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^ <br />Contract & IGA Checklist r <br />Thl <br />s pink sheet should lthe front of each' contract/amendment to show atus of.contract/amendment <br />GI,L► d �D7 t # or Amendmen (Use checklist form for each contract &'amendment) <br />Contract Type :; ID IGA ❑ Prof/Personal SeNices : 0 .Trade'Service 0 STA/STB /STC EIRevenue l> Other, <br />Contract Manager/Project Manager's Name:" . <br />1. Contract'; Manager: works with :Finance for ❑ RF13, ❑ RFPF O RFQ` ('contracts >$5,000) <br />2 Determines funding:. ❑:Capital Project GJN Acct Codei <br />❑"•Revenue ❑,- Operating Funds- Acct Code. <br />Contra f dministrator's Name ° Kris Aanderud <br />3 Issue con ract.number w /name & description. Set up contract file with label..❑ "Set up electronic file. <br />4 Record:contract/amendment #`(A1, A2) On Spreadsheet ffihance &Ad' WCONTRACTSContractslCon {racts by Year. <br />Add contract to contract tracking system :& record;routing for the.,folloWing transactions (ceontineioonrracrrractang) <br />6 Work with project manager to create contractusing program.( C: ; IDocumenrs and SeltingslAll UserslSiarr <br />-�— <br />Men Progrgnim lCorp6rate,4pplicationslCONRAX) (2',originals '.Lane Coxmty "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 1Vlanager review, rioting specifics or unusual, issues. <br />9. <br />After `review by Project Manager, prepare& attach.transmittal letter.(LOT) w/ insurance requirements, add <br />5 "sign `here "stickers to contract & forward'all copies to Contractor for signature (1CdocslConrracrslFormsl) <br />10.. Upon return of originals from contractor prepares contract routing form- (1CdocslCoiaractslFormsl). <br />r ❑ YELLOW for', operating; ❑ GREEN for "capital .Make ,2 copies f ' w/ contract to`, RO;'.1 POS/PWM file <br />y ❑ Cover memo REQUIRED for_all POS, contracts & all,contracts for :Kurt or Dennis's signature.'`. <br />11. Add routing slip (yellow '/< slip) with notation as to who needs to `mitial/sign. <br />❑FroJect'Manager ( Initials), ❑Division Manager' ( ` Initials or Signature) <br />12 Place m real fil <br />plastic numbered /signature e &record on spreadsheet ( IFinarice &AdrriinlCONTRACTSiRed <br />Numbered Folders'xls) <br />13 en file'received back, forward as re`qulred (without red folder) – first to. Karen" Loy, PW -Admin <br />❑ if contract involves capital. $with GJN, see back page for routin g instructions: <br />❑ "if contract is >$25,000 or an IGA, forward .to'Public; Works'Director for signature, or <br />❑ if contract is >$ 100;000 or an IGA, forward to P >W.Director for initials.& PWA forwards to <br />❑ City lvlanager,,s Office for signature.: ,Record date of transmittal m Contract Tracking System: <br />14. `Print "; a copy of 0 contract 0' signed contract ❑ amendment ❑ RF •❑ LOT in ,:pdf format & place: in contract <br />F folder (PCdocslCordt acts120074 ..) <br />INSURA CE. <br />15. ' Re`'view ^insurance requirement § °w / Contract Manager;: Modifications require HRRSpre- approval. <br />16 Request insurance information from .Contractor: <br />17 Scan <br />insurance certificate(s) &email certificates) and to Cathy Joseph, HRRS for approval <br />18 Record insurance expiration dates in, or;tract.. acking system (ceonlinelcontracttrackin� <br />19 Otherrfollow up <br />A , <br />DISTRIB VTION (When contract is signed by liothparttes). <br />20. °.$ = Contract Administrator: ❑4Scan signed ;contract= with - routing sheet (:pdfj File originals and note electronic <br />folder location. Include on top�,of contract this flow chart/checklist along With a financial°'spreadsheet . <br />21..', Contr Act Manager: Erriail note the contract has been fully executed`and location files, including contracfpd <br />22. Contractor: Mail one on inal contractWith letter of transmittal Lane Court gets two co pies <br />I <br />g (. rig p ,)Y <br />23:; Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO'or PW Admin/CRO) j <br />❑ For operating contracts <br />t <br />(yellow sheets), mark: "Purchasing " >and ` °CRO" onbottom of routing sheet & "send <br />w /'original. contrac in the - 'pony. 'Purchasing will "process PO's forward the'contract ^ to the CRO:" <br />a 01 For capital projects (green), mark & °send to PWA- (See separate checklist for,project processing details) . <br />*See separate form "for CAPITAL PROJECT'processing instruct 'ions (GJN's) <br />*PWA handles�both capital $.and some.grant $. ; *PWM/POS Finaricial Analyst handles operating $, s;ome capital $ & :some "grants. <br />w <br />. ' ContractProcessCheckhst•doc °` 9/19/2006 <br />