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<br />~.. <br />Contract Checklist m ~ ~ ` <br />' file this check list at the front of each toritract, agreement or amendment in process. <br />Use a new, crheckjlist form for each contract and amendment. <br />Contract # ~ ~~~ ~ ~~~i~ ,~k~~ Amendmeht #~ <br />Contract Type: IGA Prof/Personal Services ^Trade Services ^STA/B/C ^Revenue 'Other <br />Contract Manager; . 1~ ` I ~~ i~l:~of ~ 1 ' <br />„_ 1.: For contracts that are com lex or over $5, ~10, Contract Manager works with Finarice for <br />^RFB, ^RFP ^RFQ # : k: <br />2. Determines funding ^Capital Project: GJN Account String ' <br />>' Revenue ^Operptirig Funds: Account String . { <br />'.Requisition #~ PO # ) . <br />Contract Admmisfrator: <br />3. Issue contract number with name and description: ^ Record on Contracts by Yea Spreadsheet <br />4. Set up files:.^Hard contract file with-label: ^Electronic folder. <br />5. Add to Contract'Trackirig System and add the following events,as they'occur. (Ceonline\contracnracking) <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 StarPMcnu/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 />10. ~ Upon return witR Contractor's signature, prepare a contract routing form, attach a routing slip andi ttie ' <br />cover memo from Contract Manager. Route to.Contract Manager to begin'signature gatherir ' <br />;1.1. Place in red;'slick file folder and record on spreadsheet..(Contracts\RedNumberedFolders.xls) ~ - <br />~'•12. Wheri contracts completely signed, scan one entire'document with the Routirig for at the front and save <br />• the pdf in the electronic folder. ' , <br />Insurance: <br />13. view insurance requirements and request certificates of insurance from Contract ~r as needed. <br />' 14: Scan insurancezertificates and a-mail them, along with the contract to Cathy Joseph in HRRS for <br />• approval as needed. <br />15. ~ Record insurance expiration dates in Contract Tracking System. ~ ` <br />16. Other follow-up: - ` <br />I <br />Distribu io <br />;., \7.,~-maihContract Managerto let them-know that the contract is complete,;and provi~ e a link to the ' ` <br />llco~ritract'folder. f <br />~~ti 18.~It~hvlail one ongmal contract to the Contractor along with d Letter of Transmittal } <br />19. Copy tlie.roufing form. onto green paper forcoritrads involving capital funds, gree! for those using only <br />operating sources. Attach the colored copyof the routing form to the other original contrail for routing. <br />^ Mark Purchasing. on the bottom of the routing sheet if.q Requisition or.PO is. involved. Purchasing wilt - <br />'process PO and forward the coritract to the. CRO. ,~ , <br />^~ Check PWA if a GJN, Capital Project,. or Grant is involved. (You can a-mail the ~ pdf's ~atherthan` <br />sending hard copies.) <br />^ Select CRC?on all contracts and amendments as they keep the original"on file. , <br />20.~~Prepare a courier envelope. Paperclip to contract and place in Sc. Office'Supervisor's in-box. <br />_. <br />- P:\Cdocs\Conttacts\Fotms&Samples\ContmetFortns-Routine-Oflice2007\ContrectChecklist:docx ~ - ~ . ' <br />- .. (- .. <br />