New Search
Contract & IGA Check List 4 <br />This pink sheet should be Re front of each contract/amendment to show status of contract/amendment <br />Contract 1n!5 0 <br />~j or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: 0 IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC evenue 0 Other <br />Contract Manager/ProjectManager's Name: <br />1. Contract Manager works, with Finance for ❑ RF13, 0 RFP, ❑ RFQ (contracts >$5,000) <br />2:: Determines funding: ❑ Capital Project GJN Acct Code: <br />.0 Revenue ❑ Operating Funds: Acct Code: <br />1 tn2~ 3 <br />Contract Administrator's Name: Kris Aanderud <br />3. 17 Issue contract number w/ name & description. 13 Set up contract file with label.'0 Set up electronic file. ' <br />4. Record contract/amendment # (A 1, A2) on spreadsheet (IFinance&AdminICONTRACTSContractslContracts by Year.xls) <br />5. dd contract to contract tracking system & record routing for the following. transactions (ceonlmelcontracttrackmg) <br />6. Work with project manager to create' contract using CONRAX program (C: (Documents and SettingA411 UserslStart <br />MenuWrogramslCorporate ApplicationACONRAA9 (2 Originals -Lane County, 3 copies) or set up contract using <br />vendor's proposal. <br />7. Review draft contract for insurance requirements, funding source, dates, etc. <br />8. Email completed contract to Project Manager for review, noting specifics or unusual issues. <br />9. After review by Project Manager, prepare & att ach transmittal letter (LOT) w/ insurance requirements, add <br />"sign here" stickers to contract&.forward all copies.to,Contractor for signature. 6CdocAContractsWormsl) <br />10. - Upon return of originals from contractor prepares contract routing form 6CdocslContractAFormA) <br />❑ YELLOW for operating; ❑,GREEN for capital. Make 2- copies: l.w/ contract to CRO; I POS/PWM file <br />❑ Cover memo REQUIRED for a11.POS contracts & all contracts for Kurt or Dennis's signature. <br />IL 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. Place in red plastic numbered/signature file &record on spreadsheet. (IFinance&AdmWCONTRACTSIRed <br />Numbered Folders.x4) . <br />13. 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 />❑ if contract 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 />14. "Print" a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF 0 LOT in pdf format & place in contract <br />folder. 6CdocAContractA20074 <br /> <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager.- Modifications require HRRS pre-approvar: <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. (ceonlinelcontracuracking) <br />19. Other follow-up: <br />DISTRIBUTION: (When contract.is signed by both parties): <br />20. 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/checklist along with a financial spreadsheet <br />21. Contract Manager: `Email note the contract has been fully executed and location of files, including contract pdf <br />22.. Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. St. 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 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 />ContractProcessCheckl ist.doc 9/19/2006. <br />