CONTRACT MANGEMENT

The City has purchased contract management software to assist in the management of all City contracts. The software shall be used by all departments to manage all City related contracts. Failure to manage and control changes can result in an unintentional modification to the scope of work, extension of the schedule, increase in the contract cost, circumvention of management controls and diminished contractor accountability.

CHANGE ORDERS

An effective management process includes a formal change order process.

Change Orders must be processed on one of the two change order forms (construction/services or products/supplies) prior to and changes taking place.

DOCUMENT MANAGEMENT

Purchasing will set up all contracts that are issued through a formal solicitation. The following documents will be added to the electronic file.

• Bid related documents
• Insurance
• General Terms & Conditions
• Bonds
• The Contract
• Notice to Proceed
• Blank Forms: Payment Request, Change Order Request, Release of Liens, etc.
• Payment requests that are signed by Purchasing
• Change Orders processed by Purchasing
• Lien Releases processed by Purchasing
• Correspondence Relating to the Contract

Staff will be responsible for uploading all documents relating to the following: Meetings Minutes/Notes Request for Payments Inspection / Testing Site Visit Schedules Change Orders Bonds

Monitoring Reporting

Correspondence Acceptance

Correspondence Relating to the Contract

Lien Releases

The Contract

The Contract Notice to Proceed

Meetings Minutes/Notes

Request for Payments

Inspection / Testing

Site Visit Schedules

Change Orders

Staff will have access and the responsibility to set up and maintain all contracts that are not processed by Purchasing.

APPROVED BY: POLICY DATE: REVISED DATE: