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<br />signature authority has been delegated in writing to a Department Head by the BOC or <br />the County Manager, the contract must be signed by the Deputy County Manager, <br />County Manager or Chairman of the BOC. <br /> <br />CONTRACT PROCEDURES: <br /> <br />a.) The Department Head is responsible for notifying the Contract Administrator <br />(appointed by the County Finance Director) of the need for a contract. On certain <br />occasions, the County Attorney may approve use of a generic form contract that may be <br />used by the Department as a proposed initial draft. There will also be occasions where <br />the County Attorney must draft "from scratch" initial contracts. The Department needing <br />a contract must complete the "Department Section" of the Contract Control Sheet <br />("Exhibit A") and send it with the original proposed contract or contract terms to the <br />Contract Administrator for processing. It is very helpful for the Department to insure that <br />the following information is correct in this original submission: (I) Full, precise legal <br />name of the vendor and any D/B/A ("doing business as" name). If the vendor operates <br />under a D/B/A, North Carolina law requires the vendor to file a Certificate of Assumed <br />Name with the County Register of Deeds Office. Please attach a copy of this filed <br />certificate. (Many sole proprietors operate under D/B/A names.); (2) complete physical <br />location and mailing address ofthe vendor; (3) if vendor is an entity (Le. corporation, <br />limited liability company, partnership, etc.) the home state of such entity. The Contract <br />Administrator will determine if the nature of the contract requires certain bid procedures <br />to be followed and will be responsible for implementing such procedures. The Contract <br />Administrator shall then send the proposed contract to the County Attorney for review. <br />In some instances, a Department Head, or other personnel, may have consulted with the <br />County Attorney in order to prepare the contract documents. In this case, the Department <br />Head, or other personnel, should notify the Contract Administrator in order to alleviate <br />duplication of efforts. The County Attorney shall be responsible for reviewing the <br />contract on a timely basis for legal sufficiency, based upon the assumption that all <br />business terms stated (Le., pricing, payment terms, products/services specified) are <br />acceptable from a business perspective. The County Attorney shall make any necessary <br />legal adjustments or redo the contract if necessary and forward the contract to the <br />Contract Administrator for implementation. The Contract Administrator is responsible <br />for obtaining all necessary signatures. Once the contract is fully executed and filed with <br />the Contract Administrator, a copy will be forwarded to the County Attorney and the <br />applicable County Department. The Contract Administrator will assign each new <br />contract a Contract Control Number. A copy of the Contract Control Sheet will be <br />returned to the Department after the contract has been processed and will contain the <br />Contract Control Number as well as note ifthe Department funds allocated to the contract <br />are encumbered via purchase order. <br /> <br />The Contract Administrator shall maintain all original County contracts in a fireproof <br />contract file located in the Finance Department Vault. <br /> <br />F-l <br />