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Contract & IGA Check List <br />This pink sheet show; at the front of each contract/amendment to so status of contract/amendment <br />Contract n q — (_ S 'S_3 or Amendment # _ (Use a new checklist form for each contract & amendment) <br />Contract Type; 0 IGA 0 Prof/Personal Services 0 Trade Service 0 STA /STB /STC ' 0 Revenue Other <br />Contract,Manager/Project Manager's Name:, <br />Contract Manager works with Finance for 0 RFB 0 RFP 0 RF > <br />Q (contracts $5,000). <br />2. Determines funding: 0 Capital Project GJN Acct Coder <br />D ' Revenue ❑ Operating Funds: Acct Code: <br />Contract Administrators Name• Kris Aanderud <br />3. Issue contract number w /name &.description. -0 Set up contract file with label::❑ .Set up electronic file.,.: <br />4: Record contract/ amendment #_ (Al, A2) on spreadsheet 6 Finanee& AdminICONTRAC7SContractslContracts by Year:xls) <br />Add contract to.contract tracking system & record routing for the; following transactions (ceonhi elcontraoitracking) <br />6:. Work 'with project manager to create contract using CONRAX program (C:IDocumenrs and SettingslAll Users Start <br />Menu lProgramslCorporare ApplicationslCONRAA ' g (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 />8 Email completed contract o Project Mana er for review,.notin specifics or unusual issues: <br />p J g g p <br />9. k 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: 6CdocslContractslFormsl) <br />10.. Upon return of originals from contractor prepares contract routing.. form (1CdocslContractsTorms1) <br />❑ YELLOW for operating; ❑ GREEN for capital. Make 2. copies: 1 w / "contract to CRO; I POS/PWM file <br />.0 Cover memo REQUIRED for all POS contracts & all`contracts for Kurt or Dennis's signature. <br />11 Add routing slip (yellow 1 /4 slip) with notation as to who needs to initial/sign. . <br />QProject Manager,(Initials), ODivision Manager ( Initials or Signature) <br />11' Place in red plastic numbered /signature file & record on spreadsheet. (ITinance&Adm1nIC0NTRACTS1Red <br />Numbered Folde'rs.xls); . <br />13. When file received back, forward 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 />D` if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />0 if- contract - is >$1.00,000 or an IGA, forward to PW Director forinitials & PWA forwards to <br />O:City Manager's Office for signature. ":Record date of transmittal in Contract Tracking System. <br />14: "Print a copy of ❑ contract 0, signed contract "❑ amendment ❑ RF 0 LOT in .pdf format & place in' contract <br />folder. 6CdocslContracts120074...) <br />INSURANCE: <br />15 " Review insurance requirements w/ Contract Manager- Modifications require MRRS pre - approval' <br />16.1 Request insurance information from Contractor. <br />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. (ceonlinelcontracttracking) <br />19. Other follow -up: <br />DIS RI TION: ( When contract is signed by both parties). <br />20 g <br />Contract Administrator: O; Scan signed contract with routin' sheet d File' on inals and note electronic <br />g , (p fl g <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.beeri'fu,1ly'executed and location of files, including contracf pdf <br />22. Contractor: -Mail one original contract with letter of transmittal (Lane County gets two'copies) <br />23.. , Sr. -Officie Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin7CRb) . <br />or 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 />0 For capital projects (green), mark & send to PWA., (See separate checklist for processing details.) ' <br />*See separate form for CAPITAL PROJECT processing instructions (GJN's) <br />j *PWA handles both capital $ and some. grant $. *P.WM/POS Financial Analyst handles operating ,$, some capital $ & some grants. <br />ContractProcessChecklist.doc 9/19/2006 <br />