HomeMy WebLinkAboutA04.0 Contract Agreement _�lE$E�IED 1T 1�1E-
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: CONTRACT AGREEMENT SECTION. A NUMBER: 4.0
PREPARED BY: City Manager REVISED DATE: 02/16/2005
PAGE: 1 of 2
PURPOSE
4.1 The purpose of the Contract Agreement policy is to outline the procedures between
the City and outside contractors to ensure each contract or agreement entered into
by the City is complete.
POLICY
4.2 When processing all contracts, letters of agreement, change orders and addenda,
follow the procedures below:
4.2.1 Number of Contracts: At least three originals of the document should
be executed. One original will be kept on file in the City Secretary's
Office as a back-up document, one document will be forwarded to the
other entity and one document will be kept in the originating department.
4.2.2 Dates: All dates are to be inserted by the originating department on the
three original documents before signatures.
4.2.3 Contract Amounts: All dollar amounts should be verified by the
originating department prior to signatures.
4.2.4 Exhibits: All exhibits referenced in the document are to be attached by
the originating department before routing to the City Secretary's Office
for signatures.
4.2.5 Signatures: All documents requiring the Mayor's or City Manager's
signature must have a Routing Cover page (See Attachment D 4.0 -
Contract Processing Routing Cover Page) completed by the originating
department prior to forwarding the document to the City Manager or City
Secretary for signatures.
_�lE$E�IED 1T 1�1E-
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: CONTRACT AGREEMENT SECTION. A NUMBER: 4.0
PREPARED BY: City Manager REVISED DATE: 02/16/2005
PAGE: 2 of 2
4.2.6 Completed Documents: After the contract has been executed by all
entities, the City Secretary's Office keeps one copy and returns the
remaining contracts to the originating department. The originating
department keeps one copy and forwards the remaining copies to the
other entities.
Exception: After Public Works Capital Projects contracts are completed and
signed, the documents are returned to the Public Works
Department for filing.
4.2.7 Change Orders and Addenda: If change orders and addenda are
signed by the department head, a copy should be forwarded to the City
Secretary's Office for attachment to the original contract, with the
exception of Public Works Capital Projects contracts.