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Contract &.IGA Check List f
<br />This pink sheetsho eat the frontof each contract%ameridnient to s status of contract/amendment
<br />Contract I C '69 or Amendment # (Use anew checklist form for each contract &:ameiidment)
<br />Contract Type :'RIGA El Prof/Personal Services Trade'Service. 0 S- STB/STC f 0 Revenue 13 Other
<br />Contract Manager/Project Manager's Name:
<br />I Contracf:Manager works,with Finance for ❑ RFB, 0 ERFQ (contracts 5$5;000)
<br />in h 2 Deter i Ps
<br />0 Capita
<br />O '1 Project GJN Acct Code:
<br />era
<br />p ting,Funds: Acct Code.
<br />s
<br />Contract Administrator'sNaine".,Kris'Aa' erud `
<br />3 i Issue cointract•.numberw/ name,,&,description.' D Setup contract file'withjabel. 0, get up:electronic file;:'
<br />4:~ Record contract/amendment # (A1, E12) on Spreadsheet.(IFinance&AdminICONTRACTSe6niractslContracrs byYearxlsj
<br />5, 'Add contract to.contract tracking, system record, routing for the following tr'ansactions' (ceonltnel ontrodttra~k+n~J `
<br />''611 Work with project manager.to:create contract:.usmg CONRAX,program (CslDocuments dndSerangslAll UserslStarr
<br />MenulProgram orpordte;Ap 4mt onslcoNRAAq (2 orl trials Lane.Coun ,3 copies) or setu'pcontract usin
<br />g . n', A g
<br />vendor's'proposal
<br />7 ! Review draft contract for insurance requirements, fundrng source, `dates, etc
<br />Email completed contract to Proje6i~Manager.for review, noting specifcs.or unusual issues
<br />9 ;After review by>' rolect.lvlanager, prepare & attach transmittal letter;(LOT) w/, insurance requirements; add
<br />1.
<br />`.."sign-here" stickers "to contracf& forward all; copies to Cont'ractorfo'r signature. 6Cdocsl'&ntractslRormsl)
<br />- .g. p P
<br />10. pot
<br />return ofort mals`from contractor. re ares,contractiouting'form (ICdocslContra"cCslFormsl)
<br />YELLOW for operating;. GREEN for. capital. Make'2:copies; w/ contract to'CRO; 1`,POS/PWM;.fle
<br />'Cover memo. REQUIRED for alIPOS contracts & all contracts for Kurt or Dennis's signature.
<br />11.: 6~Ad routing shp (yellow'/a`slip)~, vithnotation `as to who needs to initial/sign
<br />r4lect Manager (Initials),"Wivision Manager'(Initials or, Si `nature)
<br />12.Place in red plastic numbered/signature file. & record on spreadsheet.. (IFinance&dmmICONTRACTSIRed
<br />Numbered F,olders:zls) .
<br />13. n fil'e•received back, forward as required(without red folder)first to Karen Loy, PW Admin
<br />contract involves capital Vwrth GJN, see back,' for:routing instructions:
<br />j contract is :.$25,000 or an IGA, forward ,fo Public Works Director•for ignature, or - -
<br />G contract is >$100,000 or an IGk forward to PWDirector for initials & P.Wf?► forwards to
<br />C~1'City,Nlanager's.Office for signature.' Record date,oftransmittal in Contract Trackmg System.
<br />14. " Prmt"'a copy`of ❑ contract q. signed`contract ❑ amendment 0 RF ❑ LOT m pdf format'& place m contract
<br />folder: 6Cdoakontractsl2007
<br />INSURANC
<br />. w
<br />15. Review insurance requirements w/ Contract Manager: ModiJicatlonsaregtiire HRRS pre-approval
<br />16. Request insurance inmation. -from Contractor
<br />for
<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.; '(ceonlinelcontra"cttracking)-
<br />19 Other follow-up: I
<br />DIST INUTION.. (When contract is 'signed by both parties)
<br />20o Contract Admmistrator:.❑ Scan signed'contract with routing' (:pdf) File originals and note electronic
<br />folder iodation., Include on top of contract this-flow chart/cliecklist along with a financial spreadsheet
<br />21. E ContractManager Email note the contract•has been°-fully.ekecuted. and`location of fle`s; including contract pdf
<br />22: Contractor Mail;one' origrnal contiadwith letter of iransmittal (Lane, County, gets two'copies)
<br />23 Sr
<br />Pff
<br />ice `Supervisor: Review,ahd oiiiation~(prepare envelop for Purcliasmg/CRO or°AW,Admm/CRO)
<br />or operatmgcoritracts (yellow sheets), mark. P,urchasmg and. CRO on bottom of routing `sheet &.send
<br />n.
<br />f ❑/Fo gcaaital nro'ectsth eenn end to PW Acess e0e"s.& fe hard the contract to the CRO.
<br />p p ) (gr mark &'s ( p t eckhst f r protect processing details)',',
<br />4. ;
<br />*,See separate form for CAPITAL PROJECT processmginstructions (GJN's
<br />. , ) .
<br />*PWA handles bottt.capiW $ and'some grant *PWM/POS Financial Analyst handles operating$, some capital soine'grants.
<br />C)ntractProcessCheckflsudo'c . 9/19/2006 `
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