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Contract & 16A Check - List
<br />This pink sheet should beat tlie`front of each contract/atnendrrient'to show status of contract/amendmenf
<br />Contract CCS y �J3t,] or Amendment #, (Use a new checklist form for each contract &amendment),
<br />Contract Type:'*GA` n Prof/Personal Services- .: El Trade, Service ❑ STA /STB /STC :.❑ Revenue . ❑ Other.
<br />Contract Manager/Project Manager's Name: C�
<br />1 Contract Man ager works with Finance for ❑- RFB,,, ❑ RFP ❑. RFQ (contracts >$5,000)
<br />2. "` , Determines funding:. 0 Capital.ProjecY GJN Acct Code:
<br />❑ Revenue q Operating Funds Acct Code:
<br />-
<br />Cont r ct Administrator's Name: Kris Aanderud
<br />3. 5 Issue contract number w/ name & description. ❑ Set up contract file with label ❑ .Set up electronic file.
<br />4: Record contract/amendment # (A1, A2) on spreadsheet ( tFi nance&A dminlCONTRACTSConrracts 1Contracts by.Year.z[s)
<br />5. 5 Add contract to contr tracking system & record routing for the following transactions (ceontineico`ntracttracking)
<br />6. Work with project-manager to create contract using CONRAX program (C: (Documents and SettingsLA1 UserslStart
<br />MenulProgramslCorporate ApplicationslCONRA.i� (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 />Email completed contract to Project Manager for review, noting specifics or unusual`issues'
<br />9 Aftg r review by Project Manager,,prepare & attach transmittal letter (LOT)`w/ insu.rance:,requirements, add
<br />"sign n here stickers-to contract &forward all, copies to Contractor for signature, (ICdocslContractsTonn 0. ObYV
<br />10. Upon return of originals from contractor prepares contract routing form 6CdocslContraci Formsl) V
<br />ii �i ro REQUIRED Q O contracts t who needs to contracts
<br />OW for operating; p ; GREEN for capital; Make 2 copies. I w/ contract to CRO; LPOS/PWMv file
<br />ut ng shp.(ellow � ip) wrth notatton as or Dennis's signature:
<br />11. Add '
<br />initial
<br />�iBf�oject ,
<br />. Manager (Initials), Manager (_Initials or - Signature)
<br />12. Place in red plastic numbered/signature file &record on spreadsheet. ((Finance &AdminICO1VTRACTSIRed
<br />•Numbered Folde`rs.xls)
<br />13 When file received back, forward as required.(without red folder) =first to Karen Loy, PW- Admin:
<br />0 if contract involves capital $ with GIN, see back page for routing instructions.
<br />❑;if contract is >$25,000 or an IGA; •forward 'to.Public Works Director for signature, or :., LOU 1r�
<br />❑, if contract is >$100,000.or an IGA, forward to PW Director for initials _& PWA forwards to
<br />q City Manager's Office for signature. Record date of transmittal -in Contract Tracking System.
<br />14: "Print " a copy of q contract 11 signed 'contract El- amendment .0 RF El LOT in. pdf format &place in contract ;
<br />folder. 6CdpcslContracts12007 - k...
<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 certificates) & email certificate(s)'and contract to Cathy Joseph, HRRS for approval
<br />18: Record `irisurance,expiration dates in Contract Tracking system (ceonlinelcontracttrackin
<br />N. ` Other follow -up:
<br />DISTRIBUTION: (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
<br />Contract ;Manager :Emal' 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 einvelop .for Purchasing/CRO:or PW Admin/CRO)
<br />❑ For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing. sheet &send
<br />wl °original contract in the pony. Purchasing will process PO's &.forward the contract to the CRO.
<br />p For capital projects (green ( ), mark & send to PWA.. See separate checklist for project processing details.)
<br />*See separate fori`n forrCAPITAL PROJECT - processing instructions(GJN's)
<br />*PWA handles both capital, $ and some grant $. *PWM/POS Financial Analyst handles operating' $, some capita & some grants.,,
<br />9/19/2006
<br />Contractproce§sChecklist.doc
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