Contract Instructions.doc

General Instructions To expedite the processing of your contract, please complete all required forms as instructed below. All fields listed MUST be completed. Please use blue ink; do not use whiteout. Dates must be hand written (do not type). Please use the correct legal name of your organization on all documents.

Please review all documents to ensure the information is accurate and make changes as appropriate.

Note: Forms contained in this package use the terms Vendor, Contractor, and Bidder interchangeably. All refer to you.

Standard Contract Form Enter the following information:

→ Contractor Legal Name: The full legal name of the organization, including if applicable the name under which the organization is doing business (“doing business as”). This information must match the information on the W-9 Form.

Legal Address: The address which matches the information on file with the Internal Revenue Service as well as the W-9 form filed by the Bidder Contract Manager: Contact person for this contract. (may be different from the authorized signatory).

Email address: Contract Manager’s email address.

Phone:

Contract Manager’s telephone number

Fax: Contract Manager’s Facsimile Number.

Vendor Code: The Commonwealth’s accounting system assigned Vendor Code. Also referred to as the Vendor Customer number. (Leave blank if you have not previously done business with the Commonwealth)

Contractor Authorized Signatory: Signature of person authorized to sign the Contract and bind the organization into a contractual relationship.

Date: Hand-write (do not type) the date the contract is signed by the authorized signatory.

Print Name: Name of the aforementioned Contractor Authorized Signatory.

Print Title: The title of the authorized signatory.

Commonwealth Terms and Conditions Enter the following information:

· Contractor Authorized Signatory: The individual authorized to complete and sign this form (the same individual signing the standard contract form).

· Print Name: Name of the aforementioned Contractor Authorized Signatory.

· Title: Title of the aforementioned Contractor Authorized Signatory.

· Check One: Specify whether the business is an organization or an individual.

· Full Legal Organization or Individual Name: Type or print legal name of organization or individual.

· Doing Business As: Business name, if different from Legal Name.

· Tax Identification Number: Federal Employer Identification Number (FEIN).

· Address: The current legal address of the business (must match information entered on the W-9 Form).

· Telephone: Current telephone number of the business.

· Fax: Current fax number of the business.

Request for Taxpayer Identification Number and Certification (W-9) Enter the following information:

· Name: Legal name of business (Must be the same information entered on the Commonwealth Terms and Conditions form.

· Business Name: If different from legal name, e.g. if the organization is “doing business as” (another entity name) or is “also known as” (another entity name).

· Check appropriate box: Indicate type of business, or if not listed, check “Other” and specify the business type on the dotted line.

· Legal Address Information:

-- Number and Street and Apartment no. or Suite -- City, State and ZIP code

· Remittance Address information: Address where payments are to be sent, if different from Legal Address.

-- Number and Street and Apartment no. or Suite -- City, State and ZIP code

· Phone: Current telephone number of the business.

· Fax: Current fax number of the business.

· Email address: e-mail address of the person signing this form.

· Taxpayer Identification number: Federal Employer Identification Number (FEIN), or Social Security number, if an individual.

· DUNS: Enter the 9digit DUNS number (DUNN and Bradstreet Universal Numbering System)

· Certifications: The Bidder must certify 4 statements: (1) correctness of the tax identification number, (2) that they are not subject to backup federal withholding, (3) that they are a U.S. person, and (4) that they are or are not, as applicable a Massachusetts state employee. Instructions are provided for situations where the bidder is subject to federal withholding.

· Authorized Signature: Signature of person certifying the above information.

· Date: Date this form is signed.

Contractor Authorized Signature Listing Form This form is used to list all individuals who are authorized to sign contracts and other legally binding documents on behalf of the Contractor.

Please read the instructions carefully. Failure to complete this form correctly may result in processing delays. If you have questions regarding completion of this form, please call the contract contact.

Complete the following fields:

· Print the Full Legal Name of the Corporation

· Print the Vendor Code if known

· Print the dba . if the organization is “doing business as” (another entity name) or is “also known as” (another entity name).

· Print the Full Legal Name and Title of Each Authorized Signatory: Names and titles of the persons who are being certified as having authority to sign contracts and bind the organization into legal agreements.

· Signature: The signature of the designated officer as listed with the Secretary of States Office who is certifying the names of the authorized signatories.

· Date, Title, Telephone/Fax/Email: The date that the certifying official is signing this form and his/her telephone number, fax number and email address.

Contractor Authorized Signature Verification Form This form is used to verify that the person signing the Commonwealth Standard Contract and Terms and Conditions Forms is specifically authorized to execute and bind the organization to a contractual relationship with the Commonwealth of Massachusetts. Note: The individual signing the contract forms must also have been certified as an authorized signatory on the Contractor Authorized Signature Listing Form, referred to above.

Please read the instructions carefully. Requirements and select the form appropriate for your entity, i.e., whether the entity is a (1) Corporation or (2) is classified as an Individual, Partnerships and Other Entities.

A. Complete the following fields for Corporations:

Print the Entity’s Legal Name and Doing Business Name (DBA), if applicable

1. Complete Option #1 if the signature verification by corporate secretary/clerk is chosen:

· Print Signatory’s Full Legal Name: Name of person authorized to sign the Contract and bind the organization into a legal relationship.

· Signature (as it will appear on all documents): Signature of the aforementioned signatory.

· Corporate Clerk: The following must be entered: (a) the Corporate Clerk’s printed name, (b) the signature of the Corporate Clerk, and (c) the date the Corporate Clerk is signing this document. Upon completion, the official Seal of the corporation must be affixed.

NOTE: (1) If the Contractor elects the Authorization and Certification of the Corporate Clerk, the verification of signature by a Notary is not required.

(2) The Corporate Clerk may not sign the contract forms as an Authorized Signatory and also self-certify as the Clerk. Additional documentation providing evidence of signature is required.

2. Complete Option #2 if the signature verification by notarization and authorizing documentation is chosen

· Print Signatory’s Full Legal Name: Name of person authorized to sign the Contract and bind the organization into a legal relationship.

· Signature (as it will appear on all documents): Signature of the aforementioned signatory.

· Complete both Sections a. and b., as specified.

a. Authorization: Since the notary can only attest to the authentication of the signature, Corporations must also provide one of the following: Copy of Board of Director’s Vote, Certification of Vote or Resolution or equivalent stating that the signatory is authorized to execute the contract and legally bind the corporation.

b.

Notary: The following must be entered: (a) the notary’s printed name, (b) the signature of the notary, and (c) the date the notary is signing this document, and (d) the expiration date of the notary’s commission. (The Notary seal must be affixed).

B. Complete the following fields if the entity is an Individual, Partnership, LLC or other type of entity.

Print the Entity’s Legal Name and Doing Business Name (DBA), if applicable

1. If the Entity is an Individual, Complete Section I

· Print Signatory’s Full Legal Name: Name of person (Individual) authorized to sign the Contract and bind the organization into a legal relationship.

· Signature (as it will appear on all documents): Signature of the aforementioned signatory.

An Individual entity has two options for verification of signature authorization:

a. Official Sample of Signature. Complete and sign the Signatory and signature, as specified above and submit one of the following to verify signature: (1) a copy of a driver’s license, (2) a passport, (3) a business ID or (4) any other official form or identification containing the authorized signatory‘s signature. OR

b. Notarization by a Notary: The following notary information must be completed: (1) the notary’s printed name, (2) the signature of the notary, and (3) the date the notary is signing this document, (4) the expiration date of the notary’s commission. (The official seal of the Notary must also be affixed).

2. If the Entity is a Partnership, LLC, OR other type of entity, the following information must be completed:.

· Print Signatory’s Full Legal Name: Name of person authorized to sign the Contract and bind the organization into a legal relationship.

· Signature (as it will appear on all documents): Signature of the aforementioned signatory.

Both Sections 1. and 2. must be completed:

1. Authorization: The organization must submit documentation for each individual authorized to execute contracts and to legally bind the organization. Acceptable documents include a Partnership Agreement or an Operations Agreement and like documents. For LLCs, an authorizing document from an LLC manager as that term is defined in MGL c. 156C; would be acceptable, AND

2. Verification of Signature: Select either one of the following:

a. Official Sample of Signature. Attach a copy of one of the following types of documents to verify the signature of the signatory: (1) driver’s license, (2) passport, (3) business identification, or (4) any other official form or identification containing the authorized signature ; OR

b. Notarization by a Notary. The following notary information must be completed: (1) the notary’s printed name, (2) the signature of the notary, and (3) the date the notary is signing this document, (4) the expiration date of the notary’s commission. (The official seal of the Notary must also be affixed).

Electronic Funds Transfer Sign Up Form (EFT) This form is provided in PDF Format. The form does not save, so you should complete it as specified and then print out the completed form.

1. Enter on the blank line the full legal name of the organization.

2. Check the applicable box as to the type of request, i.e. Initial Request, Change to Existing account, etc.

(Note): If the information is already on file with the Comptroller’s Office, submit a copy of the prior submission and type on the top of the new form “Already on File” 3.

Enter the printed name of the individual who is certifying the information on this form.

4.

Check the applicable box: (Payments authorized under this authorization are or are not to an account that is subject to transfer to a foreign bank account).

5. Enter the following Vendor Bank Information:

· Vendor Bank Name: Bank where payments are to be deposited.

· Vendor Bank Transit Routing Number (ABA): This is a nine (9) digit sequence of numbers located on the bottom of check.

· Vendor Bank Account Number: The account number into which payments are to be deposited.

· Vendor Bank Old Account Number: (Use this field only if changing account numbers)

· Account Type: Indicate whether the account is checking, savings, lock box or paperless account.

6.

Enter the following Vendor Specific Information

· Vendor Tax Identification Number: This is the Federal Employer Identification Number (FEIN).

· Vendor/Business Name: Business name listed on the account.

· Vendor Contact Name: Name, e-mail address and number of the contact person for information on this form.

· E-mail: E-mail address of the contact person.

· Telephone Number: Telephone Number of the contact person.

· Address: Legal address of the organization,

· City: City where business is located, State: State where business is located, Zip: Zip code of business location.

7.

Enter the following information about the authorized signatory:

· Signature: Signature of the individual certifying the information on this form

· Print Name, Title and Date : Print the name and title of the aforementioned individual and the date that the form is being signed.