C - Consultants/Services/Commodities/Grants
This contract prefix is used for vendors which are NOT individual persons. It encompasses a broad variety of contracts as outlined below.
D - Construction-Related
Activities involved in the creation, repair, or rehabilitation of high ways, bridges and buildings, etc.
F - Repayment Agreement
Agreement between parties to allow for the payment or repayment of a loan, advance, debt, or audit disallowance over time.
L - Lease
Agreement for the use of real property or equipment.
M - Member Items
A Community Projects Fund (007) item specifically identified in the State budget for the provision of funds to a specific entity or organization or a programmatic purpose.
S - Contracts with Individuals
A contract for either consultant services or other services (as defined above for ‘C’) in which the contractor is an individual person.
W - Land Claim
Contract transaction involving the acquisition of land or real property through purchase.
X - Revenue
Contract in which monies are received by the State authority as consideration from the vendor and consideration other than the payment of money is given by the authority, including the sale of land or real property.
Contract Type
The Contract Type describes the category of goods or services that are the subject of the contract. The submitting authority must select one from the list provided. For the purposes of the Cover Sheet, contract categories have the following meaning.
• Commodity -Material goods, supplies, products, construction items or other standard articles of commerce, other than contracts for technology or printing, which are the subject of any purchase or other exchange.
• Construction - Activities involved in the creation, repair, or rehabilitation of high ways, bridges and buildings, etc.
• Consultant - Includes all of the following types of services: analysis, evaluation, research, training, data processing , computer programming, IT consulting, engineering, architect services, surveying services, construction management, construction inspection, bridge inspection, environmental, health and mental health services, accounting, auditing, paralegal or similar services.
• Equipment - A depreciable asset, including but not limited to computer hardware or software, printing equipment, medical, communications, office machines, and vehicles.
• Grant- - Contracts awarded, either competitively or non-competitively.
• Intergovernmental - Agreement between governmental or quasi-governmental entities to memorialize the services to be provided by each party.
• Land Claim - Contract transaction involving the acquisition of land or real property through purchase.
• Lease - An agreement for the use of real property or equipment where title does not pass to the State Authority.
• Printing – Printed documents required by State Authorities. The defining characteristic of a printing contract is that the vendor is putting ink to paper.
• Repayment Agreement - An agreement between parties to allow for the payment or repayment over time of a loan, advance, debt, or audit disallowance.
• Revenue – Contract in which monies are received by the State authority as consideration from the vendor and consideration other than the payment of money is given by the State authority.
• Service – Any service not covered by the Consultant category. The performance of a task or tasks, which may include the use of a material good or a quantity of material goods.
Contracting Authority
A Contracting State Authority is the entity that signs the contract.
Contractor Type
Describes the type of business entity. The submitting authority must select one of the six designations. If more than one applies, select the one that is most appropriate for the transaction being submitted.
• Minority-Owned Business – Certified companies are listed in the Directory of Certified Minority and Women-Owned Business Enterprises maintained by Empire State Development, Division of Minority and Women's Business Development
• Small Business – a business which is resident in this state, independently owned and operated, not dominant in its field and employs 100 or less persons
• Woman-Owned Business – Certified companies are listed in the Directory of Certified Minority and Women-Owned Business Enterprises maintained by Empire State Development, Division of Minority and Women's Business Development
• Municipality - a municipal corporation, as defined in Section 2 of Article 1 of the General Municipal Law. Examples include water, sewer and fire districts, counties, cities, towns, villages, school districts, community colleges, BOCES and Vocational Education Extension Boards (VEEBs).
• Not-For-Profit – if you are uncertain as to whether a contractor is a not-for-profit organization, contact the Department of State, Division of Corporations (518) 473-2492 or consult the New York State Attorney General’s Charity Bureau website.
• None of the Above – No other types apply. This would include For Profit entities that are not one of the above categories.
Competitive Procurement
NYCRR 206.2(a) defines a Competitive Procurement as a procurement where a State authority has:
• Published notice of the contract opportunity consistent with any statutory publication requirement including, but not limited to, Article 4-c of the Economic Development Law, or, where there is no express statutory requirement for published notice, in the Procurement Opportunities Newsletter or another newspaper, journal or periodical which is reasonably designed to give notice of the contract opportunity to all offerers capable of providing the requisite product, service or work to be performed; and further that such notice, wherever published, is reasonably designed to solicit bids, proposals or offers from all qualified offerers in response thereto; or
• Provided notice of the contract opportunity by soliciting bids, proposals or offers through some other method expressly authorized by statute, where such statute has deemed such other method to be competitive; and
• Awarded the contract as a result of a balanced and fair evaluation and selection method developed before the receipt of offers or bids; that is rational, objective and utilized a quantified scoring system, which evaluated all relevant factors such as cost (revenue), technical merits, or qualifications, and was applied equally to all qualified offerers.
A competitive procurement may result in either an expenditure contract or a revenue contract.
Document Title
An attachment’s Document Title is generated by CSS. It is a combination of Attachment Type, Attachment Type Extension (if present) and Attachment Description. It is desirable for the document title to be unique; therefore the user should not duplicate the Attachment Type, Attachment Type Extension and Attachment Description for multiple attachments within the same contract submission.
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