Describes the comptroller's contract administration section functions and procedures
Policies And Procedures For All Contracts
Each individual contract/agreement must be accompanied by a Contract/Agreement Batch Transmittal Ticket (download from this web site) containing Department Number, Batch Number (assigned by your department), Vendor Name, Contract Amount, and Contract Type. The contract package will be forwarded to room 212 for processing by either the City Counselor's office or delivery.
Each contract/agreement (no exceptions) must also be accompanied by a cover letter addressed to the Comptroller and printed on your letterhead including the following information:
- Tax and license clearance (for service contracts only, clearances must be dated no more than 30 working days prior to execution, pursuant to Ordinance 65708)
- City Counselor's approval as to form
- All other necessary signatures, except the Comptroller's and Register's
- A request for E & A approval, if required. If the contract has to go to E&A, then it should be sent to Yudora Watson (City Hall Room 414) or to Rochelle Pruitt (City Hall Room 200) first.
- Vendor name, address (P.O. box numbers are not acceptable), Federal I.D. No. and phone number
- Description and duration of the contract
- Maximum amount of the contract
- Amount to be encumbered for the current fiscal year
- Fund/Account/Center numbers where the encumbrance will be charged
- Percentage of the MBE/WBE/DBE Participation with the actual amounts and participants listed
- Ordinance Authority
- Insurance Required - Verified By (Name) (All verification copies must be attached.)
- Bonding Required - Verified By (Name) (All verification copies must be attached.)
- Specify if the company is a Corporation, Partnership, or Individual/Proprietorship
Finally, there must be one original and at least three (3) copies of the contract provided to the Comptroller's Office. If any item is omitted or not addressed, the contract will be rejected.
If there are any questions concerning the referenced contract policies and procedures, please contact Michele Graham, Contract Compliance Officer, at (314) 589-6146 or Kerri Brown, Fiscal Manager, at (314) 589-6044.
Frequently Asked Questions
Where should I send contracts and agreements so they get to the Contract Administration Unit?
You should bring contracts and agreements to Room 212 at City Hall, if all signatures including the City Counselor's has been obtained. Most contracts are forwarded by the City Counselor, CDA or Federal Grants.
Where do I get the ordinance authority for my contract or agreement?
You can find Ordinance authority in the current budget ordinance (Board Bill 1) or from the Board of Estimate and Apportionment proceedings.
Who should I contact to determine if Board of Estimate and Apportionment approval is needed for my contract?
Beverly Fitzsimmons, Deputy Comptroller at (314) 589-6035
Todd Waeltermann, Director of Operations for the Mayor's Office at (314) 622-3201
Michael A. Garvin, Deputy City Counselor at (314) 622-3361
What is MBE, WBE and DBE participation?
This is participation by a Minority Owned Enterprise(MBE), Women Business Enterprise(WBE), and a Disadvantaged Business Enterprise(DBE).
What is the Mayor's Executive Order pertaining to contracts?
This executive order establishes a goal of at least 25% MBE and 5% WBE participation in contracts and purchases when City funds are expended. A current copy of this Executive Order can be obtained by calling the Mayor's Office at (314) 622-3201 or the Register's Office at (314) 622-4145.
How do I find the purchase order number assigned to my contract or agreement so I can reference it on my payment voucher?
The purchase order number is a ten digit number and is usually your three digit department number plus the current fiscal year and the Comptroller's document number found on your fully executed contract or agreement.
EXAMPLE: (dept. #) 160 (fiscal year) 04 (Doc. #) 12345 = P.O. # 1600412345
How do I amend a contract or agreement?
Amendments or change orders are processed in the same manner as the original contract or agreement. The exception is you must also provide the Comptroller's document number for the contract or agreement being amended.
Where do I get the Tax Verification Form and Contract Batch Ticket?
Download from this web site.
Do contracts and agreements need a Tax Verification Form if the contractor is tax exempt?
Yes. The Tax Verification Form is required for all contracts and agreements. The Collector of Revenue and the License Collector review all Tax Verification Forms and give the final say on tax exempt status.
Why do I have to submit one original and three copies of the contract, agreement or amendment?
One copy is for the Comptroller's Office, one copy is for the Register's Office and the original and last copy is returned to the originating department.
What is the date of execution?
The date of execution is the date the Comptroller signs the contract or agreement.
Which contracts and agreements must go to the Federal Grants Section for approval prior to being sent to the Contract Administration Unit?
All contracts and agreements that are funded from a grant or funded from a 1130, 1140, and 1160 fund series must go to the Federal Grants Section for approval. An exception to this is fund number(s) 1164 and 1165, which should be sent to CDA.
What happens to the contract or agreement after it is signed by the Comptroller?
The contracts and agreements are assigned a Comptroller's document number and forwarded to the Register's Office. The Register signs it, forwards it back to the operating department and it becomes public record.
Contact InformationContract Administration Unit
1200 Market St.
City Hall, Room 212
St. Louis, MO 63103
Tax Verification Form (Please submit 2 copies)
Contract/Agreement Batch Transmittal Ticket