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�: ., •: -,, _ Contract. �-� <br />& IGA Check List <br />This pink sheet should t the front of each coritract/amendment'to shoMWItus of contract/amendment- <br />Contract or Amendment* (Use anew - checklist form for eachcontract & amendment) <br />Contract Type: ❑, IGA ; D Prof/Personal Services, 0 Trade. Service ❑ STA /STB /STC ❑ Revenue ❑Other <br />Contract Manager/Project Manager's Name: <br />l`, Contract Manager works with Finance for ❑ RFB, ❑ RFP, p RFQ (contracts >$5,000) <br />2.. :. Determines funding: ❑ Capital Project GJN , Acct Code: . <br />ID Revenue 0 Operating Funds: Acct Code: <br />Contract ministrator's Name: ; Kris Aanderud <br />3. , ,Issue contract number w/ name &description. ❑ Set up contract file with label. :Set up electronic. file. <br />4. .. Record contract/ amendment # (A1,,A2) on spreadsheet 6 Finance& AdminICONTR ACTSContracts.IConiracts by Year.xls) <br />5. , . Add`contract to contract tracking system & record routing for the following•transacttons (ceon!lnelcontracrrrackmp� . <br />6. i.Work with project manager to create contract using CONRAX program (C: IDocuments and SettingsL411 UserslStart <br />.. <br />MenulProgramsltorporate ApplkationslCONRAA) (2 originals - Lane County 3 copies) or set up contract using <br />vendor's proposal. <br />7. Reyiew:draft:coritract for insurance requirements, funding source, dates, etc. <br />8. Email completed contract to Project' Manager for review, rioting 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 (ICdocslContractsT6r' msl) <br />return of originals from contractor prepares contract routing form 6Cdocsleonrracts�For nsl) <br />LLOW for operating; 0 GREEN for capital. Make 2 copies: 1 wl contract to CRO; I ?OS <br />%PWM file <br />❑ Cover memo REQUIRED. for all POS contracts & all' for Kurt or. Dennis's signature. <br />A d,routing slip' {yellow' /4 slip ), notation as to who needs to initia sign. <br />AProject Manager (Initials), 'Division Manager ( Initials or' Signature)_ <br />12.'` �, I Place in red plastic numbered/signature file: record on spreadsheet. ((Finance &AdminICONTRACTSIRed <br />Numbered Folders.zls) <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 />❑ if contract. is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />❑ if contract is >$1.00,000 or an IGA, forwardto PW Director.for initials & PWA forwards to <br />'City Manager's Office for signature. Record dat transmittal in:Contract Tracking System.. <br />14 . .. "Print"'a copy of '❑. contract ❑, signed contract 9'amendment ,❑ RF;❑ LOT in .pdf format & place in contract <br />folder. (lCdocslContracts12007 - # ...) - <br />: ..INSURANCE: <br />15.' Review insurance requirements w /Contract Manager. Modilcations require HRRS pre - approval <br />1`6. ' Request insurance information from Contractor.,. <br />17. Scan insurance certificate(s) & email certificate(s) and'contract'to Cathy Joseph, for approval <br />.18, `Record insurance expiration dates in Contract Tracking system. (ceonlinelcontiacurackin� <br />19. Other follow -up: <br />DIST IBUTION: (When contract is sign by both parties). <br />Contract Administrator: 1D can signed contract with routing sheet (pdo. File originals and note electronic . <br />folder location. Include.on top. of contract this flow chart/checklist along with a f nancial spreadsheet <br />21.. Contract Manager: Email note the contract has 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.. Sra3fface Supervisor: Review and authorization (prepare envelop for Purchasing/CRO' or?W Admin/CRO) <br />Rf or operating contracts (yellow sheets), mark "Purchasing" and "CRO" on of routing sheet & send <br />w/. origi,nal.contractin the pony. Purchasing Will process PO' & forwardthe 'contract to the CRO. <br />D For capital ital p ro'ects (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 $,a some grants. <br />ContractProcessChecklist.doc f 9/19/2006 <br />