|
Contract & IGA Check List
<br />This pink sheet
<br />should be a e fr ont of each contract/amendment to show s sof contract/amendment,
<br />Contract tack 7 Its
<br />or Amendment # (Use a new checklist form for each contract & amendment)
<br />Contract Type.,O IGA Prof lPersonal Services ❑ Trade Service STA/STB/STC ❑ Revenue 0 Other
<br />Contract 1Vlanager/Project Manager'sName.
<br />,
<br />1 Contract Manager works with Financefor ❑ RF ,x RFP, RFQ (contracts >$.S,OQO)
<br />2. Determines funding Capita'1 Project GJN Acct Code:
<br />❑ :Revenue ❑ Operating Funds a Acct Code
<br />a
<br />Contrac Administrator's Name Kris Aanderud',
<br />3. , U Issue contract number,w/ name description (l "Set up contract file with ,label l ❑ Set up,electronic file:
<br />4 0 Record,,contract/amendment•#. (A 1A2)on sPreadsheet°(IFinance&AdninlCONTRACTSContracrs.IContracts~
<br />5 I Add contract;to contractIrackmg system & record routtng for he following transactions. (ceoWinelco; rracrrra~ktng)
<br />`
<br />6. Workwithproje
<br />ct:m anager to create contract using CONRAX, program`~(C. (Documents and settings
<br />lAll UsersLStarr
<br />MenulProgramslCorp.orate'ApplicationslCONRA'J :Q originals Lane Comm 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: telp 91 Email completed contract to Project Manager for review, noting specifcs'or:.unusual issues, =
<br />9.:- d 2: After review by, Project Manager, prepare & attach.transmittal letter (LOT) w/insurance requirements, add
<br />`.`sign here" stickers to contract&:forward all co pis..to,Contractor for signature (ICdocslContractslFormsl) ,
<br />
<br />10 3V U' on return of ong. coals from contractor prepares contract routing form Cdocslr Oo tra, dslFormsl
<br />Upon _ . '
<br />❑ YELLOW for operating, ❑ GREEN for capitaL Make 2"copies: I ,wi.contract to,CRO; I`POS/PWM file
<br />❑ Cover memo REQUIR_ED.forall POS contracts &-all contracts;for.Kurt orDennis's signature
<br />11
<br />Add-routing slip (yell'ow'/a slip) with notation as to{who. needs: to initial/sign:, h
<br />❑Project Manager'(Initials), ❑DivisionManager ( Initials or 'Signature) .
<br />12 10 Place in red plastic numbered/signature-file &,record on spreadsheet- ffinance&AdminICONTRACTSIRed
<br />Numbered Folders.xls)
<br />1.~
<br />13 When file received'back;'forward asrequired`(without red folder) . first to Karen Loy, PW-Admin..
<br />❑ if contract involves capital. $ with GJN; see back page for routing instruction`s,
<br />❑ if contract is :415;600..or an IGA, forward, to Public'Works'Director for. signature; or
<br />If contract is >$100 000,6r an IGA; forward to PW .Direc'tor=for initials.&PWA forwards to
<br />❑ City Manager's Office for signature."Record date-of transmittal in Contract Tracking System "
<br />f
<br />14. . "Print",a copy, of E1 contractoO signed contract•,❑ amendment .0 RF 0 LOT in .pdf'format & place in contract
<br />' folder. ",6CdocslContracwjod# ) .
<br />;
<br />INSVRA
<br />15: eview insurance requirements w/ Contract Manager Modifications, require HRRS pre-approval.
<br />equs
<br />t d ' anee information from Contractor.can-insurance certificate(s) & email certificate(s) and contractto Cathy Joseph;°HRRS for;'approval
<br />18: ecor&insurance expiration dates in Contract;Tracking'system.. (ceonlinelcontracttrackin~
<br />I9: r Other follow up:
<br />D,ISTR UTION:.(When contract is signed by:`botkp' arties)`.
<br />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 with a• financial-spreadsheet
<br />21: Coniract-Manager.Email note- the contract has been fully executed and location{ of files, including contract pdf .
<br />22_' l Contractor: Mail one original contract,with letter of iransmittal (L;ane County-g&s`twb copies) •
<br />23.: l Sr_:Office Supervisor: Review and authorization~(prepare envelop for,Purchasing/CRO.or PW Admin/CRO)
<br />❑ For operating 'contracts- ellow sheets , mark"Pur6he sin and "CRO" on botfom'of routin sheet.&`send
<br />w/ origmal.'contract in'the pony. Purchasing will, process-TO's & forward the contract to the CRO`.
<br />For ca ital ro'ects teen mark 8c send to PWA (See separate checklist for project processing details.)
<br />P P J (g
<br />*,See separate form for CAPITAL` PROJECT processing instructions (GJN's)
<br />-*PWA handles bo&capital $ and-some grant *PWM/AOS'Financial Analyst handles operating some capital $ & some grants
<br />T
<br />a
<br />.x ,
<br />ContractProcessChecklist c, 9/19/2006
<br />,
<br />
|