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Contract & IGA Check List <br />This pink sheet should M at the front of each contract/amendment to show scats of contract/amendment <br />Contract or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract,Type: lI.IGA ❑ Prof/Personal'Services ❑ Trade.Service ❑ STA /STB /STC ❑ Revenue ❑ Other <br />�\ <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 AM Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contract dministrator's Name: Kris Aanderud <br />3. 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 ( Finance& AdminICONTRACTSContractslContracts by Year.xls) <br />5. O' Add contract to contract tracking system & record routing for the following transactions .(ceonlinelcontracttracking <br />6. - Work with project manager to create contract using CONRAX program (C: (Documents and SettingsUll UserslStari <br />Menu lProgramslCorporate ApplicationslCONRAA) (2 originals - Lan Count 3 c opies) or set up contract using <br />vendor's proposal. <br />7. 1T" Review draft contract for insurance requirements, funding source, dates, etc. <br />8. "A Email 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: 6CdocslContractsWormsll) <br />10. - 3 Upon return of originals fro ontractor prepares contract routing form 6CdocslContractslFormsl) <br />*1' ❑ YELLOW for operating; REEN for capital. Make 2 copies: 1 w/ contract to CRO; 1 POS/Pw fil <br />1�Cover memo REQUIRE for all POS contracts & all c iitracts for Kurt or Dennis's signature.. G hP' <br />1.1. A r uting slip (yellow'/ slip ,0Division Manager ith notation as to whne Initials or eds to initial/sign. <br />©Project Manager nitials <br />g ( ) g ( Signature) . <br />12. Place in red plastic numbered/signature file & record on spreadsheet. � (IFinance&AdmWCONTRACTSIRed <br />Numbered Folders.xls) <br />13. i !� 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 />❑ yf contract is >$25,000 or an IGA, forward to Public Works Director for signature, or - <br />EYXcontract ii >$l00,000 or an IGA, forward to PW Director for initials & PWA forwards to <br />V City Manager's Office for signature. Record date of transmittal in Contract. Tracking System. <br />'14. "Print" a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in .pdf format & place in contract <br />folder 6CdocslContracts12007 - # ...) <br />15. ' Review insurance requirements w /.Contract Manager. Modifications require HRRS pre4pprovia <br />16. Request insurance information from Contractor. <br />17. Scan in 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 />DI TRIBUTION: (When contract is signed by both parties) <br />20.. l ZZ Contract Administrator: ❑ Scan signed contract with routing sheet (.pdf). File originals and note electronic <br />1( folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />21, lid/ Contract Manager: Email note the contract has been fully executed and location of files, including ontract df <br />g P <br />22. i Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. _ Kt= Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />r or operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />/ o/ 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 />