CONTRACTS

Effective for the State Fiscal Year 2007, the Division of Social Services in coordination with the Division of Aging and Adult Services, have developed new contract procedures that replace the Family Services Manual, Chapter IV Volume VI.

Any organization that receives Federal or State financial assistance from a State agency is called a "subrecipient". Counties, as subrecipients of the state, must develop monitoring procedures to ensure that funds are appropriately spent by any subrecipients with whom they may contract to provide services.

The following definition has been developed to assist in determining when a contract must be utilized: " Any service purchased by a County Department of Social Services must have a contract unless a purchased service is covered in a specific program which does not require use of this specific contract and has Federal and/or State funding " .

Local Department of Social Services should use the following documents and instructions as guidance when entering into any contract. If a county has its own contractual procedures, these are permissible but at a minimum must include:

1. General Contract
2. Attachment A - General Terms and Conditions
3. Attachment B - Scope of Work
4. Attachment C - Certification Regarding Drug-Free Workplace Requirements
   ** (Required if any Federal Funds are involved)
5. Attachment D - Conflict of Interest Policy
   (must be notarized & policy attached)
6. Attachment E- No Overdue Taxes (must be notarized)
7. Attachment F - Certification Regarding Environmental Tobacco Smoke
   ** (Required if any federal funds are involved and contractor provides health, child care, education, or library related services to children under 18 in an indoor facility)
8. Attachment G - Certification Regarding Lobbying
   ** (Required if $25,000 of Federal participation is involved)
9. Attachment H - Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion-Lower Tier Covered Transactions
   ** (Required if $25,000 of Federal participation is involved)
10. Attachment I - HIPAA Business Associate Addendum
    ** ( Required if any health related information is shared)
11. Attachment J - Certification Regarding Transportation
    ** (Required if providing Transportation Services)
12. Attachment K - IRS Federal Tax Exemption (See 501(c)(3) and Tax-Exempt Status)
13. Attachment L- Certain Reporting and Auditing Requirements
14. Contract Amendment
15. Contract Log
16. Rates for Services

**Forms May Be Required

Forms are available at http://www.ncdhhs.gov/dss/budget/contracts.htm