New Search
. <br />� Contract & IGA Check List <br />This ink sheet should oat the front of each contract/amendment to shower is of contract/amendment <br />P <br />° <br />Contract J_ or Amendment # (Use a new checklist form for each contract &amendment) <br />Contract Type:,❑ IGA ❑ Prof/Personal Services ❑ Trade Service n STA /STB /STC . ❑ Revenue ❑ Other <br />Contract Manager/Project Manager's Name: <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 Code: <br />° � o2 <br />Contr ct Administrator's Name: Kris Aanderud <br />3. Issue contract number w/ name & description. ❑ Setup contract file with label. ; ❑ Setup electronic file. <br />4. Record contract/amendment # (Al, A2) on spreadsheet (( Finance& AdminICONTRACTSContracts IContracts.by Yeanxls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonlmelcomracttrackinx) <br />6. Work.with project manager to create contract using CONRAX program (C. Documents and Settingswil Userslstart <br />MenulProgramslCorporateApp licationslCONRAJl7 (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. == c ail 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 6CdocslContractsTormA), <br />10. Upon return of originals from contractor. prepares contract routing form 6CdocslContractsTormsl) <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 />I L Add routing slip (yellow 1 /4 slip) with notation as to who needs to initial /sign. <br />OProject Manager (Initials), ❑Division Manager ( Initials or Signature) <br />12." Place in red plastic numbered/signature file & record on spreadsheet. (IFinance&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 >$25,000 or an IGA, forward to Public Works Director for signature, or <br />if contract i; >$I00,000 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. 'P "Print" a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in .pdf format & place in contract <br />folder. 6Cdocsl Contracts 120074 ...) <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 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 />DISTRABUTION: (When contract is signed by both parties) <br />20. IU ((p 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. IU 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.doc 9/19/2006 <br />