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Contract IGA Check List #' <br />}$ <br />1. .. This' ink sheet should #it the front of each contract/amendment to show. status of contract/am en <br />p <br />ent • <br />Contract ; QI 6 , or Amendment 4 ` (Use a new checklist for each contract &'amendment). <br />Contract Type..❑ IGA ❑ Prof/Personal Services , ❑ Trade Service, 0 STA /STB /STC .#❑ Revenue ❑ Other— <br />ContracE Manager/l?roject Manage'r's Name. <br />1 ContracfNlanager .workswithFinance 'for ❑ „RFB ❑.,RFP,` ❑. Q {contracts >$5,000)` <br />2 Determmes funding ❑ Capital Project GJN Acct Code: <br />❑ Revenue ' .' ` ❑ .Operating Acct Code: f <br />Co nti ct Administrator's ,Name: Kris Aanderud <br />Issue contracfmi in <br />ber w/ name & description. ❑ Set up, contract file with label' ❑ Setup electronic file, <br />4.,. Record contract/amendment # (A1', A2) on spreadsheet ( Tinance& Admih1CONTRACTSCoritracrs IContracts'by Yearxls) <br />5. Add contract to contract tracking systeni & record routing forthe following transactions (ceonlinelcontracttracking <br />6 <br />Work . w gfi ro ecpmana pp to create <br />contract using CONRAX program (C. IDocu+nents and SettingsW l Us`erilStart <br />P J g <br />Menu lPro ramslCor orate A licaiionslCONRA,10 (2 originals - L'ane County, 3 copies) or setup contract using <br />vendor,'s proposal : r _ <br />7 : °” Review draft contract forinsurance 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 regtiirements4 add <br />"sign here" stickers to contract:& forward all copies to Contractor.for signature (1CdocslContracOs rmsl) <br />10.., Upon return of originals from contractor prepares contract routing form (1CdocslContractiViorms�) <br />0Y for' operating; LL = �iREEN:for capital. 1Vlake 2`copies: 1,w/ contract to CRO; 1; POS/PWM file , ~' <br />Ca'over memo; REQUIRED for all PPS contracts & `all contracts for Kurt or Dennis's' signature. <br />11:• <br />Add ing slip (yellow ' %a slip) with'notation as -to who needs to in . <br />�p project Manager {Initials), C�Hlvision.Manager.(itials or Signature) <br />12 U - Place.in red plastic numbered/signature'file & record on spreadsheet: l el - 6Finance&AdmmICONTRACTSIRed .` <br />Numbered Folders:xls) I' <br />13:'"` -T� When f le 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 />f "if contract is >$25,000 or an -IG' forward to Public Works Director fousignature, or <br />f if contract is >$100,000 oran IGA, °forward to PW °Director for initials & PWA'forwards to <br />❑ • Mana er -s Office for Signature.: Reco t <br />y <br />'Cit g ' g d datef transmittal in Contract Tracking System.:_ <br />14, "Print ". a copy of ❑'contract signed.contracf ❑amendment ❑ RF -❑ LOT in .pdfformat & place in contract. ` <br />} <br />folder OCdocsICantractsl2007 <br />1f5 SURANCE Review insurance requiremen ` y • - .' i <br />,. <br />is w/ Contract Manager. Modifications require HRRS pre- dpprovaG <br />16.:' Request insurance information from Contractor <br />17: Scan insurance certificate(s), & certificate(s) and contractto Cathy Joseph, HRRS approval P <br />18.' Record insurance expiration dates in Contract Tracking system (ceonlinelcontracttracking) } <br />Other follow-pp:' <br />DI BUTION (When contract is signed by both parties)` I <br />20: �- Contract- Administrator:. ❑ Scan signed.contract with routing sheet ( :pdf). Fileloriginals and note electronic <br />Contract Mana Manager: Email note the contract has been full :executed along with�a financial spreadsheet <br />I <br />folder location.; Inclu de :on to o contract this ow c c ec ist <br />22 .. Contractor Mail one original contract with - letter of transmittal (Lan d location tg f les, p ies ) <br />dmg contract pdf <br />g Y <br />e County ets two copies) <br />g P f <br />'23. , , Sr. 'Office Supervisor: Review and (prepare envelop for Purchasing/CRO or ]?W 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.tl e CRO: : <br />❑•For capital',projedss (green),. mark & send to PWA. °(See separate;,checklist for project processing details ) <br />*See separate form forCAPITAL PROJECT processing instructions <br />*PWA handles' both capital $ and some grant $. *PWM/POS Financial Analyst handles operating $, some capital $ & some' grants: <br />Contracftpces§Qheckhst.doc 9/19/2006 <br />I <br />° <br />i <br />