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CONTRACT ADMINISTRATION <br /> POLICY <br /> <br />PURPOSE <br /> <br />It is the purpose of this Policy to create and maintain an efficient and uniform process <br />in the administration of contracts that is consistent with the stewardship and objectives <br />of Cabarrus County pursuant to the current Purchasing Policy; and, that provides the <br />County with the most proficient product and/or service provider. It will also be the <br />intent of the County to consolidate contracts when appropriate in order to reduce paper <br />flow and administrative costs. <br /> <br />OVERVIEW <br /> <br />The County enters into many various contracts. Developing a system to organize all <br />contracts is a difficult task; however, there are several general rules that should be <br />followed: <br /> <br />,/ The Department Head, County Manager or Chairman of the Board of <br /> Commissioners should sign contracts according to levels defined. (County <br /> Manager may assign some contract signing authority) <br />v' If a contract is in writing, an original should be kept in the contract file (in <br /> the Purchasing Agent's Office) <br /> ,/ If the contract causes the County to spend money, it should be pre-audited <br /> <br />G.S. 159-28 (a) states that if an obligation is evidenced by a contract or agreement <br />requiring payment of money, the contract or agreement shall include on its face a <br />certificate stating that the instrument has been pre-audited. The certificate, which shall <br />be signed by the finance officer or any deputy finance officer approved for this purpose <br />by the governing board, shall take substantially the following form: <br /> <br />"This instrument has been pre-audited in the manner required by the Local <br />Government Budget and Fiscal Control Act." <br /> <br />G.S. 159-28 (a) also states that an obligation incurred in violation of this subsection is <br />invalid and may not be enforced and the finance officer shall establish procedures to <br />assure compliance with this subsection. <br /> <br />Although not all contracts obligate the County to make a payment of money, it is <br />nevertheless important to have a system that organizes and catalogs all contracts <br />involving the County. <br /> <br />1 <br /> <br /> <br />