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Home My WebLink AboutChecklist DocumentsRevised 93/12/2019 City Clerk’s Division CHECKLIST FOR NEW CONTRACTS (Date Stamp) Contract Number: (Assigned by Clerk Staff) LIST HERE IF PREVIOUSLY ASSIGNED Please return to the City Clerk’s Division ***View Policy 250-02 for more information*** SPECIFICATIONS OF CONTRACT TYPE OF DOCUMENT: Contract/Agreement Lease Permit New Job Order Contract Work Order Contractor Name: Agreement Description: (Brief explanation of services provided) CONTACT INFORMATION Signing Authority: Approved/Reviewed by Administrator This is the name of the person(s) signing the contract Staff Name & Ext.: Dept./Division: The name of the person who will receive the completed contract EXPIRATION DATE: DATE MUST MATCH DATE IN CONTRACT!! If no actual date, please provide estimate – information is required by Eden. FISCAL IMPACT AGREEMENT CLASS: Payable, Vendor #: Receivable Grant Misc. (no$$) TOTAL AMOUNT OF THIS AGREEMENT: (if applicable) Retainage Withheld: Yes No ITEMS TO INCLUDE/SUBMIT 2 Signed Originals OR 1 Signed Original Insurance Info (not for WO) Legal Review (You will receive one signed orig. back) (You will receive an electronic copy back via email) Performance Bond Verification Memo (if applicable) Risk Management Review Federal Excluded Parties List Verification (Federal Funded Projects Only) _______________ Date of Council Approval (if applicable) Corresponding ORD or RES #: (please enter CAG number at top if contract has a previously assigned number) FOR CLERKS OFFICE USE ONLY Cindy Deputy Approved: Vendor# Sandi Mayor’s Signature Needed: Yes No Atty Approval Date Completed/Returned: Sig Authority Correct Electronic Print Ins Info Current/Provided 1 Sandi Weir From:Kristin Trivelas Sent:Wednesday, June 09, 2021 4:57 PM To:Sandi Weir Subject:RE: Audit Engagement Letter - Mayor Signature Yes, I think that is acceptable. If SAO asks for proof of minutes, they will request it from Finance and we can furnish at that time. Thanks Sandi! Kristin From: Sandi Weir <SWeir@Rentonwa.gov> Sent: Wednesday, June 9, 2021 4:56 PM To: Kristin Trivelas <KTrivelas@rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature Or I could just reference the Minutes (approved per City Council Minutes 6/7/2021) and not attach them? Either way… Sandi Weir City Clerk Specialist II City of Renton ‐ City Clerk’s Office (425) 430‐6510 From: Kristin Trivelas <KTrivelas@rentonwa.gov> Sent: Wednesday, June 09, 2021 4:09 PM To: Sandi Weir <SWeir@Rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature Ok great—yes, 6/7. From: Sandi Weir <SWeir@Rentonwa.gov> Sent: Wednesday, June 9, 2021 4:08 PM To: Kristin Trivelas <KTrivelas@rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature We usually just see either the Dept Administrator or Mayor (if over $35,000). I think that would work fine just providing the Minutes and noting it on the signature block. It was from 6/7 correct? I can pull them (they are done but not published yet). Sandi Weir City Clerk Specialist II City of Renton ‐ City Clerk’s Office (425) 430‐6510 From: Kristin Trivelas <KTrivelas@rentonwa.gov> Sent: Wednesday, June 09, 2021 4:02 PM 2 To: Sandi Weir <SWeir@Rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature I wonder if we can just provide the meeting minutes (and note on the signature block) that it was approved via Council Concur and then only have Mayor sign? Have you encountered situations like this before? From: Sandi Weir <SWeir@Rentonwa.gov> Sent: Wednesday, June 9, 2021 4:00 PM To: Kristin Trivelas <KTrivelas@rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature Thanks! Does Randy Corman need to sign the letter? He is also listed at the bottom. Sandi Weir City Clerk Specialist II City of Renton ‐ City Clerk’s Office (425) 430‐6510 From: Kristin Trivelas <KTrivelas@rentonwa.gov> Sent: Wednesday, June 09, 2021 3:54 PM To: Sandi Weir <SWeir@Rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature Hi Sandi, I located legal and risk approvals. I have attached all documents to this email, for your further processing. Let me know if you need anything further. Thanks. Kristin From: Sandi Weir <SWeir@Rentonwa.gov> Sent: Wednesday, June 9, 2021 3:32 PM To: Kristin Trivelas <KTrivelas@rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature Yes – you will need to get approval from Atty (legal) and Risk Mgmt (approval and Cert of Insurance, if applicable). Those documents are then sent to us along with the checklist & contract. Sandi Weir City Clerk Specialist II City of Renton ‐ City Clerk’s Office (425) 430‐6510 From: Kristin Trivelas <KTrivelas@rentonwa.gov> Sent: Wednesday, June 09, 2021 3:23 PM To: Sandi Weir <SWeir@Rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature 3 Sure! I’m not sure it went through legal/risk approval. Is this something I should mark on the box? Or do I need to route to them separately before sending to City Clerk? Kristin From: Sandi Weir <SWeir@Rentonwa.gov> Sent: Wednesday, June 9, 2021 3:01 PM To: Jason Seth <JSeth@Rentonwa.gov>; Kristin Trivelas <KTrivelas@rentonwa.gov> Cc: Cynthia Moya <CMoya@Rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature Kristin – you can send it to me for processing – thanks. Sandi Weir City Clerk Specialist II City of Renton ‐ City Clerk’s Office (425) 430‐6510 From: Jason Seth <JSeth@Rentonwa.gov> Sent: Wednesday, June 09, 2021 2:49 PM To: Kristin Trivelas <KTrivelas@rentonwa.gov> Cc: Sandi Weir <SWeir@Rentonwa.gov>; Cynthia Moya <CMoya@Rentonwa.gov> Subject: RE: Audit Engagement Letter ‐ Mayor Signature Hi Kristin, The next step is to fill out the attached contract checklist, then send it to Sandi or Cindy (I don’t remember who helps ASD) with a copy of the Audit Engagement Letter, the legal approval memo and the risk management memo. They will get it to April who will have the Mayor sign it. Once we get that back, you’ll be sent a link to the contract in Laserfiche. Cindy or Sandi can provide more details if you have questions on filling out the contract checklist. Jason A. Seth, MMC City Clerk/Public Records Officer 425‐430‐6502 rentonwa.gov/cityclerk All correspondence received at this email address is subject to Washington State’s Public Records Act – RCW 42.56. From: Kristin Trivelas <KTrivelas@rentonwa.gov> Sent: Wednesday, June 9, 2021 2:37 PM To: Jason Seth <JSeth@Rentonwa.gov> Subject: Audit Engagement Letter ‐ Mayor Signature Hi Jason, I am sorry for all the process‐related questions. The following item went to Council on Monday for Council Concur. What is the next step to getting the Mayor’s signature and getting my hands on a fully executed contract? Is this an automated process within City Clerk? AB ‐ 2877 Administrative Services Department recommends execution of the Audit Engagement Letter, with the Washington State Auditor's Office (SAO), in the amount of $131,000 plus any necessary travel and related costs, for the purpose of performing a Financial Statement Audit, a Federal Single Audit, and an Accountability Audit as required per applicable state and federal laws. Council Concur 4 Kristin Trivelas Budget and Accounting Manager City of Renton Ph: (425) 430‐6929 ktrivelas@rentonwa.gov