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Contract Administration Unit
Policies and Procedures POLICIES AND PROCEDURES FOR PROCESSING ALL CONTRACTS. Each department entering into a contract/agreement over $500 dollars must adhere to the following. Each individual contract/agreement must be accompanied by a Contract/Agreement Batch Transmittal Ticket (requisitioned by your department from Multigraph or downloaded from this web site) containing Department Number, Batch Number (assigned by your department), Vendor Name, Contract Amount, and Contract Type. This information will be used by your messenger to log in the contract/agreement in the Comptroller's Office, Room 311. Each contract/agreement (no exceptions) must also be accompanied by a cover letter addressed to the Comptroller and printed on your letterhead including the following information:
If there are any questions concerning the referenced contract policies and procedures, please contact Michele Graham, Contract Compliance Officer, at (314) 589-6146 or Elaine Harris-Spearman, Chief Staffing Officer, at (314) 622-4932. Frequently Asked Questions Q: Where should I send contracts and agreements so they get to the Contract Administration Unit? A: You should bring contracts and agreements to Room 311 at City Hall. There they are logged into the contract binder and picked up by the Contract Administration Unit. Q: Where do I get the ordinance authority for my contract or agreement? A: You can find Ordinance authority in the current budget ordinance (Board Bill 1) or from the Board of Estimate and Apportionment proceedings. Q: Who should I contact to determine if Board of Estimate and Apportionment approval is needed for my contract? A: John Zakibe, Deputy Comptroller at (314) 622-4912 Ron Smith, City Operations Manager for the Mayor's Office at (314) 622-4070 Stephen J. Kovac, Deputy City Counselor at (314) 622-4621 Q: What is MBE, WBE and DBE participation? A: This is participation by a Minority Owned Enterprise(MBE), Women Business Enterprise(WBE), and a Disadvantaged Business Enterprise(DBE). Q: What is the Mayor's Executive Order pertaining to contracts? A: This executive order establishes a goal of at least 25% MBE and 5% WBE participation in contracts and purchases when City funds are expended. A current copy of this Executive Order can be obtained by calling the Mayor's Office at (314) 622-3201 or the Register's Office at (314) 622-4145. Q: How do I find the purchase order number assigned to my contract or agreement so I can reference it on my payment voucher? A: The purchase order number is a ten digit number and is usually your three digit department number plus the current fiscal year and the Comptroller's document number found on your fully executed contract or agreement. EXAMPLE: (dept. #) 160 (fiscal year) 04 (Doc. #) 12345 = P.O. # 1600412345 Q: How do I amend a contract or agreement? A: Amendments or change orders are processed in the same manner as the original contract or agreement. The exception is you must also provide the Comptroller's document number for the contract or agreement being amended. Q: Where do I get the Tax Verification Form and Contract Batch Ticket? A: These forms can be requisitioned from the Multigraph Section or downloaded from this web site. Q: Do contracts and agreements need a Tax Verification Form if the contractor is tax exempt? A: Yes. The Tax Verification Form is required for all contracts and agreements. The Collector of Revenue and the License Collector review all Tax Verification Forms and give the final say on tax exempt status. Q: Why do I have to submit one original and three copies of the contract, agreement or amendment? A: One copy is for the Comptroller's Office, one copy is for the Register's Office and the original and last copy is returned to the originating department. Q: What is the date of execution? A: The date of execution is the date the Comptroller signs the contract or agreement. Q: Which contracts and agreements must go to the Federal Grants Section for approval prior to being sent to the Contract Administration Unit? A: All contracts and agreements that are funded from a grant or funded from a 1130 or 1160 fund series must go to the Federal Grants Section for approval. Q: What happens to the contract or agreement after it is signed by the Comptroller? A: The contracts and agreements are assigned a Comptroller's document number and forwarded to the Register's Office. The Register signs it, forwards it back to the operating department and it becomes public record. Contact Information Contract Administration Unit 1200 Market St. City Hall, Room 212 St. Louis, MO 63103 314-589-6146 314-622-4026 FAX E-mail grahamm@stlouiscity.com Downloads Tax Verification Form (Please submit 2 copies) Contract/Agreement Batch Transmittal Ticket |
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This Page Last Modified: 03/27/09 |
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