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OPCMR CONTRACT CHECKLIST for USER AGENCY Revised (September 30, 2022) Department: ____________________________ Contractor Name: ___________________________ Yes No N/A 1.) Is there a copy of the Contractor’s current Virgin Islands Business License or current License from a state if a VI license is not required, or IRS 501(c)(3) certification for non-profits? VI license required for all work performed in the Territory. Yes No N/A 2.) Is there current Proof of Insurance with General Liability Insurance? (GVI as certificate holder and additional insured via an endorsement that explicitly names the Government of the Virgin Islands as an additional insured – blanket insurance endorsements that do not name the Government of the Virgin Islands are not accepted) Yes No N/A 3.) Is there proof of workers’ compensation coverage via Government Insurance Fund Certificate (for all contracts where work will be performed in the Territory) or other insurance policy. Yes No N/A 4.) For professional services contracts (e.g. accounting firms, lawyers, doctors, architects, engineers, consultants, etc.) is professional liability/ errors and omissions coverage attached? GVI should be certificate holder only. Yes No N/A 5.) Is the Contractor’s current Sam.Gov status attached? Yes No N/A IF THE CONTRACTOR IS A CORPORATION (Inc., Co., Corp., Corporation, etc., NON-PROFITS INCLUDED) Yes No N/A 6.) Is there a copy of the Articles of Incorporation and Amendments (if applicable) attached? Yes No N/A 7.) Is there a copy of the current Certificate of Good Standing attached? If the contractor is doing work in the Virgin Islands, they need a Virgin Islands Certificate of Good Standing. The Certificate of Good Standing is valid from July 1st to June 30th. They expire June 30th of every year regardless of the date of issue. Yes No N/A 8.) If a local Certificate of Good Standing is not applicable, because the contractor is located out of the Territory and does not perform any work in the Territory, is a copy of the Certificate of Good Standing from the applicable state attached? User agency is obligated to verify expiration date from the applicable state. Yes No N/A 9.) Is there a copy of the Resolution of the Board of Directors authorizing signatory rights on behalf of the Corporation attached on company’s letterhead, signed or attested and dated by Secretary of the company? Yes No N/A IF DOING BUSINESS AS (D/B/A) Yes No N/A 10.) If Doing Business As (d/b/a) Is there a copy of the current Certificate of Trade Name from the VI Lieutenant Governor’s Office attached? If contractor is out-of-state, check that state’s requirements for expiration. Yes No N/A LIMITED LIABILITY COMPANY (LLC) Yes No N/A 11.) Is there a copy of the current Certificate of Good Standing? If the contractor is doing work in the Virgin Islands, they need a Virgin Islands Certificate of Good Standing. The Certificate of Good Standing is valid from July 1st to June 30th. They expire June 30th of every year regardless of the date of issue. OPCMR Yes No N/A 12.) Is there a copy of a memorandum authorizing the signatory to bind the company, printed on company letterhead and signed or attested and dated by the Secretary of company? Yes No N/A 13.) Is there a copy of the Articles of Organization and amendments (if applicable)? Yes No N/A GENERAL PARTNERSHIP Yes No N/A 14.) Is there a copy of the Partnership agreement (if one exists)? Yes No N/A 15.) Is there a copy of a memorandum authorizing the signatory to bind the company, printed on company letterhead and signed or attested and dated by the Secretary of the company or all partners? Yes No N/A LIMITED PARTNERSHIPS (LP)/ LIMITED LIABILITY PARTNERSHIP (LLP)/ LIMITED LIABILITY PARTNERSHIPS (LLLP) Yes No N/A 16.) Is there a copy of the Certificate of Limited Partnership (for LPs) or a Statement of Qualification (LLP and LLPs)? Yes No N/A 17.) Is there a copy of a memorandum authorizing the signatory to bind the company, printed on company letterhead and signed or attested and dated by the Secretary of the company? Yes No N/A 18.) Is there a copy of the current Certificate of Good Standing? If the contractor is doing work in the Virgin Islands, they need a Virgin Islands Certificate of Good Standing. The Certificate of Good Standing is valid from July 1st to June 30th. They expire June 30th of every year regardless of the date of issue. GENERAL REQUIREMENTS Yes No N/A 19.) If funding or any corporate documents are expiring within 30 days of transmittal, please notify DPP by inserting a BOLD statement in red font in the transmittal letter to DPP. Yes No N/A 20.) Is there a transmittal letter with the contract which identifies (1) the contractor, (2) a brief description of the services and the method of selection (i.e. RFP No. or exemption in 31 V.I.C. § 239(a), (3) the contract’s term, renewal options if applicable, and compensation, (4) funding source, and (5) a list of all enclosed corporate documents and their associated expiration dates? Yes No N/A 21.) Is there a Purchase Order/PFA Letter in the amount at least equal to the contract in accordance with 31 V.I.C. §233 that has not expired? Yes No N/A 22.) Does the PO exceed contract price by 10% or more? POs cannot exceed contract price by 10% or more. Yes No N/A 23.) If a multi-year contract, did the user agency submit a PO through the end of the existing fiscal year and insert a BOLD statement in red font the justification letter to alert DPP that funding in subsequent years will be requested via the Office of Management & Budget? Yes No N/A 24.) If Purchase Order is more than 180 days old; is there an authorization or verification letter from the Department of Finance attached verifying PO balance and continued availability of funding? Yes No N/A 25.) Does the compensation provision reflect the total compensation under the contract, inclusive of travel expenses? Is there a line item for travel expenses? OPCMR Yes No N/A 26.) Is the signature of the head or acting head of the User Department/Agency included? If the contract is not signed by the agency head, is a letter signed by the Governor appointing another to sign on behalf of the agency head in an acting capacity attached? Yes No N/A 27.) Is there a signature for the Contractor? The signature block must reflect the title of the person signing and representative capacity on behalf of a corporate entity, i.e. President, Vice President, etc. This must be consistent with the name and title in the resolution. Yes No N/A 28.) If the Contractor is a corporate entity, is the name of the corporate entity and the signatory’s official position included in the signature block? Yes No N/A 29.) Is the Addendum I (Scope of Work) attached with initials by contractor? Scope of Work must be detailed. Yes No N/A 30.) Does the Contract require deliverables and does it state when the deliverables are due? Yes No N/A 31.) Are deliverables quantifiable, measurable and verifiable? Deliverables need to state estimated period (e.g. number of days from contract execution) that a particular contract line item needs to be delivered or completed. Yes No N/A 32.) Is Addendum II attached with initials by contractor? Yes No N/A 33.) Does Addendum II have clear terms regarding how payments will be made, when they are required and how travel and business costs will be approved and paid? Yes No N/A 34.) Is the written dollar amount exactly the same as the numerals provided? Yes No N/A 35.) Are all other attachments and/or exhibits referenced in the Contract attached? Yes No N/A 36.) Are all pages of the contract, including the Addenda, initialed by the Contractor? Yes No N/A FOR AMENDMENTS ONLY Yes No N/A 37.) Was the Amendment submitted at least 45 days prior to expiration of the underlying Contract? Yes No N/A 38.) If the Contract is being amended for time, has the paragraph with the term been revised? If the change in the term affects the deliverable schedule in Addendum I, has Addendum I been amended to reflect those changes? Yes No N/A 39.) If the Contract is being amended for a cost increase, has the paragraph on compensation been adjusted and is a new compensation addendum attached? Yes No N/A 40.) If the Contract is being amended for new work outside the original scope, has a revised scope of work been attached? Yes No N/A 41.) Are all required supporting documents, including the original contract attached? Yes No N/A FOR EXERCISES OF RENEWAL OPTIONS ONLY Yes No N/A 42.) Does the Contract contain renewal options? If so, is this the 1st or 2nd renewal option? Yes No N/A 43.) Was the Renewal Option submitted in accordance with the terms of the contract or at least 60 days prior to expiration of the contract and are all supporting documents attached? OPCMR **NOTE** Please submit checklist with contract to DPP. If you answered NO to any of the questions, do not transmit the contract to DPP. Please call or email a contract specialist for clarification and assistance. **NOTE** A template for Professional Services and Constructions Contracts can be found online at http://dpp.vi.gov/forms-documents under Procurement & Central Stores. ________________________ _________________ ____________________________ Name of Contract Reviewer Date Signature of Contract Reviewer Title of Contract Reviewer: ____________________________ Email: ______________________ Telephone No: _______________ Ext.: ________