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0 <br />r Contract &,'GA Check List ` <br />This pink sheet'shouJupt <br />the front of each contract%amendmenf to show status of co ntract/amendment. . <br />Contract" . tl (3� - ( or Amendment # .(Use a new "checkhstform for each contract &amendment) <br />Contract Types 0 IGA 0 Prof/Pers`onal Services ❑ Trade, Service XTA/S <br />TB / STC - Revenue (]`Other <br />Contract' a roject Manager's Name <br />Contract Manager works with Finance for` ❑�Rl~ , D RFP,' 0 RFQ (contracts >$5,000) <br />2, 'Determines funding: ❑ Capital Project GJN Acct Code: <br />, <br />O. Revenue Operating Funds:' Acct Code. <br />f.. ... .. <br />3 ontr et Adm inist r ator's ssuecontract Na <br />umber w/ name & desori tiori. ❑ Set u contract file with label .O Set u electron <br />(` P P p is file. <br />4.- Record contract/amendment # (Al A2) on spreadsheet (( Finance &AdminICONTRACTSContracOs Co Iiracts by Year.zls). <br />5. ` Add contract to contract tracking system &:`record routing for the following transactions (ceonuneicontracttracking) <br />6- 4 Work with project manager to create contract using CONRAX program (C.- 1Documents and SettingslAi[ UserslStarr ,. <br />Menul rograinslCorporaie Applicationsl(7ONRAA) (2 originals ='La County 3 copies). or set up contract using <br />vendor's proposal. <br />Review draft `contract for insurance requirements, funding source, dates, etc. <br />8 Email�completed contract to Project Manager1or review, noting specifics or unusual issues. <br />9 sAfter,review by Project Manager, prepare & attach transmittal letter (LOT) w% insurance requirements,..add <br />"sign here" stickers to contract,& forward all copies to Contractor for signature (ICdocslContractslFormsl) , <br />10. Upon return of originals from contractor prepares contract routing form (1 CdocslConiracts1Formsl) <br />❑ 'YELLOW.for operating; ' GREEN for capital. Make 2-.copies: 1 w/ contract to CRO; POS/PWM file . <br />0 Cover memo REQUIRED for all POS contracts &•all contracts for Kurt or Dennis's ' <br />� - signature. • <br />A# routing slip (yellow ' /a s with notation as to who needs to initiaNign. . <br />k Project Manager (Initals),pivision Manager ( Initials or( Signatur "e) <br />Place in red plastic"i umbered/siginature file& record on spreadsheet (IFinance&AdminICO1VTRACTSIRed. <br />.. Numbered Folders.xls) <br />` 13 : When He received back, forward as required (without red folder) -first to Karen,Loy, PW- Admin. <br />0 if c ntract involves capital $ with GJN,.see back page for - routing instructions <br />- 0 if c �ntract is'?$25,000 or an IGA, forward to Public Works - Director: for signature, or <br />0 if contract ii >$100,000 or an IGA`, forward to PW Director for initials & PWA forwards to <br />11 C ity rManager's Office for signature. Record date of-transmittal in Contract Tracking System: <br />14. "Print's a copy of D contract 0 signed contract 0 amendment 0 RF 0 LOT din .pdf for & -place in contract' <br />folder, (1 CdocslContrae&20074 ... <br />SURAN ) <br />INCE{ <br />15. _r: Review. insurance requirements "w/ Contract Manager. Modifications require HRRS pre- appro' I <br />16. Request insu information from'Contractor. <br />17.: Scan insurance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS"for approval, <br />18. Record insurance expiration dates in Contract Trackingaystem. (ceonlinelcontracttracking) <br />19.` . Other follow-up- <br />DISTRIB TION :, (When contract is signed;by both.parties), <br />2 - ? <br />20. � Contract Administrator: ❑ Scan signedco with routing sheet(.pdf). File originals and note electronic <br />folder location. Include on top of contract this flow chart /checklist along with a financial spreadsheet <br />g' y luding contractpdf <br />L Manager: ail original e do y g <br />22. ' 2 ; Contracto? Mail one o contract wath letter of transmtttal to ane Co Coun gets two P ies) <br />23. -7. Sr. Ofce Supervisor: Review and authorization'(prepare envelop.forP rchasmg/CRO: or PW Admin/CRO) <br />0 For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on .bottom of routingaheet &send <br />w/ orig nai contract in the pony. Purch asing will .process P0's &forward the contract to the CRO. <br />❑ For capital projects (green), mark &send to PWA.' (See separate checklist for ,project processing details.) = <br />' See'separaw form for CAPITAL PROJECT` processing instruct <br />PWA ital $ and some $. * WM/POS Financial Analyst h <br />grant both ca andles operating $, some capital $ & s <br />* p ome grants. . <br />Co ntractProcessCheckiist doc;. <br />'9/19/2006 <br />