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M Contract & IGA Check List <br />This pink sheet should be at the front of each contract to show status of contract <br />Contract 2 pow -06'W or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC ❑ Revenue "IXOther <br />Contract Manager/Project Manager's Name: (Jc.~ <br />I . Contract Manager works with Finance or RPB, , RFQ (contracts >$5,000) OTC (a 04)b 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 />Contract Administrator's Name: Kris Aanderud <br />5. a Issues contract number and name and sets up Contract file with label. <br />6. ecord contract or amendment # (A1, A2, etc.) on the Contract-list-by-year spreadsheet. <br />7. O(,PAdd contract to the contract tracking system. 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 />11. - 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. Put copy of transmittal letter <br />in file for documentation. <br />12 Upon return of originals from contractor prepares contract routing form. Cover memo REQUIRED for all <br />PO ontracts & all contracts for Kurt or Dennis's signature. <br />YELLOW for operating; ❑ GREEN for capital. <br />13. Pla in red plastic numbered/siggature file & record o the Red Number spreadsheet. <br />2 warroject Manager (Initials), C0ivision Manager( Initials or Signature) <br />14. ~2 When file received back, forward as required (without red folder) - first to Karen Loy, PW-Admin. <br />❑ i~zbntract 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 location of routing folder on the Red Number spreadsheet. <br />INSURANC <br />15. Work with Contract Admin. to review insurance requirements. Modifications require HRRSpre-approval. <br />16. Contract Administrator obtains written or e-mail HRRS approval on any insurance modifications <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 on insurance tracking sheet. <br />19. Other .follow-up: <br />DISTRIBUTION: (When contract is signed by both parties) <br />20. Contract Administrator: File original contract, transmittal letter-, routing sheet <br />Include in front of file this flow chart/checklist along with a financial spreadsheet <br />21.5 Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />22. Pupchasing/CRO: Make 3 copies of the routing sheet: YELLOW for operating; GREEN for capital. <br />AFor 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 />o For capital projects (green), mark & send to PWA. They will process (see back of checklist for details.) <br />23. Contract Manager: Copy of contract, routing sheet, & transmittal letter (or email that E-files are available) <br />24. PW Director Assistant: (Attn: Karen Loy) If contract was signed by Division Manager only, send copy of <br />routing sheet and copy of cover memo if one was written. <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and some grant *PWM/POS Financial Analyst handles some grant processes. <br />