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Contract & IGA Check List <br />This pink sheet should beat the front of each contract/amendment to show status of contract/amendment <br />Contract _ 2W or'Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ASTA/STB /STC ❑ Revenue ❑ Other <br />Contra t nager/Project Manager's Name: <br />1. �ontract Manager works with Finance for ❑ RFB, ❑ RFP ❑ RFQ (contracts 45,000) <br />2. Determines funding:xcapital Project GJN Acct Code:' <br />❑ Revenue > ❑ Operating Funds: Acct Code: <br />Contr9ct Administrator's Name: Kris Aanderud ` <br />3. . Issue contract number w/ name & description. ❑ Setup contract file with label. •p Set up electronic file. <br />4. Record contract/amendment # (A 1, A2) on spreadsheet (tFinance& AdminICONTR AC7 by Year.zls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontractiracktnk) <br />6. 1 Work with project manager to create contract using CONRAX program (C. Documents and SettingsUll UserslStart <br />MenulProgramslCorporateApp licationACONRAX9 (2 originals -Lane County 3 copies) or set up contract using <br />vendo'r's proposal. <br />7. Review draft contract for insurance requirements, funding source, dates, etc. <br />8. Emailicompleted 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 6CdocAContractswormsl) <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 />I L' Add routing slip (yellow '' /a slip) with notation as to who needs to initial /sign. <br />❑Project Manager (Initials), ❑Division Manager( Initials or . Signature) <br />12. 1 Place in red. plastic numbered/signature file & record on spreadsheet ((Finance &AdmWCONTRACTSTed <br />Numbered Folders.xls) <br />13. Whenifile 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 >$100,000 or an IGA, forward to PW Director for initials & PWA forwards to <br />❑ City Manager's Office for signature. Record date of transmittal in Contract.Tracking System. <br />14. 7 "Print" a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in .pdf format & place in contract <br />folder (1 CdocslContractA20074 ...) <br />INSURANCE: I <br />15.. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre- <br />16. Requestinsurance information from Contractor. <br />17. Scan insurance certificate(s) & email certificates) and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration d tes ' Contract Tracking system (ceonlinelcontracttracking) <br />10. Other follow -up: f-r <br />DISTRIBUTION: (When contract is signed by both parties) <br />20. Contract Administrator: ❑ Scan signed contract with routing sheet ( pdf). 'File originals and note electronic <br />folderllocation Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />21. Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf <br />22. 1 Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />p For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />w/ original contract in the pony. Purchasing will process PO's & forward the contract to the CRO. <br />❑ Fors capital projects (green), mark & send to PWA. (See separate checklist for.project processing details.) <br />*See separate form for CAPITAL PROJECT processing instructions (GJN's) <br />.*PWA handles both capital$ and some grant $. *PWM/POS Financial Analyst handles operating $,some capital $ &some grants. <br />ContractProcessChecklist.doc 9/19/2006 <br />