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This pink sheet shou at the ,front o Contra <br />f each ontraot/amendment to s status o <br />f contract/ariiendment <br />• <br />Contract or Amendment # (Use a new checklist form for each contract & amendment) <br />" Contract Type: 0 IGA ❑ Prof/Personal Services O Trade Service 0 STA /STB /STC O Revenue 0 Other <br />Contract Manager/ProjectManager's Name: <br />l . Contract Manager works with Finance for B, O'RFP, ❑ RFQ (contracts >$5,000). <br />2. Determines funding. ❑ Capital' Project• 'GJN Acct Code: <br />0 : Revenue ❑ Operating Funds: Acct Code: ' <br />*td <br />nistrator's Name:•' Kris Aanderud <br />sue. contract,number w/ name & description. ❑ Set up contract file with label. 0 .Setup electronic file ecord contract/amendment #(A 1, -A2) on spreadsheet'f inance& AdminICONTRAC7SContractsiContra6ts by Year.xis) <br />5. dd contractto contract tracking system & record routing for the following transactions (ceon(inelcontracaracking)' <br />6. ork "with project manager to create contract using CONRAX program(C. Documents,andSetringsWll. UserslStart. . <br />MenulNogmmslCorporate ApplicauonslCONRA 9 (2 originals Lane County 3 copies) or set up contract using <br />vendor's proposal. <br />7. Review draft contract for insurance requirements, fundingsource, dates, eta <br />8; .Email, completed contract to Project. Manager for review, noting specifics unusual.issues: " <br />9. After review by Project. Manager, prepare &attach transmittal letter (LOT) w% insurance requirements, add <br />"sign here sticker to contract & forward all copies to;Contractor for signature 6CdocslContractslFormsl) <br />10., Upon return G <br />of originals from ntractor prepares contract routing form (1CdocslContracrslFormsl) <br />0 YELLOW for operating`, `jREEN for capital. Make.2 copies: 1' w/ contract to•CRO; 1 POS/PWM file <br />0 Cover memo REQUIRE for. all POS contracts & , all contracts for Ku 'or Dennis's signature. <br />11 3 CG Add routing-slip (yellow 1 14 sli ) with notation as to who needs to initi sign: <br />(Project Manager Initials),Wivision Manager ( jnitials or Signature) . <br />..12. -� .C)� Pla in red plastic numbered/signature file & record on s preadsheet. (Winance &AdmkCONTRACTSIRed. <br />Numbered Folders.zls) <br />' 13. When 'file received back, forward as required'(without red folder) first to Karen Loy, PW- Admir. . <br />0 if contract involves capital $ with GJN, see back page. for routing ;instructions. <br />Lj if contract - is >$25,000 or an IGA, forward to?ublic Works Director for signature; or <br />0•if contract.is >$I00,000 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 0. signed contract ❑ amendment 0 RF ❑ LOT in :pdfformat &place in contract <br />fold er. 6CdooslContractsl200T# ...) <br />IN SURANCE: <br />15. Review insurance requirements w/ Contract Manager. Modifications require MRRS pre - approval <br />16. , Request insurance information from Contractor. <br />Scan insurance, certificates) "& email certificates) and contract, to Cathy Joseph, ERRS for approval <br />J 8 Record insurance expiration dates in Contract Tracking: system (ceonlinelcontracttrackin� <br />19. Other follow -up: ; <br />DI T BUTION (When contract is signed by both parties)., <br />20 Contract �ldmiriistrator ❑ Scan signed contract with routing sheet (.pdf). ' File' originals and.note electronic . <br />folder location. Include on top of c'oritract this flow ch %checklist• along'wrth a financial spreadsheet <br />. 113 1 ` . Contract Manager: Email note the contracthas•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 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.contractto the CRO. <br />, ❑.For 6a0ital,projects (green), mark & send to PWA. (See separate the °cklist 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 />a <br />ContractProcessChecklist,doc 9/19/2006 <br />