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Contract & IGA Check List <br />This pink sheet should"o at the front of each contract/amendment to sho*tus of contract/amendment <br />Contract 2 u (Z140 ~ 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/Project Manager's Name:?.G <br />I . Contract Manager works with Finance for ❑ RF13, ❑ RFP, 0 RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Contra t Administrator's Name: Kris Aanderud <br />3. ~ Issue contract number w/ name &,description. ❑ Set up contract file with label. ❑ 'Setup electronic file. <br />4: Record contract/amendment # (A1, A2) on spreadsheet ffinance&AdminlCONTRA CTSContractslContracts by Year.zls) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonNne~comracttracking) <br />6. Work with project manager to create contract using CONRAX program (C.-Documents and SettingsWll UserslStart <br />MenulProgramslCorporate ApplicationslCONRAA9 (2 originals -Lane County, 3 copies) or set up contract using <br />vendor's proposal. <br />7. t~F~ eview draft contract for insurance requirements, funding source, dates, etc. <br />8. mail completed contract to Project Manager for•review, noting specifics or unusual issues. <br />9. fter 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. (1CdocslContractsWormsl) <br />10. eELLOW return of originals fromcontractor prepares contract routing form 6CdocslContractslFormsl) <br />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 />l I. -Ad routing slip (yellow 1/4 slip) with notation as to who •eeds to initial/sign. <br />Voject Manager (Initials), ivision Manager( -/.Initials or Signature) <br />12. -A--)Place in red plastic numbered/signature file & record on spreadsheet. (inane&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 >$25,000 or an IGA, forward to Public Works Director for signature, or <br />if contract is >$I 00,000 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 contract <br />folder. 6Cdocsl Contracts00074.:.) <br />I11816ANCE: <br />(16. . Review i surance, requirements w/ Contract Manager. Modifications require HRRS pre-approval. <br />Request ' surance information from Contractor. <br />. Scan i rance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS for approval <br />. Rec insurance expiration dates in Contract Tracking system. (ceonlinelcontracttracking) <br />. er follow-up: <br />DISTRIBUTION: (When contract is signed by both parties) <br />207~ LLq 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. 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 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 />0 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 />ContractProcessChecklist,doc 9/19/2006 <br />