ELECTRONIC SIGNATURES FOR STATE CONTRACT DOCUMENTS - 1240

Purpose

This policy permits the use of electronic signatures (hereafter “e-Signatures” or e-Sign) in conducting state procurement operations.

Policy

The Department of General Services Procurement Division permits the use of e-Signatures on all contract documents.

E-Signatures: State agencies may accept e-Signatures from all parties as legally binding and equivalent to handwritten signatures to signify an agreement. Each type of e-Signature will include the date the document was signed. Where state or federal laws, regulations, or rules require a handwritten signature, that requirement is met if the document contains an e-signature unless otherwise prohibited by policies, laws or regulations.  

Scope

This policy applies to all transactions governed by the State Contracting Manual (all volumes) and/or conducted by the Department of General Services (DGS) Procurement Division. This policy enables state agency staff to conduct many transactions electronically, to accept e-signatures by other parties, and to sign agreements on the agency’s behalf by using an e-signature. This policy does not waive or modify any requirement or limitation as to which officers and employees are authorized to bind their agency to a contract.

History of Approvals and Corrections Required: A chain of approval demonstrates a history of approvals for the electronic document. If corrections are necessary, an email with the requisite “I approve the attached revised document [specify document name, number of other specific document ID]” is needed.

Electronic approvals made through FI$Cal meet the approval chain requirements.

For Electronic Signature, Electronic Transaction and Electronic Records Management for State Forms please refer to SAM 1734.