New York State Comptroller

Procurement and Disbursement Guidelines

Bulletin Number:	A-46 R1
Date Issued:	8/31/1982	Date Last Updated:	11/2/1999
Bulletin Name:	Multi-Agency Contracts

Introduction:

A multi-agency contract is one which can be used by more than one agency. Examples include a terminal equipment rental contract negotiated by OSC and used by many State agencies, or a service contract shared by two or more facilities in a department.

The purpose of this bulletin is to explain procedures for processing multi-agency contracts.

Procedures for
Establishing
Multi-Agency Contracts:

When establishing multi-agency contracts, agencies should prepare AC 340's and Batch Transmittals as follows:

Contract Encumbrances
Complete the AC 340 as you would to establish any contract and corresponding encumbrance except for the following:

1. Contract Number - The agency negotiating the contract must call OSC's Contract Audit Section, (518) 474-7787, for assignment of a multi-agency contract number. Other agencies using that contract should request the number from either the Contract Audit Section or the negotiating agency.

Note: Multi-agency contract numbers will be assigned sequentially for all types of contracts, and will be designated by an 'M' in the second of the seven position numbers, e.g.

CM00001
LM00002
CM00003
NM00004

2. Line-Number(s) - Note that for these multi-agency contracts, agencies can use their own line numbers without duplicating another agency's because these contracts will be set up with unique originating agency codes which will distinguish the encumbrance records.

Batch Transmittal (AC 2387)
Complete the Batch Transmittal as you would to establish any contract, including the use of your own originating originating agency code.

Questions:

Questions regarding this bulletin should be directed to the Bureau of Contracts (518) 474-7787.