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Contract & IGA Check List • <br />This pink sheet should bed the front of each contract/amendment to show status of contract/amendment <br />Contract �� 7� � ��� or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Per os nal Services ❑ Trade Service Z S�STB /STC ❑ 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 />0 Revenue ❑ Operating Funds: Acct Code: <br />Contract-Administrator's Name: Kris Aanderud <br />3. , 1 bl Issue contract number w/ name & description. ❑ Set up contract file with label. ❑ Set up electronic file. <br />4. I ft& Record contract/amendment # (A1 A2) on spreadsheet ( Ifinance &AdmWCONTRAC7SContracts (Contracts by Year.xls) <br />5. Iff7111 Add contract to contract tracking system & record routing for the following transactions (ceonlineicomracaradx ng) <br />6. Work with project manager to create contract using CONRAX program (C: (Documents and SettingsUll UserslStarr <br />Menu WrogramslCorporate ApplicationslCONRA (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 .,6CdocslContractslFormsl) <br />10. Upon return of originals from contractor prepares contract routing form 6CdocslContractsTormA) <br />q YELLOW for operating; O"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. Ad�.routing slip (yellow 1 /4 slip) with notation as to who needs to initial /sign. <br />O�Project Manager (Initials), I ivision Manager (___Ljnitials or Signature) <br />12. ,r Place in red plastic numbered/signature file & record on spreadsheet. (Winance&AdmWCONTRACTSTed <br />]0if mbered Folders.xls) <br />13. ' hen file received back, forward as required (without red folder) — first to Karen Loy, PW- Admin. <br />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 ❑ RF ❑ LOT in .pdf format & place in contract <br />folder (1CdocslContraets12007 - # ...) <br />INSURANCE: <br />15. / Review insurance, requirements w/ Contract Manager. Modifications require HRRS pre - approval <br />16. ----- T 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 (ceonlinelcontracuracking) <br />19. / Other follow -up: <br />VIS�'ION: (When contract is signed by both parties) <br />20. �� Contract Administrator: ❑ Scan signed contract with routing sheet (.pdf). File originals and note electronic <br />n folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />21.. �: I �t 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/origi al contract in the pony. Purchasing will process PO's & forward the contract to the CRO. <br />10/ For capital projects (green), mark & send to PWA. (See separate checklist for project processing details.) <br />*See separate form forlCAPITAL 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. 9/19/2006 <br />