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) <br />- <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 <br />