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+ Contract &IGA Check List <br />This pink sheet should bu t the front of each contract/amendment to show s atus of con <br />tract/amendment . <br />Contract C�D or Amendment # <br />�C - ' (Use a new checklist form for each contract &amendment) <br />Contract Type: ❑ IGA 11 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, ❑ RFP, RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN ' Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Cont ac 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. lRecord contract/amendment # (A1, A2) on spreadsheet 6 Finance& AdminICON7RAC7SContractslContracts .by Year.xls) <br />5: Add contract to contract tracking system & record routing for the following transactions (ceoniine�contracttracking) <br />6. Work with project manager to create contract using CONRAX program (C. and SettingsWil Us e rslStart <br />MenulProgramslCorporate ApplicationslCONRA (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 />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 6CdocslContractsTormsl) <br />10. I Upgn return of originals from contractor prepares contract routing form 6CdocslContractsTormsl) <br />( L° °LOW for operating; ❑ GREEN for capital. Make 2 copies: 1 w/ contract to CRO;" 1 POS/PWM file <br />❑ Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11: A routing slip (yellow '7a slip) Y ' notation as to who needs to initial/sign. <br />OPreject Manager (Initials), ivision Manager ( Initials or Signature) <br />12 ±_/ Place in red plastic numbered /signature file & record on spreadsheet & (IFinance&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 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 />INSURANCE: <br />15. iew insurance requirements w/ Contract Manager. Modifications require HRRS pre - approval <br />16. Request insurance information from Contractor. <br />17. , Scan insurance 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 />DIST UTION: (When contract is signed by both parties) 20.5 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 />21. .Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf <br />22. Contr tor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. Sr: ffice Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />W . r 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 />ContradProcessCheckiist.doc 9/19/2006 <br />