Docusign-Procurement Contract Process

Overview

The purpose of this KBA is to document the process of sending Procurement contracts through Docusign with required signatures, in a required signing order. 

Definitions

Template: used to streamline the sending process by automatically setting up the workflow for the required recipients, in the required order. 

Docusign: City of Goodyear’s electronic signature software

Bonfire: City of Goodyear’s contract and vendor management software

OpenText: City of Goodyear’s document management software

Instructions

1. Log in to Docusign here: https://account.docusign.com/
   1. Username: Work email
   2. Password: Set up by user (not SSO)
   3. Docusign home landing page appears:

2. Procurement staff will gather all required documentation (to include cover sheet and supporting documentation) and either drag & drop into the “Sign or get signatures” box or click the blue “Start” button.
   1.  Dragging & dropping will bring you to the page to add additional documents, set up recipients in the required order, and add a message.

2. If not dragging & dropping, click on the blue Start button, Envelopes, and then Send an Envelope. This will bring you to the add additional documents, set up recipients, and add a message section.
   1. Procurement staff may also click “Use a Template”.  A list of templates will appear, and staff will select one to apply to the document.

The purpose of a template is to streamline the sending process by automatically setting up the workflow for the appropriate recipients, in the required signing order.

3. When dragging and dropping, Docusign will review the uploaded document/s, and apply a template, if it meets the matching requirements.
   1. A screen will appear, asking to select & apply the appropriate matching template.

2. Procurement Templates available:
   1. Cooperative Contract
   2. Goods & Services Contract (Not title 34)
   3. IFB Contract
   4. Professional Services Contract
   5. Request for Proposal-Quotation
   6. Goods & Services Contract (Title 34)
   7. RFP Contract
   8. RFQ CMAR Agreement Pre-Construction Services and GMP
   9. Contract Change Order form
   10. Contract Amendment Extension
   11. Contract Amendment Time Only
   12. Contract Amendment Time Only Perpetual
   13. Contract Amendment Time Only-less than 50k, coop
   14. Contract Amendment On Call Task Order DC
   15. Contract Amendment Change
   16. Contract Amendment JOC Task Order

4. If an uploaded document does not match any defined templates, procurement staff will need to apply the required signatures, in the required signing order below:
   1. Procurement Manager (signature needed, apply signature box & date stamp)
   2. Legal-City Attorney (signature needed, apply signature box & date stamp)
   3. City Clerk Signing Group (signature needed, apply signature box, date stamp & city seal)
   4. Records Program Supervisor (“needs to sign” but send without fields so a text box can be added at this step. Text box is added so a contract number can be assigned.)
   5. GY Clerk distribution email (receives a copy)
   6. Risk & Safety (type in Risk & Safety’s rep’s email, receives a copy)
   7. Vendor (type in vendor email, receives a copy)
   8. Responsible department (type in responsible department rep’s email, receives a copy)

5. After the signing order is complete, click the blue next button on the bottom right of the page to place signature and date signed boxes on document.
   1. To switch to the next signer and apply their boxes, click the drop-down button, at the top left of the page and select the recipient. The color of the boxes matches the colored circle next to their name.  
   2. Drag and drop the signature box and date signed for the Procurement Manager (In yellow below)
   3. Drag and drop the signature box and date signed for the City Attorney (In blue below)
   4. Drag and drop the signature box, date signed and seal for City Clerk Signing Group(In purple below)
   5. For the Records Program Supervisor, do not apply anything to the page at this step.
   6. During the workflow, the Records Program Supervisor, will add a text box to the document and assign the contract number.
   7. When finished, click the yellow send button on the bottom right of the page. This will send the document to the recipients, to gather signatures. 

To note-the Records Program Supervisor is set up to sign, but the signature box and date signed box were not applied to the document. When you click send, it will ask to “Send without fields” or “Add fields”

 PLEASE SEND WITHOUT FIELDS

6. Signers will receive an email from Docusign, with a subject of “Complete with Docusign”, when they are required to sign a document.

1. Signers can click the “Review Document” link in the email and it will take them into Docusign to gather their signature.
2. If the signer is not ready to sign, they can log back into Docusign, at a later time, to sign.

7. After the procurement contract has gone through the workflow and all signatures gathered, the initiator and users in workflow will receive a “Completed Document” email from Docusign, and they can download the documents.

8. Users should click on the “View Completed Document” link from the email to download documents.
9. Users should click on the download arrow button, on the top right of the page, and click on the “Combined PDF” option. This will combine all files into a single document making it the final executed contract.

10. The procurement staff will upload the executed contract into the city’s contract and vendor management system.
11. City Clerk support staff will upload the executed contract into the city’s Document Management System.
12. Procurement contact process completed.