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� , Contract & °IGA Check - List t
<br />This mk sheet should be at the front of each contract/amendment,to. showstatus �of contract/amendment
<br />Contract JS .. - ry
<br />rm for each contract &amendment)
<br />or Amendment # se a new checkhst'fo
<br />Contract T e..0� IGA ❑ Prof/Personal Services ' Trade Service 7S TA /STB /STC iO Revenue ,. ❑ Other
<br />. � 1.
<br />Contract , manager /Project'Manager's Name:
<br />1 , w Contract Manager works with Finance fors
<br />GJN
<br />t
<br />e
<br />n
<br />B, 0 RFP, ❑ RFQ. (contracts >$5;000)
<br />2 Det rrnines funding Capital cct Code; �
<br />Project
<br />i
<br />P g Funds: = A '
<br />„• ;� ;Revenue - ❑ O eratn Acct Code. .
<br />Contract Adminisrator -'s Name. Kris Aanderud
<br />k 3. /L -" Issu contract number' w/ name& description. Set up contract file`witli label ❑:Set up electronic file _
<br />4 ..
<br />j 0 — 1 Z. Record contract/amendrnent # {A 1, A2) on spreadsheet ((Finance"d ninlCONTRfiCTSContractslContracts by Year:xls)
<br />5. Add contract #o contract tracking system & record routing for the 'following transactions (ceo» uhelcontracttraAmg)
<br />6. Wor with project manager to create contractusing CONRAX program (C: (Documents and SettinksUll UsersOart
<br />MenuWrogramslCorporate ApplicationslCONRA� '(2 originals V bane County, 3 copies) -or get - contract using .
<br />vend�or'&proposal.
<br />7 Reviw draft contract'for in requirements, funding source, dates, etc'.,,.
<br />8 j 'Email completed contract to Project`Manager for review, noting'specifics or unusual issues.
<br />9 After review by Project Manager, prepare'& attach .transmittal letter (LOT)'w/ msurance'requirements `
<br />"sign here "s to tickers to ;contract & forward "all copies Contrac for signature (ICdocslcontractslFormsl) "
<br />10 Upo return of originals from contractonprepares contract routing fori n.6CdocslContractalEortnslj
<br />❑ LLOW for:o P gratin g; - _ .
<br />1'1❑ "GREEN ' for captal..Make 2 copies: 1 w /contract to CRQ; 1 POS/PWM file
<br />❑ C�ver memo REQUIRED for all POS contracts & all contracts. for Kurt or Dennis'`s, signature.;''
<br />11.'; Add,routing slip.(yellow' /a slip) with notation as to who needs minitiaVsign.
<br />❑er ect Manager (Initials), ElDivision Manager ( � Initials or, _ Signature)
<br />12 -
<br />Place in red`plastic numbered/signature file &.record on spreadsheet (Tiniince &AdmtnICONMRACTSIRed
<br />Numbered Folders.xls) -
<br />13. Wheri file `received back, forward as required,'(without 1 redTolder) — fir st to Karen Loy, PW- Admih.
<br />❑ if confract involves capital$, with GJN, see back page for* routing instructions. :
<br />T.
<br />❑ if 'contract is >$25,006 or an IGA, forward to Public Works Director for signature, or
<br />% if contract is' >$100,000 or an IGA, forward,to PWDirector for initials &' PWA forwards to
<br />4
<br />❑ City Manager's- 0ffice'for signature: 'Record date of transmittal ih,Contract Tracking System:
<br />14 "Prim" a copy of ❑contract ❑ signed- :contract 0 amendment p RF [1 LOT in pd'f format & place''m contract
<br />folder (1CdocslContractsl2007 # ..).
<br />INSURAN E
<br />i
<br />15 .. Review insurance ,'requiremehts w/ Contract Manager. W difications require HRRS pre- approvab
<br />16r:. Request insurance information from Contractor: ,
<br />1.7... Scan insurance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS, for approval
<br />�;
<br />Record insurance expiration dates in Contract Tracking system (ceonlinelcontractfrackingJ,
<br />: 19. Othe "r follow -up: .
<br />r a.
<br />DI RIBUTION.' (When contract is signe'd °
<br />0
<br />20. - : Contract Administrator. : - Scan s edzontract with routin sheet d File on finals and note electronic .
<br />folder�lo Include on,top of contract this,flow chart /checklist along.with ifinancial : spreadsheet '
<br />21 U_ 'Contract act-Manager': Email note the contract has been fully executed and location of files, i ncluding contract" df'
<br />22. Contractor: Mail one original'contract with letter of transmittal (Lane County gets two copies) °
<br />23. ' Sr: O ice Supervisor: Review and authoriiatioii'(prepare envelop for Purchasing/CRO or PW.Admin/CRO
<br />;a ❑ For operatin contracts' elloW s heets ), mark "Pu"rchasiri " and " ' CRO "
<br />on bottom send
<br />W original contract in the pony, Purchasing will "process P0's &forward the contract. of rout
<br />to the sheet &
<br />g (Y ) g '
<br />CRO: ,
<br />For cap it, I projects (green), mark &:sen A. ;(See parate checklist for project processing details.) ,
<br />*See separate fonn;for CAPITAL PROJECT processing instructions (GJN's)
<br />*PWA handles both capital.$ a nd.some grant $: *,PWM/POS Financial,Analyst dandles operating $, some'capital $.& some.grants.
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<br />Contract Process Ctiecklist doc
<br />9/19/2006
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