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Contract,& IGA Check List
<br />This puilesheetshould b'e tahe front of each'contrac amendment to showatusFof contract/amendment
<br />992Y3_
<br />d o r- Amen # (Use a new: rm. for ea
<br />checklist foch contract endm
<br />&ament)
<br />Contract or A
<br />Contract Type: 0 IGA D'Prof/Personal Services. 0.Tra e Service ❑ STA /STB /STC 0- Revenue . (?.Other
<br />Contract Manager/Project Manager's Name 1�1rL1�
<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 />3. Issue contract number w/ name& description. ❑Set up contract file, nnance &AdminICONTRACTSContrac with label ❑ S '
<br />Con ac Administrator's Name'-. Kris Aanderud
<br />4:' . I Record contract/amendment # A 1 A2 on spreadsheet ts (Contracts by Year.xls)
<br />et up electronic file.
<br />(. ) . p ( IF
<br />5. Add contract to contract tracking system &record routing for the following transactions, (ceonlenelcontracrtrackin�'
<br />6. Work with project manager to, create contract using CONRAX,program (C: IDocumehis and Se'ttgngslWil tsersistarr
<br />Meri ulProgramslCorporate 'APPlic`ationslcpNR,4A9 (2 originals Lane County, 3 copies), or set up- contract using
<br />vendor's proposal.'
<br />r
<br />7 `' ..Review draft contract for insurance requirements, funding source,, dates, etc...
<br />8 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 />"sig here "'stickers to contract. &: forward all .copies to Contractor for. signature 6edocslcontracts ms
<br />lForl)
<br />10.. U return of originals from contractor'prepares contract routing form 6CdocslContractsW6 sl) '
<br />LLOW`for'
<br />operating; ❑GREEN for capital. Make 2 copies:,:1 w/ contract to CRO; POS/PWM file
<br />Cover memo REQUIRED
<br />al
<br />7 in
<br />for all POS contracts &all contracts for Kurt or Denriis's signature . E
<br />..
<br />1 L Ad routing slip (yellow' /a slip ith notation,& to needs to, initial ign.
<br />roject;Maria er (Initials ) g �'Division:Mana er �' " Initials or, ..✓ Signature)
<br />g ( .
<br />12 Place m red plastic :nu'mberecUsignaturer file &record on spreadsheet ' '.. . (IFinance&AdmtnICONTRACTSIRed
<br />_ Numbered Folders.xls) _`
<br />13 _: When'file'received' back; forward °as required {without =red folder) = first' Karen Loy, PW- Ad min:
<br />f.contract involves capital $ with GJN, see back page for routing , instructions
<br />` (contract is'$25,000 or an forward to Public Works Director for ignature, or
<br />❑ :if contract is >$100,000 or an I A, forward to PW Director for' i 'tials & WA forwards to
<br />City Manager's Office for si ' afore: Record d e of transmi in Co act Tracking System
<br />14. ' a copy. of 11 contract signed :contract mendment . RF - OT. in .pdf format &, in contract
<br />folder + (ICdocslContracts12007 # .)
<br />'INSURANCE
<br />„
<br />15: Review insurance requirements w/ Contract Manager. 'Modificationsrequlre HRRSpre tipprovaG
<br />16: Request insurance inform ationlrom:Contractor.
<br />Scan insurance certificate(s)
<br />&.email certific� and contract to Cathy Jos ate(s)
<br />` e h HRRS for approval `
<br />18.. Record
<br />insurance e dates•in Contract Tracking system '(ceonlinelcontraettracking)
<br />19. Other follow -up
<br />DIST ON: {When contract is signgd by both parties)
<br />11W
<br />ON:
<br />Ad
<br />' Contract.ministrator: can�signed. contract with routing sleet'(.pdf) file originals and note electronic_
<br />folder location. Include on top of contract this flow chart/checklist along with a f nanci spreadsheet
<br />21.ontract Manager: Emalnote the contract has Been fully executed and °location of,fiies, cluding contract. pdf
<br />22.. /Contractor: Mail one original contract with,letter of transmittal (hane:County gets two copies). ,
<br />23. Sr: , ,ffice Supervisor: Review and authorization (prepare envelop.for Purchasing/CRO or PW Admin/CR_ O) .
<br />F 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 th e- contract to the CRO
<br />,
<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),.._,` s
<br />*.PWA hans b
<br />dleoth capital $ and some grant'$.' *PWM/POS Financial Analyst handles operating $,some capital$ & some .. ,grants
<br />tOntrictpr6,cessthecklist.doc A
<br />i,
<br />�• '9/19/2006.
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