Frequently Asked Questions
QUESTION: When is a contract required?
ANSWER: A contract is required whenever State/Federal funds will be used to pay for a service (other than utilities or equipment maintenance), provided by an individual or a public or private agency or firm.
ANSWER: The time required to complete the contract process will vary depending on who it is with and the amount of the contract:
a. Approval for contracts with individuals, other governmental agencies or direct client services is delegated to the Department and these contracts can be processed in about two (2) weeks.
b. Contracts with nongovernmental agencies, private non profit agencies or the private sector that are in excess of $10,000.00 annually must be approved by DOA, Purchase and Contract. These contracts could require three to four weeks to process.
QUESTION: How can a service be purchased as a direct pay under $750.00 ?
ANSWER: Policy and procedures to pay directly for services are being developed - until these are finalized it will be necessary to document the service requirements and expected deliverables and payment arrangements. A purchase order for services can be issued in lieu of a contract.
QUESTION: How long does it take to obtain an extended lease agreement after we have provided a complete package to Purchase and Services?
ANSWER: Agency Lease - 1-2 days providing all required information is received; State Property Lease - 1-2 weeks generally, if all required information is received; Formal Lease - approximately four (4) months depending on timing for Council of State approval.
QUESTION: When does the Council of State meet to approve my lease?
QUESTION: I have two leases covering space I occupy. They expire at different dates. May I combine the two leases so I will only have to deal with one?
ANSWER: No. Each lease is set by the beginning date and ending date. If needed, you could perhaps request to go on a month-to-month status for a few months (less than 6) until both leases would end on the same date. You could then combine your needs and request one lease.
QUESTION: Do I need to have All-Risk insurance?
ANSWER: Division office decision - All-Risk for computers is advised, cost is relatively inexpensive, .30 per $100.00 of value. Miscellaneous equipment is .40 per $100.00 of value and the risk on likelihood of loss or damage versus cost of coverage should be weighed by division office.
QUESTION: Can my program move into an office space before my lease is executed?
ANSWER: No. The lease will define a starting date and an ending date, otherwise, problems could arise between landlord and lessee over payment for leased space and cause problems for the Controller's Office, who issues checks for lease payments.
QUESTION: I just purchased equipment and I missed the cut-off for requesting All-Risk, can I still get the equipment covered?
ANSWER: Yes. Anytime during the year, All-Risk can be requested on equipment. However, after information is submitted each year around April - May, you probably will not be invoiced until the next year at renewal time.
QUESTION: I'm a State employee and had a lap top computer that belonged to me in a State vehicle. It was broken into and the lap-top stolen. Could I be reimbursed? We had all-risk coverage.