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HomeMy WebLinkAboutR08-099 Contract Approval Process Admin PolicyCommissioner ~'p''~'~ ~~--'` 1 of the following Resolution: moved adoption BOARD OF COUNTY COMMISSIONERS COUNTY OF EAGLE, STATE OF COLORADO RESOLUTION N0.2008-~ RESOLUTION ADOPTING EAGLE COUNTY ADMINISTRATIVE POLICY REGARDING CONTRACT APPROVAL PROCESS WHEREAS, pursuant to C.R.S. § 30-11-107 (1)(aa), the Eagle County Board of County Commissioners (the "Board") has the power at any meeting to establish policies and procedures regarding entering into contracts binding on the County, and to delegate its power to enter into such contracts pursuant to such policies and procedures, where amounts specified in such policies and procedures and where such contracts otherwise comply with limits and requirements set forth in such policies and procedures; and WHEREAS, the Board desires to adopt Administrative Policy 2008-3, attached hereto as Exhibit "A" and incorporated herein by this reference, so as to delegate to Eagle County Directors the power to enter into certain contracts that will be binding on Eagle County, and to establish policies and procedures relating to Director authorization of such contracts. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF EAGLE, STATE OF COLORADO: THAT, the Board hereby approves the attached Administrative Policy 2008-3. THAT, the Board of County Commissioners finds, determines and declares that this Resolution is necessary for the public health, safety and welfare of the citizens of the County of Eagle, State of Colorado. MOVED, READ AND ADOPTED by the Board of County Commissioners of the County of Eagle, State of Colorado, at its regular meeting held this 19th day of August, 2008. COUNTY OF EAGLE, STATE OF COLORADO BY AND THROUGH ITS BOA O COUNTY COMMISSIONE S Peter F. Runyon, Chairm ara .Fisher, Commissioner M. Menconi, Commissioner Board of County Commissioners ~7~(: - '~ Commissioner ~~''~ ~--~ seconded adoption of the foregoing resolution. The roll having been called, the vote was as follows: Commissioner Peter F. Runyon k Commissioner Sara J. Fisher j Commissioner Arn M. Menconi ~. k This Resolution passed by ~ 1 ~ vote of the Board of County Commissioners of the County of Eagle, State of Colorado. Administrative Policy 2008-3 Contract Approval Process Effective Date: August 1, 2008 Pur ose: To establish authorization levels for Eagle County Directors entering into contracts and agreements (hereafter referred to as agreements), and to provide guidance for ensuring greater consistency across Departments as to when to use either purchasing mechanism. Policy: • Directors may enter into Purchase of Service agreements up to $25,000 without prior approval from the Board of County Commissioners so long as such funds have been appropriated through the Eagle County budgeting process (annual and supplemental budgets). • Any agreement greater than $25,000 must be placed on the Board of County Commissioner consent calendar for approval at a regular meeting of the Board. • If the item is a Memorandum of Understanding and/or has no dollar value, it must nonetheless fit within the Director's departmental goals and objectives. • An agreement is deemed necessary when more than 1 of the following suggested criteria is met: o Regular on going services o Multiple deliverables o Multiple years o Need to control scope, definition of scope, or desired outcomes Proc~. 1. Departments are responsible for processing agreements they receive or generate. 2. Prior to executing an agreement (i.e., County Manager signature) which commits the County or County Department financially or otherwise (for any amount), the Director must obtain: County Manager "signature" and County Attorney's Office review and sign off "approved as to form" with signature block. 3. If any changes to the agreement, however minor, have been made after County Attorney review and approval, the contract or agreement must be resubmitted for County Attorney review. 4. It is recommended that anon-alterable version of the contract or agreement is sent to the Contractor for signature prior to County Manager signature. At least two signed originals should be obtained. At least one signed original will be retained by the County Attorney's .Office. (Additional original copies may be sent to the contractor and retained by the department, as deemed necessary.) A contract number will be assigned at this time. 5. All payments related to the agreement will reference the contract number assigned (i.e.) with a stamp or written in the right hand corned. 6. All Contracts over $25,000 will adhere to a Competitive Selection Process/Criteria, unless meeting the definition of "Sole Source". Additional preference will be considered for local vendors. This document supersedes all others. EXHIBIT Chairman, County Commissioner l irecto , irport Managing Director, Co unity Development ~' ~ ~ Di ctor, an Re urces Dir r, Finance Director, Information Techn ogy ounty Manager (- Attorney v~ Direc ,Eagle Coun Regional Transportation IC ~ Housing and .vim--------• ,~ Mana Director, Health & Human Services 0~ V~ Managi Director, Public Works