l= Contract & IGA Check List
<br />This pink sheet should be at.the_front of each contracb'amendment to show.status.of contraceamendment -
<br />Contract , a - C~ or Amendment # (Use a new checklist fo'rm' for each contract & amendment).,
<br />Contract Type: IGA ❑ Prof/Personal-Services;--, Trade Service 11STA/STB/STC CI.Rev`,enue O Other
<br />ContractManager/Project Manager's Name: c
<br />1. Contract.Mariager works with Finance for ❑ 13, ❑ RFP, RFQ;(contracts >$5;000),, %
<br />2. ' Determines'.funding. ❑•CapitalProject GJN AcctCode.:r
<br />❑ Revenue, q Operatirig,Funds
<br />Acct Code:
<br />Contr c Administrator's Name. -Kris Aandekid
<br />3 Issue contract number•w/ name & description ❑ Set•up contract file with-1
<br />abel ❑ Set up electronic file
<br />4, Record "iii CV fiendment # (A`l, A2) on Spreadsheet (Tinance&AdmrnICONTRACTSContractslContracts; by Year:x/s)
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<br />5;: 11 I-A
<br />5. dd eontraet,to,contract tracking syst6ri& record routing for the following"transactions (ceoniinelcontracitrackrn~
<br />6. Work with project'manager.to create contract using CONRAX°program (C:IDocuments and SettmgslAll UserslStart
<br />MenulProgr'amslCorporate App[tcatlonslCONRAX) (2 originals Lane;County, 3 copies) or setup contract using°
<br />vcndoi's'proposal.
<br />7. 36 Review draft contract for insurance requirements, funding sou-
<br />7. etc.
<br />8. Email completed contract to Project Manager for review, noting specifics or_ unusildfissues.
<br />9. After review by Project Manager, prepare & attach transmittal: letter (LOT) w/ insurance,requireinents, add
<br />"sign here".stickers to contract & forwardafi copies,to Contractor for.'signature (1Cd6e,lContractslFormsl)
<br />f o
<br />10. Upon re rn
<br />tu of originals from.contractor prepares contract routing form (ICdocslConira&fformsl) . ,
<br />❑-YELLOW for operating, ❑ GREEN for capital. Make 2:_eopies: 1 w/ contract to CRO; 1 POS/PWM file
<br />❑ Covdf memo REQUIRED for all POS,contracts & all contracts for Kurt or Dennis's signature
<br />11. Add routing slip (yellow'% slip)"with notation alto who needs,to initial/sign.
<br />0 Project Manager:(Initia_ls);.❑Division.Manager( Inrtialsor Sigriature)-,~
<br />12. 430 Place m red'plastic riumbered/signature file & recor& bn spreadsheet (WFnance&AdmWCONTRACTSIRed
<br />Numbered Folders.xls) .
<br />13. When-file received back; forward'as required (without: red folder) first.to Karen Loy, PW-Admin.
<br />G if contract involves capital $ with GJN, see back page for r'outing,itistructions.
<br />G- if contract is >$25;000-or an IGA, forward to`Pulilic Works =Director' for signature; or -
<br />D if contract is >$-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 />l4 j •
<br />AIL " 'g contract"
<br />) Print "a copy-`o f ''contract ❑ st4 ned contract El amendment p RF 11 'LOT in P
<br />df format & lace
<br />p•
<br />,
<br />folder. (IC4ocslContracts12607-#-:,) ,
<br />s
<br />INSURANC
<br />15. Review, insurance. requirements w/ Contract Manager _ M6& ications require HRRS pre-approva<°
<br />16. Request insurance-information fr6ii Contractor.:
<br />
<br />17, Scan insurance certificate(s) & etriail certifcate(s) andf,contract-to Cathy°Joseph, HRRS for approval
<br />18. Record insurance expiration:dates in°ContractTracking-system: (ceonlinelcontracttrackan~
<br />19 Other follow up
<br />DISTRI UTION: "(When contract is signed by both parties)
<br />- 20., 1" . Contract Administrator: ❑ Scan signe&6ntract 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'spreadsh '
<br />eet
<br />21 l~ Contract Manager Eibail note the contract has, been'fi.illy ekecuted arid'location of 'files, iricludmg`con'tract pdf, °
<br />22. l Contractor: Mail" one original contract with lefter of transmi taL(Larie:County gets two copies) a.
<br />,
<br />23, Sn Off1c6 Supervisor Review and authorization (prepare envelop for`Purchasing/CRO or PW Admin/CRO)
<br />❑ For operating contracts"(yellowsheets), mark "P,urchasing'a and "CRO"- on bottom of routing sheet &aend
<br />w, original co' din the pony.. Purchasing"wil l process PO's' & forward the contract to the: CRO.-
<br />PY6r pitntra
<br />projects (green); mark & send'to PWA.,,,&e separate:cl ecklisf:for project processing' details,)
<br />*Se'e separate form•for CAPITAL PROJECT processing in'structions"(GJN's)
<br />} *PWA handles both capital $sand some grant *PWM/POS FiriancialAnalyst,handles operating $;,some capital $ &some-grants i " .
<br />,
<br />,
<br />klist doc'
<br />ContractProcessChec 9/19/2006
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