(A) Department heads shall be responsible for obtaining signatures of all non-city parties to a contract. Non-city signatures shall be obtained prior to seeking city signatures, except when a conflicting policy of the non-city entity exists, or when time will not permit. Original signatures, meaning wet ink signatures on paper, should be obtained whenever possible.
(B) The City Clerk’s office shall utilize a contract cover sheet for obtaining internal signatures. One contract cover sheet shall be utilized for small contracts and a separate cover sheet for all other agreements. Department heads shall be responsible for completing the appropriate contract cover sheet and attaching it to any contract which requires signature by the Mayor. The appropriate department head(s) shall ensure that the contract cover sheet contains, at a minimum, the following information about the agreement: the vendor; amount of the contract; date of approval; date of termination; renewal terms; and the purpose of the contract.
(C) For ease of understanding, internal approval of small contracts by the City Manager and execution by the Mayor may occur at the same time, utilizing one contract cover sheet.
(D) Department heads shall transmit contracts ready for execution to the City Clerk. The City Clerk, or the acting City Clerk if the City Clerk is otherwise unavailable, shall obtain the signature of the Mayor. No other individual shall be permitted to submit a contract for signature, without the express authority of the City Manager.
(E) All contracts routed for execution shall contain at least two copies of the agreement.
(F) An original and fully executed version of every city contract shall be submitted to and maintained by the City Clerk. The City Clerk shall maintain a register of all contracts, with the approving legislation number, name of all non-city contracting parties and a reference to the physical location of the contract, in addition to and independent of the city’s contract management software.
(G) Department heads shall be responsible for providing a copy of the fully executed contract to all non-city contracting parties.
(1984 Code, § 35.55) (Ord. O-42-18, passed 12-11-2018)