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Contract &IGA- Check List
<br />This pink . cak sheet should be Re-fro'nfof each contract%amendment to show s~Luso f contras t/
<br />men
<br />dm ent
<br />~ Contract C) or Amendment # (Use a new 'checklist form _foreach contract & an endmen
<br />c t)
<br />Contract Type: O'. IGA ❑ Prof/Personal Services `D. Trade Service STA/STB/STC D Revenue ❑-:Other
<br />Contract Manager/Project Manager Name: 1
<br />1. Contract Manager: works' with Finance for , O RFP, ❑ RFQ (contracts >$5,000)
<br />2. Determines run in gig: Capital Pr6jdct,,GJN Acct Code:
<br />❑ - Revenue ❑,Operating Funds Acct Code
<br />Contract Administra or.'s Name Kris Aanderud
<br />3 " Issue> ntract number w/ name & description. ❑ Set up contract, file with label-0 Setup electronic file:
<br />4. ` Reco d contract/amendment # (AI;'A2) on Spreadsheet (tFinance&AdmnICONTRAC7SContracts,IContr_acts by Year:xts)
<br />S . Ad contract to`contracttrackingsystem & record.r`outing forthe following transactions.(ceonttnelcontractrack:ngl
<br />6 W rk with project manager.to-create contract using CQNRAX program(C. (Documents. and SeitingsWII Wei•s0a ' .
<br />enulProgramslCorporate ApplicationslCONRAX) (2 originals Larie County, 3' copies) or set up contract using
<br />endor's proposal.'
<br />z
<br />7: eview, draft contract for insurance requirements, funding source, dates, etc: °
<br />8 . Email completedcontract to Project Manager for review; noting specific's or unusual issues. .
<br />9:. After review by Project Manager, prepare & attach transmittal letter (LOT)-w/ insurance requirements; add
<br />"sign.herd"'stickers to'contract & forward all copies to Contractor for signature 6CdocslContractswormsl).
<br />10: Upon return of originals from contractorprepares contract routing form (ICdocslContractslFormsl)
<br />❑.YELLOW for operating; O,GREEN for capital. Make 2. copies': w/contract to CRO; 1 POS/PWIVI file
<br />Cover memo REQUIRED for all P.OS; contracts & all, contracts for Kurt or, Dennis's'signaturd
<br />11:= A dfouting slip;(yellow %a,slip) with notation as.to'who needs to initiaUsign:
<br />.
<br />r
<br />❑ProJject Mana$'er (Initials), ❑1)ivision,Mana ger ( g Initials or Si 'nature
<br />)
<br />ast
<br />12: Place in'red 01' ' is numbered/signature. file' & record on spreadsheet: (IFinance&AdininlCONTRACTSIRed
<br />Numbered Folders.x1s)
<br />13. When:file received back, forward as required (without red folder) =:first-to Karen Loy,,PW=Admin.
<br />D if contract-involves capital' $ with GJN, see back:page for routing instructions: .
<br />0 if contract is >$25,000 or an IGA, forward atPublic Works YDirector foraignature, or,,
<br />. ❑ if contract is >$.100,000 or. anIGA, forward to PW Director.for initials
<br />PWA forwards to •
<br />0-City. Manager's. Office for signature., Record date:of transmittal in Contract Tracking System..
<br />14 "Print" a`copy of ❑ contract ❑ signed contract ❑.amendmeni.❑ RF ❑_LOT'in .pdf format & place in contract
<br />folder.` 6CdocslContractsl2007-# "
<br />INSURANCE,
<br />15. Review insurance requirements wl"Contract Manager: Modifications require HJ RSpre='approvaw _
<br />16 Request-insurance informationfrom:Contractor,
<br />17 $ca'n.msurance certificate(s) &; email certificate(s) and contract to Cathy Joseph, IIRRS for approvals
<br />18 Record insurance expiration dates in Confr'act Tracking-system. (ceonlinelcontractirackin~'
<br />19 Other, follow-up:
<br />(.)Wien .1 is signed li ` ,both arties -
<br />DIST IBUTION
<br />onira ' kdministrator: ❑Scan,signed,
<br />20` 'c : t contract-with routing.sheet (pdf) File or ginals•and note; electronic
<br />folder location:: Include'on top of contract this, flow cl art/checklist:along with a financial spreadsheet
<br />21 Contract Manager: Email note the contract has.been fully executed and location of files,`'iricluding contrac'tzpdf`
<br />22. n_ ontractor: 'Mail 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 />. For operating contracts (yellow sheets); mark "Purchasing". and,"CRO'.' onbottom of routing sheet & send' , .
<br />/ origin M contract in. the pony. Purchasing` Will process POs & 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~forin for•CAPITAL; PROJECT,processing instructions (GJN's)
<br />*PWA'handles both capital $ and some grant *PWwPbS Financial Analyst handles operating some,capital $ &some grants.*
<br />ContractProQesSChecklist.doc J " ` 9/19/2006
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