July 6, 2010
CHIEF FINANCIAL OFFICER MEMORANDUM NO. 01 (10-11)
SUBJECT: CONTRACT MONITORING AND DOCUMENTING
CONTRACTOR PERFORMANCE
Chapter 2010-151, Laws of Florida, amended Section 287.057(14), Florida Statutes (F.S.), to
require that the Chief Financial Officer establish and disseminate uniform procedures to ensure
that contractual services have been rendered in accordance with the contract terms.
Contractual service invoices submitted by a provider to an agency for payment processing must
clearly identify, at a minimum, the dates of services, a description of the specific contract
deliverables provided during the invoice period and the quantity provided, and the payment
amount specified in the agreement for the completion of the deliverable(s) provided. Cost
reimbursement invoices must reflect the expenditures incurred by expenditure category.
Required information may be submitted on the invoice or in a report format along with any other
information required by the terms of the agreement. Written certification that services were
performed in accordance with the contract terms must be provided to the Bureau of Auditing
when submitting the request for payment.
The contract manager’s file must contain all documentation that is required by this memorandum
and the contract agreement. The contract file must also document the contract manager’s
activities to verify that the deliverables were received and were in compliance with criteria
established in the agreement. The monitoring activities provided by the contract manager must
be adequate to provide reasonable assurance that contract deliverables have been provided as
required by the agreement.
If, due to a large number of agreements managed by contract managers, the agency conducts
periodic monitoring of agreements to validate a provider’s performance, the agency must have a
formal contract monitoring process which includes the following components:
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Risk Assessment
Monitoring Plan
Monitoring Procedures and Criteria
Evidence to support conclusions reached during its monitoring process
Corrective Action Plan (if required)
Follow-up on Corrective Action (if required)
As noted above, Section 287.057 (14), F.S., as amended, also requires a written certification by
the contract manager prior to payment processing that contract deliverables have been received
as specified in the contract. The attached Contract Summary Form is required to be properly
completed and submitted with all contractual service payment requests processed through
FLAIR. For contractual service payments processed through MyFloridaMarketPlace, the
Contract Summary Form may be attached to the Invoice Reconciliation or the contract
manager’s certification statement, contained on the Contract Summary Form, may be entered in
the comment field by the contract manager along with his/her name.
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:
Contract/PO #:
Telephone #:
Contractor/Vendor/Payee:
Total Contract
Amount:
Total Amount of
Previous Payments:
Contract Start Date:
Contract Last
Signed Date:
TYPE OF SERVICES:
Method of Payment:
Contract End Date:
Contract Signed
by Name:
Fixed Rate
Job
Title:
Lump Sum
Advance Funded
Invoice Number:
Cost Reimbursement
YES
Invoice Period:
Deliverables Including Minimum Performance Standards
METHOD OF PROCUREMENT:
Cost Plus (any combination)
NO
ITB
RFP
Single/Sole
Source
ITN
Payment Amount
REF #
Emergency
Certification
Other
(Specify)
*AGENCY MANAGEMENT CERTIFICATION:
I certify, by evidence of my signature below, the above information is true and correct; and accurately reflects the terms and conditions
of the executed contract document on file. 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.
Management Name printed:
Job Title:
Management Signature:
Date:
CONTRACT MANAGER CERTIFICATION:
I certify, by evidence of my signature below, the above information 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:
Attachment A
Amendments/Renewals
OLO/Department:
Contract/PO #:
Contractor/Vendor/Payee:
Original Contract
Start Date:
Agency Contact:
Telephone #:
Original Contract
End Date:
AMENDMENT 1
Contract Last
Signed Date:
Total Contract amount:
Contract Signed by
Name:
RENEWAL
Job
Title:
AMENDMENT 2
Contract Last
Signed Date:
Total Contract amount:
Contract Signed by
Name:
Job
Title:
AMENDMENT 3
Contract Last
Signed Date:
Total Contract amount:
Contract Signed by
Name:
Job
Title:
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:
Agencies numeric identifier (i.e.
640000/Department of
Health).
Agency Contact:
Agency designated personnel to answer questions
regarding payment.
Telephone #:
Designated personnel phone number.
Total Contract Amount:
Provide the contract amount; amount must equal the
total amount of the
contract; including amendments and/ or renewals.
Total Amount of Previous Payments:
Provide the cumulative total of the payments to
date, excluding current invoice
amount (s).
Contract/Agreement/PO/DO#:
Identify number assigned to agreement.
Contractor/Vendor/Payee:
Identify Vendor/Payee (including d/b/a if
applicable).
Contract Start Date:
Identify date contract begins.
Contract End Date:
Identify date contract ends.
Contract Last Signed Date:
Identify date of execution.
Contract Signed by Name:
Identify the individual who executed the contract.
Job Title:
Identify the job title of the individual who executed
the contract.
Type of Services:
provided.
Method of Payment:
Provide a brief description of the services being
Invoice Number:
Identify the invoice number associated with this
payment request.
Check the appropriate method of payment.
Invoice Period:
Identify the invoice period this payment request
covers.
Deliverables…Min Performance:
Deliverables and minimum performance standards
as stated in the agreement must be provided. Pages
from the agreement referencing the deliverables and
minimum performance standards may be attached.
Payment Amount
Identify the payment criteria (compensation) for
each deliverable.
Method of Procurement:
Check the appropriate procurement method;
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 Other is
selected provide the specific exemption, statute, or
GAA line item.
*Agency Management Certification:
This section is to be completed by the level of
management Bureau Chief or higher or the agency
personnel who executed the contract document. If
your agency head has delegated authority to execute
contracts to staff not in a Bureau Chief or higher
position, please provide the delegation of authority
document.
Management Name:
Print name of the appropriate agency personnel.
Job Title:
Print job title of the appropriate agency personnel
signing form.
Management Signature:
Signature of the appropriate agency personnel.
Date:
Enter the date signed by the appropriate agency
personnel.
Contract Manager Certification:
This section is to be completed by the contract
manager identified in the executed contract and is
approving the identified invoice for payment. If the
individual completing this section is not the
identified contract manager, please provide
justification or delegation of authority for the
individual.
Contract Manager Name:
Print name of the appropriate agency personnel.
Contract Manager Signature:
Signature of the appropriate agency personnel.
Date:
ATTACHMENT A
AMENDMENTS/RENEWAL:
Enter the date signed by appropriate agency
personnel.
This page is to be used to identify any amendments
that have been
executed. Additional records may be entered as
necessary.
Contract Last Signed Date:
Identify date of execution.
Contract Signed by Name:
Identify the individual who executed the contract.
Job Title:
Identify the job title of the individual who executed
the contract.
Total Contract Amount:
Provide the contract amount; amount must equal the
total amount of the
contract; including amendments and/ or renewals.