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Contract & IGA Check List <br />This pink sheet should be at the front of each contract/amendment to show status of contract/amendment, <br />Contract' 35 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's Name: G I't9 <br />1 Contract Manager works with Finance for ❑ RFB, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines. funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contrapt Administrator's Name: Kris Aanderud <br />3. 61 Issue contract number w/ name & description. ❑ Set up contract file with label. ❑ Set up electronic file.. <br />4. - 7 Record contract/amendment # (A 1 , A2) on spreadsheet f finance& AdminICONTRACTSContracislContracts by Year.zls) <br />5. ( Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracurackinp) <br />6. Work with project manager to create contract using CONRAX program (C. and SettingsW11 UsersOart <br />Menu lProgramslCorporate ApplicationslCONW (2 originals Lane County 3 copies) or set up contract using <br />vendor's proposal. <br />7. 'Review draft contract for insurance requirements, funding source, dates, eta <br />8. mail 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" stickers to contract & forward all copies to Contractor for signature 6CdocslContractsTormsl) <br />10. Upgg return of originals from contractor prepares contract routing form 6CdocslContracWFormsl) <br />p�O W for operating; ❑GREEN for capital. Make 2 copies: 1 w/ contract to CRO; 1 POS/PWM fle <br />over memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11. 3 Add ting slip (yellow 1 /4 slip)) ith notation as to who needs to initial /s' <br />CCOroject Manager (Initials), ('Division Manager( Initials or Signature) <br />12.. Place in red plastic numbered /signature file & record on spreadsheet. _ (IFinance &AdmWCONTRACTYRed <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 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 >$100,000 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 <br />folder. 6CdocAContractsl20074 ...) <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 certificates) and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates in Contract Tracking system (ceonlinelcontracuracking) <br />19. Other follow -up: <br />DIST U ION: (When contract is signed by both parties) <br />20.. 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. ��� 6 Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf <br />22. 1 Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23.1 Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/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 />L *PWA handles both capital $ and some grant $. *PWM/POS Financial Analyst handles operating $, some capital $ & some grants. <br />ContractProcessCheckl ist. doc 9/19/2006 <br />