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Contract & IGA Check List . <br />This pink sheet should be at the front of each contract>amendment:to show status of'contract/amendment <br />Contract �.' (}� each contract:& amendment) , <br />or Amendment # (Use a new checklist form for <br />Contract` Type: 0 IGA 0 Prof/Personal Services.: 0 Trade Service 0 STA /STB /STC El Revenue . _ ' :0 S Other , <br />r Contra&.Manager/Project Manager's Mime: <br />Contract with Finance for : 0 RF,B, D' RFP, q RFQ x$5 <br />2 Determines funding: p Capital"Project" GJN Acct Code:'- <br />0, Revenue' D Operating.Funds Acct Code. <br />Contrac Administrator's Name: Kris Aanderud <br />3. Issue contract number w /name &description..❑ Set °up contract -file with.label. D Set up electronic file.' <br />4. Record contract/amendment # (A 1, A2) on spr eadsheet ( IFiriance& AdminICONTRACTSConrracts :IContra(ts by Year.zt4) <br />5 Add contract.to contract tracking system & record routing for the following transactions (ceonr;ne�contracrrrpckm9 <br />6 Work with project manager to create contract using CONRAX program (C:.IDoeuments and Settingsl4ll UserslStart ; <br />MenulPro ram' lCor orate A 'licationslCON 2 on finals - Lane Couri 3 co *s) or set u contract usin <br />g p pp (. g ty P, ) P g <br />vendor's.pro' osal' <br />Review draft contract for insurance requirem funding source <br />n <br />p dates, etC. <br />8. 'Z Email completed contraetto Project Manager'for review, notig specifics or unusual :issuesy,.._. <br />9'. <br />After rev iew by'Project Manager •prepar9, attach transmittaCletter (LOT) w /insurance requirements, 'add' <br />"Sig ere" stickers to contract : &; forward all copies to,Contractor for signature .`(1CdocslConrracrslFormsl) .._ <br />10. Up. n of,originals from contractor °prepares contract routing form (1CdocslContracislForm' l) <br />LLOW for operating; 0 GREEN for. capital., Make 2 copies: I w/< contract to. CRO; 1 POS/PWM file <br />Cov r memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />Ad outing slip (yellow,' /a slip) notation: as to wl oneeds to iniflal/sign <br />ro ect Man . a er Initials ivision -Mang er Initials or . Si natti " <br />12. �I_ t % .. 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 />D if contract is' >$25,000 or an IGA, forward to'Public Works'Director for signature, or, <br />D' if contract is >$100;000 or an IGA, - forward- - PW Director. for initials & PWA forwards to <br />D City'Manager's Office for signature: `Record dateof transmittal in'Coritract Tracking System, <br />1 "4. "Print" a copy;of.0 contract ❑ signed contract`p amendment 0 RF ❑ LOT in .pdf format & place in c <br />folder.'6CdocslContracW2007 -# ...) <br />, <br />INSURANCE: 'r . <br />15.... Review:insuran t lVl <br />ce requirements w/ Contract, require HRRSpre- approvaG <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 />DIS,T,R %TIPN: (When contract is signed b' both parties) <br />(I� • Contract Administrator: 0 Scan signed contract with routing sheet (pdf). File originals and note electronic , <br />folder location. Includ on top, of contract this flow cl aWchecklist along with a,fnancial spreadsheet <br />21.. ; (i b Contract Manager:�Email note the contract has been fully executed and location,of files, includmg:.contract pdf <br />22. C Contractor: - Mail one original contract witfi letter of transriiittal (Lane County gets two copies) <br />23'. \ Sr. Office Su eryisor: Review and authorization (prepare envelop for Purchasm 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 CR <br />❑ For capital projects (green); mark &,send to PWA.. (See separate.checklist'fo'r proiect=processing details) , <br />*See separate form for CAPITAL'PROJE'CT processing instructions (GJN's) ¢ <br />*PWA handles both capital $and some grant.$. *PWM/POS Financial Analyst handles operating $, some`capital $ & some`grants. <br />- <br />Contr64rocessChecklist:doc' 9/19/2006 <br />