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• 4 <br />Contract & IGA Check List _ <br />This pink sheet should JeRthe front. of each contract/amendment to show's�"atus of contract/amendment <br />Contract OL���'� J� �� or Amendment # . (Use a new, checklist form for each contract & amendment) <br />Contract Type: O IGA . 0 Prof/Personal Services ❑ Trade Service $STA/STB /STC ❑ Revenue . ❑ Other <br />Contract Manager/Project Manager's Name: '" / /L2 /1_ <br />1. Contract Manager works with Finance for ❑ RFB,'❑ RFP, ❑ WQ (contracts >$5,000) <br />2.' Determines funding: JXCapital Project GJN Acct Code: <br />❑ Revenue . 0 Operating Funds: Acct Coder <br />Contr t Administrator's Name; Kris Aanderud <br />3. Issue contract number w/ name& description., ❑ Setup contract file with label. ❑ Set up electronic file.' <br />4. Record contract/amendment # (A 1, A2) on spr eadsheet (( Finance &AdinWCONTRACTSContracts .(Contracts by Year.zls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonhnefcomracWacking) <br />6. Work with project manager to create contract using CONRAX program (C.•IDocuments and SettingsWil UserslStart <br />MenulProgramsICorporate ,4pplicationslCONRAA9 (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. (ICdocslContractsTormsl) <br />10. Upon return of originals from contractor prepares contract routing form 6CdocslContractslFormsl) <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 1 /4 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 &AdmWCONTRACTSIRed <br />Numbered Folders.zls) <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 />0 City Manager's Office for signature. Record date of transmittal in Contract Tracking System. <br />14. ' "Pr'int,' a copy of ❑ contract O. 'signed contract ❑ amendment ❑ ❑ LOT in .pdf format& place -in contract <br />folder.', 6CdocslContracts12007 -# ...) .,f.� �1�' ✓C 'lG�� <br />w <br />Tl►T[9TT" 1 XTl1 . - <br />15. Review insurance requirements w / Contract Manager. Modifications require HRRS pre- approval. <br />16. Votherfollow-v: 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 (ceonlinelcontracttracking) <br />- 19. <br />DISTR BUTION: (When contract is signe by both parties) <br />= : -20.' - -Contract-Administrator: can- signed - contract - with routing -sheet (:pdf): File -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. 011 Contractor: Mail one on inal :contract with letter of transmittal Lane County gets two copies) <br />g � ty g P ) <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 />., <br />*For capital projects (green), mark & send to PWA. (See'separate checklist for project processing details.) <br />*See separate form for 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 />