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. Contract & IGA Check List . . <br />This pink sheet should be at the front of each contract/amendment to show status of contract/amendment <br />Contract --;2 cps ! t> � � or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA /STB /STC ❑ Revenue ❑ Other <br />t i <br />Contract Manager/Project Manager's Name: . hA j ( \ U V�- <br />1. Contract Manager works with Finance for ❑ RFl3, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: 11 Capital Project GJN Acct Code: f <br />Revenue .❑ Operating Funds: Acct Code: <br />ConW Administrator's Name: Kris Aanderud <br />3. Issue contract.number w/ name & description. ❑ Set up contract file with label. ❑ Set up electronic fil <br />4. ( Record contract/amendment # (A 1 , A2) on spreadsheet 6 Finance &AdminICONTRAC7SContracts ]Contracts by Y <br />5. Add contract to contract tracking system & record routing for the following transactions (ceontinelconrract <br />6. Work with project manager to create contract using CONRAX program (CrlDocuments and SettingsW 11 Us, <br />Menu WrogramslCorporate ApplicationslCONW (2 originals Lane County 3 copies) or set up contract us <br />vendor's proposal. <br />7. Review draft contract for insurance 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 requirement <br />"sign---here" stickers to contract & forward all copies to,Contractor for signature. 6CdocslContractsTormsl <br />10. Upon return of originals fro ntractor prepares contract routing form 6CdocslContractsWormsl) <br />❑ YELLOW for operating; GREEN for capital. Make 2 copies: l w/ contract to CRO; I "POS/PWh <br />❑ Cover memo REQUIRE for all POS contracts & all contracts for Kurt or Dennis's signature. <br />Al. Add routing slip (yellow '/a slip) with notation as to who needs to initial /sign. <br />OProject Manager (Initials), ❑Division Manager( Initials or Signature) <br />12. Place in red plastic numbered /signature file & record on spreadsheet .(IFinance&AdmWCONTRA� <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 >$25,000 or an IGA, forward to Public Works Director for signature; or <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 transmittal in Contract Tracking System. <br />14.' "Print" a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in .pdf format & place in c <br />folder. 6Cdocsl Contracts120074 ...) <br />INSURANCE: <br />15. Review insurance. requirements w/ Contract Manager. Modifications require HRRS pre- approval. <br />16. Request insurance information from Contractor. <br />17. Scan insurance certificate(s) & email certificates) and contract to Cathy Joseph, HRRS for approval <br />18. .Record insurance expiration dates in Contract Tracking system (ceonlinelcontracttracking) <br />19. Other follow -up: <br />DIST III TION: (When contract is signed by both parties) <br />20,� Contract Administrator: ❑ Scan signed contract with routing sheet (.pdf). File originals and note electrc <br />folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />21. 2 6 Contract Manager: Email note the contract has been fully executed and location of files, including contr <br />Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. Sr Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/C <br />For, operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & <br />w/ ortgmal contract in the pony. Purchasing will process PO's & forward the contract to the CRO. <br />❑ For capital projects (green), mark & send to PWA. (See separate checklist for project processing det, <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 <br />ContractProcessCiecklist.doC 9%1 <br />