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Contract:& IGA!,Che'ck List <br />-This pbik sheet show at the: front of each contract/amendmeat to ~sli~I! status of coract/arriendment <br />Contract or Amendment # (Use anew checklist form for"each contract & amendment) <br />Contract Type- 'M IGA° ❑ Prof/Personal Services; El Trade Service ~ STA/STB/STC , 'El Revenue 11 Other <br />Contract Manager/ProJ, 1VIanagq, s Name. ` . <br />Contract Manager works with Finance for RFB, D RFP, D RFQ {contracts >$5,000) <br />Determines fundACYCapital Project G Acct Code c(Z <br />Revenue ❑ Operating Funds Acct Code, <br />Coat t'Administrafor's Name Kris Aanderud <br />3: Issue contract riumber;w/ name &:descriptiori„ ❑ Setup contract file with label ❑.Set up `electronic file: <br />4...' . Record contract/amendment (A1,,A2) on'spxeadsheet (Tih ce&AdminlCoktRACTSContractslContracts by Ye'arxls) <br />5. Add contract to'contract tracking system &`record routing for the following transactions'(eeonlrnelaoniroctiracxin <br />6 Work with project manager-to'creat'e co"ntract using CONRAX program (C.- D6citn~enis;andSettinjil ii &si` SLl tart <br />MenulProgranislC6rporate ApplicationslCONRA,i~ (2 origmA § - Lane County, 3 copies) -or set':, contract using <br />vendor,'s proposal. <br />7. Review draft'coritract,for insurance~requirements, fundmgsource, 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 Contractor for signature: 6Cd6cAContractslFormsl)\ <br />10. L( Upon returgof'origin'als from, cof~ actor prepares contract routing, form`6CdocslContracts rmsl) <br />° 0;"Y LLOW for'operating; :B~GREEN for capital. 'Make:-2 . copies: 1 w/contract to CRO I POS%I'WM fife <br />ver memo REQUIRED for aU POS contracts &'all`contracts for Kurt.or Dennis. 's signature. <br />11. Add r ing slip`(yellow'/a slip) notation <br />`as to who needs to mitiaUs' <br />P <br />Ject Manager (Initials), + ivision Manager ( Initials c Signature) <br />12. Place in-red plastic nu mbered/signature file &`'record`on spreadsheet. ate! (IFiiiance&AdminICONTRACTSIRed <br />Numbered folders:xls) , <br />13: . When file received back, forward as required (without red folder) -;first to Karen.Loy, .PW Admin. <br />e <br />❑ if contract involves capital with GIN, seeback page for routing instructions <br />LI if contract is >$25,000 or an IGA, forward to Public,, orks Director-for signature, or <br />D'if contract is >$100,000 or an IGA forward to PW Director for initials &'P-WA forwards to <br />❑'City 1Vlanager's Office for signature: Record date of transmittal in Contract TrackmgrSystem. <br />' <br />14. "Print" a copy of ED contract ❑;signedcontract ❑ amendrrierit ❑ RF.p LOT in.pdf format* place in <br />contract <br />41 <br />folder. 6iCdocslContracrsl2oo7-# <br />INSMI2ANCE. <br />15. Review Insurance'requirements"w/ Contract Manager. Modifications require HRRSgre=approval <br />1`6. Request insurance information frormContractor <br />a 7.. Scan insurance certificate(s) & email certifcate(s) and contract to Cathy Joseph, IiRRS for approval <br />18. Record insurance expiration dates iti Contract Tracking system. ' c WinOcontracttrackink) <br />19 <br />Other follow=up <br />DIST I , TION: (When contract is signed by both parties). <br />20:', Contract Administrator: ❑ Scan signed-contract with°r"outing'sheet ( pdf) File originals and note electronic <br />folder location.. ~lnclude on top of-coniractxthis.flow chart/checklistalong with a fnancial;'spreadsheet <br />" . Contract Manager Email note, the contract has-been f i ilyexecuted and location of files, including contract pdf <br />. <br />-22. Contractor Mail one original contract with-letter oftransinittal (Lane County gets,two copie-s) <br />23. Sr. Office Supervisor: Review and authorization (prepare envelop for Purcl asirig%CRO or_PW.Admin/CRO) <br />-EIFor oper <br />ating contracts (yellow sheets), mark "Purchasing". and`"CRO':'.on: bottom,of ;routing sheet & send. <br />l <br />wL.Jo ~igina contract" in the pony: Purchasing will process:PO's & forward the contract"to the CRQ <br />[~~'or{caP rtal pfoJ'ects reen mark send to PWA :;(See°se arate checklist fo"r roJect p. rocessin details <br />(g.. P p. $ ) <br />*see separate form for,CAPITAL PROJECT processing instrtictions (WN's) <br />*PWA Handles both capital $ and some grant:$.'; *PWM/POS Financial Analyst handles ope"ratitig some capital $ some grants. - <br />GontractProcesWhecklist.doc 911-912006 <br />.2 <br />q. <br />a . <br />z <br />z <br />