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Contract & IGA Check List <br />This pink sheet should *'at the front of each contra-ct/amendment.to `show status of on - <br />c tract/amendment <br />Contract 02 `�(�/ r I or Amendment ,# (Use 'a new checklist form for each contract & amendment) <br />Contract Type; ❑.IGA ❑ Prof/Personal Services ❑ Trade'Service ❑ °STA /STB /STC O R_ evenue ❑ Other f <br />Contract`Manager/Pr <br />. oject Manager's Name: <br />'Contract Manager works with Finance for ❑ RFB ❑ RFP ❑; RF ' <br />g Q (contracts >$5;0.00) < <br />2, Determines funding: ❑Capital Project GJN _ Acct Code: . <br />Revenue ❑,Operating Funds:: Acct Code: ` <br />Cont ct Administrator's Name: Kris Aanderud <br />4. - Record contra amendment # (AlaA2)tonioplp Setup contract file with label ❑Set up electronic file. . <br />adsheet 6 Finance& AdmnWCONTRACTSContractslContracts by Tear. i1i) <br />5.'' Add contract to contract tracking system & record routing for the following transactions (ceonitnelcontrac'ttracking) <br />fl <br />6, Work with ;project manager to create contract.using,CONRAX program (C. and 3ettingslAll UserslStart . <br />- MenulProgramslCorporate ApplicationslCONRAA9 - Lane County, 3 copies) or. setup 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 noting specifics or unusual issues.... <br />9. V After review. by. Project Manager, prepare& attach transmittal letter (LOT) w/ insurance requirements, <br />"sign here" stickers to contract & forward all. copies to:Contracto'r for si nature: ` CdocslContractslFormsl <br />g � ) <br />. Upon return of originals from contractor prepares contract routing fortn (ICdocslConiractslTormsij . <br />❑ 8ELLOW.for operating; ❑ GREEN for capital. Make 2 copies: I..w/ contract to CRO;.. is POS/PWM file <br />over memo REQUIRED for all POS contracts.& all contracts for Kurt or Dennis's signature. . <br />11: Add routing slip (yellow '/4 slip) with notation as to wh'q needs to initial/sign.,. <br />l�bject Manager (Initials), [�ivision Manager ( r Inrttals or Signature) <br />12. Place in red plastic numbered /signature f le & record on spreadsheet:' -` ((Finance &AdmWCONTRACTSIRed <br />Numbered Folders.xls) <br />13.. When file received back, forward as required (without red folder) - first to Karen Loy, PW- Admin: <br />- ° , ` 4 ., - ❑ if contract involves capital $ with`GJN, see back.page for routing instructions. ; <br />�,tfcontra c ontract is >$25,000 or an IGA,'forward to Public Works Director for signature, or ` <br />t is • >$100;000 or an IGA forward .to PW Director for initials & PWA forwards to. <br />,. <br />Office for sig ture. Record da� of transmitta n Contract Tracking System. <br />14. "� 'Print" a.coy of ❑ contract. E> ned contract [ m <br />_ c a <br />p endment ❑ LOT in .pdf.format & place in contract <br />folder. 6 CdocslContracts12007 - # ...) <br />INSURANCE.: <br />". 15: Review insurance. requirements w/ Contract Manager. Modifications require HRRS pre - approval• <br />1 ;Request insurance information from Contractor, <br />17. > Scan insurance certificates) <br />email certificate(s)• and contract to Cathy Joseph, I IRRS for app <br />P roval <br />18 <br />9 . Record insurance expiration dates in ContractTracking.system. (ceonhn'eicontracttrackin�' <br />. <br />1 . Other follow -up <br />DIST <br />20 Contract Administrator: can si ned contract with <br />BUTION: (When contract is signed oth parties) <br />g routing sheet (.pdf) File originals and note electronic <br />folder location. Include on top_of contract this ,flow,chart/checklist alongwith a financial spreadsheet <br />21. `� .: Contract Manager: Email note the contract has been fully executed and location of files, including` contract pdf <br />22 :: �. Contra or: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23.7 Sn or ic e S u visor: Review`and authorization (prepare envelop for Purchasing /CRO. or PW Admin/CRO) <br />r P p , <br />acts (yellow sheets g <br />mark "Purchasin " and "CRO" ori'bottom of routing sheet & send <br />w/ on final cont "the on : Purchasing will process PO's &forward the contract to the CRO. <br />ig ii pony g P <br />. 0 For ca ital projects seen ,mark & send to PWA. se cklist for'' "ro'ect rocessin details. <br />p P J Cg ) ( See ,p" agate che P J P g ) <br />*See separate form for CAPITALTROJECT processing instructions (GJN's) <br />*PWA handles both capital $ and some grant $... *PWMIPOS Financial Analyst handles operating $, some capital $ &some,grants. <br />Contrac&tocessCheckiist.doc 9/19/2006 <br />