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Contract & Amendment Checklist <br /> Contract# Amendment # <br /> Contract Manager: Contact Phone: <br /> Contract Type: RIGA nProf/Personal Services nTrade Services nSTA/B/C nRevenue nOther <br /> 1. Complex contracts or over $10,000, Contract Manager works with Purchasing Agent <br /> ❑RFB ❑RFP ❑RFQ# $ <br /> 2. Funding RRevenue Account String Grant# <br /> Capital Project: GJN Account String <br /> Operating Funds Account String <br /> Requisition # PO # <br /> 3. Issue contract number with name and description. n Record on Contracts by Year Spreadsheet <br /> 4. Set up files: n Electronic folder R Add to Contract Tracking System (Ceonline\contracttracking) <br /> n In appropriate POS or PWM binder with Contract Detail Worksheet <br /> 5. Work with Contract Manager to create contract using the sample contract sent by Purchasing, or <br /> using sample contracts. (cesrv200\public\cdocs\Contracts\Forms&Samples\ContractSampleTemplates) <br /> 6. Review contract draft for insurance requirements, funding source, dates, contacts, payments, etc. <br /> 7. E-mail completed draft to Contract Manager and Purchasing Analyst (Clay Stillwell) for review, noting <br /> specifics or unusual issues. <br /> 8. Prepare and attach Letter of Transmittal (LOT) (cesrv200\public\cdocs\Contracts\Forms&Samples\Forms) <br /> with insurance requirements, pdf all docs and email to vendor, requesting two original signature <br /> pages OR add "sign here" stickers & send 2 copies to vendor for signature. <br /> 9. Upon return with Vendor's signature, prepare contract routing form, attach routing slip and cover <br /> memo from Contract Manager (POS). Route to Contract Manager to begin signature gathering. <br /> 10. Put in red slick folder & record on spreadsheet. (cesrv200\public\cdocs\Contracts\RedNumberedFolders.xls) <br /> 11. When contracts completely signed, scan one entire document into Laserfiche with the Routing Form <br /> at the front and the cover memo (if any) at the back (COE Contract template; name: "contract# <br /> Contract (orA#1, etc.). Create a link to the LF doc in the Contract e-folder. <br /> Insurance (this should be done prior to sending fully executed doc to vendor, PUR/CRO, & Contract Manager): <br /> 12. Review insurance requirements and request certificates of insurance from Contractor as needed. <br /> 13. Scan insurance certificates into Laserfiche (COE Contract template; name: "contract#Ins date of cert". <br /> 14. Record insurance expiration dates in Contract Tracking System. <br /> Distribution: <br /> 15. E-mail Contract Manager to acknowledge contract is complete and provide a link to the LF doc in <br /> contract e-folder. If viewing permissions are needed, send email to Myrna Parelius. <br /> 16. Verify insurance cert has been received. Mail one original contract to Vendor with a LOT-Final. <br /> 17. Copy the routing form onto green paper for contracts involving capital funds, yellow for those using <br /> operating funds. Attach the colored routing form to the original contract for recording. File white <br /> routing form with Contract Detail Worksheet in PWM or POS Contract notebook, in # order. <br /> • Mark Purchasing on the bottom of the routing sheet if a Requisition or PO is involved. <br /> Purchasing will process PO and forward the contract to the CRO. <br /> • Email Tammy Smith at PWAdmin if a PWE GJN or Grant is involved. Provide Tammy the LF link. <br /> • Select CRO on all other contracts and amendments. The CRO keeps the original on file. <br /> • Update Contract Tracking System and send documents in courier envelope to Purchasing or <br /> CRO <br /> P:\Cdocs\Contracts\Forms&Samples\ContractForms\ContractChecklist.docx Updated 7/1/15 <br />