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Contract & IGA Check List <br />This pink sheet should be front of each contract/amendment to show s- <br />~ of contract/amendment <br />Contract \ O os -1.f S or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC ❑ Revenue ❑ Other <br />Contract Manager/ProjectManager's Name: 7~2'uor 'Tri k.h o,e- <br />1. Contract Manager works with Finance for ❑ RFB, ❑ RFQ (contracts'>$5,000) <br />2. Determines funding: ylsCapital Project GJN I UC~ua a Acct Code: <br />Revenue ❑ Operating Funds: Acct Code:- <br />Contract Administrator's Name: Kris Aanderud <br />3. to Issue contract number w/ name & description. ❑ Set up contract file with label. ❑ Setup electronic file. <br />4. 01 v " 'Record coniract/amendment # (A1, A2) on spreadsheet ffinance&AdmiMCONTRACTSContractAContracts by'Year.ils) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonlinelcontracttracking) <br />6. Work with project manager to create contract using CONRAX program (ClDocumenrs and SettingsUll UsersOart <br />MenulProgramslCorporate ApplicationslCONRAA9 (2 originals - 1,ane.County,,3 copies) or set up contract using <br />vendor''s proposal. <br />7. 6110' 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. 6CdocAContractsWormA) <br />10.' 047 Upon return, of originals from contractor prepares contract routing form (ICdocslContractslFormslj <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. 0. Add routing slip (yellow slip) with notation as to who needs to initial/sign. <br />Project Manager (Initials), ❑Division Manager ( Initials or Signature), <br />12. P- h Place in red plastic numbered/signature file & record on spreadsheet. _ (IRnance&AdmWCONTRACTYRed <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 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. I \ "Print" a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in pdffonnat & place in contract ; <br />folder. 6CdocslContracts12007-# <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approval <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. lq 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. lrll`~ Contract Manager:.Email note the contract has been.fully executed and location of files, including contract pdf <br />22. Contractor: Mail one original contract with letter of transmittal' (Lane County gets two copies) <br />X23. 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 />ContractProcessCheckl ist. doC 9/19/2006 <br />r, <br />