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0 Contract & IGA Check List <br />This pink sheet should be at the front of each contract to show status of contract <br />Contract,2 6z)i, -or) Y-1 7 or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC : ❑ Revenue O er <br />Contract Manager/Project Manager's Name: ~g 4 R <br />1. 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 />Con r ct Administrator's Name: Kris Aanderud <br />5. Issues contract number and name and sets up Contract file with label. <br />6. Z record contract or amendment # (A1, A2, etc.) on the Contract-list-by-year spreadsheet. <br />7. S Add 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 ounty, <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, dds <br />"sign here" stickers to contract & forwards all copies to Contractor for signature. Put copy of transmitt l letter <br />in file for documentation. <br />12.(P Upon return of originals from contractor prepares contract routing form. Cover memo REQUIRED for all <br />POS contracts & all contracts for Kurt or Dennis's signature. <br />tCAELLOW for operating; ❑ GREEN for capital. <br />13. Place in red plastic numbered/si~g}ature file & record on the Red Number spreadsheet. <br />oject Manager (Initials), RDivision Manager ( Initials or _~Signature) <br />14. When file received back, forward as required (without red folder) - first to Karen Loy, PW- dm in. <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 >$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 />INSURANCE: <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 />DISJRIBUTION: (When contract is signed by both parties) <br />20. Contract Administrator: File original contract, transmittal letter, routing sheet <br />G- Include in front of file thishow chart/checklist along with a financial spreadsheet <br />Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />5 Purrp asing/CRO: Make 3 copies of the routing sheet: YELLOW for operating; GREEN for capital. . <br />O'For operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & end <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 detail <br />23.5 -~5~ontract Manager: Copy of contract, routing sheet, & transmittal letter (or email,;that E-files are availabl ) <br />aZ4.5 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 />