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Contract & IGA Check List <br />This pink sheet should bot the front of each contract/amendment to showtatus of contract/amendment <br />Contract 0530 or Amendment # (Use a new checklist form for each contract I & amendment) <br />Contract Type: ❑ IGA �Prof/Personal Services ❑ Trade Service ❑ STA /STB/ T 0 Revenue ❑ Other <br />C Manager/Project Manager's Name: ( �ct; <br />1. Contract Manager works with Finance for ❑ RFB, ❑ RFP, ❑ RFQ (con act > 5,000) - <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. ❑ Setup contract file with label. ❑ Setup electronic file. <br />4. — Record co ntract/amendment # (A 1, A2) on spreadsheet ( (Finance&AdmiMCONTRAOSContracts (Contracts by Year.xls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonline�contraottrachng) <br />6. Work with 'project manager to create contract using CONRAX program (C.- Documents and SettingsW 11 Use Istarl <br />C r MenulProgramslCorporate ApplicationslCONRAA) (2 originals -Lane County 3 copies) or set up contract using <br />vendor's proposal. { <br />Z <br />7. , <br />'.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 />9 er review by Project Manager, prepare & attach transmittal letter (LOT) w/ insurance requirements; add <br />"si n here" stickers to contract & forward all copies to Contractor for signature 6CdocslContractsTormsl) <br />10. U n return of originals from contractor prepares contract routing form 6CdocslContractsTormsl1) <br />YELLOW for operating; ❑GREEN for capital. Make 2 copies: 1 w/ contract to CRO, 1 POS/PWM file <br />0 ° Cover memo REQUIRED for all POS contracts & all contracts for Kurt or, Dennis's signature. <br />11. Add,routing slip (yellow 1 /4 slip) wt h notation as to who needs to initial/ n. <br />J , Krro ect Manager Initials ❑ ision Manager Initials or Si re Ste" j g (Initials), � ' g ( � ) v J � t/1(�c,'� <br />12. Z Place in red plastic numbered/signature file & record on spreadsheet. (IFinanc &AdminICONTRAC�Sllted <br />Numbered Folders.xls) <br />13. When file received back, forward as required (without red folder) — first to aren Loy, PW- Admin. <br />❑ if contract involves capital $ with GJN, see back °page for routing instructions. <br />❑ if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or C <br />❑ if contract is >$I 00,000 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 />14. "Print" a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in .pdf format &place in contract <br />folder. 6Cdocs l Contracts120074 ...) <br />t. <br />INSURANCE: <br />15. Review, insurance requirements w/ Contract Manager. Modifications require HRRS pre- approvai, <br />16. Request insurance information from Contractor. <br />17. Scan insurance certificate(s) & email certificates) and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates in Contract Tracking system (ceonlinelcontractiracking) <br />19. Other follow -up:. <br />DIST I TION: (When contract is signed by both parties) <br />0. 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 />2.1. 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) <br />23. Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <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 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.doe 9/19/2006 <br />• a <br />