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Contract & IGA Check List <br />This pink.sheet should be, at the'front,of each contracb'amendment to show status of contraet/amendrnent <br />Contract -0\ 0 bS3Sb or Amendment.# (Use a new, checklist form for each contract & amendment) <br />Contract Type:'❑ IGA• ❑ Prof/Personal Services (Trade Service ❑ STA/STB/STC Revenue 0 :Other <br />Contract Manager/Project Manager'sName:. SCO* <i~1~r1 c <br />1. Contract Manager works with Finance for RFB; ❑ RFP, ❑'RFQ (contracts,>$5,000) <br />2, Determines funding: DZ7Caprtal`Project> GJN Acctt Code <br />11 `Revenue Operatitig:Funds Acct Code <br />Contract Adininisteator's Name: Kris Aanderud <br />3. Issue contract-numberw/`name:&-description. ❑ Setup contract'file with label: ❑,Set up electronic file'. <br />4. T y - Record contract/amendment # (A°i, A2)non`spt-eadsheet`(1Fimancedm <br />&AinICONTRAcncontracts.IContracts by Year:xls) . <br />5. Add contract to contract ;trackirig system'& record routing for the following transactions (ceonltneiconrracrrracangJ, <br />6. Work with project'manager'to create contract usingCONRAX:program (CWbcuments and SettingsWl <br />UserslSrarr' <br />fifenulProgramslCorporate ApplicationslCONRAA9 (2 originals Lane County, 3"d00pies) or setup;contract using <br />vendor's proposal ` <br />7. Review-draft contract for insurance requirements, funding source, dates, etc. <br />8.:: Email corripleted.contract to, Project Manager for review, noting specif cs 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 ignature (ICdocslConCractslFormsl) <br />10. ..Upon return; of originals:from contractor prepares,contract routing form (ICdocslCoritractslFormsl) <br />❑ YELLOW •for operat ngGREEN for capital ".Make2 copies ..1'.-w/ contract to .CRO; iI POS/PWMfile <br />11 Cover mernb REQUIRED for all POS contracts &:all contracts for Kurt or;Dennis's signature. <br />11. Add routing slip` (yellow shp).wtth notatlon as to who needs to mrtial/sign.,-❑Project manager•(Initials),'ODivision Manager ( Initials or Signature) <br />12. Place in red.plastic numbered/signature.file & record on spreadsheet (iFinance&AdminlCONTRAeTSIRed <br />Numbered Folders.zls): <br />13. When`file receivedback,eforward as required (without red folder)" first to: dren.Loy, PW-Qdmtn- <br />❑ 1f contract involves `coital $ with GJN, see back page for routing instructions. <br />D if contract is >$25,000 or ail IGA; forward to Public:Works pirector for signature, or <br />11 if contract is >$j 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 to Contract Tracking 'Sys'tem <br />14. "Print" a-copy of p contract ❑ signed contract- ❑ amendment ❑ RFC FT LOT in pdf format. & ,'place in contract <br />folder. 6CdocAco-ltracis12007 # <br />INSURANCE: <br />15.. Review insurance requirements w/Ct Manager.. Modifications-require HRRSpre-approval. <br />( 16. Request insurance information-fromContractor:,. <br />17. Scan irisurance:certifcate(s) & email certifcate(s) and contractto Cathy Joseph`, HRRS for-app"roval <br />I <br />18. Record insurance expiration dates in Contract Tracking system. (ceonlinelc6n#acttracktng) <br />19. Other follow up: <br />DISTRIBUTION: (When contract is signed by both parties) <br />4 Contract Administrator: Scan.signed contract with routing sheet (.pdf): -File-originals" and note electronic <br />folder location Include on top of;contract this flow chart/checklist along with a. financial spreadsheet <br />21.Contract Manager: EmailVnote ttie"contract has been fuhy_executed and `location offles, includmgecontract:pdf <br />22. ~X11 Z.~ Contractor. Mail'one original contract with letter.of transmittal,{Lane County gets two copies0- <br />23. : 9/-),S Sr. Office-Supervisor Review and authorization-(prepare envelop for,Purchasing/CRO or PW Admin/CRO)- <br />F] For operating contracts (yellow.sheets); mark,-.Purch acing 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 />XFor capital projects (green), mark & send to RWA. =(See separate, checkhsf:for,project processingdetails.) <br />*See separate form for CAPITAL PROJECT processing-instructions (GJN'"s) - <br />*PWA handles both ca ital $ and'some granf$. *PWM/POS Financial Analyst' handles operating some capital'$ & some grants. <br />p - <br />ContractProcessCheck Iisl doc ` <br />. , ~ _ -.:911912006 ' <br />