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Contract %
<br />& IGA Check List .
<br />the front of each contract/amendment to shows
<br />This'pink sheet should , tus' of contract/ainendment
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<br />Contract'
<br />r~ C':6~n or Amendment If (Use a new checklist form for each contract & amendment)
<br />Contract Type:- p IGA, D Prof/PersonaljServices° ❑ Trade Service STA/STB/STC , ❑ Revenue , °D Oth r
<br />Contract Manager/Project Manager's Name{
<br />1 a Contract Manager works with Finance for ❑;RFB, RFP, ❑ :UQ (contrActs. >$5,000) .4
<br />2:. Determines funding:, ❑ Capital Project GJN Acct Code:: i '
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<br />p Revenue... ` "0 Operating Funds ".Acct Code:"
<br />Cont act dministrator's Name. Kris Aanderud <
<br />3 U1'Issue contractnuribar w/.name & description.. Set up contract file with label ❑ Set up electronic file.
<br />4. 1 Record contract/amendment# Al A2) on spreadsheet Oinarice&AdminICONTRACTSContracts.IContracts by,Year.xls) . `
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<br />5. ntr ,
<br />act to': contract tracking system & record routing for the following g transactions ceonlinelcontr ettra' king)
<br />6. A ork with'project manager .to:create contract using CONRAX program>(C.IDocuments and SetttngslAll Users
<br />lStarr
<br />g MenulProgramslCorporate ApplicationslCONRA,i) (2;orig1na15 Lane County, 3 copies) or set up contract.using
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<br />wegdor's proposal. . . a
<br />7 Review draft`contract for.insurance requirements, funding source, dates, eto,
<br />8 Email coinpleted 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.require ts, add
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<br />"sign here"stickers to contract & forward t'all copiesio Contractoffor;sigriature 6CdocslCoctsl rmsl).';
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<br />10. Up irreturn of originals from contractor prepares contract routing form (ICdocslContracrsTostj.
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<br />LLOW for. operating; ❑ GREEN for capital Make 2 copies: l :w/ contract-to CRO; .'file
<br />1 POS/PWM
<br />:Cover' emo REQUIRED for all=00S contracts & All contracts for Kurt or Dennis's signature.
<br />11.` C Add ting slip (Yellow !/a slip) notation as to who needs to initial /sigh
<br />rolect Manager, (Initials), division Manager ( Initials or ature)
<br />12.w- Aare in, red Plastic'numbered/silm ature file&<;record on spreadsheet. (IFinance&Adthinl CONTRAGTSIRed
<br />Numbered Fo1ders.x1s)
<br />13 When f le received back,. forward as required;(wut red folder) - firstto Karen Loy, PW-Admin.
<br />` ❑ if contract involves capital $ with GJN, see back page for routing instructions: E
<br />❑ if contract is`>$25,000_or an IGA, ;forward to,Pubiic Works D'irector.for signature; or ,
<br />❑ if coritract-is.>$'l00;000 or an IGA, forward to PW Director-for initials &'.PWA forwards to '
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<br />❑ City Manager's Office for'si ature Record date.of.transmittal in Contract Tracking System.
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<br />14. "Print""•,a copy of p contrac signed contract p'amendment RE OIL :pdf format&'place in,contract
<br />folder. 6Cd6606'ntracts12007 #
<br />INSURANCE:
<br />15: Review insurance, requirements w/ Contract Manager.; Modifications'require HRRS pre-approvat
<br />16.'" Request insurance infortnation from Contractor. <
<br />17. Scan insurance certificate(s):& email certificate(s)'and`.contract to Cathy"Joseph, HRRS for., approval
<br />18.. Record insurance expira on dates in Con tract Tracki system: (ceonli`n Icontracttracktng)
<br />19. Other follow up: C_
<br />DIST IBIITION` (When contract is sig d by both parties)
<br />20.° 1P Contract Administrator: Scan signed contract with,iouting sheet.( pdf)' File'originals and',note,electronic.:
<br />folder location Include on top. of contract this flow chart/checklist-along witfi a~financial spreaiisheet
<br />21. - Contract „Manager: Email,notethe contract has been fully,executed^and location of files",Ancluding'con act pdf
<br />g ( ty gets 'two copies) , °
<br />, 22.. Cont ctor:-Mail one on final contract Withletter of transinitt al Lane Coun
<br />23. Sr f ice -Supervisor:.Review'and authorizat.enve op Purchasing%CRO or PW Admin/CRO)
<br />For operating contracts (yellow: sheets mark "Purchasing" and " RO on _bottom: of routing sheet k send
<br />w final contract in the pony. Purchasin
<br />forward the contract to the CRO.
<br />C For capital projects (green);,mark & send toAPWA. (See "separate checklist :for projectprocessing,details
<br />)
<br />.See separate forni.for CAPITAL PROJECT,processing`instructions (GJN's) !
<br />,*PWA Handles both capital $ and some grant,$. "*PWM/POS Financial Analyst handles operating some capital ome grants.'
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<br />ContractProcessChecklist.doc
<br />9/19f2406
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