Contract Documentation
Reporting Requirements

At the completion or termination of a contract, state agencies are required to review the vendor’s performance under the contract and report the results of the review to the Comptroller’s office.

A state agency must post on its website a list of each contract the agency enters into, the statutory authority for contracts the agency did not use competitive bidding for, and the request for proposals for competitively bid contracts.

A state agency may post contracts valued at less than $15,000 on a monthly basis. Agencies must establish a procedure to identify contracts requiring enhanced contract or performance monitoring and submit information on those contracts to the agency’s governing body.

The governing body must approve contracts exceeding $1 million, and the presiding officer must sign the contract. If an agency does not have a governing body, the contract must be signed by the agency head. Agencies must implement contract reporting requirements for contracts exceeding $1 million that provide information on:

• Compliance with financial provisions and delivery schedules under the contract.
• Corrective action plans under the contract.
• Liquidated damages assessed or collected under the contract.

For contracts exceeding $5 million, the procurement director must verify in writing that the solicitation and purchasing methods comply with state law and agency policy.

Each agency must develop a purchasing accountability and risk analysis procedure to assess the risk of fraud or abuse in the purchase process. Each agency must publish a contract management handbook establishing contracting policies.

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