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Contract & IGA Check List. <br />This pink sheet should othe front of each contract/amendment to show4atus of contract/amendment " <br />Contract or Amendment # . (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service STA /STB /STC 0 Revenue ❑ Other <br />Contract Manager/Project Manager's Name: <br />1. Contract Manager works with Finance for ❑ RFB, .0 RFP, ❑ RF (contracts >$5,000). <br />2. ' Determines, funding: ❑ Capital Project 'GJN Acct Code: <br />' L] ' Revenue 0 Operating Funds:" Acct Code: <br />Contra t Adm � . <br />inistrator's "Name: Kris Aanderud I , <br />3. Issue contract number w/ name & description.. `❑ Set u contract file with 1. ❑ Set u electronic file. <br />, P p <br />4.' 'Record contract/amendment # (A 1, A2) on spreadsheet 6 Finance&A dminICONTRACTSConrractsfContracts by Year.xls) <br />5. Add contract to contract tracking system & record routing for. the following transactions (ceonttnelcontracuracking) <br />6.. <br />Work with project manager to create contract using CONRAX program,(C: (Documents and SettingslAll UserslStart <br />MenulProgramslCorporate ApplicationslCONRAA9 (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: 6iCdocslContractsWorm4 <br />10. ` D Upon return of originals from contractor prepares contract routing form 6CdocslContractsWormsl) <br />YELLOW for operating; GREEN for capital. Make 2 copies: 1 w/ contract to CR0;1 POS/PWM file <br />Cover memo REQUIRE for all POS contracts & all contracts for Kurt or Dennis's- signature. <br />11. Add routing slip (yellow '/4 slip) with notation as to who needs to initial/sign. . <br />0Project Manager (Initials), ❑Division Manager( Initials or - - Signature) <br />12. Place in red plastic numbered/signature file & record on spreadsheet ((Finance &AdmiMCONTRACTSIRed, <br />a Numbered Folders.xls) <br />" 11 d b q t ) y <br />Whenf file received back, forward as re uired, without red folder - -first to Karen Lo , 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 />0 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 0 RF ❑- LOT in .pdf format & place in contract <br />folder (I Cdocs,Contracts12007 - 9 ...) <br />INSURANCE: <br />°15. R eview, insurance, requirements w/ Contract Manager.;_ Modifications require HRRS pre- approvdL <br />16. Request insurance information from Contractor., <br />certificate(s) <br />18. Record insurance expiration dat email m Contract Tracking contract to Cathy Jos HRRS for approval ` <br />p g ystem ..,(ceonlinelcontracttracking) <br />19. Other r follow-' <br />up; <br />DISTRI TION: (When.contract is signed by both parties) ' <br />20. 0 Contract Administrator: ❑ Scan signed contract with routing sheet (.pdf). File originals and note electronic <br />folderklocation.. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />­21 In ` 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. 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 />w/ original contract in "the pony. Purchasing will process PO's & forward the contract to the CRO. <br />p 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 />ContractProcessChecklist.doC -9/19/2006 <br />