Specifications

New York State Office of General Services
Solicitation Number 1767 Integrated Facility Management
Page 38 of 54
commissions obtained for purchases. Operating Expenses shall be ―net only‖, and for that purpose shall
be reduced by the amounts of any reimbursement, recovery, recoupment, payment, discount, credit,
reduction, allowance, or the like, received by the Company in connection with such Operating
Expenses.
The annual budget period for Operating Expenses shall be March 1 through February 28. Within (30)
days of the execution of the contract, the State shall make, or cause to be made the first semi-annual
payment into the Operating Expense account. Should the commencement of services begin prior to
September 1
st
, or after September 1
st
, the budget will be adjusted accordingly to reflect that change.
Thereafter, the state shall make or cause to be made semi-annual payments into the Operating Expense
Account equal to one-half the estimated Operating Expenses for each applicable operating period by
March 1 and September 1. These payments will be adjusted based on semi-annual reviews of the
operating budget.
5.7.4 Authorize Payments
Contractor shall review all bills received for services, work, and supplies ordered in connection with
maintaining and operating each facility. Payments may only be authorized for services rendered, and for
goods actually received.
5.7.5 Report of Expenses
Within 30 days of contract award, Contractor shall develop a monthly Schedule of Payments. The
Schedule of Payments shall include all sub-contracted services/expenses as well as Contractor provided
services/expenses. For each sub-contracted service including but not limited to of the twelve major
service categories included in Contractor‘s bid, Contractor shall provide a breakdown of sub-contractor‘s
bid to include but not be limited to; administration, labor, materials, supplies, equipment, overhead, profit,
and fees. Sufficient detail shall be provided so as to allow the State to value Additional Services, if
requested. Contractor shall reconcile monthly, and submit the preceding month‘s report within the first 10
calendar days of the subsequent month. The report must detail separately, each category of service /
expense, and account for every dollar spent within the category. The report must be provided in
comparative format to show the budgeted and actual expenses, and provide explanations for any item for
which the actual varies significantly from the budgeted amount. When necessary, develop plans to
address any possible funding shortfalls. Also see Section 5.7.1.
5.7.6 Independent Accountant’s Annual Review
The Contractor shall contract with an independent third party Certified Public Accountant registered to do
business in New York State, to perform and submit a yearly (prior fiscal year) review of the Contractor‘s
financial statements of actual operating expenses. This nature and scope of this review shall be
conducted in accordance with attestation standards established by the American Institute of Certified
Public Accountants. The report shall be submitted to OGS within ninety (90) days after the end of each
operating period (by May 31st).