New Search
Contract & IGA Check List <br />This pink sheet should be at the front of each contracdamendin t show Cof contract/amendment <br />Contract r7 y` 2I or.Amendment # : (Use a new checklist form for each contract &amendment) _., <br />Contract Type: ❑ IGA ❑ ,Prof/Personal Services, ❑ Trade. Service ❑ STA /STB /STC ❑Revenue ❑Other <br />Contract Manager/Project Manager's. Name,: <br />contracts >$5,000• <br />1, Contract Manager works with Finance for ❑ RFB, P, '❑ RFQ ( ) <br />2, Determines funding: ❑ Capital Project GJN Acct Code: <br />Revenue 0 Operating Funds. Acct Code: <br />Cont " t Administrator's Name: Kris Aanderud <br />1;( <br />3, Issue contract number w/ name &description ❑ Setup contract file with label. ❑Set up electronic file.. <br />Year <br />4,` t ' Record contract/amendment ract nu er w/ # (A1, A2) on spreadsheet (( Finance& AdminICONTRACTSConrractslConrracts by ns) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceon n sU llr U s e r ckl ar <br />6; ---- Work with project manager to create contract using CONRAX program (CtlDocuments and SerringslAll Userslsrarr <br />MenulProgramslCorporare ApplicationslCONW (2 originals - Lane County 3 copies) or set up contract using <br />vendor's proposal. <br />s, funding source, dates, etc. <br />7. 7 Review draft contract for insurance requirement <br />g ail' completed contract to Project' Manager for review, rioting specifics or unusual. issues. <br />g, Aft' feview by Project Manager, prepare & attach- transmittal letter (LOT) w/ insurance requirements, add <br />gn here" stickers to contract & forward all copies to Contractor for signature . °(1CdocslContractslFormsl) <br />Upon return of originals from contpetor prepares contract routing form (1CdocslContractslFormsl) <br />❑TEEN for capital. Make 2 copies: 1 w/ contract to CRO; 1 POS/PWNI file <br />❑ YELLOW <br />9 -Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />O� , 11. Add routing slip (yellow '/4 slip) w' h notation' as to who. needs to initial /sign. <br />C r Initials tvision Manager( or Signature) <br />�oJect Manage <br />(Initials), ((Finance &AdminICONTRAGTSIRed <br />, <br />12, -- F' Place in red plastic numbered /signature file & record on spreadsheet. <br />Numbered Folders.zls) ° <br />13. -�-t� When file received back, forward as required (without "red folder) — first to Karen Loy, PW -Adin <br />0 if contract involves capital $ .with GJN, see back page for routing instructions. <br />if ontract 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 />❑ amendment q RF ❑ LOT in .pdf format . & place in contract <br />14. "Print" a copy of ❑; contract ❑signed contract <br />- folder. (1Cdocslntracrs120 - # ... <br />C--AA ,„ Y <br />S C l Q__ C _pp t , 'Ii <br />INS rRIBUT <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre- approval. <br />16. Request insurance information from Contractor. <br />1 7 Scan insurance certificate(s). &.email certificates) and contract to Cathy Joseph, HRRS for approval . <br />1 g Record insurance expiration dates in Contract Tracking system (ceonlinelcontracttracking) <br />19, Other follow -up: <br />DIIONt is sig ned by both parties) <br />20, �- Contract Administrator: ❑ Scan signed contract with routing sheet (.pdf). File originals and note electronic <br />: (When contract <br />folder location. ' Include on top h e contract this flow s been fully ully executed and location of filesaincluding contr pdf <br />.:21. Contract Manager: Email note the contract has <br />`22, Contractor: Mail one original contract with letter of transmittal e County gets two copies) <br />l (Lan <br />23 Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or. PW Admin/CRO) <br />0 For "operating' contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />Y/ original 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 hecklist for project processing details.) <br />, <br />* See'SA fo5 11 AL PROJT, process g instctions dies o eratin $, some capital $ &some grants. <br />n *PWA handles both capital $ and some grant $. *pwm/POS Financial Ana yst han y p g <br />9/19/2006 <br />ContractProcessCheckl i st. doc <br />