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Administrative Policy and Procedure for Contracts and Agreements VILLAGE OF NORTH PALM BEACH ADMINISTRATIVE POLICY & PROCEDURE FOR CONTRACTS & AGREEMENTS PURPOSE The purpose of this policy is to provide a uniform, efficient, and responsive procedure for obtaining signatures and processing contracts and agreements. All contracts and agreements require a signature from the vendor or service provider and one or more signatures from representatives of the Village. POLICY Village Clerk In accordance with Village Code Section 10 (c)(d), the powers of the Village Clerk shall be: (c) To attest all executory contracts made in behalf of the village as evidence of the authorization of such contracts by the council; and no executory contracts made in behalf of the village or to which the village is a party shall be valid unless attested by the village clerk. (d) To preserve, file and index all contracts to which the village is a party, which file and record shall be open to the inspection of all interested persons at all reasonable times, in the clerk's office. Village Departments The practice of obtaining contracts and agreements is the responsibility of each operating department. It is the operating departments who obtain quotes or proposals for work or services related to the department. It is during this process that each department establishes a relationship with the vendor or service provider and obtains their signature on a contract or agreement. Proposed contracts or agreements are included as back-up in agenda items which are included in Council Meeting Agenda Packets that are provided to the Village Council for consideration. All contracts and agreements must be signed by the vendor prior to the Council meeting for which they are being considered. PROCEDURE 1. Add Agenda Item to Municode Agenda Software Program: Department adds contract or agreement agenda item to Municode. Any contract or agreement already provided by the vendor or service provider is included as back-up and will be reviewed by the Village Attorney. In some instances, the Village Attorney will be responsible for creating the contract or agreement based on the information submitted. Administrative Policy and Procedure for Contracts and Agreements Page 2 of 6 effective 9/15/21 PROCEDURE continued 2. Prepare and email contract or agreement for electronic signature: Once the contract or agreement has been reviewed or created by the Village Attorney, it is then ready for signature by the vendor or service provider. The Clerk’s office will place the reviewed contract or agreement in the Department’s designated Docusign folder in Laserfiche. Department locates contract and prepares and emails contract or agreement to vendor for signature using the instructions included with this policy. 3. Contracts and agreements that require original signatures (signed in ink): In some cases, a contract or agreement will be required to have original signatures signed in ink. This is common with state, county or Interlocal Agreements. These types of contracts and agreements are typically signed by the Village’s representatives first and require that two (2) copies of the contract or agreement are signed. In the case of a contract or agreement that requires original signatures, the Clerk’s office will have the contract or agreement signed by the Village’s designated representatives and will then notify the department to pick up the two original contracts or agreements to obtain the remaining signatures required to have two (2) fully executed contracts or agreements. The department must notify the vendor or service provider that one original fully executed copy must be returned to the Village Clerk’s office. 4. Finalization of signatures on contracts and agreements: Once the contract or agreement has been electronically signed by the vendor or service provider, the signed document is placed back into the designated Docusign folder in Laserfiche. The Clerk’s office will then prepare and send the contract or agreement for signature by the designated Village representatives (Mayor, Village Attorney, Village Clerk, Village Manager). Once the contracts or agreements are fully executed, the department is notified by the Clerk’s office. The department is then responsible for providing a copy of the fully executed contract to the service provider or vendor if required. 5. Filing and recording of contracts and agreements: All fully executed contracts and agreements are filed, indexed and recorded by the Village Clerk’s office utilizing the Village’s electronic records database. Please contact the Village Clerk’s office if you need help locating the finalized contract or agreement. See instructions for preparing contracts and agreements for electronic signature on pages 3 through 6. Administrative Policy and Procedure for Contracts and Agreements Page 3 of 6 effective 9/15/21 Instructions for preparing and sending out a contract or agreement from Laserfiche for electronic signature. 1) Open up the Laserfiche client software. 2) Select your file you wish to send out for digital signature. Then click on Docusign icon. You will see this as the docusign portal opens. Administrative Policy and Procedure for Contracts and Agreements Page 4 of 6 effective 9/15/21 Your docusign portal will then open with your document. 3) Choose the add recipients button in top left corner. Administrative Policy and Procedure for Contracts and Agreements Page 5 of 6 effective 9/15/21 4) Enter recipients name and email address and hit the done button. 5) Choose the actions drop down in the top right of the window. Click edit message. Enter the email subject and enter message. Click done. Administrative Policy and Procedure for Contracts and Agreements Page 6 of 6 effective 9/15/21 6) Now choose the signature field from the standard fields section, and drag to the spot in the document where you want the recipient to sign. 7) Then hit send.