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Contract & IGA'Check List -. <br />This pink sheet should tie at the front of each contract/amendment to show status of contract/amendment <br />Contract ° 7� J or Amendment # (Use a new checklist form for each contract &amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑- Trade Service ❑ STA /STB /STC Revenue O Other <br />Contract Manager/Project Manager's Name <br />Contract Manager \a <br />l er works with Finance for <br />g ❑ RFB, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Accf Code: <br />Contract 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; Record contract/amendment # (Al, A2) on spreadsheet 6 Finance& 4dminICONTRAC7SConrracts IConrracts by Year.zls) <br />5. 'Z, Add contract to contract tracking system & record routing for the following•transactions (ceonl;nelcontracttraaking) <br />6. Work with project manager to create contract using CONRAX program. (C: (Documents and SettingsUll UserslStart <br />MenuWrogramslCorporate ApplicationslCONRAA (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 unusualissues. <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 .�6CdocslContractslkormsl) <br />10. Upon return of originals from contractor prepares contract routing form (1 CdocAContractslFormsl) <br />❑ YELLOW 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. Add routing slip (yellow 1 /4 slip with notation as to who needs to initial/sign. <br />❑Project•Manager (Initials), ivision Manager (• Initials or - S ignature) <br />12. 1l A 6:1� Place in red plastic numbered/signature file &record on spreadsheet. sol� (IFinance&AdminICONT <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 />❑ if contract is 425 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 fors' nature. Record date of transmi 1 in Contract. Tracking System. <br />14. "Print" a copy of ❑ contract�igned contract ❑ amendment RF ❑ LOT in .pdf format & place in contract <br />folder. 6(7docslContracts12007 - # ...) <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre - approval <br />16. ` 64 Request insurance information from Contractor.,t <br />17. Z Scan insurance certificate(s) & email certificates) and contract to Cathy Joseph; HRRS for approval <br />1 -8.. Record insurance expiration dates ' Contract Tracking system. (c onlinelco trac'ttracking) <br />19. Other follow -up: <br />4A A01 <br />DISTRIII ION: (When contract is signed by both parties) <br />20. <br />- - sp I 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. �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.doc 9/19/2006 <br />