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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 />Contract e2dD2_O `J��J� or Amendment # (Use a new checklist form for each contract &amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services !] Trade Service STA TB /STC ❑ Revenue ❑ Other <br />Contract Manager/Project Manager's Name: <br />1. Contract Manager works with Finance for B, RF , RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue D 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 />Contr ct dministrator's Name: Kris Aanderud <br />5. ;2 Issues contract number and name and sets up`Contract file with label. <br />6. Record contract or amendment # (A1, 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 e,-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 />12. �� Upon return of originals from contractor prepares contract routing form. Cover memo REQUIRED for all <br />POS contracts& all contracts for Kurt or Dennis's signature. <br />D YELLOW for operating; 11 GREEN for capital. <br />13. Place in red plastic numbered /signature file & record on the Red Number spreadsheet. <br />❑Project Manager (Initials), ❑Division Manager( Initials or Signature) <br />14. When Pile 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 />❑ if contract is >$25,000•or an IGA, forward to Public Works Director for signature, or <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 transmittal in Contract Tracking System. <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre - approval: Contract <br />Administrator obtains written or e-mail HRRS approval on any insurance modifications. <br />16. Request insurance information from Contractor. <br />17. Prepare insurance requirements checklist make copy of certificates and contract pages for backup and <br />forward to HRRS, Attn: Cathy Joseph for approval. <br />18. Record insurance expiration dates in Contract Tracking system. <br />19. Other follow =up: <br />DISTRIBUTION: (When contract is signed by both parties) <br />20. Contract Administrator: Scan contract, transmittal letter & routing sheet (.pdf). File originals. <br />Include in front of file this flow chart/checklist along with a financial spreadsheet <br />21. I7 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 operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />w/ original contract in Uk. Purchasing will process & forward the contrac t to the CRO.. <br />❑ For capital projec %green) ark &send to PWA. They will process back of checklist fO� details.) <br />24 � Contract Manager: ontract, routing sheet, & transmittal letter r email that E -files are available) <br />25. PW Director Assistant: (Attn: Karen Loy) If contract was signed by Division er only, urnall a copy of <br />routing'sheet. <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) 6/19/2006 <br />*PWA handles both capital $ and some grant $. *PWNI/POS Financial Analyst handles some grant processes. <br />