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Contract & IGA Check <br />Thos pank„shrould be ar.the rout,o each contract to sn w status o 0 <br />c n ract <br />Contract VJ or,Amendment.# (Use anew checklist form for-each contract amendment), <br />Contract;Type:;0IGA ❑Prof/Personal.Servbes OTrade Service- O STA/STB/STCi :El.Revenue. ❑ Other <br />Conti tManager/Proiect Manager's Name: <br />Contract Manager works with=Finance for RFB; RFP; RFQ(contracts->$5,000) ' <br />2: Dete Ines funding: ❑ Capital Project- GJN Acct Codes:' <br /> <br />Revenue : ❑ Operating Funds : Acct.Codes: <br />3 - Works with Contract Admin. to develop contract using CONRAX, vendor's seope.of work and Public <br />Works-routing sheet Request Contract Manager to write cover memo at this time. _ <br />4 Work With, Contract Admin..toreviewinsurance requirements Modifications require FIRRSpre-approval. <br />y <br />E-maiLor.'gives draft contract to Contract Administrator for review, <br /> <br />Contract: Administrator cbtains written or e-mail HRRS approval: on any insurance modifications <br />Contr " "A inistrator'sName Kris Aanderud 7 ; Issues co`ntractnumber and name and sets up,.Contract file.with label ~ - <br />8 Record contract or amendment # (Al,'A2,.etc) on 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 program (Minimum`3: originals Lane <br />Coup 4 coPies) or sets uPcontract'using vendors proposal. <br /> <br />11: Reviews draft contract for insurance requirements; funding source; dtes, etc. <br />12. Routes or e-mails.corripleted contracfto Project Manager. for revieyr <br />11 After review by Project Manager,prepares and att aches transmittal letter whnsurance requrrement~s; adds <br />"sign here" stickers to contract& forwards all,:copies to Contractor for signature 'Put copy.'of transmittal <br />letter in file for documentation <br />14: Upon return of originals from contractor prepares` contract routing form YELLOW for operating t aC REEN <br />forcapi tal. Cover memo REQUIRED for, all contracts& all contracts forK -oi Dennis's.signature, ; <br />15. Place in'red plastic numbered/signature file and route tooProject Manager, oDivtsion Man agerfo <br />initiaWsignature.: Record location of routingfolder-on the Red Numbers spreadsheet ' <br />w <br />16. When file received bacl P <br />f contract involves capital: $with'GJN,. see back page for routing instructions. <br />o if contract'is >$2'5,000 or an IGA, firward to-Public,Works Director-for signature or <br />d if contract >$100,01 , <br />or-an IGA, forward toPW Director for nitials& PWA'forward to ' <br /> <br />❑eity Manager's Office for signature., Record location'of routing folder on the. Red Number spreadsheet <br />INSU <br />17. Prepare insurance requirements checklist, make copyo"f certificates and-contract pies for°backup'and <br />t <br />forward on to HRRS, Attn:. Cathy Joseph <br />18. Record insurance expiration dates on insurance tracking sheet <br />19. Other follow-up <br />l <br />DIS VT-ION When contract is signed, by both parties: <br />20.. Contract Administrator File original contract, transmittalletter, routing sheet - <br />Incl ude in front of file This how chart%hecklist along with a f nancial spreadsheet <br />21. Contractor. ail on original.contractwith letter of'transmittal (Lane County g"ets1vo copies) a <br />22.: Purchasin CRO: ke'3, copies of the routing sheet: YELLOW for operating GREENfor capital:. <br />o.For opera mg con racts ()ellow.sheets), mark','Purchasing" and ."CRO° on bottom ofrouttng sheet`& . <br />ects ac t eenh PP~ rchasing A~~ P The~l&forward'the contracttothe CRO <br />. send w/ o g~taln con r <br />❑ F6r cap p (g mark y & y wprocess (see back of check'list for `details) <br />23., ontract Manager. Copy of contract routing sheet, transmittal letter (or email that Ffles. are available) <br />24 PW Director Assistant (Attn: Karen o con ract was signed 6y Division Manager, only,`sendcopy of ` <br />routing sheet and copy ofcover memo if one;was writt <br />en., ; <br />*SEE°PAGE T.WO FOR CAPITAL PROJECT PROCESS' INSTRUCTIONS (GJN) <br />*PWA handles both capital $ and some grant',$ *PWM/POS Financial Analyst handles sotne,graM processe <br />P \CONTRACTST.ORN4S\Ihformation&Process\coiitriict.oroc6ss.ch, cklist doc <br />1 <br />