RESPONSIBLE CITY AGENCY: Purchasing and Contracts Management Division
KEYWORDS: Contracts, agreements, commodities, services, construction, grants, interlocal, real estate, utility.
1. General
1.1 City employees may not enter into agreements which bind the City in any way except through the development of a formal contract.
1.2 Prior to being signed and recorded, completed contracts shall be reviewed by the Accounting Division and the Attorney’s Office to certify that funds are available and that the contract is appropriate as to form and legality.
1.3 Contracts shall be processed through the City’s CAMP (Computerized Agreement Monitoring Program) system and filed with the City Recorder’s Office.
1.4 Definitions:
A. "Blanket Purchase Orders”: Short form contracts for circumstances of limited risk when standardized and pre-approved terms and conditions are sufficient. (Camp System type P)
B. “City-Wide Contracts”: Contracts used by two or more City departments or divisions.
C. “Commodity Contracts”: Open contracts for special designated commodities. (Camp System type 7)
D. “Construction contracts”: Construction projects or services directly related to construction. (Camp System type 2, architects, etc.)
E. “Emergency Services/Supplies”: Contracts for use in the event of catastrophic or natural disaster. (Camp System type E)
F. “Grant Agreements”: Contracts that are directly funded by grants. (Camp System type 5)
G. “Interlocal Agreements”: Agreements between two or more government agencies. (Camp System type 3)
H. “Real Estate Contracts”: Revenue generating contracts other than Concessionaire Agreements that bring revenue to the City(Camp System Type 8) or non-revenue generating contracts under which the City pays a lease or rental fee or makes a purchase of real property (Camp System Type 9).
I. “Revenue Contracts”: All contracts, excluding real estate but including concession contracts which generate revenue for the City. (Camp System type 6).
J. “Routine Contracts”: All service and material contracts other than the specific categories listed herein. (Camp System type 1).
K. “State Contracts”: Cooperative purchasing contracts for commodities and services awarded and administered by the State of Utah (or other cooperative purchasing entities) that are available to be used by the City and are added to the CAMP System for the City’s convenience. (Camp System type S).
L. “Utility Agreements”: Special standard agreements related to utility systems. (Camp System type 4).
2. Responsibilities
2.1 City-wide contracts shall be developed and administered by the Purchasing and Contracts Management Division or an authorized designee.
2.2 Commodity contracts shall be developed by the Purchasing and Contracts Management Division.
2.3 Construction contracts, and contracts directly related to construction, shall be processed by Engineering, Public Utilities, or Airport personnel.
2.4 Grant Agreements shall be processed by Capital Planning, the Airport, or the Purchasing and Contracts Management Division.
2.5 The Purchasing and Contracts Management Division, the Attorney’s office, Public Utilities, and the airport may each develop and process interlocal agreements. Other City departments or governmental entities may develop interlocal agreements, but they will be processed by the Purchasing and Contracts Management Division.
2.6 Real Estate contracts shall be processed by the Real Estate Services section of the Housing and Neighborhood Development Division, Public Utilities, or the Airport.
2.7 Service contracts shall be processed by the Purchasing and Contracts Management Division or the Airport.
2.8 Utility Agreements shall be processed by Public Utilities.
CURRENT REFERENCES: Procurement -- Commodities and Services policy
Competitive Sealed Proposals policy
Procurement -- Construction Services and Engineering, Architectural, and Planning Consultants
PRE-1995 REFERENCES: City policy 3.09.002
3.09.002(1-7)
3.09.003(1-7)
3.09.003(1)-1
3.09.004(1-2)
EFFECTIVE DATE: October 1, 1995
DATE APPROVED BY CABINET: September 6, 1995
Effective Date of Current Revision (date signed by Mayor): November 23, 2015