A. All proposed Contracts must be submitted to the Purchasing Department for review and processing. The Director of Purchasing, upon completion of his review, may, if deemed necessary, submit the Contract to the State’s Attorney’s Office to ensure that the Contract meets all legal requirements.
B. If submitted to the State’s Attorney’s Office for review, after an opinion has been rendered on the proposed Contract, the Director of Purchasing will edit the language of the Contract as suggested by the State’s Attorney’s Office and forward the revised draft Contract to the Department Head or Elected Official to obtain approval as required by this Ordinance. If no legal opinion is requested, the Director of Purchasing will, upon completion of his review, forward the draft Contract to the Department Head or Elected Official to obtain approval including, where required, Liaison Committee and/or Board approval and signature.
C. After approval of the proposed Contract is obtained, the Director of Purchasing will send the Contract to the vendor for signature with instructions to return it to the Purchasing Department. Upon receipt of the signed Contract, the Director of Purchasing shall be responsible to have the Contract executed on behalf of the County and will advise the requesting Department Head or Elected Official when the Contract has been duly executed and is in force.
D. The Purchasing Department will index and image the Contract, ensuring access to it by the requester and other County Officials as directed by statute. The original Contract will be filed with the County Clerk’s office as mandated by statute. A system will be put in place that will generate a notice to the originating Department Head or Elected Official six (6) months prior to the expiration of each Contract to allow the original requester to begin the process of developing a new Contract.
(Ord. 7741, passed 7-16-2019)