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Contract &:IGA Check List This puck sheet should b at the front of each contract/amendment to sho .s atus ,of chntract/amendment <br />'Contract [�U -, �t ��' i!(5�'' � or Amendment #�_ (Use a new checklist form for each contract& amendment) <br />g <br />Contract Type: IGA ❑ Prof/Perso al Services I(Trade Service ❑ S' A/STB /STC [D Revenue L Other <br />T T 3� <br />Con_ tractManager/Project Manager's Name: <br />1 - Contract Manager'works�with Finance,for -❑ RFB, ❑ RFP, ❑ RFQ (contracts 45,000) , <br />2 Determines funding Capital Project. GJN �° Z, Acct Coder P r01 , S.. 2. <br />.• <br />Revenue U `� perating Funds: Acct Code. - - -q—. �� —s <br />• <br />Contract ,& dministrator's Name: Kris Aanderud 1` ` <br />Issue contract. number W /'name & description. ❑ Set up contract file.with label 0 Set up electronic file, <br />4. - Record contracuamendmlent # (A1, A2) on- spreadsheet ( IFinance& AdminICONTR AC7SContracts.lContracts by Year.' ils) <br />5: Add contract to contract tracking system & record. routing for the following transactions (ceonlinelcontracitracking) <br />6. ,' Work with project manager to create contract using'CONRAX program •(C.-oocuments and'Set4ngsW11 UserslStart <br />' MenulProgramslCorporate ,ApplicationslCO1VRA� (2'originals - Lane County 3 copie or set up contract using <br />vendor's proposal. <br />7 , Review,draft contracffori�insurance requirements, funding source; dates, etc. <br />8.° mail 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 espies to Contractor for signature. 'OCdocslContractslFormsl) <br />❑YELL .g • f� pre g ,'ontractsTormsl) _ <br />10. Upon return of on orals from contractor re tires contract routin form CdocslC <br />OW for operatmg�GREEN for capital. ,Make 2 copies; 1 w/ contracito CRO; l POS/PWM file <br />d Cover memo REQUIR$D for all POS contracts & all contracts for.Kurt or Dennis's signature. <br />11 Add trouting slip (yellow'% slip) with notation'as to who needs to initial/sign, <br />❑Project Manager (Initials), ❑Division Manager ( Initials or Signature). <br />12 Place in red plastic.numbered/signature file &record on.spreadsheet. (IFinance&AdrriinlCONTRACTSIRed <br />Numbered Folders.xls) <br />13. o When file received back, forward as required (without red folder) — first to fi Loy, PW- Admin. <br />0 if contract involves - <br />i to Public Works Director for si ' <br />>$25 000 or an GA forward <br />pa g gn <br />at <br />ca pital see back a e for routin mstructions.i <br />if contract is , <br />❑, if contract is >$I 00,000 or an IGA, forward to PW Director for initials & PW f o or <br />.. ' A forwards`to <br />❑ City Manager's Office ifor signature. Record date of transmittal in .Contract.Tracking System. <br />folder: `cs ContractsU0 ... j g m contract <br />14.. Print. a co of ❑, contract ❑ st ned contract'❑ amendment ❑ RF 0 LOT in .pd'f format & place <br />I <br />INSURANCE: <br />15 Review insurance requirements w /.Contract.Manager. Modifications require HRRSpre- approval <br />16. %' Request, insurance- information from Contractor. <br />17: ` Scan insurance certificate s) &email certificate(s) and contract to. Cathy Joseph; . RRS for approval <br />18. Record insurance expiration dates in Contract Tracking system. (ceonline.lcontracttracking) <br />19: Other follow -.up: 0� <br />DISTRIBUTION: When contract is si ed -b both p arties) <br />20 . : , �� ? gn g • t (p fl. g note electronic <br />Z- {Contract Administrator. Scan si ed contract with routin sheet d File on coals and <br />folder location:. Include on .top of contract this flow chart/checklist along with a financial spreadsheet <br />" 2101 Contract Manager: Email note the contract has been fully . executed , arid . location of files, including contract pdf <br />22. Contractor: Mail one original contract with letter of transmittal: (Lane County gets two copies) <br />23. �2Ti Sr. Office Supervisor. Review and authorization, (prepare envelop for T processing instructions GJN s , <br />* Purchasing/CRO or PW Admin/CRO) . <br />❑ For operating contracts (yellow sheets) "Purchasing" and ``.`CRO" on bottom of routin g sheet &send - <br />w/ or inal contract in the pony. Purchasing will process PO's & forward the con I - to the CRO: <br />or capital projects (green), mark & send to PWA.. (See separate checklist for'project pro <br />se arate form for CAPITAL PROM essing details.) <br />PWA handles both capital $'arid some grant $. *PWM%POS Financial Analyst handles s operating $; some capital $ & some grants: <br />- <br />4 <br />ContractP rocessChecklist.doC 9/19/2006 <br />o <br />f' <br />, <br />• <br />