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Contract & IGA Check List <br />This- pink.sheetshould be at the front - of each contract/amendment:to.show atus of contract/amendment <br />Contract , ..0 or Amendment # (Use anew ' checklist for each contract & ,amendm <br />.. ent) - <br />Contract T YP 0, e• IGA IM Prof/Personal Services 0 Trade Service J STA /STB /STC ❑Revenue ❑Other <br />Contract Manager/Project Manager's Name: <br />l . lm 8 Contract Manager works with Finance for ❑ RFB, ❑ RFP ❑ RF contracts >$5,000) <br />2.. Determines funding: ❑ Capital"Project GJN Acct Code: <br />,0`: Revenue D Operating Funds Acct Code: <br />Contra Name:, Kris Aanderud <br />3, Issue contract number w/ name.& description: ❑Set up contract file with label. ❑Set up °electron cfile <br />4.` Record contract/amendment # (A1 A2)'on Spreadsheet f finance& AdminICONTRAC7SContractslContracts byYear.xls) <br />5. = Add contract to contract tracking system & record routing for the following trarisactions �(ceonlinelcontracrcraoktnx) ` <br />6. . Work with project manager to create contract using CONRAX program (C (Documents and SettingsWil UserslStart <br />MenuWrogramslCorporateApp licationslCONRAX),(2`orlginals - Lane County 3 copies) or setup contract using <br />vendor's proposal. <br />T ., Review <br />draft contra for insurance requirements,, funding source; dates, etc: <br />8. Email completed contract to Project- for- .review; noting specifics or.unusual issues. <br />= 9. <br />Aft review by_Project`Mariager, prepare &attach transmittal•letter (LOT) w/ insurance requirements 'add <br />' here" stickers to.contract& forward all copies to Contractor for: <br />signature. (1CdocslContractslFormsl) <br />10 Upon return of originals from contractor prepares contract routing form 6CdocslConrracislForms9 <br />'. ❑ YELLOW for operating;GREEN for - capital., Make 2 copies: 1.w/ contract to CRO -1 POS/PWM file . <br />q <br />❑ Cover "memo REQUIRED for all POS contracts & all contracts for.Kurt or Dennis's signature. <br />11. / Add routing slip (yellow '' /a slip)`with:notation as to who needs to initial/sign. <br />❑Project Manager (Initials), DDivision Manager ( Initials or Signature <br />C l . 1 ), <br />12. Place in red plastic riumbered/signature file & record on spreadsheet. (IF,inance &AdminICONTRACTSIRed ' <br />c - - " Numbered Folders.xls <br />13. ql g When.file received back, forward as required (without "red folder) first to -Ad Loy, PWmin. <br />❑ if contract involves capital'$ with GJN,'see back page for routing nstruch n . <br />f contract is 425,600 or an IGA, forward to Public Director for signature, or <br />p if contract is >$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 0 amendment ❑ RF ❑ LOT•in .pdf format & place in contract <br />folder :.6I docslContrbctA2007 - # ...) <br />INSURANCE: <br />15: Review insurance requirements w/ Contract Manager. Modifications. require HRRS pre- approvab <br />16. Request, insurance information from Contractor: . <br />' 17. - Scaninsurahce certificates) & email certificate(s) and` contract to Cathy Joseph, HRRS for approval <br />.' . 18. °` ° ; Record insurance expiration dates in C ntract TrA cking system - (ceonline.lcontracttraclnng) <br />19: ' ; � Other follow -up: S 1 <br />DIST BUTION : `(When contract is signed by -both parties) <br />20:. Contract Administrator 0 Scan signed contract with routmg'sheet (.pdf) File originals and note electronic <br />folder location.. Include on top of contract this flow chart/checklisvalong with a financial, spreadsheet ` <br />Contract Manager:' 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., gf :office` Supervisor: ;Review and authorization (prepare envelop for Purchasing/CRO orPW Admin/CRO) . <br />❑ For operating contracts (yellow sheets), mark "Purchasing ". and "CRO on, bottom of routing sheet send <br />w/ original contract in the pony. Purchasing will process PO's. & forward the contract to the CRO. <br />❑ For,capital.projects (green), mark & send to'PWA_.. (See separate checklist for project processing details.) <br />*,See separate form for CAPITAL' PROJECTprocessing instructions (GJN's) <br />* PWA handles both capital $and so , p me grant $.'. 4 PVRVI/POS Financial Analyst.handles operating $; some capital $ &some.grant. <br />C6ntractProcessCheckli st. doc' <br />9/19/2006 <br />