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Contract & IGA Check List <br />This pink sheet should At the front of each contract/amendment to showotus of contra <br />ct/amendment <br />Contract _2-00P nf:E30Q or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Typei JK IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB /STC ❑ Revenue ❑ Other <br />Contract' Manager/Project Manager's Name: <br />1. Contract Manager works with Finance for ❑ RFB, 0 RFP, 0 RFQ (contracts >$5,000) I <br />2. Determines funding: ❑ Capital Project 'GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contract Administrator'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 contractlamendment # (A1, A2) on spreadsheet (( Finance &AdminICONTRACTSContracts .(Contracts byYear.xls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonttnelcontractt ticking) <br />6. Work with project manager to create contract using CONRAX program (C: (Documents and SettingslAll UserslStart <br />MenuWrogramslCorporate ApplicationslCONRAA9 (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. Email completed contract to Project Manager for review, noting specifics or unusual issues. <br />�la 9. After review by Project Manager, prepare & attach transmittal letter (LOT) w/ insurance requirements, add <br />V "sign here" stickers to contract & forward all copies to Contractor for signature 6CdocslContractsWormsl) <br />10.. Upon return of originals from contractor prepares contract routing form (ICdocslContractsWormsl) <br />❑ YELLOW for operating; ❑ GREEN for capital. Make 2 copies: 1 w/ contract to CRO; 1 POS/PWM ifile <br />❑ Cover memo REQUIRED for all POS contracts &fall contracts for Kurt or Dennis's signature. <br />11. 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 & recor&on spreadsheet. , 7 ((Finance &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 />0 if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />❑ if contract is >$100,000 or an IGA, forward to PW'Director for initials & PWA forwards to <br />❑ City Manager's Office for signature. Record date'of transmi to Contract. Tracking System. <br />14. "Print" a copy of ❑ contract signed contract ❑ amendment �FF ❑ LOT in .pdf format & place in contract <br />folder KdocslContracts120074 ...) <br />INSURANCE: j <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 ceriificate(s) and contract to Cathy Joseph, HRRS for approval <br />18.. Record insurance expiration dates in Contract Tracktr g system (ceonhnelcontracttracking) <br />19.. Other follow -up: <br />DISTR 13UTION: (When contract is signed by both parties) <br />20. Contract Administrator: 0 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) I <br />23. Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />pf or 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 $. *PVR"OS Financial Analyst handles operating $, some capital $ & some grants. <br />ContractProcessChecklist.doC 9/19/2006 <br />