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Contract & IGA Check List <br />This pink sheet should be& front of each coritracdaniendment to showak of contract/amendment` <br />Contract ill - OUy 33 or Amendment # / (u se anew checklist form for each contract &amendment) <br />Contract, Type; ❑, IGA ❑ Prof/Personal Services grade: Service, - ❑. STA /STB /STC q Revenue ❑ Other <br />Contract Manager/Project Manager's-Name: Fv2r5 to <br />1. Contract Manager works with Finance for ❑ RFB, ❑ RFP, O RFQ (contracts >$5,000) <br />Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ .Revenue 0 Operating Funds: Acct Code. <br />Contract Administrator's Name: Kris Aanderud <br />3. Issue contract`number w/ name_ & description: 0 Setup contract file with label. 0 Set up electronic file. <br />4. 101 ?-1 Record contract/amendment # (A 1, A2) on spreadsheet ( 1Finance& AdminICONTRACTSContractsiContracts by Year.zls) <br />5. CO&I Add contract to contract tracking system'& record routing for the following transactions (ceonlinelcontracuracking) <br />6. Work with project,manager to create contract using,CONRAX program (C: (Documents and SettingslAll. Userslstart <br />Menu lProgramslCorporate ApplicationACONRAAi9 (2 originals - Lane County, 3 copies) or set up contract using <br />vendor's proposal. <br />7. l ���.i Review draft contract for insurance requirements, funding source, dates, etc: <br />8. ) Of I 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`stick&r to contract & forward all copies to.Contiactor for signature. (ICdocs.IContractsTormsl) <br />10.` Upon return of originals from contractor, prepares contract routing form 6CdocsiContractsTormsl) <br />❑ YELLOW for operating; .❑ GREEN for capital. 1 , Make 1copies: l 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. iobcp Add routing slip (yellow' /a slip) with.notation as to who needs to initial/sign. <br />- lJ ❑Project Manager (Initials), ❑Division Manager ( Initials or Signature), <br />12. 1 J( Place in red plastic numbered/signature file & record on spreadsheet (IF,inance&AdmiMCONTRACTSIRed <br />Numbered Folders.xls) <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 pagefor.routing instructions..> <br />0. if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />❑ if contract ii >$160,000 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._ , "Print'? a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF. ❑ LOT in .pdf format &,place,in_contract <br />folder 6CdocslContracts12007 - #, ...) <br />INSURANCE:,! . <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre - approval <br />16. 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. (ceonlinelconiracitrackin <br />19.' Other follow -up: <br />- DISTRI UTION: (When contract is signed by'6oth parties) <br />20. (O Contract Administrator: 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. Contract Manager: Email note the contract has been fully executed and location of Piles, including contract pdf <br />22. Contractor; Mail one original contract with letter of transmittal (Lane County gets two .copies) <br />23. Sr Office"Superviso'n Review and authorizatiow(prepare envelop for Purchasing/CRO or PW'Admin/CRO) <br />❑Tor 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 $ and some grant $. *PWM/POS Financial Analyst handles operating $, some capital $ & some grants. <br />ContractProcessChecklist.doo 9/19/2006 <br />