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Contract & IGA Check List <br />of This pink sheet should be Re front of each contract/amendment to show status f contract/amendment <br />Contract or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC ❑ Revenue c1 -©ther <br />Contract Manager/Project Manager's Name: <br />I . Contract Manager works with Finance for ❑ RFB, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ 'Revenue ❑ Operating Funds: Acct Code: 13 - X1157 - mac ' (~2 -06 <br />Contract Admm!*strator's Name: Kris Aanderud <br />3. 1 b Issue contract number w/ name & description.ogrfiet up contract file with label.4met up electronic` file. <br />4- Record contract/amendment # (A 1, A2) on spreadsheet ffinance&AdminICONTRACTSContractslContracts by Yearil ) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracitracking) <br />6. . Work with project manager to create contract using CONRAX program (C: (Documents and Set ingA411 UserslStart <br />MenulP.rogramslCorporate ApplicationslCONRAA) (2 originals Lane-County, 3 copies) or set up contract using <br />vendor's proposal. <br />7. .O ' Review draft contract for insurance requirements, funding source, dates, etc: <br />8.; . p Email completed contract to Project Manager_for review, noting specifics or unusual issues: <br />9. I 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: 6CdocslContrdctfformsl) <br />10. Upon return of originals from contractor prepares contract routing form (1CdocslContractsTormA) <br />❑ YELLOW for operating; ❑ GREEN for capital. Make 2.copies: 1 w/ contract to CRO; 1 POS/PWM file <br />Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11. , ~•v~~ . Add routing slip (yellow ''/a slip) with. notation as to who needs to initial/sign,. <br />❑Project Manager (Initials), ❑Division Manager (_Initials or Signature) <br />12. t U ~ l(P Place in red plastic'numbered/signature file & record on spreadsheet. ((Finance&AdmWCONTRACTSIRed . <br />Numbered Folders.xls) <br />11, When file received back, forward as required (without red folder) - first to Karen Loy," PW-Admin. <br />❑ if contract involves capital $ with GJN, see back page for routing instructions. <br />0 if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />0 if contract is >$100,000 or an IGA, forward to ?W Director for initials & PWA forwards to <br />) ❑ City Manager's Office fors tgnature. Record date of transmittal in Contract. Tracking System. <br />14. ~12t "Print" a copy of ❑ contrac gned contract ❑ amendment ❑ RF ❑ LOT in pdf format& place in contract <br />folder. 6CdocslContracts12007-# <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. -Modifications require HRRSpre-approvat <br />16. Request insurance information from Contractor. <br />17. Scan insurance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates in Contract Tracking system. (ceonlinelcontracttracking) - <br />19.• Other follow-up: <br />ry <br />DISTRI$UTION: (When contract is,signed by both parties) <br />20.. Contract Administrator:~can signed contract with routing sheet (.pdf). File originals and note electronic <br />folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />21: lob k Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf <br />22. lci 2'l Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. - Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />CR41~r 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 contract to the CRO. <br />0 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 *PWM/POS Financial Analyst handles operating some capital $ & some grants. <br />ContractProcesSChecklist.doC 9/19/2006 <br />