Statewide Contracts Administrative Fee, as of January 1, 2018
In accordance with ARS § 41-2633 the Department of Administration, State Procurement Office includes an Administrative Fee, in the majority of its Statewide contracts – multiple agency, multiple government, cooperative contracts. The Administrative Fee is used by the State to defray the additional costs associated with soliciting, awarding and administering statewide contracts.
In addition to the State agencies, boards and commissions, statewide contracts are available to members of the State Purchasing Cooperative including cities, counties, school districts, special districts, other state governments, agencies of the federal government, tribal nations, schools, medical institutions, and nonprofit organizations.
The Administrative Fee is the responsibility of the contractor. The Administrative Fee is a part of the contractor’s unit prices and is not to be charged directly to the customer in the form of a separate line item. Further, Statewide contracts maintain one set of pricing for all customers and not separate prices for State agency customers and State Purchasing Cooperative customers.
Report Form and Fee Payments:
The State of Arizona accepts reporting and the payments online. Your AFIS ID (Supplier ID in APP) and contract number are your login credentials. The Excel report is still accepted, however, your organization must receive approval from the Cooperative Program Manager to use this format.
You are able to submit reports with no usage. A report is required for zero spend, and the system shows a zero-balance due instead. Once the reports are completed, you can pay through our payment portal via credit card or ACH.
There should be only one Usage Report and payment submitted per contract number.
Reports can be submitted through the following link: spo.az.gov/invoiceusage
The following Quick Reference Guides are for a soon to be released changes for reporting and fee payments:
(COMING SOON) 1. Submitting COOP Usage Reports and Payments
(COMING SOON) 2. Submitting zero-sum COOP Usage Reports
Unless defined differently within the contract, the Statewide Contracts Administrative Fee shall be one percent (1.0%) of quarterly sales receipts under an active Statewide contract, transacted by only the Cooperative Members, minus any taxes or regulatory fees, minus any returns or credits, and minus any shipping charges not already included in the unit prices. The Administrative Fee percentage is only applicable to amounts actually received by the contractor during the quarter and is not applicable to amounts ordered by customers but not yet paid for. The administrative fee is not paid on transactions with State Agency Customers.
Within thirty (30) days following the end of the quarter, the contractor submits their Usage Report and if applicable, a payment in the amount of one percent (1%) of their sales receipts from members of the State Purchasing Cooperative, to the Department of Administration, State Procurement Office. Usage Report and Administrative Fee Submission schedule is as follows.
•State Fiscal Quarter 1 (Jul 1 - Sept 30): Due by Oct 30
•State Fiscal Quarter 2 (Oct 1 - Dec 31): Due by Jan 30
•State Fiscal Quarter 3 (Jan 1 - Mar 31): Due by Apr 30
•State Fiscal Quarter 4 (Apr 1 - Jun 30): Due by Jul 30
Usage Reports and any questions are to be submitted by email to the state's designated email address: