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Contract & IGA Check List <br />This pi ik sheet should tie at the front.of each contract/amendment to show status of contract/amendment <br />Contract -,t or Amendment # " : (Use , a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service „ STA /STl3 /STC ❑ Revenue ❑ Other <br />Contract Manager/Project Manager's Name:vv t, ' <br />1: Contract Manager works with Finance fors, J RFl3, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: ❑.Capital Project GJN Acct Code:. <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contra t Admin_istrator's,Name: Kris Aanderud <br />'3. "1 Issue contract number w/ name & description. ❑ Set up contract file with.label; ❑ Set up electronic file. <br />4.. 1 Record contract/amendment # (A 1, A2) on spreadsheet o Penance& Admin�CONTNC7sContracrsiContracts by Year.zls) <br />5. Add contract-to contract tracking system & record routing for the following transactions (ceontine�contracuracking) <br />6. Work with project manager to create contract using CONRAX- program (C: (Documents and SettingsW it Userslkart <br />Menu WrogramslCorporate ApplicationslCONRAA) (2 originals - Lane County 3 copies) or set up contract using . <br />vendor's proposal: <br />7. Review draft contract for insurance requirements, funding source, dates, etc. <br />” y • <br />8. 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/ insurance requirements, add <br />"sign Here" stickers to contract &forward all copies to Contractor for signature. (1CdocslContractslFormsl) <br />10. Upon return of originals from ontractor prepares contract routing form 6(74ocAContractsTormA) <br />❑'YELLOW for operating; GREEN for capital. "Make 2 copies: I w/ contract to CRO; 1 POS/PWM file <br />l ❑ Cover memo REQUIRE for all POS.contracts & all contracts for Kurt or Dennis's signature. <br />11. 1 A d routing slip (yellow'/ slip with notation as to "who needs'to initial sign. <br />y roject Manager'(Initials), ivision Manager( Initials; or Signature) <br />12. ace to red plastic numbered signature file & record on spreadsheet (IFinance&AdminICONTRACTSIRed <br />Numbered Folders.xls) <br />13. 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 />❑ if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />❑ .if contract i§ >$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 />14. "Print" a copy -of ❑ contract ❑ signed contract - 0 amendment ❑ RF ,p LOT in .pdf format& place in- contract <br />folder. 6CdocslContracts0007 - # ...) <br />INSURANCE:' <br />15. Review, insurance requirements w/ Contract Manager. Modifications require HRRSpre- approvaG <br />16. Request insurance information from Contractor. <br />17. Scan insurance certificate(s) & email certificates) and contract to Cathy Joseph,'HRRS for - approval <br />18. Record iinsurance expiration dates in Contract Tracking system (ceonlinelcontracttracking) <br />19. L Other follow -up: <br />t <br />DISTRIBUTION: (When contract is "signed by both parties) > <br />20. (x,-2(0 Contract Administrator: 9Scan signed contract 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 />21. Contract:Manager: Email note the contract has been fully executed and location of files, including.contract'pdf <br />22. /�,; -alv Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. /� Sn Office Supervisor: Review and authorization (prepare, envelop for. Purchasing/CRO or PW Admin/CRO) <br />❑ For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />w /original contract in the pony. Purchasing will process PO'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 separate form for CAPITAL PROJECT processing instructions (GJN's) <br />*PWA handles both, capital $ and some grant $. *PWM/POS Financial.Analyst.handles operating $, some capital $ & some grants. <br />ContractftcessChecklist.doc 9/19/2006 <br />