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Contract && iGA Check List <br />This pink sheet should'10the front of each contract/amendment to shoe s of contract/amendment <br />Contract 20 O `00401 or Amendment (Use a new. checklist form for each contract & amend ent) <br />Contract Type: ❑ IGA D Prof/Personal Services 0 Trade Service ❑ STA/STB/STC ❑ Revenue ❑ Oth r <br />Contract Manager/Project Manager's Name: <br />1 Contract Manager works with Finance for ❑ RFB, ❑"RFP, ❑ 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..'q Set up contract file with label. ❑ Set up electronic f l <br />4. Record contract/amendment (A I VA2) on spreadsheet ffinance&AdminICONTRACTSContracts.IContracrs by y ar:x'ls) <br />5. Add contract to contract tracking system & record. routing for the following transactions (ceonlinel "c"ontract acktng) <br />6. Work with project manager to create contract using'CONRAX program (C: (Documents and SettingsW ll Us rslStart <br />MenulProgramslCorporaie 4pplicationslCONRAA) (2- originals - Lane County, 3 copies) or set up contract us ng <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 requiremen s, add <br />"sign•here stickers to contract forward all copies to.Contractor for signature: 6Cd6cs1ContractsT6rms1 <br />10.. Upon return of originals from contractor prepares contract routing form 6CdocslContractslFormsl) <br />YELLOW for operating; El GREEN for capital. Make: 2. copies: 1 w/ contract to CRO; 1 POS/P file <br />❑ Cover memo REQUIRED for all POS 'contracts & .all'contracts for Kurt or"Dennis's signature. <br />1:' -Add routing slip (yellow V4 slip) with"notation as to who needs to initial/sign. <br />❑Project Manager (Initials),' ❑Division Manager ( Initials or Signature) . <br />12.' Place in red plastic numbered/signature file & record on spreadsheet. (IFinance&AdminICONTRA TSIRed <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. "Print" a copy of ❑ contract signed contract ❑ amendment'❑ RF- ❑ LOT in pdf format & place in 7ntract <br />folder. 6Cdocs l ContractsV 0074....) <br />INSURANCE: <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approvai, <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. '(ceonlinelcontracttradking) <br />19. Other follow-up: <br />DISTRIBUTION: (When contract is signed by both parties). <br />20. Coritract,Administrator: Scan signed contract with routing sheet (.pdf). 'File: originals and.noie,'elec onic . <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 fiilly executed and location of files, including con act pdf <br />" <br />22. Contractor: 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/ RO). <br />0 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'processingde ails.) <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' $ & so a grants. <br />Contr3ctProcessChecklist.doc 9/ 9/2006 <br />