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INSTRUCTIONS FOR ROUTING CHECKLIST FOR CONTRACTS The Routing Checklist for Contracts should be filled out completely and attached to the front of every contract that is sent to the Recorder’s Office for routing and signature. It is located on the Y drive under CONTRACTS. 1. Entity: Is the contractor doing business with Ogden City, the Redevelopment Agency or the Municipal Building Authority? 2. Contract Type: Will the City be spending funds (expenditure) or receiving funds (revenue)? Does the contract deal with grant funding, does it involve a real estate transaction, or is it a change order for a previous contract? PLEASE CHECK ALL THAT APPLY. 3. Department: The department that is responsible for the contract. 4. Division: The division that is responsible for the contract. Email notifications will be sent to various people at this level when a contract needs to be updated/renewed/etc. 5. Contact Person and Phone/Ext: The person who can answer specific questions while the contract is being routed. 6. Description/Contractor/Project: A full description of the contract is needed here. Include all information such as: with whom the City is contracting; what is being done; and any projects the contract is associated with. The more information provided, the easier the contract will be to locate. 7. Tax ID: The tax identification number assigned by Weber County, if needed for recording). 8. Property Address: The physical address a contract is associated with, if any. 9. Document to be recorded at County: Does this document need to be recorded at Weber County deeds, easements, real property conveyance)? 10. Total Contract Amount: The total amount a contract is for over the life of the contract. If more than one account is being used for the contract, please identify the type of account, the account number, and the amount being taken out of each account. 11. Amends previously approved contract? If the contract amends or changes a previous contract, please insert the contract identifying number assigned by the Recorder’s Office and attach a copy of the previous contract. 12. Minimum of 2 (two) original copies of contract: An original contract must be kept by the Recorder’s Office once routing is completed. If the Contact Person needs an original back, 2 (two) originals must be routed. If there is only one original, a copy will be sent back to the contact Person. ALL EXHIBITS MUST BE ATTACHED AND SENT WITH THE CONTRACT FOR ROUTING. 13. Purchasing Procedures: How was the total amount of the contract decided upon? Was a formal bid conducted, or were written quotes or telephone quotes obtained? Please contact Purchasing for specific guidelines, but general guidelines are as follows: a. Total amount is from $0 to $499 – no formal bid or written or telephone quotes needed. b. Total amount is from $500 to $4,999 – 3 (three) telephone quotes needed. c. $5,000 to $25,000 – 3 (three) written quotes needed. d. Over $25,000 – formal bid must be conducted. *Sole source authorization is used only for contractors that are providing a service/product (other than for professional services) that is unique and cannot be found elsewhere, or in emergencies. The Sole Source Authorization form MUST BE COMPLETED, ATTACHED AND SENT WITH THE CONTRACT FOR ROUTING. *Mayor’s Justification is required where the Mayor authorizes a waiver of specific purchasing requirements associated with professional services (over $10,000). The justification must be in writing and MUST BE ATTACHED AND SENT WITH THE CONTRACT FOR ROUTING. Any contracts with this justification attached will be copied to the City Council as per the Municipal Code, Section 4-2B-9. 14. If this is for a grant: If the contract has any grant funding associated with it, the source of funding and any match requirements must be indicated. If the funding is from a source other than Federal or State, indicate the type. If the match is in-kind, please indicate what is being done. 15. PO# (if known): If a purchase order number has been obtained, please indicate that number. 16. Insurance/bond certificates: Are there insurance or bond certificates required of the contractor? If there are, they must be attached. If not, please indicate. 17. E-Verify: All contractors awarded a contract through a formal bid process (including sole source contracts over $25,000, and professional services agreements over $10,000) are required by State law to register and participate in the status verification system for each new employee of the contractor. Please indicate if this is required or not required. 18. W-9: The IRS is now requiring W-9 forms for all contractors. If the contractor is new, then a W-9 needs to be filled out by the contractor and attached to the contract. If the contractor is one that has been used before, please indicate if the W-9 is on file. 19. Contract Start Date: When is the contractor authorized to begin work? If the date needs to be filled in once the document has completed routing, indicate that the date begins upon attestation. 20. Contract Expiration Date: How long is the contract period or when does the contractor have to complete the work? Please indicate specific date or indicate if the expiration date coincides with the attestation date, e.g. one year from date signed. Email notifications will be sent to the division 90, 60, and 30 days before the contract expires as a reminder. 21. Contract requires additional future action: Does the contract have other actions associated with it? For example, does the contract have a 3 (three) year term, but does the insurance have to be updated each year? Another example: the contract has a 4 (four) year term but has to be extended in writing each year. Include information such as important dates and a description of the required action. Be sure to leave yourself adequate time to address the future action. Email notification will be sent to the division on the date listed for the action. If there are any questions, please contact the Recorder’s Office.