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Contracts & Agreements

If you are creating a contract or agreement for approval, you are considered the project manager for that agreement.  Follow these steps to start the process:

Step 1: Project Manager

  1. Email a Word version of the contract and any attachments to Laraine Gittens in the City Attorney’s Office along with a Contract Routing Form for legal review.
  2. Email a PINS Introductory Notice (insurance) to the contractor.

Step 2: City Attorney Initial Review

The City Attorney reviews, revises and comments on the draft agreement and returns it to the project manager. Additionally, the City Attorney confirms insurance requirements and sends a PINS insurance notice to the contractor.

Step 3: Project Manager Vendor Signature Collection

  1. Forward (2) originals of the final agreement to the contractor for their signature

    • If necessary* contractor-signed agreement must be agendized for City Council approval
      *Professional Services:         Over $75,000
      *Purchase:                                    Over $75,000
      *Public Works Contract:   Over $175,000
    • If the contract is within the City Manager’s authority, or following City Council approval, forward the signed originals to the City Attorney’s Office with a printed copy of the Contract Routing Form previously used

Step 4: City Council Approval to Execute *if needed*

Following the City Council's approval to execute the agreement, the author of the report and project manager is required to route the agreement for signature. Start with vendor's signature, then route the signed agreement, along with the routing slip previously used, to the City Attorney's office for signature.

Step 5: City Execution

  1. City Attorney review, approves and signs the hard copy of the vendor signed agreement and the insurance in PINS
  2. City Manager / Mayor executes the agreement
  3. City Clerk attests signature, retains original agreement and forwards a copy to the project manager.

Note:

The City Clerk’s office is the Office of Record, which means that the record will be retained in the City Clerk’s office for the life cycle of that agreement. If you decide to keep a copy for your files, please be sure to note it as a COPY. This will allow you to destroy the record when it is no longer needed without having to go through the formal process of destroying records.

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