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Contract & IGA Check List. 7 <br />This pink sheet should be t, the front of.each contractlamendment to show atus of contract/amendment <br />or Amendment # se a new;checklistform for each Contract ;r�UCJ� 5 . D. I- (U contra &`amendment) <br />Contract T ype: ❑IGA O Prof/Personal Services Trade Service. 0 STA /ST9 /STC 0• Revenue '. ❑Other <br />Contra anager/Project Manager's Name: <br />. Contract, Manager works with Finance fibr ❑ RFB, 0 Q (contracts >$5,000) <br />2 Determines funding: ❑ Capital:Project GJN " > Acct Code; \ <br />❑ Revenue Operating Funds: Acct Code <br />.2 ..G'�`LtifJj 1 <br />0' <br />Contract.Administraf o is Name: Kris A __ anderud <br />tract number, name description. ❑ <br />3. Set up contract file with label.. 0 Setup, electronic file <br />' Issue con <br />4.: Record contract/amendment # (A 1, A2) on spreadsh 6 Finance& AdminICONTR ACTSContractsIContracis 6y Year.ia) <br />5. Add contracfto contract tracking system &record routing for the following transactions (ceonllnelcomracttracking) <br />6. ' Work with project manager to create contract using CONRAX program (C (Documents and SetgngsW11 UserslStart <br />Menu WrbgramslCorporate ApplicationslCONRAA9 (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 />81° Email completed, contract to Project. Manager: for review, rioting.specifcs.or unusual issues. <br />9. After review by Project Manager, prepare & attach transmittal letter (LOT),w/ insurance requ add, <br />"si here stickers to contract & forward all copies to Contractor for, signature CS signature .. <br />10. 4' '�. Up ri return of originals from l) <br />contractor prepares. contract routing form 6CdocsleontrdctsWorms <br />ELLOW for.operating; 0 °GREEN for capital Mak e 2 copies: l w/ contract to; CRO; J POS/PWM file <br />0 Cover memo REQUIRED for all POS contracts & all contracts for Kurt or D'ennis's signature. <br />11. Add routing slip "(yellow'' /a, slip) with notation as to who needs to.initial/sign.. <br />OProject Manager (Initials), gDivtsion Manager ( Initials or Si 1 ature) <br />12.Place in red plastic numbered /signature file & record on spreadsheet (IFinance&AdmmICONTRACTSIRed <br />Numbered Folders.xls) <br />13. .When file received back, forward as required (without red fol "der): -first to Karen Loy, PW- Admin. <br />0 if contract involves capital.$ with GJN, see back page_ for routing instructions. <br />' q if contract is >$25;000 or an,IGA, forward` to Public Woiks,Diroctor for signature, or <br />O, if contract is >$10.0,000 or an IGA, forward to PW Director for initial <br />0 s & PWA forwardsto <br />:city Manager's Office for'si ature. Record date of transmittal in Contract Tracking System. <br />g a co of 0 contract si <br />« °° PY g P p <br />. Print , tract •; , <br />- :folder. [1CdocslContractsl2oo7 -# ,••� ned ❑ .amendment'. <br />14. OT in . df format & lace m contract <br />•INSURANCE <br />Review insurance- requirements. w / Contract Manager. Modifcations require HRRSpre- approval. C9n;e�tuC,ir' <br />16. Request insuran ce,information from Contractor:. <br />17: Scan insurance _ cert ificate(s) & emaifedrtificate(s) and contract to Cathy Joseph, HRRS for approval <br />18:'' g ` Record insurance expiration dates in Contract Tracking system. (ceonlMelc nttact ackin ' <br />19.' ,.. Other. follow -up: <br />DIST B TION; (When contract is signed_by both parties) <br />20. = .._GontractAdmin strator: 0- Scan - signed - contract with- routing, sheet (:pdf): -File- 0 riginals- 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 />Contractor: Mail one original. contract, with letter,oftransmittal (Lane County gets two copies <br />23. Sr. Office Supervisor: Review, and authonz t ar env lop for Purchasing /CRO or PW Admin/CRO) <br />�� ) ; For operating contracts (yellow sheets); ark- "Pu d "CRO" on bottom °of routing.sheet4 -send . <br />w/ original contract in the.pony., Purchasing wi process.. s.& forward the contraci.to the CRO. L= <br />O`. 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 $, some capital $ &some grants. <br />ConiracWrocessChecklist.doc _ - 9/1:9/2006 <br />