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' -.Contract & IGA Check ]List <br />This pink shed ould be at theTfront o each contract to IM' status o` contract <br />Contract- "dUr'Amendment # (Use a new checklist form for each contract & amend nt) <br />Contract Type pIGA OProf/Personal S6rvbes 0Trade Service 0' STA/STB/_UC er <br />QRevenue 10:0 <br />Contract Manager/Project Manager's Name. ►C~ o <br />1 , 'Contract Manager works with Finance for RFB, RFP, RF 00) <br />Q(contracts>$5,0 <br />2. Determines funding: ❑ Capital Project, GJN Acct.Codes: j <br />o Revenue o Operating Funds:', Acct Codes " <br />3. Workswith Contract Admin. to develop contract using CbNRAX, vendor's scope of work andPu l'ic <br />Works°routing sheet, Request Contract Manager to°write cover memo at this time . <br />4. Work'.with`Contract Admin. to review 'insurance requirements 'Modifications require HRRSpre-a roval. <br />5 -E=maiLor g gives draft contract to -Contract Administrator for reviekv` <br />- <br />6. Contract Administrator cbtains written or" e-mail HRRS approval 'on any insurance modifications <br />Contra t . Aministratoi's Name: Kris Aan <br />derud <br />7. Issues contractnumber and name' and sets up'.Contract file with label I ; <br />_ x <br />8 Record contract or amendment# (Al; A2, etc )Aon"the`Contractlist,by-year"spreadsheet <br />9 Add- contract"to the contract tracking system Record routing for each transaction that folbws ' . <br />10. ` " Works with project manager to create contract using CONRAX programs (Minimum' 3 originals L e <br />County, 4:copies ) or sets up contract.usmg vendois:proposal. <br />11 Reviews draft contract for insurance requirements; funding source, dtes, etc <br />12: outes,or a-mails completed contract to'Project Manager for review . <br />13 a After review by Project Maager,prepares and attaches transmittal' letter w~nsurance requirement adds <br />"sign here" stickers to contract& fo"rwards:all: copies to Contractor for signature, Put copy of trans `ttal <br />letter m f 1e for documentation <br />14 Upon return .of originals from contractor prepares contract muting forma YELLOW for operating, REE1V <br />for capital. 'Cover memo REQUIRED. for all`POS contracts& all contracts for Kurt or-Dennis's si ` ature ' <br />15 Place in red plastic numbered/signature.file and route tooProject Manager, oDiv <br />vision_1Vlanagerfor <br />initialssignature . Record location of routing folder~on the Red Number spreadsheet <br />When file received back o if contract involves capital $with G_ JN, see back"page for routing instructions.; ` <br />if contract is >$25,000 or an IGA,,f)rward to Public Works Director for signaturg or <br />if contract is >$,l 00,000 or an,IGA,` forward to PW, Director. for initials& PWA-forward to <br />❑Gity,Manager's Office for signature. Record location of routing folder on the Red Number.sprea beet <br />JIN <br />Prepa <br />re insurance requirements checklist make copy of certificate's and contract piges for backup d <br />-forwardon_to HRRS,`Attn:`CathyJoseph' Record insurance expiration dates on-insurance trackmgsheet <br />Othe'r..follow-up ` <br />r ir~.o d c-,,NC Gr C, <br />DISBU3ION: When,contract is signed by both parties: <br />20: Z S Contract Administrator- File original 'contract transmittal letter routing ' sheet „ <br />t <br />Include in front of f le this flow chart/checklist along with a frndncial spreadsheet <br />21. Contractor.; Mail one. original. contractwith letter of .transmttal..(Larie County;gets tvo copies) : - <br />22:" n /CRO: Make 3 copies of the',routing sheet: YELLOWfor oP` eratin GREEN or ca ital <br />. <br />' <br />send w/ o , a inal , ontra t in the 111, onhe Purchasin"Pwih a process & forward theb otI , , of routing shed <br />g pony. g P ntract to the CRO <br />13 For capital ro`eas green mark & s' d:to PWA. The ,will process see back of checklist for d tails <br />23 ~55 .Contr"act Manager Copy of contract; routing'sheet, &-transmittal letter (or email that'E files are avai [Able)," <br />v24. PW;Director Assistant (Attn: Karen Loy)If contract was signed by Division Manager only; send copy of <br />routing sheet and copy ofcover memo if one was written." : j <br />*SEEPAGE TWO FOR CAPITAL PROJECT PROCESS ~INSTRUCTIbN <br />*PWA handles both capital $ and.some grant $ *PWM/POS Financial Analyst.handles some grant processe~. } <br />P:\CONTRACTS\FORMS\Information&Process\contract: rocess,checklist.doc { <br />