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v <br />Contract & `IGA Check List <br />This pink sheet should' eat the front of each•contract/amendment to show statusof contract/amendment - <br />Contract or Amendment* (Use a new checklist form for each contract &.amendment) <br />Contract Typer0,16 A ❑ Prof/Personal Services ~ ❑ Trade Service, X$TA/STB/STC- ❑ Revenue. ❑'-Other' <br />Co'ntract"Manager/Project Manager's Name` A <br />1.. Contract Manager works with Finance for ❑ RFB, RFP, RFQ (contracts >$5000) ' <br />2. Determmes.funding: ❑ Capital Project; GJN Acct Code: <br />❑ .Revenue ❑ gperatmg.Funds ,;Acct Code: <br />Co4LI, ministrator.'s Name: Y Kris 'Aariderud <br />3 Issue. contract number w/,name'& description.: D Setup contract file with label. ❑ Set' electronic file.,:,:, <br />4 Record c ontract/amendment #'(A1;.A2). oil- spreadsheet Winance&Adm nICONTRACTSContracts,IConrracrs by lear.zls) <br />'5_; Add contract to contract-tracking system'&. record routing for the following ransaction"s (ceoriitnelcontracrrrackin~ <br />6 Work with project manager to create contract using CONRAX program (C: (Documents and SeitingsW ll UserslSrarr <br />?MenulProgramsldorporate Applicat onslC70jy I~.r(2, originals - Lane County, 3 'copies) or. setup contract using <br />vendor's :proposal; <br />7. Revte`wdraft contract'for-insurance requirements,'funding source; dates, etc: <br />8: ; Email completed contract to ProjectManager for review; noting specifics or unusual issues. <br />9. After review by Project Manager; prepare &'attach transmittal letter{L OT) w/ insurance requirements, add <br />`sign,here".stickers to contract:& forward all copies to Contractor for signature': (ICdocsOntractslFormsl) <br />10. Upon return- of originals from contractor prepares contract routing form 6CdocslContractslFormsl) <br />C7 YELLO.W.for operating,' O GREEN for capital.6 Make 2 copies: l w/ contract to CRO;'1 POS/PWIvI file- <br />❑-Cover` memo REQUIRED for al[PO,S contracts & all contracts-for Kurt or :I erims's signature., ; <br />11. Add routing slip (yellow,: slip) wit h=notation as to who needs to initial/sign., <br />❑Project Manager (Initials), QDivision :Manager ( Initials or Signature) <br />12. - Place. in red plastic numbered/signature file & record- on. spreadsheet.`'. (IFinance&AdminICONTRACTSIRed <br />~Nuniberect Folders: zls) <br />13. 'When file received back,,forward as required (without red folder) -first to Karen Loy, PW=Admiri.' <br />Q if contract involves `capital:$ with GJN, see back page for;routing instructions. - <br />❑ if contract is >$25;000. or an IGA forward to'Publip Works ;Director for signature, Or' <br />if contract is >$100;000 of an,IGA, forward to PW Director-for initials &'PWA.forwards <br />0 to <br />❑ City Manager's Office for:signature ;Record date of transmittal in Contract,Tracking.System: <br />14. "Print" a copy of..0 contiact~signed: contract ❑ amendment ❑'RF 0 LOT in .pdf format & placem contract <br />folder. (ICdocs.IContracts12007-# <br />INSURANCE: <br />15. ReviewV;insurance requirements w/ Contract Manager.. Modif catlons require HRRS pre=approvaG <br />T6. . Request insurance. information from Contractor. <br />17.. Scan insurance certificate(s) & email certificate(s) and contract to'Cathy Joseph, HRRS for. approval <br />18. Record insurance,ekpiration dates.in,Contraet Tracking system. (ceonhnelcontracttrac1an~ <br />19. Other follow up: a f/r;~ ' ' <br />DISTR _ ; (When contract is s d bboth, parties)20.Contract Admmtstrator: cansigned contract with routmgsheet (.pdf) ,Eile`originalsand note electronic <br /> <br />77'_, folderlocation Include on top of contract this,flow chart/checklist along with a financial spreadsheet <br />21. Contract Manager: Emaifnote the contract has.bee_d&lly executed and. location of fles;.includtng contract pdf <br />22. l I Contractor"c~ Mail one original.contract with letter of transmittal (Lane Cour4 gets two copies) <br />23. Sr. Office-Supervisor Review and authorization(prepare'envelop,for Purchasing/CRO or PW Admin/CRO) <br />❑ For operaring`contracts;(yellow sheet <br />smark "Purchasing" and "CRO" onbottom'of routing sheet & send <br />w/ ongtnal contract in the pony. Purchastng.•will process PO's & forward the contract to the CRO: <br />For capital projects (green), mark A wend to PWA. , (See.separate,checklist for proiecv®kpcessing details.) <br />"See separate form for CAPITAL'PROJECT processing instruotions`(GJN's) <br />*PWA'handles.,tioth,capital,$ and some grant *PWM/POS Financial Analyst handles operating some capital $ &:some grants <br />ContraciProcessCheckiist.doc <br />9/19/2006 . <br />41 <br />