The following process applies to all contracts regardless of the amount. The City Clerk’s Office will manage the contract templates, to be updated biennially, or earlier if necessary. Fully executed contracts will be available City-wide in the common network drive.
Contract owner (person drafting the contract) requests a Contract No. by emailing contracts@kenmorewa.gov. City Clerk Office assigns Contract No. and enters data into Contract Log.
Contract owner will use contract templates approved by the City Attorney for all services, vendor, and public works contracts. The City provides the following templates:
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Consultant Services Agreement – Use for Consultant/Professional Services
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Contractor Services Agreement – Use for Contractor Services, i.e., maintenance, which are not part of a public works project
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Human Services Contract – Use for Human Services grant funding
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Sponsorship Agreement – Use for event/activity sponsorships
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Artist/Performer Agreement – Use for hiring artist/performers to provide services in Kenmore
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Goods and Services Contract – Use for purchase of goods/materials with or without a service component
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Limited Small - Works Contract – Use for small – works calls for bids and projects
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Parks, Recreation, and Community Services Facility Use Agreement
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Contract Amendment
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Other contract related forms or exhibits – for use as required
If the nature of the contract requested does not fit a standard template, the contract owner will make a request to the City Attorney to ensure the correct legal protocol and form is followed. When possible, the City may request that the Finance Director provide an initial screening of a contract created utilizing a non-Kenmore template.
The Department Director is assigned the contract for review. The contract owner will work with the City Attorney as necessary. If the contract is outside the Department Director’s authority, the contract is assigned to the City Manager for approval. If required by the City’s Purchasing Policies, the contract must be approved by the City Council.
The contract owner will route the contract for signatures or designate a department administrative specialist to complete. After the contract has been fully executed, the contract owner will ensure that a final copy has been sent to the Clerk’s Office at contracts@kenmorewa.gov. The following documents to the contract must be remitted:
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The signed contract
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Necessary exhibits
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W-9 (required to issue payments on contract)
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Certificate of Insurance
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Performance Bonds, as necessary
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Future addenda, amendments, change orders, etc.
The contract owner will need to refer to records retention schedule for the DAN and retention. If the document is nonarchival, then digital copies of the contract can be deemed the primary copy and wet signed document can be deemed transitory. If the document is archival, any wet signed documents must be retained as the primary copy. Please provide the primary copy to the Clerk’s Office.
The Clerk’s Office will make all fully executed contracts available for viewing in the “common” network folders.
Any substantive changes to a contract need to be remitted to the City Clerk’s Office, such as contract amendments or wage rate changes.