Submit contracts and ISAs electronically
Updated: Jun 2, 2020
Now available: Electronic submission of new contracts, amendments, interdepartmental service agreements
Departments are now able to submit New Contracts, Amendments and Interdepartmental Service Agreements (ISAs) electronically through email to the CTR Contracts Unit. Over the past several months, we implemented this process with serval agencies and have worked to condense the packages to identify the key documents our analysts require for review. It is not the intent of the condensed contract and ISA packages to diminish compliance with any applicable CTR or Operational Services Division (OSD) regulation or policy, but rather a streamlined process to facilitate the review of electronic submissions. This method is an efficient practice to receive and store documents and eliminates mailing or hand deliveries.
Contracts / Amendments
Each contract submission must include a completed CTR Contract Transmittal Form and only one contract may be submitted in each e-mail. Attachments for contracts and ISAs must be submitted in PDF, Word, or Excel format only. Other formats (such as images or cloud files like Google Docs) should first be converted to a PDF before being attached.
There are various types of services with unique contract requirements. In order to ensure that the necessary paperwork is included in email contract packages to the CTR Contracts Unit, your Chief Fiscal Officer (CFO), MMARS Liaison or a Director of Procurement / Contracts / Budgets or Accounting must contact Kristine Hill-Jones, Assistant Comptroller for guidance. After your agency understands the requirements, paper contract packages and amendments, Categories D, E, F, G and H can be sent to email@example.com
Categories A, B, C only require the Contract Transmittal Form and should be sent to firstname.lastname@example.org. In order to achieve and improve administrative efficiency, Category B1 transactions – Departmental Master Service Agreement Vendor Specific will now workflow to Final at the department level as long as the referenced MA is properly set-up in MMARS. Please review the attached Job Aid Create a Departmental Master Agreement (MA).
Interdepartmental Service Agreements
1. Send to email@example.com
2. CTR Transmittal Form – One ISA per form
3. Email Subject should be the MMARS Document ID#
4. Scan Fully Executed ISA
5. Do not send ISA instructions (pages 6, 7 and 8) or MMARS screen prints
6. Only send Attachment C if funding is from a federal grant
7. Buyer / Seller departments are required to have wet signatures and other relevant attachments on file to support the ISA