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G <br />Contract & IGA Check List <br />This , <br />pink sheet should be at the front of each contract/amendment to show status of contract/amendment <br />Contract �� ��'�� or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Types O IGA 0' Prof/Persbnal Services ❑ Trade Service ❑ STA /STB /STC ❑ Revenue q Other <br />Contract Manager/Project Manager's Name: � n,��Y\a <br />1. Contract Manager works with Finance for B, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Coder <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Cont ' c Administrator's Name: Kris Aanderud , <br />3. Issue contract number w/ name & description. ❑ Setup contract file with label. ❑ Set up electronic file. <br />4. Record corttract/amendment # (A1, A2) on spreadsheet ( Winance& AdminICONTRACTSContracts .IContracts by Year.xls) <br />5. Add contract to contract tracking system & record routing for the followingtransactions (ceonlln0contracumcking) <br />6. Work with project manager to create contract using CONRAXprogram (C:Odcuments `and SettingsUll UserslStart <br />MenOprogramslCorporateApplicationslCONkuq (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 />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,, 6CdocslContractslFormsl) <br />10. Upon return of originals from contractor prepares contract routing form 6CdocslContractsTormsll) <br />YELLOW for operating; GREEN 'for capital`. Make 2 copies: 1 w/ contract to CRO; 1 POS/PWM file <br />n ❑ Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />Add routing slip (yellow 1 /4 slip) <br />h notation as to who needs to initiaU <br />❑Project Manager (Initials), 20ivision Manager ( Initials or ignature) <br />12. �� Place in red plastic numbered/signature file & record on spreadsheet (Tinance &AdmWCONTRACTSIRed <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 ❑ amendment ❑ RF ❑ LOT in .pdf format & place in contract <br />folder 6gdocs 1 Contracts12007- # <br />INSURANCE: <br />15.. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre - approval <br />16. t Request insurance information from Contractor. <br />17. 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 />19.:- Other follow -up: <br />DIST I TON: (When contract is signed by both parties) <br />20. J 0 i Contract Administrator: ❑ Scan 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..5 l 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 Purchasing/CRO or PW Admin/CRO) <br />❑ For perating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />U w/ iginal 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 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 />ContractProcessChecklist.doC 9/19/2006 <br />