Fiscal Year 2013 Discretionary Contracts  

Required Contract Documents
     (Documents MUST be originals signed in BLUE INK)

DISCRETIONARY CONTRACTS:

NOTE: DYCD requires three (3) original signature, notary, and affirmation pages

•  FY 2013 Standard Contract ($100,000 or LESS) 
•  FY 2013 Standard Contract (GREATER THAN $100,000) 
•  FY 2013 Runaway and Homeless Youth Contract ($100,000 or LESS) 
•  FY 2013 Runaway and Homeless Youth Contract (GREATER THAN $100,000) 
•  FY 2013 Fiscal Conduit Discretionary Contract ($100,000 or LESS)  
•  FY 2013 Fiscal Conduit Discretionary Contract (GREATER THAN $100,000) 

REQUIRED CONTRACT DOCUMENTS:

• DYCD FY 2013 Budget  
  All other contract documents required by budget line allocations can be found here as well. Please note: DYCD Discretionary Contracts are reimbursement based – i.e. you must prove funds have been expended in order to be reimbursed. 
  
  
• Letter of Authorization and Board Resolution   
  Samples for your reference. Originals of both the Authorization and Resolution (two (2) documents) must be on your organization’s letterhead; signed and notarized. 
  
  
• Prequalification Status Certificate of No Change   (in PDF) 
  If your organization has previously been Prequalified, your must return an original of this Certificate affirming that no material changes in programming or key staff have occurred since the last submission of the Prequalification/Recertification Application. If material changes in programming or key staff have occurred since the last submission, a full description of said changes must be attached and submitted with the Certificate. 
  
• Disclosure and Compliance Certification  (in PDF) 
  This form must be included with your contract package; signed and notarized.

• Training Attendance Certification 
  
• Certification of Client Abuse and Neglect  (in PDF) 
  Requirement for all organizations regardless of the type of services provided. 
  
• Doing Business Data Form (in PDF) 
  This form is contract specific and must be completed with each City contract. 
  
• Sample Insurance Certificate DOE & NYCHA 
• Sample Insurance Certificate General 
• Broker’s Certification (in PDF) (for contracts in excess of $100,000.00 only)
  
• Board Listings  
  
• Certificate of No Conflict  (in PDF) 
  DYCD requires any Board Member who is also employed by any City Agency complete and return this form with the contract package. 
  
  

SUBCONTRACTORS & CONSULTANTS:

• Subcontractor Agreement  
  Subcontractors are independent, non-profit entities retained to perform specific programmatic services.
  Subcontractors cannot be salaried employees or members of your organization’s Board of Directors.
  This agreement must be completed and returned with your contract package if your organization is contracting with a subcontractor for any of the services detailed in your workscope to be paid by this contract.  
• Please review the attached document regarding the reporting requirements for subcontractors. Notice for Proposers -Subcontractors  (in PDF)
   
• Consultant Agreement   
  Consultants are independent firms or individuals, with specific skills, retained to perform limited programmatic tasks or complete projects within the contract that cannot be accomplished by regular staff.
  Consultants cannot be salaried employees (and cannot perform tasks associated with a salaried employee) or members of your organization’s Board of Directors.
  This form must be completed and retuned with your contract package along with a copy of the consultant’s resume if your organization is using any consultants to provide such services being paid by this contract.   
  
• Consultant/Subcontractor Approval Form (in PDF) 
  This form must be completed and returned with your contract package if your organization is using either a subcontractor or a consultant for any of the services detailed in your workscope to be paid by this contract.  
  
• Consultant/Subcontractor Conflict of Interest Disclosure FormsThis form must be completed by each subcontractor and consultant your organization is contracting with and returned with your contract package.  
• Consultant Agreement Budget Modification Form   
  This form needs to be completed and returned with any Budget Modification request when the amount owed a consultant is being reduced ONLY.
  If the amount owed a consultant is being increased by the Budget Modification, then a new Consultant Agreement is required.
• Subcontractor Agreement Budget Modification Form  
  This form needs to be completed and returned with any Budget Modification request when the amount owed a consultant is being reduced ONLY. If the amount owed a consultant is being increased by the Budget Modification, then a new Consultant Agreement is required.  
  

ADDITIONAL REQUIRED CONTRACT DOCUMENTS AS APPLICABLE:

• Standard Class Amendment for Fiscal Year 2013
• Substitute Form W-9: Request form taxpayer Identification Number Certification 
  
• Certification of Exempt Status 
  
• Vendors Guide to VENDEX 
  If your organization has aggregate business with the City of New York in excess of $100,000.00, you must file VENDEX Questionnaires with the Mayor’s Office of Contract Services. 
  
• Principal Questionnaire 
  
• Vendor Questionnaire 
  
• Notice to City Vendors 
  

If your organization is up to date with required VENDEX filings and there are no changes to the information provided, submit to DYCD two(2)

  VENDEX Certificates of No Change 

For contracts in excess of $100,000.00, The Appendix A for your Discretionary Contract package: 

• Appendix A Discretionary Fund (Legal Services)  
• Appendix A Discretionary Fund   (Non-Legal Services)

Any questions on the contract process or any of the documents found on our website,  contact us at: discretionary@dycd.nyc.gov