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Contract & IGA Check List
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<br />This pink sheet should 15 t the front of each, contract/amendment to show kii of contract(amendment
<br />Contract .4UO 3J - O 58 / 6 or Amendment # (Use a -new checklist form for each contract & amendin
<br />Contract Type :..D'IGA:. ❑,Prof e'rsonal Services ❑ Trade Service ❑ STA /STB /STC ❑ Revenue ❑ Other
<br />= Contract Manager%Project Manager's Name:
<br />l .. Contract Manager- works •with Finance for ❑ RFB, ❑ <RFP,. 0 ' RFQ (contracts :45,00 0)
<br />2. Determines funding ❑.
<br />Capital Project GJN Acct Code:
<br />❑ Revenue . 00 perating Funds Acct Code:
<br />Contract :Administrator's Name: ° Kris' Aanderud
<br />Issue contract number w/ name & description; 0,Set u contract l h label. ❑ t u electronic P p p on c file. .
<br />4. Record, contract/aniendment.# (A1, A2) bn spreadsheet ( 1Finance& AdminICONTRACTSContractslContracts by'.Year.xls) "
<br />5 Addreontract to contract tracking system & record routing for the.following transactions (ceonlinelconiracrtracktnjd ' '
<br />6.
<br />Work with'projectmanager to create contract using CONRAX program (C.•IDocuinents'andSettingsW41 UsersOart
<br />MenuWrogramslcorporatd ApplicationslC&W) (2 originals - Lane County 3 copies) or set up',contract using
<br />vendor's proposal.
<br />7.. Review draft contract for insurance requirements,,fundingsouice; dates, etc.
<br />8. CL�, Email completed contract to Project Manager for review, noting specifics or unusual issues.
<br />9: After review by Project Manager, prepare& attacl 'transmittal letter (LOT) w/ nsiirance`requirements, add 1 1 .
<br />"sign here' stickers to contract & forward all copies to' Contractor for signature. 6CdocslContractfformsl) .
<br />Upon return 'of.`originals from contractor prepares contract, routing form 6CdocslContractslF6rmslj
<br />-. XYELLO.W operating; ❑ GREEN for capital: Make 2 copies: 1 w/ contract to CRO; I POS/PVVMTfile . '
<br />❑ Cover memo REQUIRED for all POS contract s, all contracts for Kurt or Dennis's signature.
<br />1-1. �� Add routing slip (yellow ' /< slip) with notation as to;who needs to. initial /sign. .
<br />❑Project Manager (Initials Manager ( Initials or Signature)
<br />X 12 Place-in red plastic,.numbered /s gnaturefile &record on spreadsheet. _ (Winance&AdminICONTRACTSIRed
<br />,Numbered Folders.xls)
<br />13. When file received back, forward,as required (withoutred folder) first to'. Karen Loy, PW -Admin
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<br />if contract involves - capital $`with GJN, see back page for routing i ions. '
<br />0. if contract is - $25,boo or an IGA, forward�to Public Works Director for "signature, or
<br />17 if contract is :$100;000 or an „IGA; forward PW Director for initials & PWA forwards to
<br />)CCity'Man,ager "s Office for signature. Record date of transmittal in Contract Tracking System.
<br />14. _ "Print ",a copy 9 f El contract 0 ' Sig' ned contract 0 amendment ❑ RF ❑LOT in .pdf- foririat &place in contract
<br />folder.. KdocslContractA20074'..:),
<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 certif cafes & email .certificates and contract "to Cath Jose h HRRS for' r` oval QQ ��,�
<br />O �) Y`
<br />1? t Pp C .
<br />18.:.L Record insurance,ex iration d tes Contract "Trackin s stem (ceonlirielcontracttracktn�
<br />P g. Y \
<br />A 19` Other follow-w 3� /�D�
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<br />DI,STR BUTION; : (When contract is signed by both parties)',
<br />20. ,Contract Administrator: ❑ Scan. signed 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 />Contract"Manager: Email note the, contract has been fully, executed and location'o€ files, including contract pdf -
<br />22. Contracton. Mall one original contract with letter of transmittal (Lane County gets two cop'ies).
<br />23. 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 iri the pony. Purchasing will .process PO's & forward the contract to the CRO:
<br />❑ `For capital' projects seen mar)f & send to PWA..(Seeaeparate checklist for' project processing details.)
<br />*See separate form'for CAPITA PROJECT pro essing "instructions, (GJN's)
<br />*PWA handles both capital $and some grant$. *PWM/POS Financial Analyst :handles operating`$, some capital$ &some grants.
<br />ContractProcessChecklist.doc : ,.
<br />9/1 9/2006
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