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2009-05402 IGA Check List Form
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2009-05402 IGA Check List Form
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Last modified
11/24/2010 8:47:53 AM
Creation date
11/18/2010 2:00:55 PM
Metadata
Fields
Template:
PW_Contract
COE_Contract_Number
2009-05402
PW_Document_Type_Contract
Correspondence
Contract Status
Active
Organization
BLM
PW_Department
Public Works
Contract_Administrator
Aanderud
Contract_Manager
BLM
Is Permanent?
No
External_View
No
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Contract &IGA Check List r <br />contract/ame <br />This pink sheet should be atthe "front of each contract/amendment to sho w Psatus of , ndment <br />Contract or Amendment # (Use a new checklist form for each contract &amendment)+ <br />Contract Type :O `IGA ❑ Prof/Personal Services ❑ Trade Service . ❑ STA /STB /STC R `` evenue Cl Other <br />Contract Manager/Project Manager's Name: T /l <br />1: ' Contract Manager works with Finance for ❑ RFB, ❑ P, 0 RFQ (contracts ?$5,000) <br />2. a i <br />Dte nes funding: ❑ Capital Project GJN Acct Code: <br />❑ Operating Funds: Acct Code: <br />Contr dm slue contract number w/ name & d soription. et up contract file with label. V et up electronic file. <br />3.. <br />O Record contract/amendment # (A1, A2) on spreadsheet f finance& AdmmICONTRACTSContractslConrracrs by Year.zls) <br />5, 3d Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracurack;ng) <br />6 Work with project manager to" create contract using CONRAX program (C: lDocumenrs and SerringslAli Userslsrarr <br />Menu WrogramslCorporate ApplicationscoNRAA9 (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 />g; 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 (1CdocslContractsTormsl) . <br />10. Upon return of originals from c afractor prepares contract routing form (ICdocslContractsTormsl) <br />❑ YELLOW for operating; p'GREEN capital. Make 2 copies: 1 w/ contra to CRO 1 POS/PWM.file <br />54-"over memo REQUIRED for all POS contracts & all contracts for Kurt or 94Ws signature. <br />11. Add routing slip (yellow' /4 slip) with notation as to who needs to initial /sign.. <br />❑Project Manager (Initials), ❑Division Manager ( Initials or Signature) <br />12, -Place in red plastic numbered /signature file & record on spreadsheet (IFinance &AdmWCONTRACTSIRed <br />Numbered Folders.xls) <br />13. <br />When file received back, forward as required (without red folder) - first to Karen Loy, PW- Admin. <br />9- - if contract involves capital $ with GJN, see back page for routing instructions. <br />if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />0 'if contract is >$I 00,000 or an forward to PW Director for initials & PWA forwards to <br />❑City Manager's Office for sign e.. Record date of transmittal in Contract Tracking System. <br />16 "Print" a co of ❑ contrast signed contract ❑amendment El RF ❑LOT in .pdf format &place in contract <br />14. PY <br />folder. oCdocslContracts12007 - # ...) <br />INSURANCE: <br />15 Review insurance requirements w/ Contract Manager. Modifications require HRRS pre - approval <br />lb. 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 (ceonlinelconiracuracking) <br />19.. .Other follow -up: <br />DIST I UION: (When contract is signe y both parties) <br />20,, : Contract Administrator: can 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: X 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, Sr. 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/ 'ginal 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 />} <br />9/19/2006 <br />ContradProcessCheckl ist, doC <br />
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