1.01.005_Tracking Contracts $50,000 and UnderPolicy #: 1.01.005
Type: CM Admin.
Effective Date: 2006
Former Policy #: 441.1.3
Hauff, Judy
From: Hauff, Judy
Sent: Friday, August 04, 2006 10:43 AM
To: Jenkins, Darrin; Tacata, Eydie; Beardsley, Ellen; Bendorff, Ron; Bruck, Peter; Azevedo, Susan;
Rich, Maureen; Ellena, Cas; Bullard, Tom; Thompson, Nancy; Giesige, Ted; VanderVennet, Kathy;
Miller, Guy; McDougall, Mary; Lipitz, Sandy; Smith, Angie; Lauchner, Deborah; Huntley, Linda;
Smith, Angie; Grundman, James; Smith, Theresa; Lidster, Beth; Mendenhall, Carol; City Clerk temp
Cc: Donley, Steve; Schwarz, Dan; Whelan, Gabrielle; 'Michelle Kenyon'
Subject: 080406 Tracking of Contracts in the amount of $50,000 and under per Purchasing Ordinance No.
754
Per email messages and discussions this past week with City Manager Steve Donley, Assistant City Manager
Dan Schwarz, Director of Administrative Services Sandy Lipitz and Assistant City Attorney Gabrielle Whelan, it
has been concluded that the City Clerk's Office will include the $50,000 and under contracts in the centralized
filing and tracking system for City Agreements. With the adoption of Purchasing Ordinance No. 754 on April 11,
2006 amending the existing Chapter 3.04, `Purchasing System" of 'Title 3, "Revenue and Finance", of the Rohnert
Park Municipal Code, the purpose of this email is to advise that the City Clerk's Office has put a tracking system
in place for the contracts in the amount of $50,000 and under.
From this day forward for future contracts, prior to obtaining the City Manager's signature, please submit these
$50,000 and under contracts to the City Clerk's Office to receive a TRACKING NUMBER represented by the
letters TR, current year & next consecutive number, i.e., TR -2006-01. This tracking number will be logged on the
City's Agreement File List in a column inserted beside the current column for Resolution Numbers. In order to
prevent City records from falling through the cracks as well as prevent a backlog of the necessary posting and
recording process, as soon as possible but no later than the end of this month, August 2006, each
department is requested to please forward to the City Clerk's Office the $50,000 and under contracts that have
been executed since the May 11, 2006 effective date of this Purchasing Ordinance. The first 20 tracking numbers
have been set aside to be assigned to these under $50,000 contracts executed between May 11th and today.
It is speculated that most of the agreements since this year's May 11th effective date of the Purchasing Ordinance
would be from the Engineering Department, with a very minimal number from other departments at this time of
year. However, it is important that these contracts receive a tracking number to provide consistent and
dependable history and documentation for City records, as well as enable providing annual reminders to
designated staff for contracts with terms that are due to expire.
Department Directors/Managers are requested to forward this message to others in your department that
inadvertently may not have been included on the above list of staff reps that handle City contracts. Thanks to all
for the joint efforts involved for the efficiency and success of this tracking system.
Judy Hauff, City Clerk
CITY OF ROHNERT PARK
6750 Commerce Blvd.
Rohnert Park, CA 94928
Phone: 707-588-2216
FAX: 707-588-2274
email: Jhauff@rpeity.org
cc:
FILE - Ordinances: Purchasing System (Title 3: Revenue and Finance) Ord.No.754
FILE - City Manager's Policy Binder: Purchasing 441.1.3 - Tracking System for City Contracts under
$50,000
8/25/2006
Hauff, Judy
From: Smith, Angie
Pent: Tuesday, August 01, 2006 2:03 PM
To: Lipitz, Sandy; Hauff, Judy; Ellena, Cas; Schwarz, Dan
Cc: Donley, Steve
Subject: 080106 Responses RE: Tracking of Contracts under $50,000
Judy, I concur with Sandy's recommendation. When we spoke I was under the impression that I would only be tracking
the contracts that I handle, not other departments.
Angie Smith
Purchasing Agent
City of Rohnert Park
Finance Department
6800 Hunter Drive, Ste B
Rohnert Park, CA 94928
707-585-6740 Phone
707-585-6705 Fax
From: Lipitz, Sandy
Sent: Tuesday, August 01, 2006 2:01 PM
To: Hauff, Judy; Ellena, Cas; Smith, Angie; Schwarz, Dan
Cc: Donley, Steve
Subject: RE: Tracking of Contracts under $50,000
Since all of the department at one time or another will be preparing contracts under $50K for Steve's approval, I think we
should have a simple numbering system, possibly by year, like the resolutions, and that the City Clerk's office should
eep a copy of every contract and send out reminders when the contracts are expiring. Having separate tracking
systems by each department is not efficient and most likely something will fall through the cracks.
From: Hauff, Judy
Sent: Tuesday, August 01, 200610:48 AM
To: Ellena, Cas; Smith, Angie; Schwarz, Dan; Lipitz, Sandy
Cc: Donley, Steve
Subject: RE: Tracking of Contracts under $50,000
Will need Dan & Sandy to confer & let us know the best way to proceed for keeping track of contracts under $50,000.
It must have been me that misunderstood the conversation Angie & I had earlier when the ordinance was adopted
authorizing Steve to execute contracts under $50,000 & I was fretting about not having a tracking system in place without
having the resolution numbers to use as our "check register" so to speak. Dan shared at the time that we could set up a
numbering system to run the contracts through the Clerk's ofc which would mean Steve would need to wait for that # to
be assigned before signing - - - & we'd need to set up the new system. Before proceeding with yet another new system, I
told Dan I would check with Finance first as they may already have a more accurate system in place that would make it
redundant & unnecessary for us to have another one.
Angie, I apologize if I misunderstood that your good news to me recently was only for the contracts under $50,000 that
you handle directly but I distinctly remember how relieved I was when you met with me soon after my conversation with
Dan and explained how easy it would be for you to track the contracts under $50,000 with the new Springbrook system
Finance has in place; that you would simply keep the hard copies over there for the contracts that come through under
$50,000; & that you could just add the staff rep handling the contract to the email reminders you send to Sandy when
upcoming terms are due to expire, since you already send those reminders to Sandy anyway. I'd continue filing &
tracking contracts $50,000 & over in the same manner as we've done in the past via resolutions & annual reminders.
We also concluded that I'd include you in my emails for annual reminders with contract terms due to expire & you could
et me know at that time which ones I need to remove from my annual reminders because of being under $50,000 &
would be included in your future reminders to Sandy.
I'm under agenda deadline crunch & other priorities so don't have time right now to deal too extensively with this, but we
do need to figure this out to know what we're supposed to be doing to enable quick & efficient access to all City contracts.
Thanks for these joint efforts for direction on this procedure.
'udy Hauff, City Clerk
.;ITY OF ROHNERT PARK
6750 Commerce Blvd.
Rohnert Park, CA 94928
Phone: 707-588-2216
FAX: 707-588-2274
email: Jhauff@rpcity.org
From: Ellena, Cas
Sent: Friday, July 28, 2006 8:58 AM
To: Smith, Angie
Cc: Hauff, Judy
Subject: RE: Contract
Thanks Angie, I must have misunderstood something, somewhere. I thought Judy wanted me to send this to you for
tracking. Judy, what did I miss? Cas
From: Smith, Angie
Sent: Friday, July 28, 2006 8:13 AM
To: Ellena, Cas
Subject: RE: Contract
I am tracking the ones that I do not other departments.
Angie Smith
Purchasing Agent
^ity of Rohnert Park
rinance Department
6800 Hunter Drive, Ste B
Rohnert Park, CA 94928
707-585-6740 Phone
707-585-6705 Fax
From: Ellena, Cas
Sent: Friday, July 28, 2006 7:41 AM
To: Smith, Angie
Subject: RE: Contract
Judy mentioned you were tracking the contracts that didn't go to Council but that Steve had signing authority for?
From: Smith, Angie
Sent: Thursday, July 27, 2006 4:12 PM
To: Ellena, Cas
Subject: RE: Contract
Hi Cas,
If this contract has already been approved and processed it is not necessary to send me a copy.
Angie Smith
Purchasing Agent
City of Rohnert Park
Finance Department
6800 Hunter Drive, Ste B
Rohnert Park, CA 94928
707-585-6740 Phone
707-585-6705 Fax
From: Ellena, Cas
Sent: Thursday, July 27, 2006 9:35 AM
To: Smith, Angie
:c: Hauff, Judy
Subject: Contract
Hi Angie, I'm attaching a contract with the Crocker Company which is below the $50k amount for your records.
Thank you, Cas
<< Message: Attached Image >>
Cas Ellena
Housing & Redevelopment Manager
City of Rohnert Park
6750 Commerce Blvd.
Rohnert Park CA 94928
Phone (707) 588-2233
Fax (707) 588-2238