Ethics Commission
City and County of San Francisco

Contract Approval by City Elective Officers (excluding Board of Supervisors)

IMPORTANT ~ Grants that require Mayor’s approval, but not Board of Supervisors’, should be addressed and routed to Hank Heckel in lieu of the Mayor for approval.

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 five participants. The form allows a City staff member to initiate and complete the form electronically, optionally route it to up to three additional staff assisting with the completion of the form, and then send it to an elected officer or board secretary or clerk for his/her signature. The 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, an email will automatically be sent to the signer with instructions for his/her signature. The signer can then electronically sign the form in DocuSign by following the instructions in the email. An elected officer or board secretary or clerk may complete and sign the form without the assistance of a staff member by entering his/her information as both the person completing and signing the form.  This process will require the officer to enter DocuSign twice to complete each step.

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.

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 (DO NOT USE this version if your contract requires 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.

Name and Email Address of Person Initiating SFEC Form 126f4 [Required]

A name and email address are required to verify the identity of the City staff person initiating the form. Note that this person will not be able to sign the form unless this person is also entered in the elected official or board secretary or clerk section.

Name

Email address

Are there other individuals assisting with filling out this form?

YesNo

Name and Email Address of City Elective Officer or Board Secretary or Clerk [Required]

A name and email address are required to verify the identity of the elected official or board secretary or clerk who will sign the completed form. A request for signature will route to this person after the filer and additional participants (if any) have completed work on the form.

Name

Email address

IMPORTANT ~ Grants that require Mayor’s approval, but not Board of Supervisors’, should be addressed and routed to Hank Heckel in lieu of the Mayor for approval.

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