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Contract & IGA Check List <br />This pink sheet - should be k front of each contract/amendment to' show s ls of contract/amendment <br />Contract j2 -Q5yWU - or Amendment #--aL— (Use anew - checklist.f orm for each contract &amendment) <br />Contract Type: 0 IGA ❑ Prof/Personal Services D' Trade Service ❑ STA /STB /STC ❑ Revenue ❑ Other <br />Contract Manager/Project Manager's Name: <br />I . Contract Manager works with Finance for ❑ RFB, 0 RFP, ❑ RFQ (contracts >$5,000) <br />Determines funding: ❑ Capital Project GJN Acct Code: <br />0 Revenue ❑ Operating Funds: Acct Code: <br />Contract Administrator's Name: Kris Aanderud <br />_ <br />3. ry -'" � Issue contract number w/ name & description: ❑ Set up contract file with label. p Setup electronic `file. <br />4. Record contract/amendment #•(A1, A2) On spreadsheet ( 1Finance& AdminI.CONTR AC7SContracts.IContracts by Year.sls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceondnelconrracttracktng) <br />6. Work.with project manager to.create contract using CONRAX program (C: Documents and SetringsUll UserslStart <br />MenuWrograinslCorporateApplicationslCOA4A9 (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. 6CdocslContractslFormsl) <br />10. r Upon return of originals'from contractor prepares contract routing form 6CdocslContractsTormA), <br />❑ YELLOW for operating; ❑ „ GREEN for capital., .Make 2 copies: 1•w/ contract to CRO; 1POS/PWM file <br />❑ Cover memo REQUIRED for all P.OS contracts & all,contracts for Kurt, or Dennis's signature. <br />1 1. Add routing slip (yellow 1 /4 slip) with notation as to who needs to initial /sign. <br />t ❑Project Manager (Initials), ❑Division Manager( Initials or Signature) <br />12. /b Place in red plastic numbered /signature file & record on spreadsheet `(IFnance&AdminICONTRACTSIRed <br />Numbered Folders.xls) <br />13.. D 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 <br />0 if contract is >$100,000 or an IGA, forward to PW Director for initials & PWA forwardsao <br />0 City Manager's Office.for signature. Record of transmittal in Contract. Tracking System. <br />14. "Print” a.copy of d contract ❑ signed contract ❑ amendment 0 RF ❑ LOT in .pdf format & place in contract <br />' S folder 6CdocslContrac6 20074 .:.) <br />INSURANCE: <br />15. Review insurance requirements w /Contract Manager. Modifications re q uire HRRS pre - approval <br />16. Request . insurance information from Contractor. <br />I I 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 IBUTION: (When contract is signed by both parties) <br />20. � Contract Administrator: ❑ Scan signed contract with routing sheet (. pdf). File origina]sand 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. i 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 />ContractProcessCheckhst.doC 9/19/2006 <br />