New Search
t' <br />Contract & IGA Check List <br />This pink sheet should be at tZie front of each contract/amendment to show s 1.Us=of contract/amendment <br />; <br />Contract6S -'OCR` Y -7 or Amendment # -P (use a new checklist form for each contract`& amendment) <br />Contract Type: 0 IGA 0 Prof/Personal Services ❑ "Trade Service STA/STB/STC ❑ Revenue.. ❑'Other` <br />Contract Manager/Project Manager's Name: L C y~C~ n <br />l ; Contract Manager works with Finance for:p ,R1713, ❑ RFP, ❑ RFQ (contracts $5,000) <br />Acct Code: <br />2r , Determines funding: ❑ Capital Project GJN <br />❑ Revenu' ❑ Operating Funds: Acct Code. <br />Contract Administrator's, Name: Kris Aanderud t <br />3: Issue contract number w/ name'& description. 0 `S6`up contract file with label.` ❑ Set up electronic file. <br />41 1 Record contractlamendment# (Al, A2) n,spreadsheet (IFinance&AdminI(ONTRACTSContractslContracts:by rear.zls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonlin6contractiracking) <br />6. Work with project manager to create contract using CONRAX program (C.06cuments and SertingsUll UserAStart <br />MenulProgramslCorporate Applicatio_nACONRAA) (2-originals - Lane County, 3 copies) or setup contract using <br />vendors proposal. <br />7, l ar Review draft contract for insurance requirements, funding source, dates, etc. <br />g specifics or unusual issues: <br />g. Email completed contract to Project Manager for review, notin <br />ansmittal.letter (LOT) w/ insurance requirements; add <br />. <br />contract g prepare <br />& forward allco p attach tes <br />« to.Contractor for signature: 6CdocslContractslForms6 <br />ft here"' stickers by Project <br />9. 1 sign <br />1,0. c) " Upon return of originals from contractor prepares contract.routifig form (1CdocslContractslFormsl) <br />❑ YELLOW for oPerating ❑ GREEN for capital: Make 2, copies: l w/ contract to CRO; I POS/PWM.file <br />❑ Cover memo REQUIRED for all POS contracts &_-all contracts for Kurt or Dennis's signature. <br />11. ~D Add routing slip (yellow 1/4 slip), with notation as to who needs to initial/sign. <br />❑Project Manager ❑Division Manager ( Initials or Signature) <br />' <br />' (Initials), <br />12, ~Q : Place, in red plastic numbered/signature file &record on spreadsheet. (IFinance&AdminICONTRACTSIRed <br />qq' Numbered Folders.xls) <br />13.::1. 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 />0 if contract is >$100,000 or an IGA, forward to PW Director for initials & PWA forwards to <br />❑'.City Manager's Office for signature. Record date. of transmittal in Contract.Tracking System. <br />14. ~JLA "Print" a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in pdf format & place in contract <br />folder. 6Cd6cslContracts0007 <br />INS7R <br />eview insurance requirements w/ Contract Manager.. Modifications require HRR$ pre-approval; <br />16. equest insurance information from Contractor. <br />17. an insurance certificate(s) &email certificate(s) and contract to Cathy,Joseph, HRRS for approval <br />18. ecord insurance expiration dates in Contract Tracking system. (ceonlinelcontracttracking) <br />19. Other follow-up:: <br />DIST B TION. (When contract is signed by both parties): File on finals and note electronic <br />20 Include D, Scan signed contract with routing sheet (.pdf). g . <br />folder locatdi nl In on top of contract this- flow charVehecklist 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• 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/CRO) . <br />For:opeiating 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 thexconiract to the•CRO. <br />p 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 $ & so le grants. <br />, <br />, <br />z 9/19/2006 <br />ContmctProcessCheckl ist.doc <br />