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Contract & IGA Check List <br />This:pink.sheet should lie�at the front of each .c6&r' act/amendment to show status of co <br />ntractlamendment <br />° 'Contract -. s ' `, ( - . ` = <br />2 L or,Amendment # ` . (Use a new checklist form for each contract & amendment) <br />Contract Type: IGA - � Prof/Personal Services" ❑ Trade Service STA/STB /STC , ❑Revenue. ❑Other ` <br />Contract Manager/Project Manager's Name: lip <br />1. Contract Mana er-works with Finance for ❑ RFB ❑ RFP' [I RF <br />g Q (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />6 ❑ Revenue iyoperatiiig Funds Acct Code: <br />Contra t. Administrator's Name: Kris Aanderud <br />3. Issue contract number w/ name &'description. ❑ Set up contract file.with label. ❑Set up electronic file. <br />Record contract/ amendment # (A1, A2) on spreadsheet (I Finance& AdminICONTRftC7sContracts IConrucis by Year.xls) f <br />5: Add contract to contract tracking system & record routing for the following transactions (ceanline�contractrrackinj), <br />6 Work with project manager to create contract using CONRAX program (C.- Documents and SettingslAll, Useislstart <br />Menu lProgramslCorporate App1ications1C9NRAX )'(2,originals -Lane County 3,copies) or set up con act using <br />vendor's proposal.. <br />7, Review draft contract for insurance requirements, funding - source, dates, etc. . <br />8.: Email• coinpleted contract to Project;Manager for'review,',noting specifics or unusual issues: . <br />9. After review. by Project Manager, prepare &attach trans mittaLletter (LOT) w/ insurance requirements,:add <br />"sign here" sticker's to contract `& forward all copies to Contractor for signature. (ICdocs•IContractsTdrmsl) <br />return of originals from= contractor prepares contract routing form 617docslContractslFormsi) <br />YELLOW for operating; (] GREEN for capital, Make 2 copies:., 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 />Ad routing slip (yellow '/ •slip) w' h notation as to who � � eeds to ihitial/sign.; ° <br />rojectManager (Initials), ❑ vision Manager ( ,r/ Initials or Signature) <br />`� Place° in red,plastic numbered /signature file &'record on spreadsheet (IFinance &AdminICONTRACTSVRed <br />Numbered Folders:xls) <br />13`.. When file received back, forward as required (without red folder) —.first to Karen Loy, PW- Admin: <br />t> _if ntract involves capital $ with GJN, see back page for instructions: , <br />C <br />ontract is >$25000' or an IGA, forward to Public'Works Director•for signature, or <br />t contract ii >$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 ,Trackin . System. ` <br />14 "Print" a copy of D, contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in .pdf fon�na & place, in c' <br />folder. 6CdocslContracts12007 - # ...) <br />WSURANC <br />15. r Review insurance requirements w/ Contract Manager. -Modifications require HRRS pre- approvdl <br />q <br />16: Re uest insurance information from Contractor: ; <br />17. Y .'.. Scan insurance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS for approval <br />1 8.- Record,insurance expiration dates in,Contract Tracking system (ceonlinelcontracttracking), <br />1.9. Other follow -up: <br />DISTR IITION; (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 th flow chart/checklist along with a financial spreadsheet <br />21. I Contract Manager:.Email note the contract has beem fully executed and location of files includi ng contract pdf <br />22. Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) , <br />23.: VFor'operating Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or`PW �Admin/CRQ) <br />contracts, 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. 1. For capital projects (green), mark'& send to PWA.� (See separate checklist for project processing details:) <br />*See separate form Tor CAPITAL PROJECT processing: instructions (GJN's) <br />" <br />XV <br />*PWA= handles both capital; $ and some grant $. *PWM/POS Financial Analyst handles operating $,some capital $ & some grants.. <br />ContractProcessChecklist.doc <br />9/19/2006 <br />