New Search
k <br />' Contracf &IGA Check List - - <br />This pink sheet should be the front of each contract/amendment to show s atus of contract/amendment <br />Contract %(j ?`j or Amendment # ' (Use a new checklist form for each contract & amendment) <br />Contract Type: O IGA ❑ Prof/Personal Services ❑ Trade Service, STA /STB /STG U Revenue E7 Other <br />Contract ManagerMroject Manager's Name: l I V'► lYrifL ' <br />1. Contract Manager works with Finance fb RF El RFP,.p RFQ (contracts >$5,000) <br />' 2. Determines funding: Project. GJN ' 6 Acct Code: ; <br />Revenue 11 Operating Funds:. • Acct Code: <br />,—Contra' act ministrator's Name: Kris Aanderud <br />3: Issue,coritract number w /name'& description-0 Set up contract file with label. ❑ Set'up electronic file. <br />4. Record contract/amendment # (A A2) on spreadsheet (( Finance& AdminICONTPACTSContractslConrracrs by Year.x'is) <br />5. -1 Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracrtracking) <br />Work; with project manager to create contract using CONRAX•program (C: IDocumenrs and SetringslAll Userslstart <br />MenulProgramslCorporate ApplicationslCOATAA9 (2 originals - Lane County 3 copies) or set up contract using . <br />vendor's proposal. <br />Review draft contract"for insurance requirements, funding source, dates, etc: <br />9 After review by Project Manager, prepare & attach transmittal specifics or unusual Issues; <br />8 Email completed contract to Project Manager for review noting <br />- letter (LOT) w/ insurance `requirements, add' <br />"sign here" stickers to contract &. forward all copies to Contractor for signature: 6CdocslContractsTormsl) <br />l0. Upon;return of •originals from contractor prepares contract routing form 6CdocscontractslFormsl9 <br />YELLOW ;for operating; ❑ GREEN for. capital. Make 2 copies: .1 w/ contract to CRO; 1 POS/PW1VI file <br />Q Cover "memo REQUIRED for all POS contracts . & all contracts for:Kurt or Dennis's signature. <br />11, Add routing slip (yellow'' /o slip) with notation as to who needs to initial/sign. <br />❑Project Mannager (Init als),'❑DivisionManager ( Initials or Signature) <br />12. ` Place in red.plastic numbered/signature file & record on spreadsheet. (IFinance&AdminICONTRACTSIRed <br />Numbered Foldersxls) i <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 pagefor routing instructions } . . . <br />P <br />❑ 'if contract is >$25,000 or an IGA ' forward to' Public. Works Director for ,signature, or <br />❑ if contract is >$I00,000 or an IGA, forward to,PW Director for initials & PWA forwards to <br />❑ City Manager's Off ce for si ature. Record date df transmi n C tract Tracking System. <br />gg�� ppnn <br />14. ' "Print" a copy of ❑contract B'signed contract ❑ atendment t% AOT in .pdf format & place in contract . <br />folder., 6CdocslContractsl2007 - # j <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. Modifications- require HRRS pre- apprgi4l. <br />16:: Ll Request insurance information from Contractor:.. <br />11.- Scan insurance - certificates) & email.certificate(s) and. contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates in Contract Tracking system. (ceonlinelcontracttracking) " <br />I 9:: Other follow -up: <br />DISTRIBUTION (When contract is signed by both parties), ' <br />20. 'Contract Administrator: ❑ Sc signed contract with routing sheet (.pdf). File originals and note electronic <br />folder location. Include on top of contract this flow-chaWchecklist.along with a financial spreadsheet <br />Contract Manager: Email note the contract has been fully - executed and location of files, including contract pdf <br />22'' — l Contractor: Mail one original contract:with letter of transmittal (Lane County gets two copies) <br />23. I <br />Sr. 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 />or capital projects (green), mark & send to PWA. (See separate checklist for'proiect 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 />.:`:. ContractProcessChecklist.doc /19 <br />" #. 9 /2006 <br />