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A Contract & IGA Check List , • <br />This pink.sheet should b at the front of each contract/amendment : to show status of.contract/amendirient <br />Contract ') ?5 6 53(Q �1, or Amendment # (Use anew checklist form for each contract &amendment) amendment) ,- <br />Contract Type D 16A' O •Prof/Personal Services 0 Trade Service ST STB /STC D Revenue ❑ Other <br />ContracflYlanager /Project'Manager's Name: ' <br />1 Contract Manager works with Finance for B, 0 P,. ❑ RFQ (contracts >$5,000) .' <br />2 Determines funding: •L` Capital Project- ,GJN. 6 Acct Code: <br />- <br />❑Reve <br />nue ❑.Operating Funds . Acct 'Code: <br />Cori ct Administrator's Name ' .Kris Aanderud <br />3 Issue contract number w /name & description 41dt up contract file with label. l et up electronic file <br />4. ` Record,contract/ amendment# (Al, `A2) on spreadsheet (( Finance& AdminlCO1V1RAC7sConrractsiConrracts by Year:xls) ` <br />5..,. - Add contract to contract tracking�system &.record routin the.followi <br />g for ng transactions (ceonlrne�conrracrrrackrng) <br />6. Work wrth°project manager'to:create contract using CONRAX program (C: (Documents and SetringsWll Userslstart <br />Menul ,rogramslCorporate ApplicationslCONRAX) (2'orlglnals - Lane County, 3 copies) or's`et up'contract using <br />vendor's proposal. . <br />7 Review: dra q ft contract for insurance re uire funding source; dates etc. <br />8 E iail,com p leted contract to Pro ect Manager for review, noting specifics or.unusual issues. <br />9. . Afterreyiew'by Project` Manager,,prepare &;atEach transmittal letter ( LOT) w/ insurance requirements; add <br />ign here" stickers to contract & forward all copies to Contractor for signature . {6CaocslContraetslFormsl) V <br />Upon return of, originals from coo' tractor prepares contract routing form (1CdocslConrracrslFormsl) <br />r❑ YELLOW foro eratin[�G p` pI <br />BEEN for capital Make 27co ies: l w/ contract to CRO; 1 POS/PWM <br />. P . g, file <br />Cover memo REQUIRED,for.all'POS contracts & all contracts.for Kurt or Dennis's signature: <br />11.., Add routing Slip :(yellow 1/a slip) with notation as to who needs to initial/sign. <br />12 4 � Place in d�ast c num nature`f 1 &�ecord o Inifials or � Signature) <br />❑Division <br />p g nspreadsheet. ((Finance &AdminICONTRACTSI Red . <br />Numbered Folders.)ls) <br />13. When`f le received back, forward as required (wrtliout_red folder) -first to Karen Loy,' PW- Admin. <br />A <br />❑ , contract:involves capital $' ith GJN, see back page:for routing instructions. <br />0 if contract is >$25,000 or a f IGA, forward to,Public Works . Director for signature, or <br />❑ if contract is >$1 or- IGA;eforward to PW>Dtrector for initials &`PWA'forwards to <br />ti <br />❑ City Manager's Office for sig�aature. Record date'of transmitta n C �tract.Tracking System. <br />14 "Print" a copy of 0 contract F9 signed contract ❑. amendment-( O LOT in,.pdf format & place: in contract .{ <br />s <br />folder' 6Cd6cslContm&s0007 #; ...) <br />:. INSURANCE y. <br />15 Review insurance requirementiw/ Contract Manager: Mod f cadons require HRRS pre- dpprova� <br />16.'� , Request insurance from Contractor' <br />17 Scan insurance certificates) &email certificate(s) and contract to CathyfJoseph, HRRS for - approval <br />18r Record insurance expiration dates in Contract: Tracking system (ceonlinelcontracttrackinj) <br />19. Other follow -up: <br />, <br />DIST IB TION: (When contract is signed by both parties) <br />Contract Administrator: C7 Scan tgned contract with routing sheet (pdf) File originals.and note electronic <br />folder cation., Include on ,to of contract this flow: chart%hecklist Alon <br />41 g. g with a °financial spreadsheet <br />21 ContractManager: Email note the contract has been fully executed and location of files, including contract pdf <br />22`. Contractor;, Mail "one original .contract. with letter of transmittal (Lane County gets two copies) <br />23, Sr..Office Supervisor: Review and - authorization (prepare envelop" for,PurchasineCRO or,PW Admm/CRO) <br />d For operating, contracts (yellow sheets), mark; "Purchasing" and. "GRO" on bottom of routing sheet &send <br />w /Qrigmal,;contract in the pony. 'Purchasing will process PO's & forward the contract to the CRO. <br />IVF oi - projects {green), mark &send to PWA: (See separate checklst.for protectprocessing details ) <br />*See separate form for CAPITAL PROJECT processing instructions (GJN's) <br />* * some ca ital $. &_some grants <br />PW.A hand p gr . Y p g p <br />les both ca rtal $ andsome ant $ • PWM/POS Financial Anal st�handles o eratin $, <br />ContractProcessChecklist.doc 9/19/2006 . <br />_ <br />