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100 <br /> <br /> UPON MOTION of Commissioner Privette, seconded by Vice Chairman Carruth <br />with Commissioners Privette and Suggs, Vice Chairman Carruth and Chairman <br />Fennel voting for, the Hoard adopted the following Contract ~nistration <br />Policy. <br /> <br />CONTRACT ADMINISTRATION POLICY <br /> <br />PURPOSE <br />It is the purpose of this Policy to create and maintain an efficient and <br />uniform process in the administration of contracts that is consistent with <br />the stewardship and objectives of Cabarrus County pursuant to the current <br />Purchasing Policy; and, that provides the County with the most proficient <br />product and/or service provider. It will also be the intent of the County to <br />consolidate contracts when appropriate in order to reduce paper flow and <br />administrative costs. <br /> <br />OVERVIEW <br />The County enters into many various contracts. Developing a system to <br />organize all contracts is a difficult task; however, there are several <br />general rules that should be followed: <br /> <br />W The Department Head, County Manager or Chairman of the Hoard of <br /> Commissioners should sign contracts according to levels defined. (County <br /> Manager may assign some contract signing authority) <br />W If a contract is in writing, an original should be kept in the contract <br /> file (in the .PurchasinpAgent's Office) <br />W If the contract causes the County to spend money, it should be pre-audited <br /> and encumbered. <br /> <br />G.S. 159-28 (a) states that if an obligation is evidenced by a contract or <br />agreement requiring payment of money, the contract or agreement shall include <br />on its face a certificate stating that the instrument has been pre-audited. <br />The certificate, which shall be signed by the finance officer or any deputy <br />finance officer approved for this purpose by the governing board, shall take <br />substantially the following form: <br /> <br /> "This instrument has been pre-audited in the manner required by the <br /> Local Government Budget and Fiscal Control Act.~ <br /> <br />G.S. 159-28 (a) also states that an obligation incurred in violation of this <br />subsection is invalid and may not be enforced and the finance officer shall <br />establish procedures to assure compliance with this subsection. <br /> <br />Although not all contracts obligate the County to make a payment of money, it <br />is nevertheless important to have a system that organizes and catalogs all <br />contracts involving the County. <br /> <br />CONTRACT PROCEDURES <br /> a. The Contract Administrator (appointed by the Finance Director) <br /> shall maintain all original contracts. The Contract <br /> Administrator will assign each new contract a Contract Control <br /> Number. <br /> · b. The Department Representative must complete a Contract Control <br /> Sheet (see Exhibit "A") to accompany each contract as it is <br /> routed to the Contract Administrator. Once the contract is <br /> signed and filed, a copy will ba returned to the department {Do <br /> not send contracts to the party for a signature. The Contract <br /> Administrator will route contracts to be signed). A copy of the <br /> contract control sheet will contain, the Contract Number and note <br /> if the funds were encumbered. <br /> c. All contracts must be signed by the correct party; the Department <br /> Head, County Manager or Chairman of the Hoard of Commissioners <br /> unless otherwise authorized by the County Manager. <br /> <br />Party <br />Department Head <br />County Manager <br />Chairman of BOC <br /> <br />Approval Levels <br />Up to $25,000.00 <br />$25,001.00 to $100,000.00 <br />above $100,000.00 <br /> <br />If you are unsure who should sign the contract, you may contact <br />the Contract Administrator. <br /> <br />CONTRACT CONTROL SHEET <br />The department entering into a contract must complete the "Department <br />Section" of the Contract Control Sheet in the following manner and send it <br /> <br /> <br />