENCE #:
Invoice Number:
Invoice Period:
Total Amount of Previous Payments:
CONTRACT MANAGER CERTIFICATION:
I certify, by evidence of my signature below, the information on this form is true and correct; the goods and services have been
satisfactorily received and payment is now due. I understand that the office of the State Chief Financial Officer reserves the right to
require additional documentation and/or to conduct periodic post-audits of any agreements.
Contract Manager Name printed:
Contract Manager Signature:
Date:
Amendments/Renewals/Extensions
CHANGE TYPE:
CHANGE DESCRIPTION:
Contract Last Signed Date:
Agency Amendment
Reference:
Amendment Amount:
New Ending Date:
CHANGE TYPE:
CHANGE DESCRIPTION:
Contract Last Signed Date:
Agency Amendment
Reference:
Amendment Amount:
New Ending Date:
CHANGE TYPE:
CHANGE DESCRIPTION:
Contract Last Signed Date:
Agency Amendment
Reference:
Amendment Amount:
New Ending Date:
OLO/Department:
FLAIR Contract #:
Agency Contract #:
PO #:
Deliverables
Deliverables as stated
in the Contract
Minimum Performance Levels
Payment
Amount
Type of Services
Method of
Payment
Instructions to complete the Summary of Contractual Services Agreement/Purchase Order Form:
This form should be completed in its entirety, signed and dated by the appropriate agency personnel and
submitted with each payment request. Please ensure each field on the form is completed according to the
guidance provided.
OLO/Department:
Agency’s numeric identifier (i.e. 640000/Department of
Health).
Agency Contact:
payment.
Agency designated personnel to answer questions regarding
Telephone #:
Designated personnel phone number.
FLAIR Contract #:
Identify FLAIR ID number assigned to agreement.
Agency Contract #:
Identify the agency number assigned to the agreement.
PO #:
Identify the agency number assigned to the purchase order.
Contractor/Vendor/Payee:
Identify Vendor/Payee (including d/b/a if applicable).
Original Contract Amount:
Provide the original contract amount when executed.
Total Contract Amount:
Provide the contract amount; amount must equal the total
amount of the contract; including
amendments/renewals/extension.
Contract Type:
Provide the FACTS contract type.
http://www.myfloridacfo.com/aadir/docs/FACTSUserManual
051112.pdf
Contract Start Date:
Identify date contract begins.
Contract End Date:
Identify date contract ends.
Contract Last Signed Date:
Identify date of execution.
Advance Funded:
Identify if the payment for which certification is provided is
an advance payment.
Method of Procurement:
Identify the appropriate competitive or non-competitive
method of procurement.
Agency Reference #:
Identify specific ITB, RFP or ITN number. If first payment
is being submitted on a competitively procured agreement,
provide documentation evidencing procurement (e.g. bid
tab). If the procurement was non-competitive provide the
specific exemption, statute, CSFA, CFDA or GAA line item.
Invoice Number:
Identify the invoice number associated with this payment
request.
Invoice Period:
Identify the invoice period this payment request covers.
Total Amount of Previous Payments:
Provide the cumulative total of the payments to date,
excluding current invoice amount(s).
Contract Manager Certification:
This section is to be completed by the employee designated
by the agency to function as the contract manager to certify
the information provided on this form is true and accurately
reflects the terms and conditions in the executed contract
document and approve the identified invoice for payment
based on direct knowledge of satisfactory receipt of the
goods or services. If the individual completing this section
is not the designated contract manager, please provide
justification or delegation of authority for the individual to
sign this form.
Contract Manager Name printed:
Print name of the appropriate agency personnel.
Contract Manager Signature:
Signature of the appropriate agency personnel.
Date:
Enter the date signed by appropriate agency personnel.
AMENDMENTS/RENEWAL/EXTENSIONS:
Change Type:
Identify the type of change-amendment, renewal or
extension.
Change Description:
Brief statement describing the changes that have occurred.
Contract Last Signed Date:
Identify date of execution.
Agency Amendment Reference:
Identify the agency amendment, renewal or extension
number, as applicable.
Amendment Amount:
Provide the amendment, renewal or extension amount, as
applicable.
New Ending Date:
Provide the new ending date, if applicable. If the end date
changed the contract end date on page 1 should be
updated to reflect the new date.
DELIVERABLES:
Deliverables as stated in the contract:
Identify the deliverables as stated in the contract.
Minimum Performance Levels:
Identify the minimum levels of service to be completed as
stated in the contract.
Payment Amount:
Identify the compensation amount for each deliverable.
Type of Services:
Provide a brief description of the services being provided.
Method of Payment:
Identify the payment method for each deliverable. For
example, fixed- price, fixed-rate, cost reimbursement.