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Contract &IGA Check List <br />This pink sheet shout at the front of each contract /amendment to f sstatus of;bontract/amendment . <br />ontract / or Amendment # (Use a new. checklist form for each contract & amendment) <br />ontract Type: IGA 0 Prof/Personal Services ❑Trade Service O'STA /STB /STC. � ❑Revenue ❑Other <br />ontract 'Manager/Ptoject Manager's Name t�f _ <br />1. Contract Manager works with Finance for ❑ RFB, ❑ ❑ RFQ (contracts >$5,000) . <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds ..Acct,Code: <br />ontr ct Administrator's Name: Kris Aanderud <br />3. /� Issue contract number w/ name & descnphon., ❑Set up contract file with label: ❑Set up electronic file. <br />4: Record contract/ameridment# (A <br />j' on spreadsheet ffiriance&Adn InICONTRACTSConlractslConirdcts byTear.zIs) , <br />5. Add contract to contract tracking .system & record routing for the following transactions (ceonline.lcnntracttracking) <br />6�. Work with project manager tb contract using CONRAX, program (C. - Documents.an'dSettingsWIl Use <br />rslstart <br />MenulProgramslCorporate 4pplicationslCONRAA9 (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 to Project Manager for,revew, 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 :Co ntractor. for signature 6CdocslContractsTormsl) <br />10. UP�P�P� n return of originals from contractor prepares contract routing form 6CdocslContractsTormA) <br />ELLOW for operating; ❑GREEN for capital. Make 2.copies:.I w/ contract to CRO I-POS/PWM file <br />Cover memo REQUIRED for all POS contracts & all'contracts for Kurt or Dennis's signature. <br />routing slip (yellow 1 /4 slip),.mith notation as'to who needs, to initial /sign. <br />Cfroject Manager (Initials); RDivision Manager -( Initials or Signature) <br />i Place in,red.plastic numbered /signature file & record on spreadsheet (IFnnance &AdminICONTRACTSIRed <br />Numbered Folders. <br />xls) <br />13; When file, received back, forward as•required (without.red folder) - first to Karen Loy,,PW- Admin. <br />❑ yf'contract involves capital $with GJN, see back page for routing instructions. <br />in 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 Office for signature. Record date;of transmittal -in Contract Tracking System. <br />"Print a copy of '❑ contract 0, sighed contract 0 amendment ❑ RF 0 LOT, in :pdf format & place in <br />folder. 6gdogAContracts12007 - # ...), <br />IIVX . <br />i`5Review insurance requirements w/ ContractManager. Modifications require MRR3pre- approval <br />Request insuran ce information from Contractor. Scan insurance certificates) & email certificates) and contract to Cathy 'Joseph, HRRS for approval <br />1 insurance expiration dates in Contract Tracking system: (ceo),linelcontracurac 19Other follow -up: <br />DI MR U ION (When contract is signed by both parties). <br />20„ Contract Administrator: ❑Scan si g ned 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 />Contractor: Mail one on inal contract with letter of transmittal Lane County ets two co ` es <br />g ( tyg. p' ) <br />2i3..:. Sr.•Office Supervisor: Review and authorization (prepare envelop for Purchasin) RO or PW'Admin/CRO) <br />11 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:oontract to the CRO. <br />Q 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 />1PWA handles both capital $ and some grant $ *PWM/POS Financial Analyst handles operating - $, some capital $ -& soin a grants. <br />ontractProcessChecklist.doc 9/19/2006 <br />