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Contract &.IGA,Check List <br />This ink sheet should be*ae front of each contract/amendment to show s~'dfus of contrac <br />pink tlamendment <br />Contract -a o) o ` 614(7 (P or Amendment (Use a new checklist form for eachcontract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/ST13/STC ❑ Revenue ❑ Other <br />Contract Manager/Project Manager's-Name: <br />I.- Contract Manager works with Finance for ❑ ❑ RFP, ❑ _ RFQ (contracts >$5,000) <br />2.' Determines funding: ❑ Capital Project. GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contr Administrator's Name: Kris Aanderud <br />3. Z Issue contract number w/ name & description: ❑ Set up contract file with label. ❑ Set up electronic file. <br />4. Record contract/amendment # (Al, A2) on spreadsheet 6Fnnance&AdminICONTRAC7SContracts.IContracts by Year.xls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracurack;ng) <br />6. Work with project manager to create contract using CONRAX program (C:1Documents and SettingsW ll MserslStart <br />MenuWrogramslCorporate ApplicationACONRA.l9 (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 & attach transmittal letter (LOT) w/ insurance requirements, add <br />"sign here" stickers to contract & forward all copies to Contractor for signature. 6Cdo6slContractslFormsl) <br />10. pon return of originals from contractor prepares contract routing form 6CdocslContractsWormsl) <br />YELLOW for operating; ❑ GREEN for capital. Make 2i copies: I 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. - Add routing slip (yellow '/4 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&AdmiMCONTRACTSIRed <br />Numbered Folders.zls) . <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 ❑ LOT in.pdf format & place in contract <br /> <br />folder. 6CdocslContr6ctA20074 <br />INS CE: <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approval <br />16. Request insurance information from Contractor. <br />17. Scan insurance certif cate(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 />DISTRIgUTION: (When contract is signed by both parties) <br />20. _ C 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 witha financial spreadsheet <br />21. Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf <br />22. 'Contracton.Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. ° X17 Sr. 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 />ContractProcessChecklist.doc 9/19/2006 <br />