ALL CITY MANAGEMENT SERVICES, INC. 2A - 2006

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MEMORANDUM To: EMT Attn: Contract/Agreement Project Managers Date: November 1, 2006 From: Pat Healy, Clerk of the Council Subject: PROCESSING OF SUPPORTING DOCUMENTS FOR CITY AGREEMENTS The Office of the Clerk of the Council is currently reviewing the contract/agreement procedures with the City Attorney's Office. Other agencies have requested to work with us to improve the process for ensuring that the required insurance notifications are received and attached to the pertinent contracts or agreements. You will be notified when we begin to address this citywide issue. . In the interim, the Clerk's office is requesting that the following procedures be implemented by all project managers to expedite-lhe processing of insurance documentation: _..- . 1. To every extent possible, approved required insurance certificates should be attached to a contract/agreement before it is sent to the Clerk's Office for numbering and signatures (City Manager, City Clerk) 2. Any insurance document(s) that is received by a project manager directly from an insurance company or contractor after a contract has been finally processed through the Clerk's Office should!iQI be sent to the Clerk by the Agency without the following information: . City Contract Number ("A" or "N" agreement number) . Agency Name . Agency contact information - name, telephone extension, and/or e-mail address . Notification that the insurance has been approved by the City Attorney 3. Contractors should be notified by the project manager that any document sent by the contractor or insurance company to the Clerk's office must include the name and telephone number of the vendor contact individual, and the name of the City Agency contact individual. If compliance with procedure # 1 is not feasible, it is critical that the necessary identifying information be included on all contract/agreement supporting documents filed with the Clerk's office. Since my office has no way to track individual documents not attached to a specific contract and sent without identifying information, we will not process any insurance documentation that does not contain the above requested information. Please let me know if you have any questions relative to this request.