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Contract & IGA Check List <br />T his p' k sheet should beat the front of each contract/amendment to show status of contract/amendment <br />Contract �/_ I 093aSo Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service STA /STB /STC ❑ Revenue ❑ Other <br />Contract Mariagen Project Manager's Name: <br />1. Conti act Manager works with Finance for B, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Detei ines funding: ❑ Capital Project GJN Acct Code: <br />p Revenue ❑ Operating Funds: Acct Code: <br />Co N t Administrator's Name: Kris Aanderud T <br />3. k Issue contract number w/ name & description. ❑ Set up contract file with labeLV up electronic file. <br />4. , eco d contract/amendment # (A 1, A2) on spreadsheet 6 Finance& AdminICONTR AC7SContracts.IContracts by Year.x'!s) <br />5. Add ontract to contract tracking system &record routing for the following transactions (ceonitnelcontractrracking) <br />6. Work with project manager to create contract using CONRAX program (C: (Documents and SettingslAll`UserslStart <br />Menul rogramslCorporate ApplicationslCONRAA9 (2 originals - Lane County 3 or setup contract using <br />vend is proposal: <br />7. Revie 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 eview by Project Manager, prepare & attach transmittal letter (LOT) w/ insurance requirements, add <br />"sign ere" stickers to contract & forward all copies to.Contractor for signature. 6CdocslContractsTortnsl) <br />10. _ Upon eturn of originals from contractor prepares contract routing form 6CdocslContractsTormsl) <br />❑ YE LOW for operating; ❑ GREEN for capital. Make 2 copies: 1 w/ contract to CRO; 1 POS/PWM file <br />❑ Co er memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11. Add r uting slip (yellow '/4 slip) with notation as to who needs to initial /sign. <br />Pro ct Manager (Initials), ❑Division Manager ( Initials or Signature) <br />12. Place n red plastic numbered/signature file & record on spreadsheet. ((Finance &AdmiMCONTRACTYRed <br />Numbe ed Folders.xls) <br />13. When file received back, forward as required (without red folder) —first to Karen Loy, PW- Admin. <br />❑ if c ntract involves capital $ with GJN, see back page for routing instructions. <br />❑ if c ntract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />❑ if c ntract is >$I 00,000 or an IGA, forward to PW birector for initials & PWA forwards to <br />❑ Cit Manager's Office for signature. Record date Hof 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. (I V cslContracts12007 - # ... <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre- approvaI, <br />16. Reque t insurance - information from Contractor. <br />17. Scan i surance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS for approval <br />18. Recor insurance expiration dates in Contract Tracking system (ceonlinelcontracttracking) <br />19. Other ollow -up: <br />DIS I U ON: (When contract is signed by both parties) <br />20. Contra t Administrator: ❑ Scan signed contract with routing sheet (.pdf). File originals and note electronic <br />V � folder ocation. 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. Contra tor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. �Sr. Of ce 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 />❑ For apitaI projects (green), mark & send to PWA. (See separate checklist for project processing details.) <br />*See separate form for CAPITAL PROJECT processing instructions GJNs) <br />P � P g (GJN' <br />s) <br />, <br />*PWA handles both capital $ and some grant $. *PWM/POS Financial Analyst handles operating $, some capital ?$ & some grants. <br />ContractProcessChecklist.doC s -9/19/2006 <br />