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Contract .& IGA Check List .. f
<br />This pink.sheet shouldi> . „ xhe front of each contrAWdinendmenf to "show k us of contract/amendment
<br />Contract s303 or Amendment # (Use a new. checklist: form for each contract & amendment) ,
<br />Contract -Type: .IGA, `'D Prof/Personal�Seriv es - D, Trade: Service Q STA /STB /STC [3 "Revenue :-`D :Other
<br />Con tract, Manager/Project Manager,'s Naine: ,
<br />1 Contract Manager works with Finance n RFB,, ❑ RFP, Q- (contracts >$5,000)
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<br />2." Determines funding:• 0 Capital Project GJN 'Acct Code:
<br />❑Revenue - ❑'Operating Funds Acct Code '
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<br />Cout rac .Administrator's Name: KrisAanderud , ,
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<br />Issue contract number w/ name,& descfi tion. U Set u , contract file °with label..'[]: Set up electronic file. ". °
<br />Record contract/amend nent# (A 1, A2),on spr eadsheet. (( Finance& AdminICONTR4C7SContractslContracts by Yean
<br />Add contract to contract_ tracking system &•record routing for the following, transactions (ceonlinelcontracttracking)
<br />. p J g g p gr ( nts and SettingSU11 Use 30drt I
<br />r ,with pr mana er to create coritractUsm CONRAX ro am CaDocume
<br />6 Work
<br />MenulProgramslCorpor ate ApplicationslCONRAt7 (2 originals - Lane (,6unty, 3 - copies) or set up.contract using`
<br />vendor'.s proposal.
<br />7 Review draft contract for insurance re uirements, funding source, dates, etc:
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<br />8 Email completed Contract;to Project Manager for review, noting specifics or_unusual.issues. dLG
<br />9 After review b Project er, re are,& attach transmittal letter w/ insurance re uirements; add'
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<br />"sign:here" stickers to contract & forward.all copies °toaContractor for signature :'(ICdocslContractslFormsl). `
<br />10 Upon return of originals -from contraotor'prepares contract form 6CdocslContracts,IForm4.
<br />❑ YELLOW for. operating; ❑ GREEN for capital •Make 2 copies: f 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. _7 a� Add ,`outing slip (yellow ' %a slip) .with notation °as to wl omeeds to initial /sign.
<br />❑Project - Manager (Initials),, 61)ivisionManager ( Initials or Signature)
<br />12 Place in.red plastic numbered /signature file & record on spreadsheet: ((Finance &AdnanICONTRACTSIRed'
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<br />Numbered,Folders.x[s) '
<br />' 13 When.file'received back, forward as required - (without red folder) - first to Karen Loy, PW =Admi
<br />. ❑ if contract involves ca ital $.'witH GJN, see,back: a 'e for routin "instructions:
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<br />❑ if contract is >$25,000 or an,IGA, "forward toPublic`_Works Duector forsignature, or
<br />C7` if contract is >$100,000 or an „ IGA, forwardto PW: Director for initials & PWA •forwar(4sto-
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<br />14 Print a co of ❑contract ❑ s� ned contract = (] amen transm Contract Tracking System: ° -
<br />❑ City Manager's Office' for signature:. Record date of
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<br />py g dment ❑ RF ,,p LOT in pdf format & place ,in con t
<br />folder " #`...)
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<br />INSURANCE ” :. rt °.,
<br />15. '" ., £ "Review insurance requirements w% Contract Manager. Modificalions require•HRRS pre- approval
<br />16 - uest insurance information from Contractor.
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<br />y� • 17 Scan'insurance certificate(s) & email certificate(s) arid- contract` -to Cathy Joseph, HRRS for;approval . .,
<br />18" , Record insurance expiration dates in Contraet:Tracking system - (ce
<br />19.. Othe "r follow up:
<br />DISTRIBUTION: (When contract is"signed� by both ',parties)
<br />20. - w ;Contract Administrator: - (]'Scan-
<br />signed contract-with- r sheet (pdf) File originals -and note-electronic
<br />folder location. Include on. top of contract this flow,chart/checklist,along with a fnanciat spreadsheet
<br />21 .' Contract Manager:, Email note "the contract has been fully executed;and;location of files; including contract pdf, -
<br />4 22 Contractor: ^Mail .one original contract; with letter of transmittal (Lane County` gets two copies)
<br />23 Sr.`°Office Review -,and authorization (prepare envelop forPurchasing/CRO or PW Ad nin/CRO)
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<br />1 Por operating:contracts (yellow sheets), mark "- Purchasing" and_ "CRO" on bottom.of routing sheet &send
<br />w/ original ",contract inf the pony. " Purchasing will process PO's & forward the contract toahe CRO.
<br />r ❑;For capital-projects;(green), mark &" send to' ?WA: `(See separate: checklist for,' project,ptocessing details )
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<br />*_See separate form for CAPITAL,PROJECT processing instructioris'(GJN's) "
<br />*PWA handles both capital "$ and,some $, *PWM/POS Financial Analyst handles operating $, some capital $`,& •some grants:
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<br />QoiitractProcessChecklist ;doc. 9/19/2006°
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