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Table of Content
What is Competitive Bidding? When Competitive Bidding is Not Required When Competitive Bidding is Required Informal Bids Formal Bids Bidders List Goods or Equipment Purchase Requisition Request for Price Quote Services Request for Proposal Services Agreement Form Consultant Services Agreement Form Appendix Items Municipal Code Bidding Requirement Excerpts Ordinance 721B Goods & Equipment Municipal Code Public Project Excerpts Ordinance 711B Public Projects Sample Vendor List Application Sample Purchase Requisition Sample Request for Price Quote Sample Request for Proposal Sample Services Agreement Sample Consultant Services Agreement Memo from the City Manager Dated August 29,2003 1 2 2 2 3 4 4 4 4 5 5 6 6 7
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Goods or Equipment
Purchase Requisition If purchasing goods or equipment using informal bid procedures, use the purchase requisition form. A sample form is found in the Appendix as well as instructions for completing the form. Be sure to list all vendors from which informal quotes were obtained and to put an X in the SEL column indicating which vendor you will use for this purchase. Attach informal quote documentation and get the form signed by your department head. Submit the purchase requisition to the Purchasing Clerk in Central Services. The Purchasing Clerk will encumber the total amount of the purchase, including shipping and sales tax, and return the purchase requisition and a Purchase Order to you for your use in securing the necessary goods or equipment. Request for Price Quote If purchasing goods or equipment using formal bid procedures, use the Request for Price Quote. A sample form is found in the Appendix as well as instructions for completing the form. There may be more than one price quote from the City on the same day so be sure to specify the title of the price quote to avoid any confusion on the part of vendors. When an item is placed on the City Council agenda for approval to go to bid, any plans and specifications (for Public Works Capital Improvement Projects) should be given to the City Clerk for scanning into the document imaging system prior to the Council meeting date. A copy of the Memo from the City Manager, dated August 29, 2003, is found in the Appendix and speaks to this process.
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Services
If purchasing services for $2,500 or greater but less than $10,000, informal bidding procedures may be used. A Services Agreement shall be completed (see below) and submitted to staff in the Central Services Division for processing. Staff will encumber the total amount of the Services Agreement and return copies to you for your records. Be sure to attach a list of all vendors from which informal quotes were obtained Request for Proposal If purchasing services using formal bid procedures, use the Request for Proposal (RFP) form. A sample form is found in the Appendix. Staff in the Central Services Division is available to provide assistance in its administration. As with the purchase of goods and equipment above, when an item is placed on the City Council agenda for approval to go to bid, the RFP form should be given to the City Clerk for scanning into the document imaging system prior to the Council meeting date. A copy of the notice inviting bids should be given to the City Clerk at this time for subsequent publication. Vendors shall have been given a minimum of 15 working days to respond to the RFP. If a mandatory pre-bid meeting is determined to be necessary as part of the bid process, the pre-bid meeting shall be held no sooner than 10 working days after the RFP has been distributed to the vendors. If additional mandatory pre-bid meetings are necessary, renotification shall be sent to all vendors on the original vendors list. The second pre-bid meeting shall be held no sooner than 10 working days after this additional meeting notice
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APPENDIX ITEMS
All appendix items can be found on the LAN in the SHARED folder on the Departments drive. Within the SHARED folder go to the 03-04 FINANCE & ADMIN SVCS FORMS folder. Within this folder go to the Central Services Div Forms folder. If you need assistance call the Purchasing Clerk in Central Services at 434-3741.
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Article II.
Section 2.01
Limit
Requirement May be performed by City employees; bids not required Contract required; informal bid procedures to be followed Contract required; formal bids required
Less than $25,000 $25,000 but less than $50,000 $50,000 or More
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Requested by (Name/Phone):
Chris Moreau/871-4305
QUOTATIONS
NO 1 X 2 3 4 If Sole Source or selecting a vendor who is not the low bidder, please explain: Example: Sole Source as they are the only vendor who builds product X. Account Code: 100-4030-50140-0000 248-4030-50140-0000 % % % % 75 25 Item(s) Cost $ Shipping $ Tax $ TOTAL $ 5552.00 15.00 402.52 5969.52 SEL VENDOR NAME/ADDRESS/PHONE Bobs Radio Stuff 555 5th Street Lincoln, CA 95648 916-645-1111 Dogwood Stations 1212 Doggy Rd Stockton, CA 209-555-1212 Foo Fighter Communications 6565 Rocker Ln Sacramento, CA 916-555-8989 QTY 1 PRICE $5552.00 DESCRIPTION Two portable radio base stations for command post and Station 2
1 1
$5950.00 $6065.00
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Instructions
Date of Request: Enter the date the request was generated.
Ship To: Enter the name and address of the location to which you want the goods and/or equipment shipped. For example, goods ordered by Public Works for use by staff at the Corp Yard would have a ship to address of 11 McBean Park Drive. Goods or equipment for the Recreation staff would have a ship to address of 472 E Street.
Dept. Head Approval: Obtain the signature of the department head or his/her designee.
Requested by: Enter the name and the phone number extension of the person generating the request.
Quotations: If bids are required, enter the name and complete address of each vendor, in the VENDOR NAME/ADDRESS/PHONE column including a contact name and telephone/fax number. In the SEL column put a check mark or an X to identify which quote has been selected. Enter the number of items to be purchased in the QTY column and the cost per item in the PRICE column. Enter a brief description of the items to be purchased in the DESCRIPTION column. For example, Two portable radio base stations for command post and Station 2.
If this is a sole source request or if the selected vendor is not the lowest bidder, please enter the justification for your choice. See requirements below. Account Code: This is the budget and expenditure account code. The account code tells the Finance Division where to charge the expenditures for this service. An example would be: 740-6880-50400-0000. If the order needs to be charged to more than one account code, list the separate account codes along with the percentage of cost distribution to each. Item(s) Cost: Enter the total cost for the items to be purchased on the Item(s) Cost line. Enter the shipping or freight costs, if any, on the Shipping line. Enter the tax for the items
THIS IS NOT AN ORDER REQUEST FOR PRICE QUOTE FAX QUOTE TO NUMBER INDICATED ABOVE
RELEASE DATE: TITLE: Copier Fin & Admin Services August 1, 2003 PRICE QUOTATION NO. : 08012003 DUE DATE: Friday, August 22, 2003, Not Later Than 3:00 PM For additional information regarding this request, contact: Buyer Name: Email: Paul Holloway Telephone: 916- 645-5298 pholloway@ci.lincoln.ca.us
Type of Contract Award: Fixed Contract (Purchase Order)
This package includes the following documents: Request for Price Quote Specifications or Scope of Work Insurance Requirements Vendor shall complete the area below.
The undersigned offers and agrees, if this offer is accepted within 90 calendar days from the date of submittal, to furnish all of the items upon which prices are quoted, at the prices set forth in this quotation, delivered at the designated point(s) by the method of delivery and within the time specified herein and subject to the Terms and Conditions of this request for price quote. In the event of a contract award pursuant to this request, performance by the vendor of any or all of the services, or delivery or any or all of the products defined herein, shall constitute acceptance of all terms, conditions and requirements of the resulting agreement. NAME OF FIRM: ADDRESS: CITY/STATE/ZIP: By (signature): Contact Person: Telephone: NO BID: Fax: Email: ___________________________________________
Reason: ____________________________________________________
2.
3. 4. 5.
6.
7.
9.
10. MANUFACTURERS NAME AND APPROVED EQUIVALENTS. Unless otherwise specified, manufacturers names, trade names, brand names, information and/or catalog numbers listed in a specification are intended only to identify the quality level desired. They are not intended to limit competition. The vendor may offer any equivalent product which meets or exceeds the specifications. If quotations are based on equivalent products, the quotations must: 1) Indicate the alternate manufacturers name and catalog number; 2) Include complete descriptive literature and/or specifications; 3) Include proof that the proposed equivalent will meet the specifications. The City reserves the right to be the sole judge of what is equal and acceptable. If vendor fails to name a substitute, goods identical to the published standard must be furnished. 11. INDEMNIFICATION. Unless indemnification requirements are stated otherwise in this solicitation, said requirements shall be as follows: The Contractor hereby agrees to protect, defend, indemnify, and hold the City of Lincoln free and harmless from any and all losses, claims, liens, demands, and causes of action of every kind and character including, but not limited to the amounts of judgments, penalties, interest, court costs, legal fees, and all other expenses incurred by the City of Lincoln arising in favor of any party, including claims, liens, debts, personal injuries, death, or damages to property (including employees or property of the City) and without limitation by enumeration, all other claims or demands of every character occurring or any way incident to, in connection with or arising directly or indirectly out of, the contract or agreement. The Contractor agrees to investigate, handle, respond to, provide defense for, and defend any such claims, demand, or suit at the sole expense of the Contractor. Contractor also agrees to bear all other costs and expenses related thereto, even if the claim or claims alleged are groundless, false, or fraudulent. This provision is not intended to create any cause of action in favor of any third party against Contractor or the City or to enlarge in any way the Contractors liability but is intended solely to provide for indemnification of the City of Lincoln from liability for damages or injuries to third persons or property arising from Contractors performance pursuant to this contract or agreement. 12. FORCE MAJEURE. If an emergency or natural disaster causes delay or interferes with the use or delivery of the products/services described in this request, deliveries may be suspended as long as needed to remove the cause or repair the damage. An emergency or natural disaster includes fire, flood, blizzard, strike, accident, consequences of foreign or domestic war, or any other cause beyond the control of the parties. The City reserves the right to acquire from other sources any products/services during any suspension of delivery. 13. TAXES. The City of Lincoln is exempt from Federal Excise Tax and an exemption certificate will be furnished upon request. The City of Lincoln is not exempt from California State sales tax. All applicable State sales taxes will be added to the purchase order. 14. DELIVERY. All prices must be FOB Destination, unloaded inside and assembled unless otherwise indicated. 15. FIXED CONTRACT QUANTITIES. Purchase order(s) for full quantities will be issued to the selected vendor after receipt of all required documents.
Discount of _____ % for invoices paid within _____ days, or Net ______ 5.0 DELIVERY:
Delivery shall be FOB Destination to: City of Lincoln, Corp Yard, 11 McBean Park Drive, Lincoln
Instructions
Release Date: Enter the date the request was generated (example: August 1, 2003). Price Quotation No.: The quotation number will be generated by Central Services Division staff and will be the same as the release date with the month, day and year (example: 08012003). Title: Enter the title of the request for quotation (example: Copier Fin & Admin Services) Due Date: Enter the deadline (date and time) for the receipt of the quote by City staff (example: Friday, August 22, 2003). Buyer Name: Enter the name of the Central Services Division staff responsible for the quote (example: Laurie Randleman) Telephone: Enter the buyers telephone number (example: 916-645-5298) Email: Enter the buyers email (example: lrandleman@ci.lincoln.ca.us) Documents: Central Services Division staff will attach the appropriate specifications to the Request for Price Quote. If there are any special insurance requirements for this request, the staff will attach the requirements along with the specifications. The type of contract that will result from this process is a fixed contract and purchase requisition which will be encumbered by generating a purchase order in the Springbrook financial software. Vendors Information Area: The vendor is to fill this section out and return to Central Services Division staff. If a vendor does not return this form, staff will contact the vendor to ascertain the reason for no bid.
Introduction
Proposed Solicitation
The City of Lincoln, hereinafter referred to as the City, is soliciting proposals for [describe proposal] This will be a competitive negotiation process. Qualified firms, hereafter referred to as vendors, whom meet the requirements set forth in this Request for Proposal, and are capable of expanding to meet the Citys future needs, are encouraged to participate. 1.2 General Information about the City
The City is located in Placer County, California. It is the northernmost of the South Placer County communities. It lies between Interstate 80 and Marysville along State Route 65, in the California foothill region. The City was first incorporated in 1890 and has a current population of approximately 22,500. It has a five-member council and a City Manager. The five members of the City Council are elected at-large. They serve staggered four-year terms, with the Mayor being rotated annually among the Councilmembers. The Council meets on the second and fourth Tuesday of each month. The City is organized into six departments. Key personnel are listed in Appendix A and an organizational chart is attached in Appendix B. The vendors principal contact with the City will be [name of staff person], or a designated representative, who will coordinate assistance to be provided by the City to the vendor. City Hall is located at 640 Fifth Street, Lincoln, California 95648. The main telephone number is (916) 645-3314. The fax number is (916) 645-[your fax].
2.
2.1
Instructions
Purpose
The purpose of this Request for Proposal (RFP) is to provide interested vendors with the necessary information for preparing proposals for [name of project or RFP]. [Describe 2.2 Proposed Submission
Each proposal shall be submitted in the specified format and may be delivered via US Mail, in person, or express courier to the attention of the City Clerk. Two (2) copies of the proposal, in addition to the original, shall be submitted using the vendor proposal
The City will proceed with the RFP process in a series of steps. This RFPs schedule for release, submittal, evaluation and selection is summarized in section 5, Proposal Schedule. 2.4 Mandatory Pre-Bid Conference
The City will host a Pre-Bid Conference for interested vendors on [date and time] in the main conference room at City Hall, 640 Fifth Street, Lincoln. City officials and staff will be available to answer questions and make clarifications relating to the RFP. Please do not bring any additional sales and information packets for City staff. The Pre-Bid Conference is designed to share questions and answers with all interested persons in a general question and answer forum. Attendance is mandatory. [Use this paragraph if needed] 2.5 Questions Related to this RFP
In order to avoid any potential confusion, and to minimize the burden on City staff, the City requires that all procedural questions relating to this RFP be directed to [name and telephone number of contact]. Specific questions relating to the content of the RFP will be answered at the Pre-Bid Conference. Vendors may speak with City officials and staff only in this setting, which is part of the formal selection process.
3.0
3.1
Prices quoted by vendors will be firm prices, not subject to increase during the term of the contractual agreement arising with the City as a result of this proposal. Vendor quoted prices shall include any applicable state and federal tax. Vendors are to stipulate the expiration date of their quoted proposal. 3.2 Right to Contract for Selected Services
The City reserves the right to contract for selected services relating to this proposal from any vendor, in part or in whole. The City may select several vendors to provide all necessary services. 3.3 Evaluation Criteria
The various significant factors that will be considered in the evaluation of proposals are summarized below. The Citys final selection will not be dictated on any single factors including price. The relative importance of these factors involves judgment on the part of the Citys RFP Team and will include both objective and subjective analysis. A vendor may be eliminated from consideration for failure to comply with any of the requirements, depending upon the critical nature of such requirements. The evaluation criteria will include, but not be limited to, the following: 3.3.1 Ability to Meet Objectives: To be considered for selection, the proposal must meet the following objectives: [objective title]: [description of objective]. [objective title]: [description of objective]. 3.3.2 Proper Submission and Completeness of RFP: Receipt of complete proposal by the due date as outlined in the proposal schedule. Late submissions or delivery via facsimile will not be considered.
During the evaluation process, the RFP Team and the City reserve the right, where it may serve the best interest of the City, to request additional information and clarification from vendors. 3.5 Right to Reject Any or All Proposals
The City reserves the right to reject any or all proposals, to waive technicalities or formalities, and to accept any proposal deemed in the best interest of the City. When two or more vendors are deemed equal, the City reserves the right to make the award to one of the two vendors. 3.6 Contracts
It is recognized that the formal basis of any agreement between the City and the vendor is a contract rather than a proposal. In submitting proposals, vendors must indicate that they are prepared to complete a contract containing all the information submitted in their proposals. The proposal will become part of the contract between the City and the successful vendor. Vendors must submit a sample of all required contracts and agreements, including but not limited to purchase, upgrades and technical support. 3.7 Personnel
Engagement partners, managers, other supervisory staff and specialists may be changed if these personnel leave the vendor, are promoted or are assigned to other offices. The personnel may also be changed for other reasons with the express written consent of the City. However, in either case, the City retains the right to approve or reject replacements. 3.8 Rights to Submitted Materials
Any changes to this RFP by the City will be sent to each vendor or individual to whom an RFP has been sent. Such changes become an integral part of the RFP for incorporation into any contract awarded pursuant to the RFP. 3.10 Insurance Requirements
For the duration of the contract, the vendor must procure and maintain insurance against loss of property. The cost of such insurance is the vendors responsibility. 3.11 Additional Services
The minimum services are defined below. Upon final selection of the vendor, the scope of service may be modified and refined during negotiations with the City. 3.12 Undue Influence
The vendor declares and warrants that no undue influence or pressure is used against or in concert with any officer or employee of the City in connection with the award or terms of the Agreement that will be executed as a result of this RFP, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City will receive compensation, directly or indirectly, from the vendor, or from any officer, employee or agent of the vendor, in connection with the award of the Agreement or any work to be conducted as a result of the RFP. Violation of this Section shall be a material breach of the Agreement/Contract entitling the City to any and all remedies by law or in equity. 3.13 Non-Discrimination
The City maintains various policies related to contractual service providers. Among these is an anti-discrimination policy, which requires that our contractors not discriminate in hiring on the basis of gender, race, religion, sexual orientation, or medical condition. Upon acceptance of a proposal, the City may request that the selected vendor sign a statement affirming their compliance with this policy. 3.14 Conflict of Interest
The vendor declares and warrants that no City officer or employee, nor any business entity in which they have an interest:
In the Letter of Transmittal, the vendor shall describe their understanding of the work to be performed and why the vendor is the best qualified to perform the services requested. This letter of transmittal must state the names of the individual(s) authorized to negotiate with the City and sign contracts on behalf of the vendor. 4.2 Table of Contents
Include a Table of Contents with a clear listing of the material submitted by section and page number. 4.3 Certification of Proposals
Submit a completed Certification of Proposal to the City of Lincoln (see Appendix C). 4.4 Conceptual Plan
The vendor shall provide a conceptual plan for the product and services the vendor believes are appropriate for the City. [attach Appendix D with existing system or project specs if appropriate] The plan should indicate product features, and personnel skills or services, which distinguish this vendor and make it the better choice for the City. Address the ability to meet system objectives as stated in section 3.3.1. 4.5 Vendor and Staff Profile Experience: Describe the vendors experience in providing services to the public sector and any exclusive resources dedicated to the public sector. Provide three (3) references most comparable to the size and technical needs of the City of Lincoln. Include a brief description of the services provided,
Relationship Management: Describe the team that will be assigned to service our relationship. Provide the name, title, experience and qualifications of each individual and the roles, responsibilities and a brief account of their credentials and related banking experience. Give the name(s) of the person(s) who will be authorized to make representations for the vendor, their title(s), addresses and telephone numbers. 4.6 Summary of Charges
The proposal must include a summary of all charges for proposed products and services. 5. Proposal Schedule
Event/Activity Distribution of RFP Mandatory Pre-Bid Meeting [if needed] Final Date for Receipt of Proposals Evaluation & Review Notification to Vendors of Results Finalist Negotiations Complete City Council Approval
Date
5.1 Distribution of RFP: The RFP will be mailed to prospective vendors on [day, date]. 5.2 Mandatory Pre-Bid Meeting: [if needed] The Citys RFP Team will meet collectively with vendor representatives seeking additional information about this RFP. The meeting is mandatory to qualify for final selection. Participating vendors are requested to contact [name and phone number of contact] to advise of their attendance. The meeting will be held in the main conference room at City Hall, 640 Fifth Street. 5.3 Final Date for Receipt of Proposals: Proposals must be received at City Hall no later than [time, date]. Proposals received in the mail after this deadline will not be accepted regardless of their postmarked date. Facsimiles will not be accepted. Please include the original proposal and 2 copies.
5.5 Notification to Vendors: The RFP Team will recommend a vendor to the City Manager and a notification will be sent to all participating vendors about the results of the review and the contract award process. 5.6 Finalist Negotiations Complete: The RFP Team will negotiate with the successful vendor on contract details with negotiations to be completed by [day, date]. 5.7 City Council Approval: It is anticipated that the contract for services will be submitted to the City Council for approval at their regularly scheduled meeting on Tuesday, [date].
Article VI.
Gerald F. Johnson
City Manager
City Treasurer
City Clerk
City Council
City Attorney
Library Board
City M anager
Library
Operations
Operations
Finance
Planning
Technical Svcs
Fire M arshall
Info Technology
Building
Com m unications
Rescue
Central Svcs
Recreation
Support Svcs
Clerical Support
II.
III.
IV. V. VI.
Name of Vendor: ________________________________________________________ By (Authorized Signature): __________________________ Date: ___________________ Name: ________________________________________________________________ Title: _________________________________________________________________ Address: ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ Telephone Number: ______________________ Fax Number:____________________ EMAIL Address: ________________________________________________________
Contractor Name: Concrete is Fun, Inc. Address: 555 5th Street Lincoln, CA 95648 Telephone No: (916) 555-1222 Fax No: (916-555-1223 Email: joe@concreteisfun.com
Agreement Number:
Terms Net 30
The contractor shall furnish all labor, equipment and materials necessary to accomplish the following: Pouring concrete for an additional pad at the bus shelter at 6th and F Streets.
ATTENTION: Total cost of service not to exceed the above amount without prior approval of the
Purchasing Clerk.
2. 3. 4. 5. 6. 7. 8. 9a.
9b. All insurance coverages of Contractor are primary insurance as to City. City shall not be required to contribute to any loss through its insurance policies and/or self-insured programs. 9c. The limits of insurance coverages specified above in no way limit the liability of Contractor for full payment and resolution of any claim resulting from Contractors performance of services under this Agreement. 9d. A certificate of insurance, in a form approved by the Risk Manager, shall be provided by Contractor prior to the execution of this agreement. The certificate shall provide at least 30 days prior written notice to City of any material change or cancellation. The certificate shall include an endorsement naming the City of Lincoln as an Additional Insured party. 9e. The Workers Compensation policy shall contain the insurers waiver of subrogation in favor of the City, its officers, agents and employees.
10. Vendor states that no City officer or employee, nor any business entity in which they have an interest: a) Has an interest in the contract awarded; b) Has been employed or retained to solicit or aid in the procuring of the resulting contract; c) Will be employed in the performance of such contract without immediate disclosure of such fact to the City. City reserves the right to withhold any payments to Contractor in the event of noncompliance with insurance requirements.
Instructions
Service Location: Enter the location within the City for which these services will be performed. For example, if this is a service agreement for pouring concrete for an additional pad at the bus shelter at the corner of 6th and F Streets, the location entry would be: NW Corner of 6th and F Streets. Date: Enter the date the Service Agreement is prepared. Contractor Name, Address, etc.: Enter the contractors name, billing address, telephone number, fax number and email, if available. This information is necessary to set the contractor up in the vendor payment files within the Citys financial management system. Department, Contact, Phone: Enter the City department, contact name and phone number for the contact. For example, Finance & Administrative Services, Randy Graham, 6454070 x206. Acct Code: This is the budget code. The account code tells the Finance Division where to charge the expenditures for this service. Using the example of the concrete pad above, the account code would be: 740-6880-50400-0000. Agreement Number: This will be filled in by the Purchasing Clerk and is used in the Central Services Division logging and tracking system. Start Date: Enter the date service is to begin. Terms: If there are any specific terms enter them here. For example, there might be a 2 percent discount for prompt payment (2%, Net 10) or that payment must be made within 30 days of receipt of contractors invoice (Net 30). Completion Date: Enter the date that services will be complete. If services are ongoing through the fiscal year, enter the end date of the fiscal year. For example, June 30, 2002.
ATTEST:
APPROVED AS TO FORM:
I certify upon my own personal knowledge that budgeted funds are available for the period and the purpose of the expenditure stated above: _________________________________________________ Randy Graham, Finance & Administrative Services Director
Provide Archaeological monitoring on all construction projects within the City limits. This includes all report-writing, site investigations, historical and prehistoric background research, cataloguing and preparing archaeological dig sites, CEQA/NEPA compliance, laboratory investigation of all material recovered, correspondence with Native American groups in regards to any burial sites uncovered, etc.
Consultant shall be responsible for providing all necessary facilities, equipment, and personnel to undertake the necessary tasks outlined in Exhibit A.
Instructions
The Consultant Services Agreement is a standard form that has been reviewed by the City Attorney and the Risk Manager. No deviations to the standard language shall be made without prior approval of the City Attorney. Page 1, 1st Paragraph: Fill in the date of the agreement in the first paragraph as well as the name of the contractor. Page 1, Contract Period: Fill in the start date and the end date for the services to be performed. Page 2: This is a signature and budget authorization page. Fill in the name of the contractor. If Council approval is necessary, signatures shall be obtained after approval by the Council. The box at the bottom of the page is for use by staff in the Central Services Division. Prior to submission to the Council for approval or, if Council approval is not necessary, prior to obtaining signatures the Consultant Service Agreement shall be submitted to the Central Services Division for review. Central Services Divisions staff will assign a contract number, work with you to identify the proper budget account code and fill in the amount for encumbrance. The signature of the Finance & Administrative Services Director must be obtained prior to submission to the Council or to the City Manager for signature. Page 3, Scope of Services: Fill in the complete scope of work to be provided by the contractor. Attaching the contractors proposal to this contract is not acceptable. Page 4, Time and Manner of Payment: Fill in the total cost of services. This will be the amount to be encumbered as shown on page 2 above. Fill in the number of days the contractor has to complete the project. Page 8, General Provision Section 12 (C): Fill in the total amount of the contract. This should be the same as the total cost of services on page 4 above.