Contracts Application Overview

The Contracts Domain allows users to look at all City contracts and their history. The domain has been set up to view this information in a 3 tiered format, so that the user can opt to consume the information broadly, more distinctly, or drill down on specific records.

Glossary of Terms

CT1/General Contract - The CT1 document is used for transactions where the City is required to make a payment, i.e., expense contracts , capital and mixed or split funded contracts.

RCT1/ Revenue Contracts (RCT1) are for transactions where the City receives payments or is not required to make an expenditure.

CTR Contract Revision - Increases/Decreases/encumbrances and data changes to CT1 and CTA1 documents can only be done with a CTR document.

MA1/ Master Agreement – MA1 documents are referenced by DO1 documents. (Direct Orders). MA1 will always have only 1 prime vendor. Its associated DO will have multiple agencies.

MAR/Master Agreement Revision - Contract max increases, decreases and data changes to MA1, MMA1, and RCT1 documents can only be done with an MAR document.

MMA1 Multiple Award/Master Agreement (parent) -MMA1 documents are used for master agreements where a prime vendor pool has been created. MMA1 agreements are parent contracts to CTA 1 and are used only for reference purposes.

CTA1 Multiple Award Contract (child)-The CTA1 document awards a contract to a prime vendor by referencing an MMA1 document and it is used for transactions where the City is required to make a payment to prime vendors selected from the prime vendor pool.

What is a Master Agreement? – A parent contract, as approved by the city, in which smaller contracts (children) are created against that contract until the allocated funds are completely used.

Active Expense Contracts – Any expense contract whose period of performance is greater than or equal to today’s date.

Registered Expense Contracts – Any expense contract registered in the fiscal year selected, which covers the period 7/1/XX through 6/30/XX of the following year.

Active Revenue Contracts – Any revenue contract whose period of performance is greater than or equal to today’s date.

Registered Revenue Contracts – Any revenue contract registered in the fiscal year selected which covers the period 7/1/XX through 6/30/XX of the following year.

Pending Expense Contracts – All expense contracts that are currently under review by the Comptroller’s Office of Contract Administration. These contracts are still going through the application process and have not yet been registered.

Pending Revenue Contracts - All Revenue contracts that are currently under review by the Comptroller’s Office of Contract Administration. These contracts are still going through the application process and have not yet been registered.

APT PIN - Procurement Identification Number created by the Automated Procurement Tracking (APT) application.

PIN - Procurement Identification Number given by the City.

# Of Solicitations per Contract – The number of prime vendors that were contacted to bid on a contract.

# Of Responses per Solicitation – The number of prime vendors that responded to the contract solicitation.

M/WBE – The term M/WBE means Minority or Women-Owned Business Enterprise. The Business Enterprise is at least fifty-one percent (51%) owned by, or in the case of a publicly owned business, at least fifty-one percent (51%) of the shares are owned by citizens or permanent resident aliens who meet the definition of a designated minority group(s), including Black, Hispanic, Asian Pacific, Asian-Indian OR a woman or women.

Prime Vendors – Prime vendors are chief contractors who have a contract with the City, and have the full responsibility for its completion. A prime vendor undertakes to perform a contract, and may employ (and manage) one or more sub vendors to carry out specific parts of the contract. Also may be referred to as prime contractors.

Sub Vendors –a secondary vendor, who contracts with a prime vendor (and not the City directly) to perform some or all of the prime vendor’s contractual obligations under the prime contract. Also may be referred to as sub contractors.

M/WBE Category – Refers to one of the categories of vendors who are eligible for M/WBE status. They are as follow:

  • Women
  • Black - having origins in any of the Black African racial groups
  • Hispanic - being of Mexican, Puerto Rican, Dominican, Cuban, Central or South American descent, of either Indian or Hispanic origin, regardless of race
  • Asian - having origins in the Far East, Southeast Asia, or the Pacific Islands, or Indian subcontinent.

Calculation Rules

Active Expense Contracts - Dollar value displayed is the Current Amount sum of all MA1, CTA1 and CT1 expense contracts whose period of performance end date is greater than or equal to the start of the selected Fiscal Year.

Registered Expense Contracts - Dollar value displayed is the Current Amount sum of all MA1, CTA1 and CT1 expense contracts registered in the Fiscal Year selected, which covers the period 7/1/XX through 6/30/XX of the following year.

Active Revenue Contracts – Dollar value displayed is the Current Amount sum of all RCT1 revenue whose period of performance end date is greater than or equal to the start of the Fiscal Year.

Registered Revenue Contracts – Dollar value displayed is the Current Amount sum of RCT1 revenue contracts registered in the Fiscal Year selected which covers the period 7/1/XX through 6/30/XX of the following year.

How to Navigate the Domain

Top Navigation Bar – Allows you to move from one domain to another.

Graph Visualization – provides visualization for the following:

  • Spending by Active or Registered Expense Contract
  • Top Ten Agencies by Expense or Revenue Contracts
  • Top Ten Active Expense or Revenue Contracts by Current Amount
  • Top Ten Prime Vendors by Active Expense or Revenue Contracts

If you allow your cursor to hover over the bars in the charts, you will be able to see what each bar represents. The graphs automatically change every 40 seconds, or you can click on the circle beneath the graph to forward through to the next visualization.

The bars on each graph are hyperlinked to the specific spending transactions that the graph illustrates.

The Grid view hyperlink above the visualization displays the information on the graphical visualization as numeric data in a table format within a new browser window which can be exported to an excel spreadsheet. (A new browser window displays the information).

Bottom Navigation Bar – Allows you to look through different contract types for the Fiscal year selected

Show Details Hyperlink – By clicking on this hyperlink, you can expand the page to show another layer of detailed Contract information.

Column Arrows – The arrow in front of the ‘Current Amount’ and ‘Dollar Difference’ columns allow you to sort the information by greatest or least amounts

‘+’ Button – By clicking on the ‘+’ the widget will expand from a ‘Top 5’ listing to display a maximum of 150 rows of record. When expanded, the ‘+’ symbol will transform to the ‘-‘ symbol. Clicking on the ‘-‘ symbol will collapse your records back down to ‘Top 5”.

'Details' link – Clicking on the ‘Details’ link will bring you to an exportable detail transaction page.

Blue Hyperlinks – Clicking on the blue hyperlinks will refresh the page for the information selected. Clicking contract number hyperlinks will bring you to a detailed contract history page and clicking on the ‘Spent to Date’ hyperlinks will take you to a Spending Domain pop-out page.

POP-OUT PAGES – Whenever you are in one domain (i.e., Contracts Domain) and click on a hyperlink which takes you to a different domain (i.e., clicking on Spent to Date will take you to the Spending Domain), a pop-out page will appear displaying the information from the new domain while allowing you to stay in the current domain you have open.

Featured Dashboard M/WBE and Sub Vendors – M/WBE and sub vendor Featured Dashboards contain subsets of contract data from the Contracts domain. Please view the Instructional video located on the Checkbook home page within the Help section located at the top of the page for detailed navigation instructions.

WAYS TO SEARCH FOR INFORMATION

Basic Search – Basic Search allows you to search through all domains. The results will default to spending transactions and is equipped with smart search capability.

Advanced Search - Advanced search gives the user the ability to narrow their searches by a series of different filters; i.e., Payee, Prime Vendor, Contract ID, etc.

Faceted Search – Allows users to explore a collection of information by applying multiple filters employing a hierarchy structure.

Citywide Agencies – Allows users to select information on a particular agency by choosing from a pre-populated agency drop down list.