[CCIT] CMS-Additional Direction-090729

[Edwards, Kevin]

All,

 

Based on some questions we've received since my email dated 7/24/09, I thought it might be helpful to provide some additional direction regarding entering contracts into CMS.

 

Question 1: Does the OSC require all contracts involving the expenditure of funds to be entered into CMS?

Answer: Yes. All means all, regardless of dollar amount or whether or not the monitoring, reporting, and other requirements of SB07-228 (now codified) apply. Put another way, this is an OSC requirement separate and distinct from SB07-228 mandates, the two just happen to coincide for reasons explained in the answer to question #3, below. This OSC requirement applies to every type of contract (including grants which are a type of contract and any modifications to contracts, including amendments, task orders, assignments, options, and grant funding letters). This OSC requirement also applies to contracts that were not previously entered into CLIN, no matter what the reason.

 

Question 2: Does the answer to question #1, above, apply to Institutions of Higher Education (IHEs) and Agencies alike? 

Answer: Yes. The OSC requirements are required under all OSC delegation agreements. For non-delegated Agencies and IHEs, it is required by the OSC as part of the approval process. Please also see §1 of the OSC Policy entitled Categories and Identifiers for Contracts for the Contract Management System.

 

Question 3: Do the answers to questions #1 and #2, above, apply if Agencies or IHEs are using another tracking system?

Answer: Yes. The OSC used the advent of CMS to update the system for tracking all State Agency and IHE contracts involving expenditures. Doing so results in all State contracts being available on a single statewide database for all Agencies and IHEs to see. Agencies and IHEs may continue to use duplicate systems if they so choose.

 

Question 4: Do the answers to questions #1 and #2, above, apply to contracts not involving the expenditure of funds?

Answer: No, this OSC requirement is only mandatory for contracts involving the expenditure of funds; however, the OSC recommends that Agencies and IHEs use CMS as their primary tracking system for any and all types of contracts and purchase orders. Use of CMS as the sole tracking system will result in overall contracting efficiency, reduction of duplication, fiscal economy, and only having to train staff to use one system. 

 

Question 5: Do the answers to questions #1 and #2, above, apply to all contracts involving the expenditure of funds effective after July 1, 2009?

Answer: Yes. All Agencies and IHEs are required to enter such contracts into CMS.

 

Please be advised that you may also receive this information from the OCA. We apologize for inconvenience, we are just attempting to notify everyone concerned. I will ask that these be posted on the OSC website too.

 

Thanks,

 

Kevin Edwards

Central Contracts Unit Manager

Office of the State Controller

Colorado Dept of Personnel & Administration

633 17th St Suite 1500

Denver, CO 80202

303.866.3539

 

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