New Search
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 v 5 , <br />or Amendment # (iJse a new checklist form for; each contract &amendment) , <br />Contract Type: 0,I GA ❑.Prof/Personal Services ❑ Trade Service 0 STA /STB /STC ,0 Revenue; p Other <br />i <br />Contract Manager /Project Manager's Name:' t ; <br />1. Contract Manager works with Finance for ❑ B, ❑ RFP, 0 RFQ (contracts ?$5,000) <br />2. Dete , I ines funding: ❑ Capital Project GJN Acct Code: <br />F <br />Revenue ❑.Operating Funds: Acct.Code: <br />Contract Administr toe's Name:. Kris Aanderud <br />3.. Issue contract number w/ name & description. ❑ Set up contract file with label.P up electronic file.. <br />4. Record contract/amendment # (A1, A2) on spreadsheet (( Finance& AdminICONTR .4CTSContrbcts4Contracts by Year:xls) <br />5:-1 Add contract to contract tracking system& record routing for the following" transactions (ceonlinelcontracttracking) <br />`6. Work with project manager to create contract using CONRAX program, ((7: (Documents and SettingsWl UsersOart <br />Menu WP ogramslCorporate ApplicationslCONRAX) (2 originals - Lane County 3 copies) or set up contract using <br />vendot's proposal: <br />7t, Revie 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 OlCdocslContractsTormsl) <br />- ❑ YEL LOW for operating; b. 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 />1 Add ro�ting slip- (yellow ' %a slip) with notation as to who needs to initial/sign. <br />❑Pro t Manager (Initials), ❑Division Manager ( Initials or Signature) <br />1 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 />0 if contract involves capital $ with GJN, see back page for routing instructions. . <br />0 if contract is :$25,000 or an IGA, forward to Public Works Director for signature, or <br />0 if co' tract is >$I 00,000 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 />"Print" a copy of ❑ contract 0 signed contract ❑. amendment ❑ RF ❑ LOT in .pdf format & place in contract <br />folder. 6CdocslContractsk2007 -# ...) <br />INSURANCE: <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 />1.8.. Record insurance expiration dates in Contract Tracking. system. (ce.onlinelcontracttracking) <br />19. Other f (low -up: <br />DISTT I UTION: ( en contract is signed by both parties) <br />20. 1 11j dy Contract ❑ Scan signed contract with routing sheet (:pdf). File originals and note electronic . <br />older,-location. _Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />2T. � d0Contract Manager: Email note the contract has-been fully, executed and location of files, ,including contract.pdf <br />22. ontractor: 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 />C For gperating contracts (yellow sheets), mark, "Purchasing" and "CRO" on bottom of routing sheet & send <br />w/ orig nal 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 $Jsome capital $ & some grants. <br />ContractProcessChecklist, 106 9/19/2006 <br />