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