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Contract & IGA Check List <br />f This pink sheet show at the front of each contract/amendment to s = status of contract/amendment <br />Contract . 6 (i or Amendment # (Use " a new. checklist form for each contract &amendment) <br />Contract Type: 0 IGA El Prof/Personal Services , 0 Trade Service .❑ STA /STB /STC D Revenue . t] Other <br />Contract.Manager/Project Manager's Name: - , �� <br />-1 Contract Manager works with Finance for ❑. RFl3, RP <br />P, RFQ contracts ?$ <br />er <br />al 5,000) <br />2. Determines funding: [].Capital Project GJN Acct Code: <br />❑ Revenue 0 Operating Funds: Acct Code: <br />Gontracf Admi istrator's'Name: Kris Aanderud <br />3. ssue contract number w/ name &description. ❑ Set up contract file with label. ,❑ Set up. electronic file.. <br />4. ecord contract/ amendment ##.(AT A2) O spreadsheet (1Finance&idni nlCOlVT1tACTSConrracrs ,IConrrdcts by Year:xls) <br />5. Add contract to- contract tracking,system & record routing wing transa'crions <br />uting for the (ceonhnelconiracrrracktn <br />6.. Work with p roject manager to create contract using CONRAX program (C. (Documents and SetringslAll UserslStart: <br />MenulProgr <br />r' ams P lCorpoxate A licationslCON 2 originals - Lade County 3 copies) or. set up contract using <br />vendor's ro osal: <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 requirements; add <br />"sign here"- stickers to contract & forward :all copies to Contractor for, signature (ICdocslContractsTormsl) <br />1 Upon return of,originals.from contractorprepares contract routing. form 6Cdo61ConrractsTormsl) <br />❑• YELLOW for operating; 0 GREEN for. capital. - Make:2. copies: 1 w/. contract to CRO; 1.POS%PW1�I file <br />0 Cover memo.REQUIRED for. all POS "contracts& all'contracts forKurt or Dennis's signature. <br />'-Tl. Add routing slip (yellow 1 /4 sli with notation -as to who needs . to initial/sign. <br />❑Project Manager (Initials); �ODivision Manager ( In or Signature) <br />l Place in red plastic numbered/signature f &,record on spreadsheet ((Finance &AdminICONTRACTSIRed <br />Numbered Folders.ils): <br />13. ' " . W hen Pile received back, forw as required (without red .folder). -first to Karen Loy, PW- Admin. . <br />0 if contract involves capital $ with GJN, see back page for routing instructions. <br />0 if contract is 5$25,000 or an IGA, forward 'to Public Works Director for signature, or <br />❑ if contract is >$I00,000 or an IGA, forwardto PW Director for initials & P.WA forwards to <br />. City Office' for signature. Record date of transmittal in Contract Tracking System. <br />"Print" a copy of ❑ `contract 0. signed'contract" 0 amendment ❑ RF 0 LOT in .pdf format & place in contract <br />folder. (ICdocslContractA20074 ...) <br />INSURANCE: <br />15. ; Review insurance requirements w/ Contract Manager. MMffcadons. require'HRRS pre - approval <br />16. Requestinsurance information from Contractor. <br />17.: Scan insurance certificate(s)' &.email certificate(s) and contract to Cathy Joseph, HRRS .for approval <br />.18 :Record insurance expiration dates in Contract Tracking' system. (ceonlinelcontracuracking) <br />19. :Other follow -up: <br />DISTRIBUTION (When contract is,stgn 'by both parties) <br />20: Contract Administrator: can signed contract with ,.rouhngsheet (: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 />23 S Offce SMail o ne o n i l ,c a o n n d tract with letter of transmittal (Lane County,gets two'copies) <br />p, authorization.(prepare envelop for Purchasirig%CRO or PW'Admin/CRO) <br />o for opating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet &send <br />w/ oirigin:contractin the,pony. Purchasing will process PO's& forward the:contract to the.CRO. <br />❑For cap rtal P roj ects (green), mark &send to PWA: ( separate checklist, for projecf processing details:) <br />*See•separate form for CAPITAL'PROJECT processing instructions (GJN's) <br />*PWA handles both capital $ and some grant .$. - *PWM/POSTinanoial Analyst handles operating $, some capital $ & some grants.. <br />ContractProcessChecklist.doc . 9/19/2006 - <br />