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t <br />)� Contract & IGA Check List �. <br />This pink sheet should be at the front of each contract/amendment to show status of contract/amendment <br />Contract or Amendment # (Use a riew checklist form for each contract & amendment) <br />Contract Type: 0 IGA 0 Prof/Personal Services • 0 Trade.Service 0 STA /STB /STC 0 Revenue ❑ Other <br />Contract Manager/Project Manager's Name: <br />1. Contract'Manager works with Finance for ❑ RFB, ❑ RFP, ❑ RFQ (contracts' >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ .Operating Funds: Acct Code: <br />Contra pt Administrator's Name: Kris Aanderud <br />3. Issue contract number w/ name & description. ❑ Set up contract file with label. ❑ Set up electronic -file. <br />4. Record contract/amendment # (A1, A2) on spreadsheet ( lFinance& AdminICONTRACTSContractslContractsby Year.xls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceontineiconrractrrackmg) <br />6. Work with project manager to create contract using CONRAX program (C.- Documents and SettingsW 11 UserslStart <br />MenulProgramslCorporate App[icationslCONRAJi7 (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 6CdocslContractsTormsl) <br />10. Upon return of originals from contractor prepares contract routing form 6CdocslContractsTormA) <br />❑ YELLOW for operating; ❑ 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 />11. Add routing slip (yellow'/ slip) with notation as to who needs to initial /sign. <br />❑Project Manager (Initials), ❑Division Manager ( Initials or Signature) <br />12. Place in red plastic numbered/signature file & record on spreadsheet ((Finance &AdminICONTRACTSIRed <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 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 0 contract ❑ signed contract ❑ amendment 0 RF ❑ LOT in .pdf format &,place in contract <br />folder 6CdocAContracts00074 ...) <br />INSURANC , <br />15. Review insurance requirements w/ Contract Manager. Modifications 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 (ceonlinelcontracttrackln - - - <br />19. Other follow -up: <br />DISTR�I ;TION: (When contract is signed by both parties) t <br />20. 1 0 /X 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. Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. 0 Sr. ,Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />OF or 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 PROJECT processing instructions (GJN's) <br />*PWA handles both capital $and some grant $. *PWM/POS Financial Analyst handles operating $, some capital $ & some grants. <br />ContractP rocessCheckiist.doc 9/19/2006 <br />