New Search
- : ,Contract & IGA Check. List <br />This pink sheet.should beat the front of each contract to show status of contract' <br />- Contract or Amendment # Use a new checklist form -for each contract& amendment) <br />Contract Type: ❑ G,A El Prof/Personal Services: ❑Trade Service ❑ /STB /STC ❑ Revenue 0 Other <br />Contract Mana g J er ro'ect Manager"'s Name: <br />1. g <br />Contract Manager works with Finance for RFB, RFP, RFQ (contracts >$5;000) " <br />'2: Determines funding. ❑; Capital Project GJN Acct Code: <br />0 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 />routi g 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 />Con ct dministrator's Name: Kris Aanderud <br />6.v o d contract or amendment # A1, A2, etc. on th <br />5. 2 Issue contract number and name and sets up Contract file with label. <br />" ( ) " e Contract- list -by year spreadshee <br />Rec t. <br />7 Add c ontract to t contract tracking system and record routing for. each transaction that follows. <br />8. . Wor s with project manager to create contract using CONRAX program (Minimum 3 originals Lane County, <br />4,co ies) or sets up contract using vendor's proposal.' <br />9: Reviews draft.contract for insurance requirements, funding source, dates, etc: , <br />100 Routes. or a -mails completed contract to Project Manager for'review. <br />IT. After review by. Project Manager, prepares and attaches transmittal letter w/ insurance requirements, adds <br />"sig here" stickers W contract - & forwards all copies,to Contractor for signature.. Print a copy' of transmittal.. <br />letter in .pdf and place in contract folder. ` <br />l2. Upo 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 />❑` Y LLOW for operating; ❑ GREEN for capital. <br />T3.. Plac` in red plastic numbered /signature file & record'onthe Red Number spreadsheet: r <br />❑Projectivlanager (Initials);: 0Divi'sion Manager ( Initials or Signature) <br />Whe file received back, forward as required (w- ithout red folder) -first to Karen Loy; PW= Admin. <br />0 if. ontract involves capital $ with GJN, see back page.for routing instructions.' <br />if ontract is'>$25,000 or an IGA, forward to'Public Works Director for signature, or <br />0 if contract is >$100,000 or an IGA,, forward to PW Director-for initials &PWA forwards to <br />p City Office for signature., Record date of transmittal in Contract zTracking- System.. ' <br />I1V <br />Revive 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.- -.Prep re insurance requirements checklist =make copy of certificates and contract pages for backup and " <br />forw rd to HRRS; Attn: Cathy Joseph for. approval. ": <br />18. Rec rd insurance expiration,dates in Contract Tracking system. <br />19. Othe follow-up: <br />DIS RIBUTION: (Whencontractis signed by both parties) <br />20:',Z,Cont act Administrator: Scan contract, transmittal letter & routing sheet (.pdf). File.origirials. <br />Include in front of file ihis chart/checklist along with a financial spreadsheet.. <br />21. Connactor:.Mail one original contract with letter of transmitt al (Lane County gets two copes): <br />22. "Cl %(Z Sr. ffice Supervisor. Review (prepare', envelop for Purchasing or,PW Admin) and confirming authorization. <br />23: Purc asing/CRO -Make 2 copies of the routing sheet: :YELLOW for operating; GREEN. for capital. <br />a ' ❑ For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on.bottom of routing sheet & send <br />w/ o iginal contract in the pony. Purchasing will process & forward the contract to. the CRO.. <br />'. ❑ F r capital p ,rojects ( mark & send to PWA.°-They'will process (see back of checklist for details ) <br />24: ZContract Manager! Co of contract, "routing sheet, & transmittal letter or email that E -files are available) <br />25. /� PW Director, As Kare Loy) -If contract was signed by Division Manager,only, email a copy of <br />routing sheet. <br />PWA handles both capita an some rant 6/19/2006 <br />SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*" p g $, *PWM/POS` Financial Analyst handles some grant processes: <br />a <br />