A contract administration system is designed to ensure that
the contractor is performing in accordance with the terms and conditions
of the contract. It is the using department's responsibility to match
contract terms and prices with invoices. The City's procedures specifying
the structure of review are to be followed. In addition, contract
administration results may be utilized by the Purchasing Officer for
vendor evaluation.
City procurement records shall be maintained by the Purchasing
Officers.
Prior to the issuance of any purchase order, contract, change
order or contract modification, the Finance Officer shall certify
that sufficient budgeted funds are available.
All change orders and contract modifications will be approved
by the City Manager or Superintendent of Schools.
The City's policy on multiyear contracts includes the following:
The following governs contract renewals:
A.
All contracts that contain an optional renewal clause shall be presented
for approval to the total dollar value for the initial period of award.
B.
All requests for contract renewals shall originate from the using
department in the form of a requisition indicating the desire for
the renewal, the subsequent renewal term and the total dollar value
for the renewal period.
C.
The request shall be submitted at least 30 days prior to the expiration
date of the current period.
D.
The Purchasing Officer will obtain contractor approval and submit
the necessary correspondence for approval.
E.
All renewals shall be for the time period specified in the original
contract document.
