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<br />This pinks , 5 � Contract & IGA Check List
<br />heet should at the front of each contract/amendment to show status of:contract/amendment <
<br />Contract' (`) j O . � or Amendment # : •(Use anew checklist form for `each contract & amendment).
<br />Contract Type: ;❑ IGA , O; Prof/Personal Services ; 0 Trade Service , ❑' STA /STB /STC 0 Revenue ' '0 Other
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<br />Contract'Manager/P- roject Manager's Name
<br />1: Contract Manager works-with Finance for ❑ RFB, ❑ RFP, 0 RFQ.(contracts >$5 ,'000)
<br />2, Determines funding: ❑Capital Project- GJN - Acct Code:- '
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<br />0 e ❑Operating Funds A
<br />cct Code '�
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<br />Contr ct Ad m. inisfratorN ame: Kris Aanderud
<br />' Issue contract number w/aiame& description, lj Setup contract .file'with label. ..0 Set up electronic, file'
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<br />4. f Re cord contract/amendment# (Al, A2) 'on spreadsheet ( IFinance& AdminICONTRACTSContracts IContracts by Yearxls)
<br />5 'Add. contract to contract tracking system & record routing for the following transactions (ceonlinelcontracttracking)
<br />6. Work With project manager to.create contractusing"CONRAX program (C. D06uments `and SettingsUll UserslStart =:
<br />Menu A lica tionslCON_ 2 on finals Lane Coun 3 co ies or set u contract usin
<br />endo rs proposal., orate ^
<br />PP (° .g. ty,- , p ) P g
<br />7 R =ew ` a�.contract, or insurance requirements, funding source, dates. etc.
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<br />8 < o `te� tract to Project Manager for-rev iew, noting specif cs or unusual issues
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<br />After review by Project Manager, prepare & atiach;transmitial letter ( LOT) w/ insurance requirements;" add`
<br />"sign here;,' stickers to contract`& forward all copies to Contractor for signature ICdocslContrbctslFormsl).
<br />10. Upon return of originals from�.c� ractor prepares contract routing - form:(ICdocslContractsTormsl)
<br />O Y LOW for,operating, +(GREEN 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 Ad utirig slip.(yellow! %a slip) wi notation as to °who needs to initiallsign fi
<br />g ( ) er Initials or' Signature)
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<br />^ ro ectIvlana
<br />'Manager Initials ; � vision•Mana
<br />Place in re�d.plastic'numbered/signature file &'record on spreadsheet (IFinance&AdmWCONTRACTSIRed
<br />Numbered Folders.xls i
<br />13: `� When file,receiyed back, forward as iequired,(without red folder) first to Karen Loy, PW Admin
<br />❑ i contract involves'capital $ with GJN, see'back page for routinginstructions."
<br />contractis >$25,000 or an IGA, forward to Public-Works 'Director for -'signature, or
<br />"ct is >$I00,000 "or an IGA, forward to PW Director for initials PWA forwards to ,
<br />a. ❑ if contra
<br />14. "Print" a anager's Office for signature;, Record date of transmittal in Contract Tracking System. .
<br />.. ❑: City. M
<br />opy of ❑contract ❑ signed, contract ❑ amendment ❑ RF ❑ LOT in .pdf format & place in contiact-
<br />folder (IC46cslContracts0007- 4....)' v
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<br />INSURANCE .
<br />15. Review in'
<br />surance requirements w/ Contract Mana er Modi ications require HRRS pre= approvah
<br />q g_ 1�. q .
<br />16 °Re uest'irisurance information from.Contractor.. "
<br />17.. Sc4n insurance certificate(s) & email certificate(s) and contract to,Cathy Joseph, HRRS for approval r . +. ,
<br />18:: Record insurance pir`ati n dates iri Contract Tracking system (ceonlinelcontracttrackin�
<br />Other follow =up:
<br />DIST IBUTION When contract is signed by. both parties)
<br />2b: Contract Administrator: ❑.Scan signed contract with routing,sheet (.pdf). File originals and note: electronic
<br />folder location. Include on top of contract this flow chart/checklistalong with 'a financial spreadsheet
<br />213 : Contract Manager: Email note the contract has been fully executed and location, of files, including contract pdf
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<br />Contractor Office sor: Mail one original contract with letter of transmittal (Lane County gets two copies)
<br />Supervi Review and authorization (prepare - envelop for Purchasing/CRO or PW Admin/CRO)
<br />For operatmg> contracis (yellow sheets), mark, "Purchasing" and "CRO" on bottom of routing sheet & send
<br />w/ on final contract in.the pony; Purchasing will process PO's ,& forward the contract to the tRO -
<br />r capital projects (green), mark & send to PWA :. (See'separate checklist for project processing details) .
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<br />*.See separate form for CAPITAL PROJECT processing insti ibns'(GJN's)
<br />:; *PWA handles both capital $ and some grant $: - *PWM/POS Financial Analyst dandles operating $, some capital $ & some grants.
<br />C,ontractProcessCheckhst.doc 9/19/2006
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