New Search
Contract & IGA Check List <br />This ink sheet show <br />p � at the front of each contract/amendment to s status of contract/amendment . <br />Contract e�� �'��3 or Amendment # , (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA• O Prof/Personal Services ❑ Trade Service ❑ STA /STB /STC 0 evenue ❑Other.' <br />Contract.Manager/Project Manager's Name: •�►��1t_ <br />1.. Contract Manager works with Finance for ❑ M3, .:1 RFP, ❑ RFQ (contracts >$5,000) . <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contra t Administrator's Name: Kris Aanderud <br />3. - Issue contract number w/ name &:.description ❑Set up contract file with `label' ❑ Set up electronic file. <br />4: Record contract/amendment # (A 1, AZ on spreadsheet 6 Finance &AdminICONTRACTSC.ontracislCon ircicts by Year:xls) <br />5 'Add contract to contract tracking system &'record routing for the following transactions (ceonlinelconrracttracking) <br />6. , , Work with project manager to:create,contract using CONRAX progrAM (C. Documents and SettingslAll Userslsrart " <br />MehuWrogramslCorporate ApplicationslCONRAA) (2 originals =Lane County, 3 copies) or set up contract using <br />ven d or.'S`proposal. <br />7. Review draft contract for insurance requirements, funding source, dates, etc. <br />M� 8. Email completed contract to Project Manager for review, noting specifics or unusual issues: <br />9: a, 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 6CdocslContractslF6rmsl) <br />10. Upreturn of originals from contractor prepares contract routing. form (1CdocslConrractslFormsl) <br />ELLOW for operating; 0 GREEN for capital., Make 2 copies: l w/ contract to CRO; 1 POS/PWM file <br />❑ Cover memo REQUIRED for 411 POS contracts ,& all`contracts for Kurt or Dennis's signature:. <br />11: A d routing slip: (yellow '/a slipywith notation .. as to w needs . to initial /sign. <br />y ` Wroject Manager (Initials), ['Division Manager ( Initials or Signature) <br />12.' Place in red plastic numbered /signature file'& record on spreadsheet (IFinance&AdminICONTRACTSIRed <br />Numbered FoldersAls): <br />13. .y When file received back, forward as required (without red folder).- first to Karen Loy, PW- Admin. <br />0 if contract involves capital $ with GJN se b k• ' <br />p e ac page far routing instructions. <br />, <br />Vif contract is >$25,000 or M IGA,. forward to Public, Works Director for signature, or <br />q if contract is >$1.00,000 or an IGA, forward to PW Director for initials & PWA forwards to <br />0 City Manager's Office for sip6wre. Record date of tr0stnittolhContract Tracking" System. <br />14: "Print" a, copy of ❑ contract ff,signed contract ❑ amendment'O RF 11 LOT. in .pdf format & place in contract <br />folder. 6CdocslContractsV 007 - #_ ...) <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. M6docations require HRRS pr&approval. <br />16. Request insurance from Contractor. : <br />17 <br />. Scan insurance. certificate(s) &. email certificates) and contract to Cathy Joseph, HRRS for approval . . <br />18. Record insurance expiration dates in Contract Tracking system (ceonlinelcontracttracktng) <br />19... Other follow -up: <br />" DIST IBUTION: (When contract is signed by both parties).`. <br />20 Contract Administrator: ❑,:Scan signed contract with routing 'sheet (.pdo. File' originals and note electronic <br />folder location `Include on. top of contract this flow chart/checklist along with a financial spreadsheet <br />21. N 1 Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf <br />21' Contractor: Mail one original con tract with letter of transmittal_ (Lane County gets two copies) <br />23. Sr. Off ce Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />9 operatmg.contracts (yellow sheets); mark "P,urchasing" and "CRO" on bottom of routing sheet & send• <br />w/ 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 checklist for project processing details.) <br />* See 'separate form for CAPITAL PROJECT processing instructions (GJN's) <br />*PWA handles both capital $ and some grant,$. *P- WM/POS Financial Analyst handles operating $, some capital $ & some grants. <br />ContractProcessChecklist.doc 9/19/2006 <br />