Who Can Sign

The Saint Paul Administrative Code outlines who may sign contracts on behalf of the City. Signature authority is limited. Important Note: Although not required by ordinance, all contracts that contain terms and conditions regardless of dollar amount should be reviewed by the City Attorney's Office (CAO).

Who Can’t Sign

In general, city staff do not have the authority to sign contracts/bind the city. Signature authority is limited to those outlined in the Administrative Code, Department Directors and their designees. The CAO recommends that best practice is for department directors to sign all contracts if possible, and only delegate signature authority to deputy directors. City staff cannot (on their own) solicit services or work, and then sign a contract without going through the proper approval process. This practice has resulted in the City having to pay for services even though certain contract terms violate City ordinances or policies. While City staff are permitted to engage in directly negotiating for services, following that negotiation, staff must use the appropriate procurement /approval/signature process to legally approve and then manage the contract.

Saint Paul Administrative Code Chapter 86 & Other

Mayor or Designee

Section (86.01): The Mayor, executive assistant to the mayor, or a designee authorized by administrative order, must sign all contracts made in the name of the City of Saint Paul and authorized by the council. This provision excludes purchase order contracts, and the purchase of goods $50,000 or less.

Finance or Designee

(Section 86.01): Finance must sign all contracts. For contracts less than $2,500, only the OFS Director’s signature is required by ordinance. The OFS director may also delegate signature authority to sign contracts.  

CAO

(Section 86.05): The CAO approves all contracts, deeds, leases, and other instruments on behalf of the City or the Board of Water Commissioners. The Administrative Code does not require CAO to approve contracts of less than $2,500 and contracts for the purchase of goods for less than $50,000. Contracts with terms and conditions that are $2500 or less must be reviewed by the CAO. 

Human Rights and Equal Economic Opportunity (HREEO)

(Section 86.06(a)): All contracts $50,000 or more (or $50,000 or more within the calendar year) must be signed by the director of HREEO, whose signature shall constitute an affirmation that the person or entity contracted with has been issued a certificate of affirmative action compliance by the department.

Procurement /HREEO

(Section 86.01(c)): When the value of the contract is less than $50,000.00 dollars and such contract is for the purchase of goods, the only signature required shall be that of the contract and analysis services manager or designee.

Housing and Redevelopment Authority (HRA)

For contracts in the name of the HRA that are $1500 dollars or less, the Chairperson of the HRA, the Executive Director of the HRA, and the OFS Director must sign. For contracts greater than $1500, the Chairperson of the HRA, the Executive Director of the HRA, the OFS Director and the CAO must sign the contract.

Board of Water Commissioners

(Section 86.02): Contracts made in the name of the Board of Water Commissioners (“The Board”) must be authorized by the Board and signed by its president, vice president in the absence the president, the secretary, and the OFS Director.  Contracts for $50,000.00 dollars or less require only the signatures of the general manager, the OFS Director, or designees.  Contracts for goods, services, materials, and labor $2,500.00 dollars or less may be signed by the general manager only.  

Required Signatures

City Departments

*Not required by ordinance, but strongly recommended.

Contract Value/Type

Department Responsible for Budget Code*

CAO

OFS

Mayor’s

Office

Human Rights/ Procurement

$2500 or less

X

  X*

X

$2,500 to $50,000

X

X

X

X

Purchase of goods $50K or less

X

(Procurement only)

$50,000 or more

X

X

X

X

X

Income Contract

X

X

X

Any grant agreement over $2,500*

X

Non-Expenditure

X

X

X

HRA Signatures

*Not required by ordinance, but strongly recommended.

Contract Value/Type

HRA Executive Director

CAO

OFS

Chairperson of HRA

$1500 or less

X

X* 

X

X

$1,500 or more

X

X

X

X

Board of Water Commissioner Signatures

*Not required by ordinance, but strongly recommended.

Contract Value/Type

General Manager

Board Secretary

CAO

OFS

Board President or Vice President

Human Rights/ Procurement

$2500 or less

X

X*

$50,000 or less

X

X

X

$50,000 or more

X

X

X

X

X

Last Edited: August 24, 2021