Common use of ADMINISTRATIVE AND REPORTING REQUIREMENTS Clause in Contracts

ADMINISTRATIVE AND REPORTING REQUIREMENTS. Contractor shall furnish a certified report of sales volume for all products provided under the Contract during each month, no later than the 10th of the following month starting with the first month after contract inception, in accordance with SECTION 51 AUDIT REPORTING. Preferred Source List items provided by Contractor and Preferred Source item equivalents purchased when Preferred Source items are not available must be specifically identified as directed in APPENDIX C – FOOD (COMMERCIAL: EASTERN REGION) DOCUMENTS, Number 4, Report of Contract Usage Template. Purchases by non-state agencies, political subdivisions and others authorized by law shall be reported in the same report and indicated as required. A template for such report is included herein –APPENDIX C – FOOD (COMMERCIAL: EASTERN REGION) DOCUMENTS, Number 4, Report of Contract Usage. All fields of information shall be accurate and complete. The report is to be submitted electronically in Microsoft Excel 2003 or newer (or as otherwise directed by OGS), via electronic mail to the attention of the individual designated by the Contract and shall reference the Group Number, the Award Number, Contract Number, Sales Period, Contractor's (or other authorized agent) Name, and all other fields required, using the report template. Additionally, a certified Allowance Report shall be furnished to OGS every quarter. Such certification shall be in accordance with SECTION 51 AUDIT REPORTING. The certified report shall include all the above-defined applicable allowances, discounts, and special negotiated pricing agreements for New York State. The report must contain the item, description stock number of item, the terms of the agreement and the amount of the allowance. Any change to any allowance, discount or special negotiated pricing agreement shall be reported to OGS at the time of the report. A template for such report is included herein APPENDIX C – FOOD (COMMERCIAL: EASTERN REGION) DOCUMENTS, Number 5, Allowance Report. OGS reserves the right to amend the contract usage and allowance report templates. Additional related sales information may be required by OGS and must be supplied upon request. PERFORMANCE SURVEYS - Contractor shall be required, upon request, to provide performance surveys to Authorized Users. Contract performance measures may include, but not be limited to, the following: delivery time, fill rate; response time to inquiries; resolution of problems; Contractor’s staffs’ courtesy; and Contractor’s staff knowledge ability. The information reported on the surveys will be used to assess Contractor's performance and may, if necessary, be used to determine continuation or cancellation of the Contract. The State reserves the right to request monthly documentation of Contractor's fill rate.

ADMINISTRATIVE AND REPORTING REQUIREMENTS. Contractor shall furnish a certified report of sales volume for all products provided under the Contract during each month, no later than the 10th of the following month starting with the first month after contract inception, in accordance with SECTION 51 AUDIT REPORTING. Preferred Source List items provided by Contractor and Preferred Source item equivalents purchased when Preferred Source items are not available must be specifically identified as directed in APPENDIX C – FOOD (COMMERCIAL: EASTERN REGION) DOCUMENTSSection 42, Number 4, Report of Contract Usage TemplateAudit Reporting. Purchases by non-state agencies, political subdivisions and others authorized by law shall be reported in the same report and indicated as required. A template for such report is included herein –APPENDIX C – FOOD (COMMERCIAL: EASTERN REGION) DOCUMENTS, Number 4, Appendix E - Report of Contract Usage. All fields of information shall be accurate and complete. The report is to be submitted electronically in Microsoft Excel 2003 or newer (or as otherwise directed by OGS), via electronic mail to the attention of the individual designated by the Contract and shall reference the Group Number, the Award Number, Contract Number, Sales Period, Contractor's (or other authorized agent) Name, and all other fields required, using the report template. OGS reserves the right to amend the report template. Additionally, a certified Allowance Report shall be furnished to OGS every quarter. Such certification shall be in accordance with SECTION 51 AUDIT REPORTINGSection 42, Audit Reporting. The certified report shall include all the above-defined applicable allowances, discounts, and special negotiated pricing agreements for New York State. The report must contain the item, description stock number of item, the terms of the agreement and the amount of the allowance. Any change to any allowance, discount or special negotiated pricing agreement shall be reported to OGS at the time of the report. A template for such report is included herein APPENDIX C – FOOD (COMMERCIAL: EASTERN REGION) DOCUMENTS, Number 5, Allowance Report. OGS reserves the right to amend the contract usage and allowance report templates. Additional related sales information may be required by OGS and must be supplied upon request. PERFORMANCE SURVEYS - Contractor shall be required, upon request, to provide performance surveys to Authorized Userscustomer agencies. Contract performance measures may include, but not be limited to, the following: delivery time, fill rate; , response time to inquiries; , resolution of problems; Contractor’s staffs’ , employee courtesy; , and Contractor’s staff knowledge abilityknowledgeability. The information reported on the surveys will be used to assess Contractor's performance and may, if necessary, be used to determine continuation or cancellation of the Contractaward. The State reserves the right to request monthly documentation of Contractor's fill rate.