MEMORANDUM NO. 98-26

June 12, 1998

TO THE HEADS OF ALL STATE AGENCIES

When a vendor under contract award notifies an agency that any of the following terms or conditions have changed, the agency must advise the vendor to contact the Department of Administrative Services, Procurement Services Division. Examples of changes in terms or conditions are as follows:

• Name

• Assignment of Accounts Receivable

• Business Entity

• Federal Employer Identification Number (FEIN)

The Department of Administrative Services, Procurement Services Division will issue a contract award supplement. After the issuance of the supplement, the agency must submit a Vendor Profile (CO-1055) to the Office of the Comptroller's Accounts Payable Division with a copy of the supplement and any information received from the vendor.

If the FEIN has changed, the agency needs to change the FEIN on the system. To change a FEIN:

• Complete a Commitment Adjustment/Deletion form (CO-958), document type FC (file change).

• Complete the explanation area in detail and attach supporting documentation regarding the reason for the change.

• Submit the FC on a Commitment Batch List (CO-96) to the Accounts Payable Division of the Comptroller's Office.

• Complete a Purchase Order Amendment (CO-95) or Personal Service Agreement Amendment (CO-802A) to the original commitment document. The agency will complete the changes specified on the contract award supplement (name, address, FEIN, etc.). The agency will submit the amendment on a separate Commitment Batch list.

Please direct all questions as follows:

DAS-Procurement Services;

 

Information, (860) 713-5095

 

Office of the State Comptroller-Accounts Payable Division;

 

Vendor File, (860) 702-3405

 

Audit Procedures, (860) 702-3395

NANCY WYMAN
STATE COMPTROLLER

NW:CH:ch

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