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Contract & IGA Check List <br />This pink.seet should be at the front of each contract to show status of contract <br /># .. , <br />'� "-65,� (Use a new k <br />Contract � - or Amendment list form for each'contract &, am endment) <br />' Contract Type: 04GA ❑ Prof/Personal.Services 0 Trade Service ST TB /STC . 0 Revenue 0 Other <br />Contract Manager/Project Manager's Name: • 41 <br />,r. <br />1: Contract Manager works with Finance for RVA RFP, RF.Q (contracts >$5,000) - <br />2. Determines funding: ❑Capital Project .GJN Acct Code: <br />D .Revenue ❑ Operating Funds. ' Acct 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 />Contract Administr'ator's Name: Kris Aanderud <br />Issues contract number and name and. sets up Contract file with label: <br />6, Record contract or amendment ' #, (A 1,,A2, etc:): on the Contract- list -by -year spreadsheet: ` <br />7.` Add contract to the contract tracking system and 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 />10. Routes or a -mails completed contract to Project Manager for review. <br />11. After review 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.' Print a copy of transmittal . <br />letter in .pdf and place in contract folder: , <br />11- ' Upon return of originals'from contractor prepares contract routing form. .Cover memo REQUIRED for all <br />POS all contracts urt or Dennis's signature. <br />❑ YELLOW for operating; fo GREEN for capital. <br />13 Place in red plastic numbered/signature file & record on the Red Number spreadsheet. <br />❑Project Manager (Initials), 0Division.Manager ( - L, Initials or Signature) <br />14.E When file received back, forward as required (without red folder) - first to Karen Loy; PW- Admin'. , <br />❑ if contract involves capital $:with GJN, see back page for routing instructions. <br />�. 0 if contract is >$25,000 or an IGA, forward'to Public Works Director for signature; or <br />if contract is,5$100,000 or an IGA,. forward to PW Director for initials & PWA forwards to <br />O.City Manager's Office for signature:: Record date of transmittal in Contract Tracking System.: <br />INSURANCE ., insurance requirements w /Contract Manager.' Modifications require HRRS pre- approvgG Contr <br />Administrator.obtains written.or e- mai1'HRRS'approval on any insurance modifications. <br />16 Request insurance information from Contractor. <br />17:- Prepare insurance requirements checklist'- make copyof certificates and contract pages-for backup and <br />forward to HRRS, Attn: Cathy Joseph for approval. <br />18. Record insurance expiration dates in Contract Trackingsystem: <br />19. ' . Other follow up <br />DISiTRIB TION:,. (When contract is signed by both parties) <br />20: Contract Administrator: Scan contract, transmittal letter & routing sheet (.pdf).' File originals. <br />Includd in front of file this flow chart/checklist along with a financial spreadsheet <br />21. ( Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />22. ? Sr. _Office" Supervisor Review.(prepare envelop for Purchasing or PW Admin) and confirming authorization. <br />23. Purchasing/CRO Make 2 copies of the routing sheet: YELLOW for operating; GREEN for capital. <br />For f perating contracts (yello „w sheets), mark - "Purchasing" and "CRO” on bottom of routing sheet & send <br />- <br />w% iginal.contract in the -pony: Purchasing will'process &.forward the contract to the CRO. <br />or projects (green), mark &,send to PWA. They will,process (see back of,checklist details;) <br />24: Contract,Manager: Copy of'contract, routing sheet, & transmittal letter (or. at E -files are available)'t <br />25. PW Director_ Assistant: (Attn: Karen Loy) If contract was signed by Divisio only,`email a copy of <br />routing sheet. <br />1. *SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) ' 6/19/2006 <br />"PWA handles both c {pital.$ and some grant S. *PWM/POS Financial Analyst handles some grant processes.. <br />, <br />