New Search
- Contract & IGA Check List <br />This pink sheet should be at the front of each.contract/amendment to show st:(tus of contract/amendment <br />Contract or Amendment # (Use a new.checklist form for each contract &amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/ TB /STC ❑ Revenue ❑ Other <br />Contract Manager/Project Manager's Name: 1� U^f <br />1. Contract Manager works with Finance for ❑ RFB, ❑ , ❑ RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contra t Administrator's Name: Kris Aanderud <br />3. Issue contract number w/ naive & description.. ❑ Set up contract file with label. ❑ Set up electronic file. <br />4. Record contract/amendment # (A], A2) on spreadsheet (( Finance& AdminiCONTR ACTSContractslContracts by Year..xls) <br />5. Add contract to contract tracking system & record routing for`the following transactions (ceonlinelcontracttrackrng) <br />6. Work with project manager to create contract using CONRAX program (C: (Documents and SettingsUll UserslStart <br />enulProgramslCorporate 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, 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. 6CdocslContractfformsl) <br />10. Upon return of originals from contractor prepares contract routing form 6iCdocslContractslFormsl) <br />YELLOW for operating; ❑ GREEN for capital. Make 2 copies: 1 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 />11. Adk6uting slip (yellow 1 /4 slip ith notation as to who needs to initial ign. <br />roject Manager (Initials Division Manager ( Initials or Si <br />gn <br />ature) <br />12. Place in red plastic numbered /signature file & record.on spreadsheet. ((Finance &AdminICONTRACTSIRed <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 D RF ❑ LOT in .pdf format & place in contract <br />fol der. 6Cd ocs l Contracts 120074 ... ) <br />13 \N V1V71\ • - - <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 certificate(s) and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates in Contract Tracking system (ceonlinelcontracttracking) <br />19. Other follow -up: <br />DIS I UTION: (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. �� 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. 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 />*PWA handles both capital $ and some grant $. *PWM/POS Financial Analyst handles operating $,. some capital $ & some grants. <br />ContractProcessChecklist.do'c 9/19/2006 <br />i <br />