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Contract & IGA Check List • 4 <br />This pink sheet should be at the front of each contract/amendment to show status of contract/amendment <br />Contract ��'� or Amendment# (Use anew checklist form for each contract &amendment) <br />Contract Type: El IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA /STB /STC ❑Revenue Other <br />Contract Manager/Project Manager's Name:. <br />1. Contract Manager .works with Finance for ❑. RFB, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: 1 <br />❑ Revenue ❑ Operating Funds :" Acct Code: <br />Contr ct Ad ministrator ' s Name: Kris Aanderud <br />3. Issue contract number w/ name & description. ❑ Sef up contract file with label. D Set up electronic fie. <br />4, f0 Record contract/amendment # (Al, A2) on spreadsheet (IF finance& AdminICONTRACTSContractsIContracts by Year.zts) <br />5, Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontra wracking) <br />6 Work with project manager to create contract using CONRAX program (C.1Documents and SetangsW 11 UsersOart <br />MentAP,rogramslCorporate ApplicationscoNW ,(2 originals - Lane County, 3 copies) or set up contract rising <br />vendor's proposal. <br />�, — Review draft contract for insurance requirements; funding source, dates, etc.: <br />g, ` — Email completed contract to Project Managerfor review, noting specifics or unusual issues. <br />g,. After review by ~Project Manager, prepare & attach transmittal letter (LOT) w/ insurance requirements, add <br />"sign here" stickers to contract & forward all copies'to.Contractor for signature. 6CdocslContractslForms9 <br />10. Upon return of originals from contractor. prepares contract routing form 6CdocslContractsTormsl) <br />0 YELLOW for ,❑ GREEN for capital. Make 2 copies: 1 w/ contract to CRO; I POS/P file <br />❑ Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11.... Add routing slip ellow y c/4 slip) with notation-as to who needs to initial /sign. <br />eject Manager (Initials) b?(ivision Manager( i/ Initials or Signature) <br />12. (� 7 Place in red plastic numbered /signature file & record on spreadsheet (IFnnance &AdmtnICONT CTSIRed <br />Numbered Folders.xls) rst to Karen Loy, PW Admin. <br />13. When file received back, forward as required (without red folder) —fi <br />i ontract involves capital $with GJN, see back page for routing instructions. <br />I - 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 O ice for sig re. > Record date of transmitt in C tract Tracking System. <br />I4. 7 02 "Print" a copy of_ contract ;.signed contract 0 amendment LOT'in .pdf format & place.'n contract <br />cts12007 -# ... <br />Polder (1CdocslContra ) <br />INSURANCE; <br />15: Review insurance requirements w/ Contract Manager. Modifications require HRRSpre- approve <br />16;. Request insurance information from Contractor. <br />17: Scan insurance certificate(s) &email certificates) and contract to Cathy Joseph, HRRS for appro <br />18 Record'insurance expiration dates in Contract Tracking system (ceonlinelcontracttracking) <br />19. Other follow -up; <br />DIST IBUTION: (When contract is signeo.,bY both parties); <br />"� 20. Contract Administrator: can signed contract with routing sheet (.pdf)..File originals and note <br />folder location. Include onto P of contract this flow chart/checklist along with a financial spread. <br />21. Contract Manager:'Email note the contract has been fully executed and location of files, mcludin <br />22.' Contractor: Mail one original contract with letter of transmittal (Lane County two copies) <br />ty get <br />23, Sr. Office..Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Ac <br />❑ For operating contracts (yellow sheets), mark "Purchasing" and "CRO", on bottom' of routing <br />w/� iginal contract in the pony. Purchasing will process PO's & forward tl e.contract to the CRI <br />V or capital. projects (green), mark & send to PWA. (See separate checklist for project process. <br />*See separate form for CAPITAL PROJECT processing instructions (GJN's) . <br />*PWA handles both capital $and some.grant $.. *PW <br />M/POS Financial Analyst handles operating $; some capital $ <br />r <br />ContractProcessCheckl ist. doc <br />eet. <br />contract pdf <br />l in/CRO) <br />B eet. &.send <br />details.) <br />some grants. <br />9/19/2006 <br />