Ethics Commission
City and County of San Francisco

Contract Approval by Board of Supervisors

How to File

Form SFEC-126f4 must be filed electronically through the City and County of San Francisco’s DocuSign system, which may be initiated at the bottom of this page. The DocuSign filing process involves two key steps – completing the form and signing the form – which may involve between one to eight participants. The form allows a City department staff member to initiate and complete the form electronically, optionally route it to up to three additional department staff assisting with the completion of the form, and then send it to Clerk of the Board’s office for review and signature by the Clerk of the Board. The City department staff person completing the form may need to obtain information about the contract from multiple internal and external parties, including the elected official/clerk of the board and support staff, contracting department, and contractor.

After the form is completed by City department staff, an email will automatically be sent to the Clerk of the Board’s staff to review the document and assign a file number. The Clerk of the Board will sign the document after the contract has been approved by the Board of Supervisors.  City department staff can monitor the progress of a SFEC-126f4 filing submitted to the Clerk of the Board’s office by logging in to DocuSign using Citywide authentication credentials (City email address and citywide password).

When completing this form, if you run out of space to provide all the information that the form requires, you must submit a supplemental form that contains the remaining information. Be sure to use the same identifying information on the supplemental form so that the supplemental form may be connected to the original form. However, you do not need to disclose information, such as the names of listed subcontractors, that you already listed on the original form.

Important: For a contract that must be approved by both the Board of Supervisors(BOS) and Mayor, departments should e-file only one 126f4 for BOS approval. Do not submit a second filing for Mayor.

Filing an Amendment

To amend a previously filed Form, you will initiate a new Form through the same online portal that you initiated the original filing. You will need to complete all sections of the form as you did prior, except with the correct information, and in the first portion of the form (Section #1 Filing Information), complete as follows:

Under Type of Filing, you will select “Amendment” from the drop down menu;

under Date of Original Filing, enter the date of the original filing that you are amending;

in the next field Amendment Description, enter the reason for the amendment.

(Note: “Amendment” is for the purpose of amending (correcting) a previously-filed form. “Amendment” should not be used to specify an amended or modified contract).

Click the image below to preview a form illustrating the information required to be disclosed. (Please note that this form is for viewing purposes only and that the electronic link shown below must be used to file the required information.)

File SFEC Form 126f4 – Notification of Contract Approval Form (Use this version ONLY for contracts requiring approval by Board of Supervisors)

To start a new filing, complete the fields below and click “Start Form”. The system will email a verification code to the email address provided. You will have to retrieve this verification code to continue.

Note: Only one Department staff person is required to participate in the completion of the form. However, the form allows up to four staff to contribute to the preparation of the form prior to it routing to the Office of the Clerk of the Board of Supervisors for review and approval. This form will be routed to each party in the order presented below.

Step 1: Enter the Name and Email Address of Department Filer Initiating Form 126f4 [Required]

A name and email address are required to verify the identity of the City staff person initiating the form.

Name

Email address

Step 2: Are there other individuals assisting with filling out this form before it is routed to the Board of Supervisors?

Department staff that initiate form 126f4 may choose to route the form to additional persons before the form is sent to the Office of the Clerk of the Board of Supervisors.

YesNo

Step 3: Board of Supervisors Review Process

After all staff at the contracting department have completed work on the form, the form will route to the following divisions at the Office of the Clerk of the Board of Supervisors. Department staff can monitor the progress of their form by logging in to the DocuSign system using City-wide credentials.

  • Legislative Clerks
  • Assistant Clerks
  • Operations Division
  • Clerk of the Board (Signer)

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