Additional Contract Requirements

Additional Contract Requirements


These items may be required when submitting contracts:


IRS Form W-9: Request for Taxpayer Identification Number and Certification

 

A Taxpayer Identification Number is required on all Personal, Professional, Consulting, and Social Service Contracts. All service contractor providers shall complete and return with the contract a Substitute IRS Form W-9. IRS Form W-9: Request for Taxpayer Identification Number and Certification.No payments to a contractor will be processed without a Form W-9 on file with Southeastern.

 

Resumes Required for Consultants

 

If contract is for consulting services, a resume of the consultant shall be attached to the contract.

 

Board of Directors' Resolution

 

If the contractor is a profit or non-profit corporation (Inc, Corp, Co), including a Limited Liability Corporation (LLC), the contract must be accompanied by a resolution from the Board of Directors of the corporation approving the signatory as a corporate representative authorized to sign the contract. See sample Board of Director's Resolution.

 

Goals/Performance Measures/Monitoring Plan

 

For contracts over $5,000, the contract coordinator shall complete a Goals/Performance Measures/Monitoring Plan & Certification Statement to accompany the contract.

 

Disclosure of Ownership

 

If the contractor is an in-state for-profit corporation, a photocopy of the Secretary of State's Disclosure of Ownershipaffidavit stamped by the Secretary of State shall be attached to the contract. If an out-or-state for-profit corporation is required to do business in Louisiana, then the disclosure affidavit must also be attached to the contract. There is a filing cost.

 

Exceptions:

  • Non-profit corporations
  • Limited Liability Corporations (LLC)
  • For-profit corporations whose stock is publicly traded
  • Contract work to be performed in Louisiana is 30 days or less

 

Certificate of Authority

 

If the contractor is an out-of-state corporation, the contractor must be registered with the Secretary of State and a photocopy of the contractor's Certificate of Authority to transact business in the State of Louisiana shall be attached to the contract.

 

Exception:

Contract work to be performed in Louisiana is 30 days or less and the cumulative contracting time working in the state for two or more contracts does not extend beyond 30 days.

 

Contact Louisiana Secretary of Statefor more information.

 

Search for registered corporations - LA Sec of State / Corporations Database.

 

Affidavit for Architects & Engineers

 

If contract is with an architect, landscape architect, or engineer, the contract shall be accompanied by a notarized affidavit. See sample ofAffidavit for Architects & Engineers.

 

Certificate of Insurance

 

If contract is with an architect, landscape architect, or engineer, the contract shall be accompanied by a Certificate of Insurance reflecting the contractor's professional liability coverage.

 

Justification Letter for Use of Out-Of-State Contractor

 

If using an out-of-state contractor for a contract in excess of $49,999, a justification letter must accompany contract detailing the reason for using an out-of-state contractor.

 

Justification Letter for Contract in Excess of 12 Months

 

If contract is for a longer term than 12 months, a justification letter shall be attached to the contract. A multi-year contract must contain fiscal funding clause language.



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