New Search
i <br />Contract & IGA,Check List <br />This pink sheet should beat the front of each contract to show Saitus of contract <br />Contract 0(~~p=~y ! I O or Amendment # (Use a new checklist form for each contract &amendment) <br />Contract Type: ❑ IGAP <br />rof/Personal Services ❑ Trade Service ❑ STA/STB/STC ❑ Revenue ❑ Other <br />A <br />Contract Manager/Project Manager's Name:` col CA,- <br />I . Contract Manager works with Finance or RFB, RFP, RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: , <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />3. Works with Contract Admin. to develop contract using CONRAX, vendor's scope of work and Public Works <br />routing sheet. Request Contract Manager to write cover memo at this time. <br />4. E-mail or gives draft contract to Contract Administrator for review. Also see Insurance section below! <br />Co iinistrator's Name: Kris Aanderud <br />5. Issues contract number and name and sets up Contract file with label. <br />6. Record contract or amendment # (AI, A2; etc.) on the Contract-list-by-year spreadsheet. <br />7. Add contract to the contract tracking system and record routing for each transaction that follows. <br />8. Works with project manager to create contract using CONRAX program (Minimum 3 originals - Lane County, <br />4 copies) or sets up contract using vendor's proposal. <br />9. Reviews draft contract for insurance requirements, funding source, dates, etc. <br />10. Routes or a-mails completed contract to Project Manager for review. <br />Al. After review by Project Manager, prepares and attaches transmittal letter w/ insurance requirements, adds <br />"sign" here" stickers to contract & forwards all copies to Contractor for signature. Print a copy of transmittal <br />letter in pdf and place in contract folder. . <br />12. I Upon return of originals from contractor prepares contract routing form. Cover memo REQUIRED for all <br />PO, contracts & all contracts for Kurt or Dennis's signature. <br />r YELLOW for operating;. ❑ GREEN for capital. <br />13.-~ Vr in red plastic numbered/siature file & record o the Red Number Signat spreadsheet. <br />ectManager (Initials), RDivision Manager( Initials or ure) - <br />14. When file received back, forward as required (without red folder) - first to Karen Loy, PW-Admin. <br />❑ i ontract involves capital $ with GJN, see back page for routing instructions. <br />Q'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 />INSURANCE: <br />15. " Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approval: Contract <br />Administrator obtains written or e-mail HRRS approval on any insurance` modifications. <br />16.' Request insurance information from Contractor. <br />17., Prepare insurance requirements checklist - make copy of certificates and contract pages for backup and <br />forward to HRRS, Attn: Cathy Joseph for approval. <br />18• Record insurance expiration dates in Contract Tracking system. <br />19. Other follow-up: <br />DISTRIBUTION: (When contract is signed by both parties) <br />20. Contract Administrator: Scan contract, transmittal letter & routing sheet (.pdf). File originals. . <br />Include in front of file this flow chart/checklist along with a financial spreadsheet <br />21. Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />22.Sr. Office Supervisor Review (prepare envelop for Purchasing or PW Admin) and confirming authorization. <br />23. Purchasing/CRO: Make 2 copies of the routing sheet' YELLOW for operating; GREEN for capital. <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 & forward the contract to the CRO. <br />❑ For capital projects (green), mark & send to PWA. They will process (see back of checklist for details.) <br />24. Contract Manager: Copy of contract, routing sheet, & transmittal letter (or email that E-files are available) <br />25. PW Director Assistant: (Attn: Karen Loy) If contract was signed by Division Manager. only, email a copy of <br />routing sheet. <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) 6/19/2006 <br />*PWA handles both capital $ and some grant *PVR"OS Financial Analyst handles. some grant processes. <br />0 C T TP <br />