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Contract & IGA Check List
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<br />"n This,ptnk sheet should be' atahe front of each contractlamdndment to,show s antis of contract/amendment
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<br />Y . Contract i � ' �S ! or Amendment # .(U a new checklist form`fot 'each contract &amendment)
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<br />Contract Type: q IGA.. °� Prof/Personal Services ❑ .Trade Service 11 STA /STB /STC ❑Revenue
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<br />Cont ract , Manager/Project Manage'r's Name: �w "
<br />Coritract'Mariager works with Finance:for ❑ REB;.❑ Oz RFQ (contr 000)
<br />acts >$5,
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<br />Determines funding: _ 0 .Capital' Pro e'ct .GJN
<br />Acct.Code: .
<br />[idRevenue D Operating Funds Acct Code
<br />Contract Administrator's Name - Kris Aanderud
<br />3, Iss` e ntract number w/ name& description. Set up contract file with label° ❑Set up electronic file
<br />4 p1+' t ,t db4d 'colltractLameridment # (A1, A2) on spreadsheet 6I roan ce&Adni nlCONTRACTSConrracrstConrracrs .by,Yeanxis)
<br />'y ` Add'contract to eontracttracking�system & record'routmg for. the following�iransactions (,aeontrneicontracrrraoktn�l
<br />6, : Work with project manager to' create contract, using CONRAX program (C:IDocumenrs`.nd SerringslAll Use'rslsrarr
<br />2 on finals Lane County, 3� copies)'or set up contract using
<br />MenulPrograinslCorporate ApplicationslCONRA. g
<br />vendor's proposal
<br />N �{ d Review.draft contract for insurance requirements, funding source, dates, etc. =
<br />mail'completed contract to Project Manager for- review, noting specifi cs or unusual issues.
<br />9 i. After review by Project Manager; prepare & attach- transmittal letter (LOT) w/ insurance requiremeri� ;add
<br />» " forward all`copies to_Contractor for signature 6CdocslContrachAForni
<br />x sign here stickers'to contract p
<br />' 10, U � return of originals from contractor prepares, ^contract routmg', (ICdocsfContracrslFormsl)
<br />ICJ: Y ELLOW for`operatng; p GREEN for capital. Make 2:copies;,1 w/ contract to C RO; 1 POS/PWM file
<br />❑- .Cover memo- REQUIRED.,for all POS contracts.& all, contracts for Kurt or Dennis's signature.
<br />l l:� Add routing slip (yellow'/. slip��) 'ith notation as toowho'needs to initial /si n
<br />ro'ect Manager (Initials),,[?iv ision Manager ( Initials or gnature)
<br />anceBcAdminICONTRACTSIRed `
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<br />eired e d pl as ".zils) umbered /si nature file record:on spreadsheet. � OFin
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<br />When -file received back, forward as require (Without red folder) -first -to Karen Loy, PW
<br />Admin
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<br />afcontractinvolves capital $ with GJN', see back,page ing instructions.
<br />for rout
<br />I� of contract is >$25,000.or an IGA, forward to Public Works nature, or,
<br />Director
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<br />Cl; if contract is >$ l 00,000 or an IGA: forward to Director for initials &PWA forwards to
<br />..City Manager's Office for'signature. Record date yof transmittal ;in Contract" Tracking System.
<br />14. "Print'.' a:copyof^ contract. ❑signed contract .ariiendment D RF p: LOT in pdf format &place in °contract
<br />folder. (1CdocSlContracts12007 -# . )
<br />:.INSURANCE `'
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<br />1.
<br />view insurance requirements w / Contract Manager Modifications requ
<br />5 Re ire HRRSpie= approval
<br />16 Request insurance information from Contractor
<br />17 Scan insurance certificates) & email`certificate(s) =and contract to'Cathy.Joseph, HRRS for approval
<br />lg "Recoid- insurance expiration. dates in Contract Tracking system (ceonhnelconrracrtracking)
<br />19 Other follow up:
<br />ISTRIBUTION `(When contract is signed.by both parties)
<br />20 ;Contract Administrator: ❑Scan signed.contract with routin` sheet ( df). File originals and note electronic
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<br />folderJocation. Include, onto of contract,this flow chart/ checklist along with a financial spreadsheet ,
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<br />2.i Contract Manager: Email note the` contract�hasbeen :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 />Sr. Office Supervisor: Review and `authorization (prepare envelop for „Purchasing /CRO or'PW Admin/CR0)
<br />For. operating contracts,(yellow beets), mark "Purchasing” and, "CRO" on bottom 'of routing` "sheet &send
<br />_ w7 original.contractir the pony. e Purchasin wilh rocess
<br />PO, &,forward the contract to the CRO.,`
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<br />r , ` For capital •projects (green); mark & sendao PWA. (See'separate checklist for project processing details:)
<br />*See separate form for'CAPITAL PROJECT processing instructions (GJN's)
<br />*• 1$ &some grants.
<br />PWA handles both capital $ and some grant $ PWM /POS Financial Analyst handles operating $; some capita
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<br />rocessCheckl ist. doc
<br />�: 9/19/2006
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