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' Contract & IGA Check List
<br />This pink sheet should l the front of.each contract/amendmenf to show Q.-cs o f coritract/amendment
<br />Contract or Amendment 0 , (Use a new checklist form for each contract &amendment)
<br />Contract Typei ❑ IGA ❑ Prof/Personal Services, ; ❑ Trade Service `C7`STA/STB /STC . ' Revenue Other:`
<br />Contract Manager/Project Manager's Naine: l,.
<br />1 Contract lylatiager,wo' with Finance for 0,•RFB, � •RFP, 0 RFQ (contracts >$5 000)
<br />2 :; Acct Code
<br />Determines 1Unding : ❑ Capital Project GJN
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<br />❑ `Revenue . ❑ Operating Funds t Acct Code-'
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<br />Contract Administrator's Naaie: Kris Aanderud
<br />3. issue contract:number w /name.& description:. ❑ Setrup contract file with label. p Set up electronic file.
<br />4 :Record Co ntract/ameridmerit #:(A A2) on spreadsheet (IFi' ,i nce& Admin) CONTRA CTSContract riContractsbyYear.xls)
<br />I. v cl Add contract to contract tracking system & record routing for the "following transactions ; (ceonl;nelcontractrraeki1w ,
<br />Work with project manager to create ` contract using CONRAX program (CiIDocuments and SettingslAll UserslStart .
<br />MenulProgramslCorporate ApplicationslCONRAX): (2 Originals : Lane Courity, 3 copies).or set up contract using'
<br />vefidor's
<br />tit 16.9 Review draft contract for.msurance requirements, funding source,`dates, etc:,
<br />8. a v' Email completed contract to Project Manager for review, noting specifics or. unusual issues.
<br />' i a After review b Pro ect Mania er prepare & attach transmittal'�letter LOT w/ insurance requ�rement
<br />sin here g, y J g , p P ( )
<br />n here stickers to contract & forward'all copies to Contractor 'for. signature (1CdocslContraciAPormsl)
<br />Upon return of originals from contractor prepares contract routing form 6Cdo'aslC6ntractsTormsl)
<br />� ` ❑: L L OW for operating, (SCREEN for capital. Make 2 copies: l w7,contract to CRO; 1 POS/PWM file
<br />l %Cover inemo REQUIRED for all,POS contracts &all contracts for Kurt or Dennis .'s `signature.
<br />l 1. Add routing slip'(yellow'' /< slip) with notation as to who-needs to initiaUsign: T
<br />OProject Manager (Initials), 6Division Manager'(" Initials or " ' Signature)
<br />12, ` Place in red plastic numbered%signature file & record; on spreadsheet. (IFinance&Admtnl`CONTRACTSIRedr
<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 />contract is >$25,000 or an IGA forward 'to Public Works Director for signature, or '
<br />❑ if contract: g >$100 000 or 'an IGA` f orward to °PW Director for initials & P
<br />WAforwards' to'
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<br />❑ Crt . Mania er's Office for si nature.. Record date_of transm' lttal.in Contract Tracking System. "
<br />14 "Print" a`copy, of 0 contract 0 signed contract ❑ amendment ❑ RF, 0 LO,T in .pdf format &,,place. in contract
<br />folder:,6CdocslContracts12607 #'...)
<br />INS E:' �>.
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<br />15. Review'insurance requirements w /Contract Manager. Modifications require HRR:S pre - approval
<br />16...' Req st insurance mfonnatio from Contractor:;
<br />17: S ; insurance certificates) &: email certificate(s) and contract to Cathy Joseph, ARR: for' approval
<br />18. ecord_nsurance expiration dates ,in Contract Tracking system (ceonitnelcontracttrackin�
<br />t9: Other follow -up:
<br />DIS UTION:, (When contract is signed by both' parties)
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<br />20. '.Contract�Admin'istrator: 0 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. tb Contract Manager: Email note the.contract has been fully executed and location of files, including contract
<br />Contractor: Mail`one original contract with letter oftransmittal (Lane County gets. two copies)
<br />Sr.` Off ce - Supervisor: Review and authorization (prepare envelop for Pu'rchasing/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 />❑ 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 $arid some grant $t' *PWM/POS Financial Analyst`laridles operating ! $,,some capital $ &some grants.
<br />ContractProcessCheokhst.doc 9/19/2006
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