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Contract &j4IGA Check List <br />This' ink sheet should *the front of each contract/amendment to show status. of 'onttra <br />p c ct/amendment - <br />Contract or Amendment # % (Use a new checklist form for each contract & amendment) <br />ContractType: 0 IGA . Prof/Personal Services ❑ Trade Service 0 STA/STB/STC ❑ Revenue 0,Other <br />Contract Manager/Project Manager's Name: <br />l . Contract Manager works with Finance-for ❑ RFB,. ❑ RFP,.D RFQ (contracts >$5,000), <br />2.: Determines funding: ❑ Capital Project GJN. Acct Code: <br />Revenue ❑ Operating Funds Acct Code: <br />Contract" Administrator's Name: Kris Aanderud <br />3. Issue contract number w/ name & description;. ❑ Set.up contract 'file with label. ❑ Set up electronic file <br />4.; Record contract/amendmenf # (Al, A2), on spreadsheet 6Finance&AdminICONTRAC7SContracts.IContracis by Year.xls) <br />5. Add contract to contract tracking system & record routing for the following transactions'(ceonlfrielcontracmaoking)-'; <br />. 6'. Work',with project manager to create contract using CONRAX program (C.-Documents eand SettingsWll UserslStart <br />; MenulProgramslCorporate ApplicationsicoNRAA9 (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: 6CdocslContractslFormsl)-' <br />10: Upon return of originals from coytractor prepares contract routing form 6CdocslContrac6Tormsl) <br />YELLOW for operating; O'GREEN for capital, Make 2:-copies: 1 w/ contract to CRO;' 1I POS/PWM file <br />[over memo REQUIRED for aff POS ,contracts & all contracts for Kurt or DennWs signature. <br />11.; Ad outing slip (yellow '14 slip) 'ith notation as to who needs to initial/si <br />roject Manager (Initials) tvtstomManager Initials or ignature), <br />12.. - . Place in red plastic numbered/signature file record on spreadsheet. (IFinance&AdmWCONTRACTSTed. <br />Numbered Folders.xls) <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 anIGAforward to PW Director for initials & PWA forwards to <br />D 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 />folder. (1 CdocslContmctsl2007-# <br />INSURANCE, <br />15. eview- insurance. requirements w/ Contract Manager: Modifications require HRRS pre-approval <br />lb. equest 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 />" DISTRIBUTION:. (When contract is signed by both parties) <br />20. Contract Administrator: 0 Scan signed contract with routing sheet (.pdf). File originals andmote electronic <br />folder location. Include on top of contract this flow char /checklist along with a financial spreadsheet <br />21.~ Contract Manager: Email note the contract has bee' 'fully. executed and location of files; including contract pdf <br />22: Contractor: Maii 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 />11 "For o erating contracts (Yellow sheets), mark Purchaslngand CRO „ on bottom of routing,sheet send <br />; <br />P : <br />V/ original contract in'the pony. Purchasing will process PO's & forward the contract to the CRO <br />❑ 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 />*PW.A handles both capital $ and some grant *PWM/P03 Financial Analyst handles operating some capital $ & some grants. <br />ContractProcessChecklist.doc 9/19/2006 <br />