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Contract & IGA Checklist <br />This pink sheet should b` at the front of each contracbamendment to show <br />how status of contract/amendment <br />Contract ` 2_00 /' aJ &q or Amendment # ( tJse anew checklist form for each contract & amendment) <br />Contract. Type: ❑ IGA ❑ Prof/Personal Services 0 Trade Service )( STA/STB /STC . El Revenue ' ❑ Other <br />Contract Manager/Project Manager's Name: <br />Contract Manager works with Finance for 0 RFB, D RFP, RFQ (contracts >$5,000) <br />2. Determines. funding: ❑ Capital. Project -GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct `Code: <br />Conttr c dministrator's —/ <br />Name: Kris Aanderud 21 V <br />3. ' ),Issue contract number w/ name & description., ❑ Setup contract file with label: []'Setup electronic file. <br />Record contract/amendment # (A1, A2) on spreadsheet (( Finance& AdminICONTRACTSContractslContracts by Year.xls) ' <br />5. 7 Add contract to contract tracking system' & record routing for the following transactions (ceonHnelcontradtracking) <br />6. Work with project manager to create contract using CONRAX program (C: (Documents and WI Settings UserslStart <br />Menu WrogramslCorporate ApplicationslCONR M (2 originals -"Lane County, 3 copies) or setup contract using <br />vendor's proposal. <br />7. Review draft contract for insurance requirements, funding source, - dates, eta <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. 6CdocAContractsT & msl) <br />10. -Upon return of originals•from contractor prepares contract routing form 6CdocslContraclsT . orm4 <br />0 YELLOW for operating; 0 GREEN for capital. Make 2 copies: 1 w/ contract to CRO; 1 POS/PWM file <br />❑ Cover memo REQUIRED for`all POS contracts & all contracts for Kurt or Dennis's signature. <br />Add routing slip (yellow ' / slip) with notation as to who needs to initial/sign. <br />gProject Manager (Initials), DDivision Manager ( Initials or Signature) <br />12.,. Place in red plastic numbered /signature. file & record on spreadsheet. (IFinance&AdmWCONTRACTSIRed <br />Numbered Foldersals). <br />13. 7 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 >$25,000 or an IGA, forward to Public Works Director for signature, or <br />❑ if contract is >$I 00,000 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. 6Print" a copy of 0 contract ❑signed contract 0' amendment ❑ RF ❑LOT in .pdf format &place in contract <br />folder. 6CdocslC6ntracts120074 _..) <br />INSURANCE:. <br />15. Review insurance requirements w/ Contract Manager: Modificatlons require HRRS pre - approval. <br />16. 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 expiration dates in Contract Tracking system. (ceonlin0contraettracking). <br />19. Other follow -up: <br />DISTRIBUTION: (When contract is signed by both parties) <br />-20. == Contract- Administrator: -D -Scan signed - contract with- routing- sheet - .(:pdf).:- File - originals- and electronic : : to r <br />21. ON folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />Contract Manager: Email note the contract has been fully executed and location of files, includin&contract pdf <br />22. / Contractor: Mail one original contract with - letter of transmittal (Lane County gets two copies) d'u <br />23.: 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 />w7 original contract in the pony. Purchasing will process PO's & forward the contract to the CRO. <br />0 For capital projects (green), mark& send WPWA. (See separate checklist for project processing details.)_ <br />* p J instructions (GJN's) <br />*PWA handles both a o CAPITAL <br />al $ and ssomOJEa PROJECT ro *P VM OS Financial Analyst handles operating $, some capital $ & some grants. <br />ContractProcessChecklist.doc 9/19/2006 <br />