ECAS Commercial Vendor Meal Contract

Contents1.Consolidation Agreement Contracts1Objectives1What is a Consolidation Agreement Contract?22.Agreement Process3Objectives3Background:43.Contract Term5Objectives5Contract Term6Base Year Contracts6Contract Renewal (Addendums)64.Submit Consolidation Agreement Contract7Objectives7Submit am Consolidation Agreement Contract in ECAS8Background8Consolidation Sample Agreement8Consolidation Agreement Submittal Workflow11ECAS Homepage Review12A.Header Menu12B.My Account13C.I Want To:13D.Contracts Menu13E.Contract Type14F.Learn More15G.Continue151. Relinquishing SFA Info/Agreement Span Details172. Agreement Info183. Exhibit A Listing all Schools (Sites) Receiving/Serving Meals214. Upload Supporting/Additional Documents225. Sponsor SFA Certifies the Contract235.After Contract Submittal24Objectives24After Contract Submittal25State Agency Does Not Approve Contract25State Pre-Approves the Agreement296. Sign and Initial Then Upload the Signature Page307. References & Resources32Agreement for School and Food Authorities (Form 72)33

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Section

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1. Consolidation Agreement ContractsObjectives

After completing this chapter, you will be able to:

· Describe a Consolidation Agreement Contract

What is a Consolidation Agreement Contract?

A Consolidation Agreement is an agreement between one School Food Authority (SFA) (private, public or charter school or school district) with another SFA when an SFA wants to transfer and relinquish authority, duties and obligations for School Nutrition Programs to another SFA.

All program related tasks from the Relinquishing SFA then become the responsibility of the Sponsor SFA.

· Sponsor or vendor SFA is accepting the Relinquishing SFA's schools and including them on their Schedule A.

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2. Agreement ProcessObjectives

After completing this chapter, you will be able to:

· Identify which SFA submits the contract

Background:

Agreement information must be entered in the state agency ECAS system:

· Once the agreement is reviewed and approved by the state agency, the signature page of the agreement must be signed by the administrator/business administrator of both SFAs and uploaded using ECAS

· A Final Contract can be printed in ECAS with a state agency Approval ID number.

· Sample Consolidation Agreement Contract is available in SNEARS in Resources, Vended Meal Documents or in Resources, Annual Application and Agreement Documents Form 72.

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3. Contract TermObjectives

After completing this chapter, you will be able to:

· Describe contract term for a Consolidation Agreement

· Explain how Consolidation Agreement contracts continue after the initial term is over

Contract TermEvery Year

Consolidation Agreements must be renewed each year in ECAS.

Contract Renewal (Addendums)

No addendums are available in Consolidation Agreement contracts.

The SFA must submit another Consolidation Agreement base year contract.

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4. Submit Consolidation Agreement Contract Objectives

After completing this chapter, you will be able to:

· Submit a Consolidation Agreement contract in ECAS

Submitting a Consolidation Agreement Contract in ECASBackgroundConsolidation Sample Agreement

SFA should review sample agreement (Form 72) and required support documentation/forms to successfully complete process in ECAS.

Sponsor SFA needs Relinquishing SFA details and is required to enter the contract in ECAS

Follow these steps to locate the sample consolidation agreement (Form 72).

1. Log In to myNewJersey.

2. Click Food and Nutrition Electronic Services (FY 2008 and Later).

3. Click Child Nutrition Programs.

4. At the bottom of Messages And Memos, click Proceed to SNEARS Options.

5. Click School Nutrition Electronic Application System.

6. Click Resources in the header menu.

7. Scroll down and click Vended Meal Documents.

8. Click Agreement for Consolidating School Meals (Form 72).

9. View and print the sample agreement (Form 72).

Consolidation Agreement Submittal Workflow

The following workflow is an overview of the Agreement Submittal Workflow:

The following workflow is an overview of the contract submittal process:

1. Sponsor SFA Info/Contract span details

3. Charges for the meals provided

5. Sign & initial then upload the signature page

State

Pre-Approves the contract

2. Contract Info

State Agency Non-Approval – Errors in contract must be corrected for resubmission

4. List of all schools (sites) that are under the Sponsor SFA

State

Final Approval

(OR)

5. Upload Supporting Documents

6. Sponsor SFA certifies the contract

(Contract errors are noted in the Comments section of each screen, Resubmit only the non-approved sections)

ECAS Homepage Review

The ECAS Contracts Home page appears after you sign on to ECAS.

Review the following items on the Contracts Home screen.

A. Header Menu

B. My Account

C. I want to:

D. Contracts Menu

E. Contract Type

F. Learn More

G. Continue

A. Header Menu

The header menu contains the following links to take you back to:

· NJ Portal

· SNEARS Home

· Messages and Memos

· Logout

B. My Account

My Account gives your Account Details:

· Name

· Email

· Role

· My Reviewer

C. I Want To:

I Want To: gives you the ability to view and print contract submittal procedure instructions.

D. Contracts Menu

The Contracts Menu gives you access to different contract options and identifies the option you are viewing by highlighting the title.

From the example above, you can see that you are viewing the Contracts Home.

E. Contract Type

The Contracts Menu displays the four contract types.

· FSMC Contracts

· Commercial Vendor Contracts

· SFA – SFA Vended Meal Contracts

· Consolidation Agreements

Each Contract Type contains an identifying heading.

F. Learn More

Learn More describes the contract type and requirements.

G. Continue

You will click Continue to Consolidation Agreements when you want to start submitting your contract.

Next, we will move on to submitting a Consolidation Agreement Contract.

1. Click Continue to Consolidation Agreements.

Result: The Consolidation Agreement Contracts Summary page appears.

This page displays all the contracts that you have submitted.

2. Click Add New Agreement to begin the contract submittal process.

If you are a SFA user having access to more than one SFA, select the SFA that you wish to work on.

If you are a single SFA user your information will come up automatically.

Result: Consolidation Agreement Contract Form appears

1. Relinquishing SFA Info/Agreement Span Details

3. Enter the Relinquishing SFA name and address.

The highlighted section of the progress bar identifies where you are in the contract submittal process.

4. Complete the contact information.

5. Select your Type of Relinquishing SFA.

2. Agreement Info

6. Enter the Contract Details and click Submit and Continue. Board meeting date must be before contract start date and prior to contract submission into ECAS.

Note!

ECAS will review your entries for accuracy and notify you of errors.

What will happen if you enter a date other than 06/30 in the End Date field?

Result: A justification will then need to be entered

7. Complete Meal Requirements.

8. Complete FSMC Selection if the Sponsor SFA provides food services through an FSMC.

The Sponsor SFA may provide food services through a Food Service Management Company (FSMC.)

Remember to select the FSMC, if the Sponsor SFA is using an FSMC.

9. Select Session Management for situations when the Sponsor SFA is not in session, then click Submit and Continue.

3. Exhibit A Listing all Schools (Sites) Receiving/Serving Meals

10. Add Exhibit A or recipient school information, then click Submit and Continue.

Click the Add button, if you are responsible for more than one SFA.

Result: The Additional Documents page appears.

4. Upload Supporting/Additional Documents

11. Upload Additional Documents, if needed, then click Submit and Continue. For non-public schools, need to upload tax document, 501c3 for the relinquishing SFA only. This tax document must have the address of the relinquishing school listed.

You can add a Description (Not Required) to your supporting document, if you want.

Note!

Use this format when entering file Descriptions:

SFA Name – Document Name

Examples:

Vineland_Form 204

Morris Co Voc_Form 204

Result: The Consolidation Agreement Certification page appears.

5. Sponsor SFA Certifies the Contract

12. Review and certify Consolidation Agreement contract details, then click Submit for State Approval.

Remember to click the certification check box.

If you forget, ECAS will stop you and let you know that certification was not done.

Result: A Success message will appear

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5. After Contract SubmittalObjectives

After completing this chapter, you will be able to:

· Describe the Consolidation Agreement process

· Enter these contract types successfully into ECAS

After Contract Submittal

The state agency will review your contract in ECAS and either approve or not approve your contract.

You will receive an e-mail message, If the state agency does or does not approve a portion of your contract or the entire contract.

State Agency Does Not Approve Contract

1. Review the e-mail that you received from the state agency.

2. Sign back into ECAS and look for your contract.

Re-submit Contract will appear in the Next Steps column.

3. Review each page of your contract for notes by using the Next button at the bottom of the screen.

The top of each page will display its review status.

6. Locate the Not Approved page.

7. Read the Reviewer Comments.

Reviewer comments appear at the bottom of Not Approved pages.

8. Correctly edit the Not Approved page, and click Submit and Continue.

9. Continue to the Certification page and recertify.

10. Review your edited contract and click Submit for State Approval to recertify.

Result: You will receive a Success message.

State Pre-Approves the Agreement

The state agency will send you a message indicating the pre-approval of your contract and instruct you to print your Consolidation Agreement Contract and Contract Signature Page.

1. Review the e-mail that you received from the state agency.

2. Sign in to ECAS and locate your vendor contract.

Pre-Approved & Upload Signed Contract will appear in the Next Steps column.

3. Use the Next button at the bottom of each page to navigate to the Contract Signature Page.

4. Print your Consolidation Agreement Contract and Contract Signature Page.

5. Print a copy and share your Consolidation Agreement Contract with your vendor for review.

7. Sign and Initial Then Upload the Signature Page

6. Sign your Contract Signature Page and have the vendor sign it too.

7. Scan your signed Contract Signature Page.

8. Upload your signed Contract Signature Page and click Submit for State Approval.

9. Identify the Sponsor SFA Signed Date and Relinquishing SFA Signed Date, then click Submit for State Approval.

10. Click Submit for State Approval.

Result: A success message will appear.

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7. References & Resources

The following items are contained in this section:

· Consolidation Agreement for School Food Authorities (Form 72)

Agreement for School Food Authorities (Form 72)