Instructions for Form TGS-1A "Amendment to Technical and General Services Contract" - Arkansas

This document contains official instructions for Form TGS-1A, Amendment to Technical and General Services Contract - a form released and collected by the Arkansas Department of Finance & Administration.

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Download Instructions for Form TGS-1A "Amendment to Technical and General Services Contract" - Arkansas

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TECHNICAL AND GENERAL SERVICES
TGS-1A AMENDMENT INSTRUCTIONS
1. Contract Number: Enter the TGS contract number. This number MUST match the original contract
number.
a) TGS contract numbers can NEVER be duplicated. Every new contract MUST have a unique
contract number.
b) Use the following link to enter the completed TGS-1A (contract amendment form) into the TGS
Portal:
https://www.ark.org/dfa/tgs_contract_reporting/index.php.
2. Amendment Number: Enter the amendment number. Amendments start at one (1) and continue
sequentially.
3. Agency Number and Name:
a) Enter the agency’s 4-digit number
b) Enter the agency’s name
c) If your agency is a service bureau, check the box
4. Vendor Name: Enter the Vendor’s name. If you are doing a vendor name change, enter the vendor name
in the following format:
New Vendor Name (old vendor name as listed on the original contract)
This name format must be used on all future amendments.
5. Service Bureau: If your agency is a service bureau, check the box.
6. Tracking Numbers: Spaces 6(a) and 6(b) are for an agency’s convenience, which helps create the history of
a contract by tracking any contract number changes (i.e. PO and/or OA). You may enter a previous
contract number that was changed for any reason (i.e. End of Year closeout, Change of Vendor Number
and/or Tax ID, which resulted in a new contract number).
7. New Contract Expiration Date: If extending the life of a contract, enter the new expiration date here in
the mm/dd/yyyy format. If not extending the contract, put or leave blank. Expiration dates cannot exceed
the maximum extension date as listed in Section 12 of the original contract.
8. Purpose of Amendment: Enter the purpose for submitting the amendment. Information should be brief
and to the point. If adding funds, a reason for adding funds must be included (“Adding additional funds for
annual renewal/extension year; …for increased fuel costs, exercising a renewal option, etc.”). Please be
concise and brief so this makes sense for the review process.
9. Amended Dollar Amount and the use of the Previous Dollar Amount: Enter the total from the previous
amendment or from the original contract, if this is amendment 1.
10. New Total: Sum the rows of Services, Commodities, and Total.
11. Dollar Amount Paid to Date: Enter the total funds spent towards payment on this contract (11a) as of the
date written (11b). Date should be mm/dd/yyyy format. Reminder - The Dollar Amount Paid to Date will
TGS-1A Amendment Instructions
8/1/2015
TECHNICAL AND GENERAL SERVICES
TGS-1A AMENDMENT INSTRUCTIONS
1. Contract Number: Enter the TGS contract number. This number MUST match the original contract
number.
a) TGS contract numbers can NEVER be duplicated. Every new contract MUST have a unique
contract number.
b) Use the following link to enter the completed TGS-1A (contract amendment form) into the TGS
Portal:
https://www.ark.org/dfa/tgs_contract_reporting/index.php.
2. Amendment Number: Enter the amendment number. Amendments start at one (1) and continue
sequentially.
3. Agency Number and Name:
a) Enter the agency’s 4-digit number
b) Enter the agency’s name
c) If your agency is a service bureau, check the box
4. Vendor Name: Enter the Vendor’s name. If you are doing a vendor name change, enter the vendor name
in the following format:
New Vendor Name (old vendor name as listed on the original contract)
This name format must be used on all future amendments.
5. Service Bureau: If your agency is a service bureau, check the box.
6. Tracking Numbers: Spaces 6(a) and 6(b) are for an agency’s convenience, which helps create the history of
a contract by tracking any contract number changes (i.e. PO and/or OA). You may enter a previous
contract number that was changed for any reason (i.e. End of Year closeout, Change of Vendor Number
and/or Tax ID, which resulted in a new contract number).
7. New Contract Expiration Date: If extending the life of a contract, enter the new expiration date here in
the mm/dd/yyyy format. If not extending the contract, put or leave blank. Expiration dates cannot exceed
the maximum extension date as listed in Section 12 of the original contract.
8. Purpose of Amendment: Enter the purpose for submitting the amendment. Information should be brief
and to the point. If adding funds, a reason for adding funds must be included (“Adding additional funds for
annual renewal/extension year; …for increased fuel costs, exercising a renewal option, etc.”). Please be
concise and brief so this makes sense for the review process.
9. Amended Dollar Amount and the use of the Previous Dollar Amount: Enter the total from the previous
amendment or from the original contract, if this is amendment 1.
10. New Total: Sum the rows of Services, Commodities, and Total.
11. Dollar Amount Paid to Date: Enter the total funds spent towards payment on this contract (11a) as of the
date written (11b). Date should be mm/dd/yyyy format. Reminder - The Dollar Amount Paid to Date will
TGS-1A Amendment Instructions
8/1/2015
TECHNICAL AND GENERAL SERVICES
TGS-1A AMENDMENT INSTRUCTIONS
NEVER be more than the Previous Total because you cannot spend more than was reviewed by the
Arkansas Legislative Council (ALC) Review.
12. Updated Total Projected Cost: The updated Total Projected Cost is the initial contract amount plus the
amount of any previous amendments or possible future extensions or renewals.
13. New and/or Revised Attachments: Enter any new or revised attachments that you have with this
amendment such as disclosures that may include an updated Equal Employment Opportunity policies,
updated Illegal Immigrant Certifications, updated Contract and Grant Disclosure and Certification Form,
Objectives and Scope-of-work or service change, Source and Fund Changes, Performance Standard
Changes, etc.
14. Vendor Signature: Vendor must sign the TGS contract in ink as well as complete the date, title and
address. TGS contracts cannot be processed without the signature.
15. Agency Signature: The agency director or other person with authority must sign as well as complete the
date, title and address. TGS contracts cannot be processed without the signature.
DFA Signature Line: These signature and date lines are for the Office of State Procurement use ONLY! Do
A
not use these lines or allow information to overflow onto these lines.
16. Contract Number: Enter the contract number. This number must match the contract number entered on
the front of the amendment.
17. Amendment Number: Enter the amendment number. This number must match the amendment number
entered on the front of the amendment.
18. Agency Contacts: Enter agency contact information according to his/her role. This information may differ
from the information entered into the online TGS system.
19. Source of Funds: Complete the table showing the type(s) of fund sources used and the details of these
sources. These funds must always equal 100% in the Total Amount. This total amount must also match the
New Total of services and commodities amount from the first page. When calculating percentage totals,
you may use two decimal points from a whole number. (Ex. 67.30% + 32.70%= 100%)
TGS-1A Amendment Instructions
8/1/2015
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