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<br />Contract &IGA Check Lis
<br />r P _ t
<br />This "ink sheet should, e-at.the front of each contract/amendment � 6
<br />to show status of contract/amendment
<br />Contract , �_ 53a 7 or Amendment #
<br />(Use a new.checkiist form for each contract &amendment)
<br />al Services ` ❑ Trade Service ❑ `STA /STB /STC ❑ Revenue. :Other
<br />YP. „ ;
<br />Contract T e: ❑.IGA ❑ Prof/Person
<br />Contract Manager/Project Manager's Name:
<br />ContractManager works with Finance for" ❑ RFB;_0 RFP, 0' RFQ (c acts >$5,000)
<br />2 Determines funding ❑ Capital: Project. GJN Acct Coded
<br />evenue ❑(Operating Funds Acct Code:
<br />Contract mistrator's Name Kris Aanderud `
<br />3 Issue contract number w / naive & description ❑ Set up contract file ^ with label.° ❑ Set.up electronic file.. F
<br />4.
<br />Record contractlamendment # (A1, A2) on spreadsheet ( IFnnance& AdmrnlCOIVTRACTSConrracrs�Conrracrs by Year.zls)
<br />5 Add contract to contract tracking system & record routing'for the following transactions (ceoniinelconrracrtrackiny,J
<br />6 Work with project manager to create contract ising CONRAX program (C: (Documents and SertingslAll UserslSrarr `
<br />MenulArogramslCorporate :ApplicatonslCO1V1M (2 originals - Lane County 3•copies) set up contract using
<br />vendor's
<br />.
<br />7 Review draft contract for insurance requirements, funding source, dates, etc.
<br />8 'Einail "completed contract to Project Manager for review, notiri s ecifics or s
<br />After.review by Project
<br />Manager, prepare & attach transmittal letter (LOT) insurance.r`equirements, add.
<br />"sign here turn of origin" stickers.to contract & forward all'copies to Contractor for. signature 6CdocslContrdctslFormsl) z
<br />10.. Upon reals from contractor prepares contract routing form (1CdocslContractsiFormsl0
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<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
<br />(yellow '' /a slip) w n`a
<br />ith notatios to who needs to initiaUsign: 1
<br />' ❑Project (Manager (Initi6ls),,0Division Manager C . ; Initials or Signature)
<br />12,' Place in `red plastic nurnbered/signature file &record on spreadsheet ' (IFingncMAdminICONTRACTSIRed
<br />Numbered Folders.xls) "
<br />13 , When"fle- received forward as required (without red folder) = first to Karen Loy, PW- Admin .
<br />if contr
<br />El act involves capital $';with GJN, see; back page for ,routing instructions.
<br />if contract is >$25;000 -or an IGA, forward to'Public' Works Director for signature, or a?
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<br />❑ 'if contract is >$100,000 or an IGA, forward to PW Director for ,initials & PWA forwards,to.. - .
<br />❑ "City Manager's' Office for signature .Record date of transmittal in Contract Tracking System.
<br />"Print" a.copy of gcontract 11 ° signed contract 1 El RF,O,LOT in.:pdfformat & blace. m contract
<br />folder. 6CdoMContracts12007 -# ,,:)
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<br />INSURANCE.
<br />Revi ew insurance, requirements w/ Contract Manager. Modifications require RS pre - approval
<br />16. Re uest' insurance information from Contractor, r
<br />17 Scan insurance. certificates & email certificates and contract to Cath Jose h HRRS for a roval
<br />18 Record insurance dates in Contract Tracking system (ceonlinelcontractdrackrn� :.
<br />19.
<br />Other °follow upc` i°
<br />DISTRIBUTION: N (When contract is signed by both parties).
<br />20, Contract Administrator: q Scan signed 'contract with routing sheet (.pdf). File originals and note electronic
<br />folder location Include on top of contract this flow chart/checklist along with a financial spreadsheet
<br />21 Contract Manager':. E 'note the contract has .been,fully executed and location of files, including contract pdf
<br />22 Contractor:' Mail`one'original,contract with letter of transmittal (Lane County gets two. copies) ,
<br />23 3r ,Office'Supervisor: Review and authorizatign(prepare envelop for "Purchasing /CRO or PWA'dmin/CRO)
<br />❑ For operating`contracts (yellow sheets), mark. "Purchasing" and "CRO" on bottom of routing, sheet &send
<br />W / original in the pony. Purchasing will process PO'_s the contract tot he,CRO:
<br />E) For capital projects (green),,mark & send to PWA: (See separate checklist fdr,project processing" details,) .
<br />N:
<br />f *,See separate form for.CAPITAL PROJECT processing instructions (GJN's)
<br />*PWA handles both ,capitat$ and some grant $. *PWNffOS Financial Analyst handles . operating:$, some capital $, &°some grants .
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<br />Co ntract)'rocessCheckhst.doc 9/19/2406
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