New Search
Contract & IGA Check List • ` <br />This pink sheet should be the front of each contract/amendment to show status of contract/amendment <br />Contract or.Amendment # (Use'a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA 0 Prof/Personal Services O Trade Service ❑ STA /STB /STC O Revenue ❑ Other <br />Contract Manager/Project Manager's Name: <br />l Contract, Manager works with Finance for ❑ RF_ , ❑ RFP, ❑ RFO (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ; ❑ Operating Funds: Acct Code: <br />Contract Administrator's Name: Kris Aanderud <br />3. Issue contract number w/ name & description. ❑ Set up contract file with label. p Set up electronic file. <br />4. Record contract/amendment # (A1, A2) on spreadsheet ( IFinance& AdminICONTRACTSContractAConiracts byYearx1s) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracuracking) <br />6. Work with project manager to create contract using CONRAX, program (C.- Documents and.SettingsUll Users0art <br />MenOProgramslCorporate ApplicationslCON!W (2 originals' Lane County 3 copies) or set up contract using, <br />vendor's proposal. <br />7. Review draft contract for insurance requirements, e, dates, eta <br />8. Email completed contract to Project Manager ecifics or unusual issues., <br />9. After review by Project. Manager, prep (LOT) w/ insurance requirements, add <br />"sign here" stickers to contract & r signature. 6CdocslContractsTormsl) <br />10. Upon return of originals fro m 6CdocslContractsWormsl) <br />❑ YELLOW for opera ' / contract to CRO; 1 POS/PWM file <br />❑ Cover memo ,- or Dennis signature. <br />Add, p routing slip `' n. <br />❑Project. Manage ature) <br />12. Place in red plastic ((Finance &AdminICONTRACTSIRed <br />Numbered Folders.xls) <br />13. ` When file received ba �, Loy,.PW- Admin. . <br />p if contract involves cC <br />0 if contract is >$25,000 � e, or <br />Q if contract ii >$100,000 rwards to <br />City Manager's Office fo \, `i acking System: <br />- 14. int" a copy of ❑ contract 1� - i in .pdf format & p lace in contract <br />folder 6CdocslContracts12007 - # <br />INS_URANCE� . <br />15. Review ih urance, requirements w/ j Modifications require HRRS pre - approval <br />16. Request in urance information from f s . .. . <br />.17. Scan insur nce certificate(s) & email c�,,cfficate(s) and contract to Cathy Joseph, HRRS for approval <br />18. Record i surance expiration dates in Contract Tracking system. (ceonli'nelcontracuracking) <br />19. Othe ollow -up: <br />U ION: (When contract is signed by both parties) <br />20. � Contract Administrator: ❑ 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: Email 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. r. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />❑ For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom, of routing sheet & send <br />w/ original 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 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. operating $, some capital $ & some grants. <br />ContractProcessChecklist.doc 9/19/2006 <br />