The Alabama Contract form serves as a crucial document for state agencies and contractors, facilitating the review and approval process for various agreements. This form gathers essential information about the contractor, the nature of the contract, and compliance with state regulations. For those looking to engage in contracts with Alabama state agencies, completing this form is a vital step; click the button below to get started.
The Alabama Contract form serves as a vital tool for state agencies and contractors to ensure transparency and compliance in their agreements. This form captures essential details about the parties involved, including the names of the state agency and contractor, along with their physical addresses. It also prompts agencies to disclose whether the contractor is a sole source provider, organized as an Alabama entity, or a minority and/or woman-owned business. Additional sections require information about the contractor's registration status with the Alabama Secretary of State and whether any lobbyists or consultants were involved in securing the contract. The form further outlines the financial aspects of the contract, such as the total amount requested and the sources of funding, whether state, federal, or other. Key dates regarding the contract's effectiveness and duration are also recorded. Moreover, the form includes a summary of the services to be provided and a justification for why these services cannot be fulfilled by a merit employee. By meticulously completing this form, agencies not only adhere to legal requirements but also foster accountability in public spending.
Contract Review Permanent Legislative Oversight Committee
Alabama State House --- Montgomery, Alabama 36130
C O N T R A C T R E V I E W R E P O R T
(Separate review report required for each contract)
Name of State Agency:________________________________________________________________________
Name of Contractor:__________________________________________________________________________
__________________________________________________
_________________________
________
Contractor’s Physical Street Address (No P.O. Box Accepted)
City
ST
Is Contractor a Sole Source? YES ______ NO ______ (IF YES, ATTACH LETTER)
Is Contractor organized as an Alabama Entity in Alabama? YES ______ NO ______
Is Contractor a minority and/or woman-owned business? YES ______ NO ______
If so, is Contractor certified as such by the State of Alabama? YES ______ NO ______
Check all that apply: ALDOT ______ ADECA ______ OTHER (Name) _____________________________________________
Is Contractor Registered with Alabama Secretary of State to do Business as a Corporation in Alabama? YES ______ NO ______
IF LLC, GIVE NAMES OF MEMBERS: _____________________________________________________________________
Is Act 2001-955 Disclosure Form Included with this Contract? YES ______ NO ______
Does Contractor have current member of Legislature or family member of Legislator employed? YES ______ NO ______
Was a Lobbyist/Consultant used to secure this Contract OR affiliated with this Contractor? YES ______ NO ______
IF YES, GIVE NAME: ________________________________________________________________________________
Contract Number: _C_ ___ ___ ___ ___ ___ ___ ___ ___ (See Fiscal Policies & Procedures Manual, Page 5-8)
Contract/Amendment Amount: $___________________ (PUT AMOUNT YOU ARE ASKING FOR TODAY ONLY)
% State Funds: ________ % Federal Funds: _________ % Other Funds: _________**
**Please Specify Source of Other Funds (Fees, Grants, etc.) __________________________________________
Date Contract Effective: __________________________
Date Contract Ends: __________________________
Type Contract: NEW: ______ RENEWAL: ______
AMENDMENT: ______
If Renewal, was it originally Bid? YES ______ NO ______
If AMENDMENT, Complete A through C:
[A] ORIGINAL contract amount
$ _________________________
[B] Amended total prior to this amendment
[C] Amended total after this amendment
Was Contract Secured through Bid Process? YES ______ NO ______ Was lowest Bid accepted? YES ______ NO ______
Was Contract Secured through RFP Process? YES ______ NO ______ Date RFP was awarded: ______________________
Posted to Statewide RFP Database at http://rfp.alabama.gov/Login.aspx? YES ______ NO ______
If NO, give a brief explanation as to why not: ________________________________________________________
Summary of Contract Services to be Provided: ____________________________________________________
__________________________________________________________________________________________
Why Contract Necessary AND why this service cannot be performed by merit employee: __________________
I certify that the above information is correct.
___________________________________________
_________________________________________
Signature of Agency Head
Signature of Contractor
Printed Name of Agency Head
Printed Name of Contractor
Agency Contact: ________________________________________________ Phone:_____________________
Revised 8/2/17
Completing the Alabama Contract form requires careful attention to detail. Each section must be filled out accurately to ensure compliance with state regulations. Below are the steps to guide you through the process of filling out the form.
What is the purpose of the Alabama Contract form?
The Alabama Contract form serves as a standardized document for state agencies to review and approve contracts with external contractors. It ensures that all necessary information is collected and that the contract complies with state regulations and policies.
Who needs to complete the Alabama Contract form?
State agencies in Alabama must complete the form when entering into a contract with a contractor. This includes contracts for services, goods, or any other type of agreement requiring state oversight.
What information is required on the form?
The form requires details such as the names of the state agency and contractor, physical address, funding sources, contract type, effective dates, and a summary of services to be provided. Additionally, it asks about the contractor’s status as a minority or woman-owned business, and whether it is registered with the Alabama Secretary of State.
Is there a requirement for contractors to be registered in Alabama?
Yes, contractors must be registered with the Alabama Secretary of State to do business as a corporation in Alabama. This ensures that the contractor is legally recognized and compliant with state laws.
What is the significance of the "Sole Source" designation?
The "Sole Source" designation indicates that the contractor is the only provider capable of delivering the required services or goods. If this designation is checked, a letter must be attached to justify the sole source status.
How does the form address potential conflicts of interest?
The form includes questions about whether the contractor employs a current member of the Legislature or a family member of a legislator. It also inquires if a lobbyist or consultant was used to secure the contract. These questions help identify and mitigate potential conflicts of interest.
What happens if the contract is an amendment?
If the contract is an amendment, the form requires additional details, including the original contract amount, the total prior to the amendment, and the amended total after the amendment. This ensures transparency in changes made to the original agreement.
Are there any requirements for minority or woman-owned businesses?
Yes, if the contractor identifies as a minority or woman-owned business, the form asks if they are certified as such by the State of Alabama. Certification can provide additional benefits in the contracting process.
What is the importance of the summary of contract services?
The summary of contract services provides clarity on what the contractor is expected to deliver. It is crucial for ensuring that both parties understand the scope of work and can hold each other accountable for performance.
How is the contract funding specified on the form?
The form requires contractors to specify the percentage of state funds, federal funds, and other funding sources for the contract. This breakdown is essential for budgetary purposes and compliance with funding regulations.
Filling out the Alabama Contract form requires careful attention to detail. One common mistake is leaving the contractor’s physical street address incomplete. A P.O. Box is not acceptable, and omitting the street address can lead to delays in processing the contract.
Another frequent error is failing to indicate whether the contractor is a sole source. If the answer is "yes," a letter must be attached. Neglecting this requirement can result in the rejection of the contract, as the oversight committee needs to verify the legitimacy of sole source claims.
Many individuals also overlook the section regarding the contractor's status as an Alabama entity. It is crucial to accurately answer whether the contractor is organized in Alabama. Misrepresentation can lead to legal complications and may jeopardize the contract.
Additionally, some applicants forget to check if the contractor is a minority and/or woman-owned business. If this applies, certification from the State of Alabama must be included. Failure to provide this information can hinder the contractor's eligibility for certain programs and funding opportunities.
Another mistake involves the Contract Number. It is essential to fill this section accurately as it links the contract to its specific details within state records. An incorrect or missing contract number can complicate future references and audits.
Many people also miscalculate the contract/amendment amount. The form requires only the amount being requested at that time. Providing an incorrect figure can lead to funding issues or misunderstandings about the scope of work.
Finally, individuals often neglect to provide a summary of contract services or the justification for why the contract is necessary. This information is vital for the review process, as it clarifies the purpose and importance of the contract. Incomplete explanations can lead to additional questions and delays.
When engaging in contractual agreements in Alabama, several supporting documents complement the Alabama Contract form. These documents help ensure clarity, compliance, and proper governance throughout the contract's lifecycle. Here is a list of key forms often utilized alongside the Alabama Contract form.
These forms and documents play a crucial role in the contracting process in Alabama. They help clarify expectations, protect the interests of all parties involved, and ensure compliance with state laws and regulations. Understanding and properly managing these documents can lead to successful contractual relationships.
When filling out the Alabama Contract form, it is essential to ensure that all information is accurate and complete. Below is a list of five things you should and shouldn't do during this process.
Understanding the Alabama Contract form is crucial for anyone involved in the contracting process with state agencies. However, several misconceptions often arise regarding its use and requirements. Below is a list of six common misconceptions, along with clarifications to help demystify the process.
This is not true. The form is required for all contracts regardless of size. Whether the contract involves a small service or a large project, the same form must be completed to ensure compliance with state regulations.
In fact, the form specifically states that a physical street address is required. A P.O. Box cannot be used, as it does not provide a verifiable location for the contractor.
While it is advantageous for contractors to be organized as Alabama entities, it is not a strict requirement. Out-of-state companies can also bid on contracts, provided they meet other necessary criteria.
This is incorrect. The Act 2001-955 Disclosure Form must be included with the contract. This form ensures transparency regarding any potential conflicts of interest.
This is a misunderstanding. The form requires detailed information about the funding sources, including state, federal, and other funds. This transparency is essential for accountability.
This is misleading. Any amendments to the contract must be documented and follow the procedures outlined in the form. This includes providing original and amended amounts to maintain clarity and legality.
By addressing these misconceptions, individuals can navigate the Alabama Contract form with greater confidence and understanding, ensuring that all necessary steps are followed in the contracting process.
When filling out and using the Alabama Contract form, it is important to keep the following key takeaways in mind:
By adhering to these guidelines, the process of filling out the Alabama Contract form can be streamlined, ensuring compliance and clarity for all parties involved.