Contracts
Two types of contracts we normally deal with:
- Purchase of Service (POS) contracts (Services above $10K)
- Public Works (PW) contracts (Public construction above $25K)
Where Do I Start?
Public Works contracts go through the PW bid process.
There are two types of contract routing: Normal (signed by Finance), and fully routed (signed by Mayor/Clerk and need Common Council approval). Fully routed contracts will need a contract number assigned to them by Engineering Admin. Normal contracts do not have a contract number.
Project Managers should draft the Purchase of Service contracts but Chase can give assistance with drafting. Once contract is drafted and ready to send to vendor, please ask Chase to review first. This will save time and headache if minor corrections are needed.
Once signed by vendor, all contracts should be sent to Chase/Steve. This includes contracts (and amendments) approved by Common Council, contracts resulting from formal bidding (RFP, RFB), sole-source contracts, etc. We will review, enter into Munis and route them along for full execution. Don’t send contracts directly to Finance or EnAdmin.
If you need to draft a contract amendment, you can ask Chase for assistance getting started.
Keep track of all your contracts’ expiration dates! Do a renewal/extension amendment before your contract expires!
Class 1 Notices
Required for all public construction between $5k and $25k per state statute. If it is something that would’ve required PW bidding (if it were above $25k), then it will require a Class 1 Notice. If in doubt, ask Chase.
- Send notices to class1notice@cityofmadison.com
- Notice includes: contract title, dollar amount, city agency, contact name & phone
- Class 1 Notices must be posted for a week before we can issue a PO/contract.