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r\ ~.~ M1 <br />Cantract,& IGA Check List <br />This pink sheet shoit~ at the front of each contract/amendment to s~~tatus of contracVamendment <br />Contract o~ (}~ ~'f - 6 t{' f ~ or Amendment # (Use a new chocklist form for each contract & amendment) <br />ContracfType: ^IGA ^ Prof/Personal services•° ^ Trade Service ^ STA/STB/STC ^ Revenue ^ Other <br />Contract Manager/Project Manager's Name: ~ R.. U <br />1': ,Contract Manager works with Finance for B, ~ RFP, 0 RFQ (contracts >$5,000) ' <br />2. Determines funding:, ^ Capital Project GJN Acct Code: <br />^ Revenue ^ Operating Fundsi Acct Code: <br />Contract Administrator's Naine: Kris Aanderud ' <br />3. ,Issue contract number w/ name & description. ~ Set up contract file with label. ^ Set up,electronic file. <br />` 4. i -7z Record contract/amendment # (A1;A2) on spreadsheet tlFrnanceaAdminICONPRAC7sConrracislComraors byYear.xls) <br />5. ~~ Add contract to contract,tracking system & record routing for the following transactions (ceonlinelconrracirrockrngl <br />6. Work with project manager to create contract using CONRAR program (C: IDocumenrs andSernngsLfll Userslsrarr <br />MenulProgrAmslCorporare ApplicartonslCONRAJQ (2 originals =Lane County, 3 copies) or set up contract using <br />vendor's proposal. <br />• " 7. Review draft contract for insurance requirements;. funding ource, dates, etc. <br />8. Email completed contract to Project Manager for review, noting specifics or unusual issues: <br />9. After review by Project Manager, prepaze & attach tranatnittaLletter (LOT) w/insurance requiremeuts, add <br />"sign here" stickers to contract & forward all copies to:Contractor for signature. (1CdocslConrracrslFormsl) ' <br />10. Upon return of originals from contractor piepares contract rotiting fora? (ICdocslCorrrr6ctslForms~ <br />_ ^ YELLOW for operating; ^ GREEN for capital. Ivlake 2.copies: 1 w/contract to CRO; I POSIPWM file <br />^ Covermemo REQUIRED for alt POS contracts & all`eontracts for Kurt or Dennis's signature. ' <br />11,' Add routing slip (yellow Ya slip) with notation as to,who needs to initial/sign. <br />^Prdject Manager (Initials), ODivison Manager (_Initials or _Signatttrc) . <br />12. Place in red plastic numbered/signature file & record on spreadsheet. (IFtnance&AdmtnlCONTRACTSIRed <br />Numbered Folders.xls) <br />13: " When file received back, forward as required (without red folder) =first to $aren Loy, PW-Admin. <br />^ if contract involves capital $ with GJN, see backpage for routing instructions.. <br />` G if contract is >$25,000 or an IGA, forward to Public Works Director for signature, br " <br />^ if contract is>$100,000 or an IGA, forward to PW Director for initials & PWA forwards to <br />` ~ ^ City Manager's Office for signature. Record'date of transmit4al in Contract Tracking System. , <br />` 14. ' "Print" a copyof ^ contract ^ signed contract, ^ amendment ^ RF ^ LOT in .pdf format & place in contract ' <br />folder: (1CdoeslConrracrs12oo7-# ...J ' <br />;' :INSURANCEi, ' <br />'15. ' ": Review insurance requirements w/ Contract Manager. ModiJicattons require HRRSpre-approval. <br />16. Request insurance information from Contractor. <br />17. Scan insurance certificate(s) &.email certificate(s) and contract to Cathy 7oseph; HRRS for approval <br />.18. Record insurance expiration dates in Contract Tracking system. (ceonllnelcontracrrrac/a'ngJ . <br />19. ..Other follow-up: " <br />DIST IBUTIOiV; (When contract is signed by both parties). <br />20. -Contract Administrator: ^, Scan signed contract with routing sheet (:pdf). File originals and note electronic . - <br />folderlocation. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />21:. ~ . ~ Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf <br />22. Contr tor: Mail one original contracfwitli letter of transmittal (Lane County gets two copies) .. <br />23. Sr, tce Supervisori Review and adthorization (prepare envelop "for Purchasing7CR0 or PW.Admin/CRO) <br />Fof operating contracts (yellow sheets), mark "Pttrchasin'g" and "CRO" on bottom of routing sheet &, send <br />w/ originaLcontract in the pony. Purchasing will process PO's & forwazd the contract to the CR0. <br />' ^ For capital projects (green), mark & send to 1?WA. (See separate checklisrfor project processing details.) <br />*See separate form for CAPITAL PROTECT processing instructions (GJN's) <br />*PWA handles both capital $ and some granf$: ~• *PWM/POS~'inancial Analyst handles operating $> some capital $ & same grants, <br />ContractProcessChecklist.doc ~ _ ~ ' ~ ~ - 9/19/2006 <br />