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Contract & IGA Check List <br />This pink sheet should be fte front of each contract/amendment to show s of contract/amendment <br />Contract s 0 - OS141 q 'of Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA - ❑ Prof/Personal Services D-Trade Service STA/STB/STC ❑ Revenue D Other <br />Contract Manager/Project Manager's Name: <br />1. Contract Manager works with Finance for ❑ RF13, ❑ RFP, ~LWQ (contracts >$5,000) <br />2. - Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contrac Administrator's Name: Kris "Aanderud <br />3. 1 °/30 Issue contract number w/ name & description. ❑ Set up contract file with label. ❑ Set up electronic, file. <br />.4. to 36 Record contract/amendment # (A 1, A2) on spreadsheet (IFinance&AdminICONTRAC7SContractslContracts by Year.xls) <br />5. 1(/X- Add contract to contract tracking system & record routing for the following transactions-(ceonlinelcontracuracking) <br />6. IL )/-3L> with project manager to create contract using CONRAX program (C: (Documents and SettingsU11 UserslStart' <br />MenulProgramACorporate ApplicationslCONRAA9 (2 originals - Lane County, 3 copies) or setup contract using <br />vendor's proposal. <br />7... 1Y--, `Review draft contract for insurance requirements; funding source, dates; eta <br />8. (U/3c;>, Email completed contract to Project Manager for'review, noting specifics or unusual issues. <br />9. Jill _ 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. 6CdocAConiracrs1Formsl) <br />10.' Upon return of originals from contractor prepares contract routing form 6CdocsleontractslFormsl) <br />❑ YELLOW for operating; GREEN for capital.: Make 2' copies: 1 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.' ; l (I 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.- - 11A Place in redplastic numbered/signature file_& record on spreadsheet. (IFinance&AdminICONTRACTSIRed <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 />0 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 />0, 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. 6CdocslContractA2007-# <br />INSURANCE: <br />15... ` Review insurance.requirements w/ Contract Manager. Modifications require HRRS pre-approvaG <br />16. Request 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. It l Contract Administrator: 0 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. Contract Manager: Email.note the contract has been fully executed and location of files, including contract pdf . <br />22. \1 Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />.23. I 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 />❑ 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 />ContractProcessCheckIist.doc 9/19/2006 <br />