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-� Contract & IGA Check List <br />This pink sheet should be,be front of each contractlamendment to show so, s of contract/ameridment <br />Contract 82vo�- 0S or Amendment #3-- . (U se a new.checklist form for each contract & amendment) <br />Contract Type:. D IGA ❑. Prof/Personal Services -Trade Service ❑ STA /STB /STC O "Revenue ❑ Other. <br />Contract Manager/Project Manager's Name: . L�Ur ! S00 <br />I .. �=— Contract Manager'works with Finance for ❑ RFB `❑ ❑ RF Q (contracts >$ , ) <br />Determines funding: ❑ Capital Project .GJN Acct Code: <br />0 Revenue ❑ Operating Funds:. Acct Code: <br />Contract Administrator's Name: Kris Aanderud <br />3. – Issue contract number w/ name & description. p Set up contract file with label.. El Set up electronic file <br />4. 'L Record contract/amendment # A1, A2 on s preadsheet ��, ( ) p (IFnnance& AdminICONTRACTSContracts IContracts by Yekr.xls) <br />5.` 1 ola Add contract to contract tracking system & record routing for the following transactions (ceonitnelcontractrracktng) <br />6 - -'T Work -with project manager to create contract using CONRAX program (C: (Documents and SettingsUll UsersWart. <br />Menu WrogramACorporate ApplicationslCONRAA (2 originals -.Lane County, 3 copies) or setup contract, using E <br />vendor's proposal. <br />7 Review draft contract for insurance requirements, funding source, dates, etc. <br />8. lc7 Email completed contract to Project Manager for review, noting specificsor unusual' issues. <br />9. T After review by Project Manager, prepare & attach transmittal, letter (LOT) w/ insurance requirements; add <br />on from contractor prep ares contract routin , CdocslC ntrConrractslFormsl)' <br />act <br />"sign here stickers to contract & forward all co tes to. <br />10. on return of originals Contractor for si <br />Up on g p p g form (1 ontractslFormsl) ' <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 contracts & all contracts for.Kurt or Dennis's signature. <br />11. f .–� Add routing slip /4 slip) with notation as to who needs to initial/sign. <br />❑Pro'ect.Mana er Initials ❑Division Manager( Initials'or Signature) 1 " <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 />❑ if contract is 425,000 of an IGA, forward to Public Works Director for signature, or <br />11 if contract ii >$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. '(p "Print" a copy of 0 contract ❑ signed contract ❑ amendment 0 RF ❑ LOT in pdf format & place in contract <br />folder. 6iCdocslContracts12007 -# ...) i <br />INSURANCE: <br />15: Review insurance requirements w/ Contract Manager. Modifications require HRRS pre - approval.. <br />16. Request insurance information from Contractor. <br />19. 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. (ceonlineicontracttracking). <br />19. Other follow -up:, <br />DISTRI UTION: '(When contract is signed by both parties) <br />20. It/6 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. Contractor: Mail one original contract with letter of transmittal (Lane County, gets two copies) <br />23. At I 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 />D' 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 />C oritrktProcessChecklist.doC " ` 9/19/2006 <br />