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Contract & IGA Check List <br />This pink syshould be at the front of each contract to show status of contract <br />Contract a-�� - � or Amendment# (Use a new checklist form for each contract & amendment) <br />Contract Type: IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA /STB /STC ❑ Revenue ❑ Other, <br />Contract Manager/Project Manager's Name: l�r <br />1. t Contract Manager works with Finance for RFB, RFP RF contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: 1' <br />❑ Revenue 0 Operating Funds: Acct Code: <br />3. Works with Contract Admin. to develop contract using CONRAX, vendor's scope of work and Public Works <br />routing sheet. Request Contract Manager to write cover memo at this time. <br />4. E -mail or gives draft contract to Contract Administrator for review. Also see Insurance section below! <br />Contr ct Administrator's Name: Kris Aanderud <br />.5. Issues contract number. and name and sets up Contract file with label. . <br />6. 0 Record contract or amendment # (A I, A2, etc.) on the Contract- list -by -year spreadsheet. <br />7. .d Add'contract to 'the contract tracking system and record routing for each transaction that follows. 1 <br />8. Works with project manager to create contract using CONRAX program (Minimum 3 originals -Lane County, <br />4 copies) or sets up contract using vendor's proposal.'' <br />9. Reviews draft contract for insurance requirements, funding source, dates, etc. k <br />10. Routes or e -mails completed contract to Project Manager for review. <br />11. fter review by,Project Manager, prepares and attaches transmittal letter w/ insurance requirements, adds <br />"sign here" stickers to contract & forwards all copies'to Contractor for signature. Print a copy of transmittal <br />letter. in :pdf and place in contract folder. - <br />12. 1 2 O Upon return of originals from contractor prepares contract routing form. Cover memo REQUIRED for all <br />PQS contracts& all contracts for Kurt or Dennis's signature. 1. <br />°13.� YELLOW for operating; ❑ GREEN for capital. <br />Pla e in red plastic numbered/si tune file & record ?ion the Red Numbeyspreadsheet. <br />Project Manager (Initials), ivision Manager ( Initials or ✓ Signature) <br />14. 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 />❑ if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or �I <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 transmittal in Contract Tracking System. <br />INSURANCE: <br />u_ 3 0 to E� E 15.. R iew insurance requiremen w/ Cont anager. Mications require HRRS pre- approvaG Contract <br />Administrator obtains written or e approval on any insurance modifications. <br />16. Request insurance information from Contractor. <br />17. Prepare insurance requirements checklist - make copy of certificates and contract pages for backup and <br />forward to HRRS, Attn: Cathy Joseph for approval.:M <br />18. Record insurance expiration dates in Contract Tracking system. <br />19. Other follow =up: <br />DISTRIBUTION: (When.contract is signed by both parties) is <br />20. Contract Administrator: Scan contract.- transmittal letter & routing s df). Fil originals. <br />Include in front of file this o�T cT�art/checklist along: with'a financi' ee . ,E <br />21. Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) j <br />22. � Sr. Office Supervisor Review (prepare envelop for Purchasing or PW Admin) and confirming authorization. <br />23. Purchasing/CRO: Make 2 copies of the routing sheet: YELLOW for operating; GREEN for capital <br />❑ For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet &send <br />w/ original contract in the pony. Purchasing will process & forward the contract to the CRO. r <br />❑ For capital projects (green), mark & send to PWA:" They will process fsee4x list for details.) <br />`,24. Contract Manager: Copy of contract, routing sheet, & transmittal le er (or email that E- are available) <br />25. PW Director Assistant: (Attn: Karen Loy) If contract was signed 'by-Hi er, only, email a copy of <br />routing sheet. <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) 6/19/2006 <br />*PWA,handles both capital $ and some grant $. *PWM/POS Financial Analyst handles some grant processes. <br />