New Search
• Contract Checklist • <br />File this check list at fhe front of each contract, agreement or amendment in process. <br />Use a new checklist form for each contract and amendment. <br />Contract # -- Amendment <br />Contract Type: IGA Prof/Personal SelIrvices ^Trade Services STAB/C ^Revenue Other <br />Contract Manager: ~ ~~ ~~ `U \rr~ <br />1. For contracts that are complex or over $5,000, Contract Manager works with Finance for <br />^RFB ^RFP ^RFQ # <br />• 2. Determines funding Capital Project: GJN Account String <br />^Revenue Operating funds: Account String t 3 I - ~ Z' $~ <br />Requisition # '. 9• PO # <br />Cont act Administrator. ~,r,(1c~yv <br />3.~ Issue contract number with name and description.' ^ Record on Contracts by Year Spreadsheet <br />4. Set up files: ^Hard contract file with label. ^Electronic folder. <br />5. Add to Contract Tracking System and add. the following events as they occur. (Ceonline\contracttracking) <br />b. Work with project manager to create contract using the sample contract sent by Purchasing, or using the <br />Corporate CONRAX program. (Under the Start Menu/Programs/Corporate Applications/CONRA~ <br />7. Review contract draft for insurance requirements, funding source, dates, contacts, payments, etc. <br />8. E-mail completed draft to Project Manager for review., noting specifics or unusual issues. <br />9.~ Prepare and attach Letter of Transmittal (LOT) with insurance requirements, add "sign here' stickers and <br />forward 2 copies to the contractor for signature. <br />1.05 ~~/ Upon return with Contractor's signature, prepare a contract routing form, attach a routing slip and the <br />cover memo from Contract Manager. Route'to Contract Manager to begin signature gathering. <br />11. ~ ! ^, ,Place in red, slick file folder and record on spreadsheet. (Contracts\RedNumberedFolders.xls) ~ <br />12. When contracts completely signed, scan one entire document with the Routing Form aT the front and save <br />the pdf in the electronic folder. <br />Insurance: <br />13.~ Review insurance requirements and request certificates of insurance from Contractor as needed. <br />14.x,1,, ^ "Scan insurance certificates and a-mail them, along with the contract to Cathy Joseph in HRRS for <br />/1 t~/~~ approval as needed. <br />15. J I Record insurance expiration dates in Contract Tracking System. <br />1 b. Other follow-up: <br />Distrib tion: <br />17.Jr ~ E-mail Contract Manager to let them know that the contract is complete, and provide a link to the <br />contract folder. <br />18. Mail one original contract To the Contractor along with a Letter of Transmittal. <br />19. Copy the routing form onto green paper for contracts involving capital funds, green for those using only <br />operating sources. Attach the colored copy of the routing form to the other original contract for routing. <br />• Mark Purchasing on the bottom of the-routing sheet if a Requisition or PO is involved. Purchasing will <br />process PO and forward the contract to the CRO. <br />• Check PWA if a GJN, Capital Project, or Grant is involved. (You can a-mail them pdf's rather than <br />sending hard copies.) <br />• Select CRO on all contracts and amendments as they keep the original on file. <br />20. Prepare a courier envelope. Paperclip to contract and place in Sr. Office Supervisor's in-box. <br />P:1Cdocs\Contacts\Fomu&SampleslContmctForms-Routine-Olrce20071ContmctChecklistdocx <br />