| Routing of TOC No. Request Form |
Policy No.: |
MP-050 |
| Supercedes No.: |
|
| Effective Date: September 25, 2007 |
Page No.: |
1 of 1 |
I. PURPOSE
The purpose of this procedure is to outline specific instructions for departments to follow from the beginning to end of a project that will be funded from an approved Capital Investment Program or 900 account.
II. SCOPE
The Professional Service/Construction (TOC) Request Form is for "professional services" and "construction projects" that cost more than $5,000. If you are unsure of the definition of a professional service, the Purchasing Division can supply this.
1. The Project Coordinator completes the request form and forwards it to the Town Administrator for review.
2. If the Town Administrator approves, the Project Coordinator will forward the signed form to the Budget Analyst.
3. The Budget Analyst will assign an account number if a new number is required.
4. Professional Services Contract more than $10,000.
4.1 The Budget Analyst will file the original form.
4.2 The department will forward the proposal Scope of Service to the Purchasing Division for review and contract preparation.
4.3 The department will then seek Board approval through customary procedures.
4.4 After Board approval, the Budget Analyst will assign a TOC project number, file the original, and send a copy to the originating department.
4.5 The TOC project number will be placed on every pay request when forwarding it to the Budget Officer for processing.
4.6 The Budget Officer will verify the payment amounts and forward to the Assistant Town Administrator for an approval signature.
4.7 The Budget Officer will send the processed payment form to Accounts Payable where it will be processed and paid.
5. Construction Contract more than $10,000
5.1 The Budget Analyst will file the original form.
5.2 The originating department will have prepared customary documents for approval by the Assistant Town Administrator and General Services Manager for 900/CIP review before proceeding to the bid phase.
5.3 The department will then seek Board approval of the construction contract through customary procedures.
5.4 After Board approval, the Budget Analyst will assign a TOC project number, file the original, and send a copy to the originating department.
5.5 The TOC project number will be placed on every pay request when forwarding it to the Budget Officer for processing.
5.6 The Budget Officer will verify the payment amounts and forward to the Assistant Town Administrator for an approval signature. The Budget Officer will send the processed payment form to Accounts Payable where it will be processed and paid.
6 Professional Services and Construction Contracts between $5,000 and $10,000.
6.1 The Budget Analyst will file the original form.
6.2 The department will forward the Scope of Services to the Purchasing Division for review and contract preparation.
6.3 After all parties have signed the contract, the department project coordinator will send a copy of the contract to the Budget Analyst.
6.4 The Budget Analyst will then assign a TOC project number, file the original, and send a copy to the originating department.
6.5 The TOC project number will be placed on every pay request when forwarding it to the Budget Officer for processing.
6.6 The Budget Officer will verify the payment amounts and forward to the Assistant Town Administrator for an approval signature.
6.7 The Budget Officer will send the processed payment form to Accounts Payable where it will be processed and paid.
7. Professional Services and Construction Contracts less than $5,000 will not require a TOC project number.
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