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Contract & IGA Check List • <br />This pink sheet should be at the, front of each contract to show status of contract ' <br />�� <br />- 35 s� a new checklist form for each contract & amendment) " <br />Contract t Z or Amendment # (U <br />Contract Type: p IGA- " "•O Prof/Personal Services -0 .Trade'Service TA /STB /STC 0 Revenue D Other <br />Contr Manager rojectManager's Name: LL Sr <br />works ith Finance for RFB <br />.. Contract Manager �w RFP (contracts >$5,000) <br />2 Dete inesTunding;_ Capital Project, GJN �I�j [3�.1 b Acct Code: <br />k <br />revenue ✓ 0- Operating Funds: Adct Code: <br />3. Works with Contract Admin. to develop contract using CONRAX,:vendor's scope of work and Public Works <br />routing sheet. Request Contract Manager to write cover memo at this time. <br />4 E -mail or gives draft contract to.Contract Administrator for review. Also see Insurance section below! <br />Cont ct Administrator 's -Name: Kris Aanderud <br />5. - Issues contract number and name and sets up Contract file with label. <br />Record contract or amendment # (A 1., A2, et on the-Contract-list-by-year spreadsheet. <br />7.: Add contract to the contract tracking system.. Record routing for each transaction that follows: <br />8. Works with project manager .to,, create contract using CONRAX program (Minimum 3 originals - Lane County, <br />4 copies) or sets up contract using vendor's proposal. <br />9. •Reviews draft contract for insurance requirements, funding source, dates, etc. <br />Routes or e- mails completed contract to Project Manager for review. - <br />1 I: Aftereview.by Project Manager, prepares and attaches transmittal letter w/ insurance requirements, adds <br />"sign here" stickers to contract & forwards all copies to Contractor for signature. Put copy of transmittal letter, <br />in file for documentation. <br />Les 12.. Upon return of originals from contractor prep contract routing form. Cover memo REQUIRED for all <br />1 1 1 ., , . <br />POS <br />❑ k ontracts & Fall contracts for rt or Dennis's signature. <br />LLOW for operating; QoGREEN for capital. <br />13 Plac m red plastic numbered/si ature file &�Irecord on the Red Numbers adsheet. <br />gg ��p�e <br />ro�ect Manager (Initials), [division Manager ( Initials or &'' Signature) <br />14. , When file received back, forward as required (without red folder) — first to Karen Loy, PW- Admin. <br />❑ if cQntract involves. capital $ with GJN, seeliback page for routing instructions: <br />❑ if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />0 i contract is 100,000 or an IGA, forward to PW Director for initials & PWA forwards to <br />0 City Manager's Office for signature. Record location of routing folder on the Red•Number spreadsheet. <br />INSURANCE: <br />15 Work with Contract Admin. to review insur Il e requirements. Modifications require HRRSpre- approval. <br />� <br />II pp y ce modifications <br />P q PY <br />7.. .. P e are insurance re uire i <br />ments checklist t make o of certificates and contract pages for backup and <br />forward to HRRS Attn. Cathy Joseph for approval. <br />18: Record 'insurance expiration dates on insurance tracking sheet. <br />19. Other follow -up: h <br />" fr. <br />DIST BU ION: (When contract is signed by both,parties) <br />20. = 7 `� Contract Administrator: File original contract) transmittal letter, routing sheet <br />/ Include in front of file this Pow`chart/checklist along with a financial spreadsheet <br />21. : ; t ' Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />21 Purchasing/CRO: Make 3 copies of the routing sheet: YELLOW for operating; GREEN for capital. <br />❑:Fork operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet &send <br />w /9rigmal contract in the pony. Purchasing will process & "forward the contract to the CRO. <br />For capital projects (green),, mark & send to PWA. They will process (see back of checklist for details.) <br />23. a� Contract Manager Copy of contract, routing sheet, & transmittal letter (or email that E -files are available) <br />24. PW Director Assistant: (Attn: Karen Loy) If contractwas signed by Division Manager,only, send copy of <br />routing sheet and copy of.cover memo if one was written. <br />*SEE PAGE TWO F R CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) ` <br />*.PWA handles both c pital $ and some grant $. *PWM/POS Financial Analyst handles some grant processes. <br />