Administrative_Fee_Instructions.docx

DOCX document 116 KB Posted Nov 12, 2025

Attached to: Refresh of Emergency Vehicle Equipment - Statewide
Solicitation number: EVT0010569
Issued by: Kansas

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Written by GovTribe AI · Nov 20, 2025

This is an Administrative Fee Instructions document issued by the State of Kansas Department of Administration, Office of Procurement and Contracts, establishing reporting and payment requirements for contractors operating under Kansas statewide contracts. The document outlines mandatory quarterly administrative fee submissions that apply to all payments received by contractors for products and services provided under statewide contract agreements. Contractors must submit a Quarterly Administrative Fee & Usage Report to the Kansas Office of Procurement and Contracts even if no payments were received during a reporting quarter, with reports due by the 45th calendar day following each quarter end (May 15 for Q1, August 14 for Q2, November 14 for Q3, and February 14 for Q4). The report must include the contractor name, statewide contract number, reporting contact information, total payments received from state agencies, political subdivisions, universities, and other authorized entities, and the calculated administrative fee payment.

Contractors must pay a quarterly administrative fee of 1% calculated on all net payments received (minus returns, credits, or adjustments) during each quarter, with payment due within 45 calendar days of quarter end to the State of Kansas Purchasing Division. The administrative fee should not be listed as a separate line item on invoices, and the state will not issue invoices for fees owed. The Office of Procurement and Contracts reserves the right to modify report formats and submission timing with 30 calendar days written notice. Failure to submit both the administrative fee payment and the quarterly report within 45 calendar days of quarter end constitutes material breach of contract. Contractors may submit usage data in Microsoft Excel or Microsoft Access Database format via email to reports@ks.gov, and payments may be submitted by mail, fax, or email. The document includes detailed field definitions for transaction-level reporting including vendor information, customer details, order and invoice data, product descriptions, pricing, quantities, and Energy Star compliance indicators.

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Instructions for Administrative Fee Contract Reporting

1. Administrative Fee:

Contractor shall pay a quarterly administrative fee of 1%, payable to the “State of Kansas Purchasing Division.” The administrative fee applies to all payments (net of returns, credits, or adjustments) received by the Contractor for all products and services provided under the contract during the quarter beginning the date of execution of this contract.

Applicable administrative fees shall not be included on the invoice as an individual line item.

All administrative fee payments shall include the contract number on the required documents. If submitting an administrative fee payment for more than one contract, then a separate payment and associated documents shall be submitted by the Contractor for each contract.

The State will not issue an invoice for the administrative fee owed to the State. It is the responsibility of the Contractor to pay the administrative fee with no prompting from the State. Contractor shall pay the quarterly administrative fee within forty-five (45) calendar days of quarter end.

The template for the required Quarterly Administrative Fee & Usage Report outlined below in Sections 2 and 3 is attached as Quarterly Administrative Fee & Usage Report. The report must be submitted via email to: reports@ks.gov

2. Kansas Office of Procurement and Contracts Statewide Contract Quarterly Administrative Fee Report:

Contractor shall complete the Statewide Contract Quarterly Administrative Fee Report. The report shall identify total payments (minus returns and credits) received by Contractor from state agencies, the university and community college system, political subdivisions, and other authorized entities that were made pursuant to the contract.

3. Fee Payment and Report Schedule:

Contractor shall pay the administrative fee quarterly, if owed, and provide the Quarterly Administrative Fee & Usage Report to the Office of Procurement and Contracts even if no payments are made in a quarter in accordance with the following schedule:

Period End Report Due March 31 May 15 June 30 August 14 September 30 November 14 December 31 February 14

4. Report Modifications:

The Office of Procurement and Contracts reserves the right to modify the requested format and contents of the Quarterly Administrative Fee & Usage Report by providing thirty (30) calendar days written notice to Contractor. The Office of Procurement and Contracts may unilaterally amend the contract, with (30) calendar days written notice to the Contractor to change the timing for submission of the Quarterly Administrative Fee & Usage Report. Contractor understands and agrees that if such an amendment is issued by the Office of Procurement and Contracts, Contractor shall comply with all contract terms, as amended.

5. Timely Reports and Fees:

If the administrative fee is not paid and quarterly report is not received within forty-five (45) calendar days of quarter end, then Contractor will be in material breach of this contract.

DEPARTMENT OF ADMINISTRATION

Office of Procurement and Contracts 900 SW Jackson St # 451S Topeka, KS 66612 Phone: (785)296-2376│ Fax: (785) 296-7240

Quarterly Administrative Fee & Usage Report

The contractor shall submit a "Quarterly Administrative Fee & Usage Report" to the Department of Administration, Office of Procurement and Contracts (Purchasing) for all purchases made under the contract for which payment has been received by the contractor during the reporting quarter. The contractor must submit the "Quarterly Administrative Fee & Usage Report" to Purchasing no later than the 45th calendar day of the quarter following the "Reporting Quarter". The contractor shall complete the "Quarterly Administrative Fee & Usage Report" in accordance with the definitions and requirements stated below. Please contact the Kansas Office of Procurement and Contracts at Reports@ks.gov or (785-296-2376) if you have specific questions about the submission of this report, or payment of the administrative fee.

Admin Fee Report Instructions

Contractor Name

Contractor name as it appears on the contract

Statewide Contract Number Statewide contract number as listed on the first page of your contract

Date Report Submitted

Date Administrative Fee Report is submitted

Report Contact Name

Name of person completing the report on behalf of the contractor

Contact Phone Number

Phone number for person completing the report

Contact Email Address

Email address for the person completing the report

Administrative Fee Payment Calculation - The total amount in payments received (minus returns & credits) from state agency(ies), political subdivision(s), universities, and governmental entities, the Overall Total Payments Received, and the Total Administrative Fee Payment (calculated by the administrative fee percentage (%) located in your contract) of the Overall Total Payments Received for the Reporting Quarter.

If no payments were received during the Reporting Quarter, check the box below: Complete section if applicable.

Reporting Quarter Quarter for which the contractor is reporting purchases for which payment has been received. This must be in format X is the Quarter number as follows:

Q1: January 1 - March 31 Q3: July 1 - September 30 Q2: April 1 - June 30 Q4: October 1 - December 31

Signature of Responsible Party for Report Content (signature and title of the person completing the report on behalf of the contractor and the date the report was completed.

Usage Report Instructions The contractor may provide additional usage data at its discretion in a format already available to the contractor on condition that the data element information as contained on the usage report tab for the Reporting Quarter is included.

The electronic report as stated below must be submitted with your Quarterly Administrative Fee Report Electronic files shall be e-mailed to the following e-mail address: reports@ks.gov , in Microsoft® Excel or Microsoft® Access Database format.

The required reporting format may be found on Procurement and Contracts website at A glossary of common procurement terms is available at http://admin.ks.gov/offices/procurement-contracts , under the "Procurement Forms" link.

· Report Types - Reports shall be available reflecting the following information. Agencies and the Procurement and Contracts reserve the right to request additional information.

· Sales Summary -- Report shall include a list of agencies and political subdivisions who have used the contract, a subtotal of sales to each agency or political subdivision, as well as a grand total of all sales.

· Items Sold -- Report shall include a list of items sold to agencies and political subdivisions, indicating the contract price and using agency, a subtotal of sales to each agency or political subdivision, as well as a grand total of all sales.

Items Sold, by Agency - Same as above, except sorted by agency.

Kansas Office of Procurement and Contracts Quarterly Administrative Fee Report

Contractor Name:

Report Contact Name:

Contact Phone Number:

Contact Email Address:

(check one):

January 1 – March 31

April 1 – June 30

July 1 – September 30

October 1 – December 31

Submit this report to the Division of Purchasing (Purchasing) using one of the methods below:

1) Mail: Department of Administration, Office of Procurement and Contracts 900 SW Jackson St, #451S, Topeka, KS 66612

2) Fax: (785) 296-7240

3) Email: NVQtlyReport@admin.nv.gov

Indicate below the method of payment used for submitting the Total Administrative Fee Payment for the Reporting Quarter and date of payment submission (EFT is recommended for all payments):

Method of Payment Used:

Company check

Date of Payment Submission:

The Quarterly Usage Report has been completed will be submitted along with this form.

Signature of Responsible Party for Report Content:

Signature:

Title:

Date:

Statewide Contract Number:

Indicate below the method of payment used for submitting the Total Administrative Fee Payment for the Reporting Quarter and date of payment submission (EFT is recommended for all payments):

The Quarterly Usage Report has been completed will be submitted along with this form.

Signature of Responsible Party for Report Content:

Date Report Submitted:

Indicate below the method of payment used for submitting the Total Administrative Fee Payment for the Reporting Quarter and date of payment submission (EFT is recommended for all payments):

The Quarterly Usage Report has been completed will be submitted along with this form.

Signature of Responsible Party for Report Content:

Administrative Fee Payment Calculation:

(If no payments received during Reporting Quarter, Skip to next section)

1) Mail: Department of Administration, Purchasing Division 515 E. Musser Street, Suite 300, Carson City, NV 89701

2) Fax: (775) 684-0188

Indicate below the method of payment used for submitting the Total Administrative Fee Payment for the Reporting Quarter and date of payment submission (EFT is recommended for all payments):

EFT (required for payments $10,000>)

The Quarterly Usage Report has been completed will be submitted along with this form.

Signature of Responsible Party for Report Content:

Total Payments Received (minus returns & credits) from Kansas State Agencies during the Reporting Quarter:

Total Payments Received (minus returns & credits) from Kansas Political Subdivisions (cities, counties, etc.) during the Reporting Quarter:

Submit this report to the Office of Procurement and Contracts (Purchasing) using one the following Methods

Total Payments Received (minus returns & credits) from Kansas Universities (Higher Education) during the Reporting Quarter:

Mail: Office of Procurement and Contracts 900 SW Jackson St., # 451S Topeka, KS 66612

Fax: 785-296-7240

Email: Reports@ks.gov

Administrative Fee (Multiply Overall Total Payments by % (per contract) to determine Total Administrative Fee Payment)

Payment Information:

Total Administrative Fee Payment for the Reporting Quarter:

Check Number

Date of Payment Submission

Indicate below the method of payment used for submitting the Total Administrative Fee Payment for the Reporting Quarter and date of payment submission (EFT is recommended for all payments):

The Quarterly Usage Report has been completed will be submitted along with this form.

Signature of Responsible Party for Report Content:

If no payments were received during the Reporting Quarter, check the box below:

No payments were received this calendar quarter for any purchases on the contract identified above.

The Quarterly Usage Report has been completed and will be submitted along with this form

Signature of Responsible Part for Report Content:

Signature: .

Title: Date: .

Attachment B (Reporting Template).xlsx Key

Field Name Field Description

VENDOR The awarded Contractor's name

VENDOR CONTRACT NUMBER Lead State assigned contract number (using Lead State’s numbering protocol)

STATE State postal abbreviation code (Alaska = AK, Missouri = MO, etc.)

CUSTOMER TYPE (SEGMENT) State Gov't, Education-K12, Education-HED, Local Gov't, Medical, Other - are acceptable segments. [determined by industrial practice for each contract - uniform for each contract]

BILL TO NAME Customer (agency) Bill to name

BILL TO ADDRESS Customer (agency) Bill to address

BILL TO CITY Customer (agency) Bill to city

BILL TO ZIPCODE Zip code in standard 5-4 format [standard 5 digits is acceptable, formatted as a zip code]

SHIP TO NAME Customer (agency) Ship to name

SHIP TO ADDRESS Customer (agency) Ship to address

SHIP TO CITY Customer (agency) Ship to city

SHIP TO ZIPCODE Zip code in standard 5-4 format [standard 5 digits is acceptable, formatted as a zip code]

ORDER NUMBER Vendor assigned order number

CUSTOMER PO NUMBER Customer provided Purchase Order Number

CUSTOMER NUMBER Vendor assigned account number for the purchasing entity

ORDER TYPE Sales order, Credit/Return, Upgrade/Downgrade, etc. [determined by industrial practice for each contract - uniform for each contract]

PO DATE (ORDER DATE) (mm/dd/ccyy)

SHIP DATE (mm/dd/ccyy)

INVOICE DATE (mm/dd/ccyy)

INVOICE NUMBER Vendor assigned Invoice Number

PRODUCT NUMBER Product number of purchased product

PRODUCT DESCRIPTION Product description of purchased product

UNSPSC Commodity-level code based on UNSPSC code rules (8 Digits)

LIST PRICE/MSRP/CATALOG PRICE List Price - US Currency ($99999.999) [determined by industrial practice for each contract - uniform for each contract]

NASPO ValuePoint PRICE NASPO ValuePoint Price- US Currency ($99999.999)

QUANTITY Quantity Invoiced (99999.999)

TOTAL PRICE Extended Price (unit price multiplied by the quantity invoiced) - US Currency ($999999999.999)

NASPO ValuePoint ADMIN FEE Administrative Fee based on Total Price - US Currency ($999999.999)

VAR/Reseller/Distributor If a VAR/Reseller/Distributor, name of VAR/Reseller/Distributor and state where located

Energy Star Compliant Yes = 1 No = 2 Energy Star Does not Apply = 0

Optional More information

Department of Administration Office of Procurment & Contracts State of Kansas

Contractor: Reporting Year & Quarter:

Total Sales: $0.00

Admin Fee %: 1%

Total Admin Fee Due: $0.00

Vendor Name Vendor Contract Number Bill to Entity Entity Type Bill to Address Bill to City Bill to Zipcode Ship to Name Ship to Address Ship to City Ship to Zipcode Customer PO Number PO Date Ship Date Invoice Date Invoice Number Product Number Product Description Price Quantity Total Price Admin Fee

$0.00 $0.00

No Quarterly Sales image1.emf

File details come from the government source that posted it. Updated Nov 20, 2025.