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p Contract & IGA Check List ' <br />This uilc sheet show at the front of each contract/amendment to s status of contract/amendment <br />Contrac (� or Amendment # se a new checklist form for or each contract & amendment) <br />Contract.Type: 0 IGA 0 Prof/Personal Services O Trade Service ❑ STA /STB /STC '^ 0 Revenue 0 Other. <br />Cont :act anager/Project Manager's Name: <br />1. Contract Manager works with Finance fo RFB, ❑ RFP, ❑ RFQ (contracts >$5;000) <br />.2. ;. Determines funding: ❑ Capital Project GJN Acct Code <br />0, Revenue 0 Operating Funds: Acct Code: <br />Con acf dininistrator's'Name: Kris Aanderud <br />3, 1 Issue contract number. w/ name &description.. 0 Set up contract file with label. 0 Setup electronic file. <br />4." v Record contract /amendment # (A1 ;.A2) on spreadsheet (1 Finance& AdminICONTRACTSContractslContracts by Year. <br />Add contract to contract, tracking system & record' routing for the following transactions (ceonttnelcorirracrrracking) <br />6: Work with project manager to create, contract using CONRAX program (C.IDocumenrs andSertingslAll UserslSrart <br />MMuWr ograinslCorporaleApplicarionslCONR AA (2 originals . County 3 copies) or set up contract using <br />vendor's proposal: <br />7. 1 ' Review draft contract for insurance requirements, funding source, dates, etc. <br />8. " . Email completed contract to Project Manager for review, rioting 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. 6CdocslConrracrslFormsq <br />Upon return of originals.from co�f'actor prepares contract routing form 6CdocslContractsTormsl) <br />11 - YELLOW for operating; 11L � REEN for capital. Make 2. copies: 1 w/ contract to CRO; 1 POS/PWM file <br />over memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11; Add routing slip (yellow 1 /4 slip) Ny.ith notation as to who needs to initial/sign. <br />• roject Manager (Initials), 02 ivision Manager{ . ;/ Initials or Signature) <br />12'. LL - Place in red plastic numbered/signature file; & record on'spreadsheet (IFnnance &AdminICONTRACTSIRed <br />n / Numbered Folders.xls) <br />13. When file received back, forward as required (without red folder) - first to Karen Loy, ?W-Admin <br />0 if contract involves capital $ with GJN, see backpage for routing instructions. <br />p if contract,. is >$25,000 or - an IGA, forward to Public Works Director for signature, or <br />0 'ifcontractii >$100,000 or an IGA, forward to PW Director for initials & PWA forwards to <br />0 City Manager's Office -for signature. Record date of transmittal in Contract, Tracking System. <br />14. "Print" a copy of ❑ contract 0, signed contract 0 amendment 0 RF 0 LOT in .pdf format & place in' contr act <br />folder 6CdocslContracts12007 - # .•.) <br />INSURANCE: <br />15. Review insurance requirements w% Contract Manager. Modifications require_ HRRSpre- approval <br />16: Request insurance information. from Contractor.. <br />17. Scan insurance ..certificate(s) -& email certificate(s) and contract to Cathy Joseph, HRRS for approval <br />J 8. - Record insurance expiration dates in Contract Tracking system (ceonlinelcontracttrackin <br />19. Other follow -.up: <br />DISTRIBUTION: "(When contractis signed by both parties) <br />26: Contract Administrator: ❑,:Scan signed'contractwith routing'sheet (.pdf). File: originals and.note electronic . <br />folder iocation. Include on, top of contract,this flow chart/checklist along with a financial spreadsheet <br />21.. 6 .Contract Manager: Email note the contract has -been fully'executed -:and location.of files,- including contract pdf e <br />22. G Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23.' O Sr : Office Supervisor; Review and authorization (prepare envelop for Purchasing)CRO "or PW Admin/CRO) <br />❑ 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 oontractto the CRO.. <br />C3 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 />*P.WA handles both capital $ and some grant $. - *PWM/POS Financial Analyst handles operating $, some'capital $.& some grants. <br />ContractP roceSSCllecKilst.uuc 9/19/2006 <br />