1.060 - Management of Contracts

Effective Date: 06/01/16

1.060 – POL1 Signature Authority for Contracts and Memorandums of Understanding (MOUs)

This policy establishes who may sign and approve contracts, MOUs, Memorandums of Agreement (MOAs), or any other form of agreement that attempts to bind SPD resources or personnel. This policy will use the term contract to mean all such agreements.

A consultant contract is a nonrecurring, formal agreement with a person or firm for services associated with expertise, skills, and education not available within the Department’s workforce.

This policy does not apply to contracts executed by the Office of Professional Accountability.

1. A Captain or Civilian Equivalent Approves and Signs Non-Recurring Contracts of $9,999 or Less

Approval of a contact includes ensuring that the assignment of resources will be done in an equitable manner (e.g., work opportunities should be divided fairly among qualified staff).

After approval, the contract goes to the Fiscal Unit for recording and payment.

2. The Grants and Contracts Unit Processes Contracts of $10,000 or More, Recurring Contracts, and all Consultant Contracts

The Grants and Contracts Unit will assist in the development and route the documents to the Senior Police Counsel for review before submission to the Chief Operating Officer for final approval.

See also 1.060 – POL2 Consultant Contract Administration

3. The Chief Operating Officer Signs all Contracts of $10,000 or More and all Consultant Contracts


 

1.060 – POL2 Consultant Contract Administration

This policy applies to the Department’s execution of consultant contracts.

SMC 20.50 – Procurement of Consultant Services provides the guidelines for developing consultant contracts.

This policy does not apply to contracts executed by the Office of Professional Accountability.

1. The Grants and Contracts Unit Processes and Oversees the Execution of Consultant Contracts

Though the Grants and Contracts Unit processes the contracts, the Chief Operating Officer signs consultant contracts as stated in POL1.

2. The Contract Developer will Write and Manage the Contract to Completion

After identifying a need for a contract, a unit commander assigns an employee to serve in a lead role as the contract developer.

The contract developer must be familiar with the Department Contracting Manual and the contract templates. The contract developer may contact the Grants and Contracts Unit for these materials and assistance.

3. Budget Authorization for the Contract Must Exist

When the contract developer has enough information about the project, the developer may enter the request into the Department’s “1.5” System. This may occur at any point during TSK-1 below.

When the contract developer enters the proposed contract, the 1.5 number becomes the contract number.

The 1.5 submission will include:

- Source of funding, including:

- Paying ORG,

- Account number,

- Project number (if applicable)

- Activity number (if applicable)

- Funding amount

- State or federal grant award numbers, if applicable

- Grant names and project numbers, if applicable

The 1.5 approval signifies that the project has been approved from a budget stand point and is separate from the execution of the contract. The contract may still be under development while the 1.5 is being approved. However, the contract cannot be executed until the 1.5 is approved.

4. Contract Developers Must Follow a Vendor Selection Process

When selecting a vendor, the contract developer must follow the City’s contracting rules regarding direct selection of vendors and follow the competitive selection process.

As part of this process, the contract developer will produce written documentation of the process and make a good faith effort to locate a Women and Minority Business Enterprise (WMBE) Company.

The City consultant bid limits and thresholds are located on the City InWeb, or the contract developer may contact the SPD Grants and Contracts Unit for assistance.

1.060 TSK-1 Developing a Consultant Contract

When assigned to develop a consultant contract, the contract developer:

1. Performs a preliminary analysis of the work that the contract will address.

2. Reads and refers to the Department Contracting Manual.

3. Uses the standardized contract templates.

4a. Refers to the Consultant Roster Directory for a list of qualified consultants.

OR

4b. Conducts outreach activities to locate a suitable consultant, if necessary or if required by the contract cost amount.

5. If drawing from the City’s roster of Consultants, compares the services and costs of at least three consultants, including a women and minority business enterprise (WMBE) vendor, prior to making a decision.

6. Selects a consultant.

7. Verifies that the consultant is not debarred from working with the City by searching System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/

8. Prints the search page from SAM and keeps it in the project file.

9. Negotiates the terms of the contract with the consultant.

10. Submits a draft to the Grants and Contracts Unit for finalization, legal review, and presentation to the COO for approval.

11. Once the contract has been executed (signed), provides written authorization to the vendor to commence contract work.

12. Manages the scope, timeliness, and deliverables of the work.

13. Approves invoices for payment.

14. Amends the contract as necessary.