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<br />p Contract &IGA Check Lis
<br />This: ink sheet should b'et the front of each contract/amendmentto show~tatus.of contract/amendment.
<br />Contract 13 or Amendment
<br />' -se a new"checkiist form for each contract &amendment)
<br />-7 -77
<br />Contract Type: 0-10A ❑ Prof/Personal Services ❑ 'Trade Service ❑ STVSTB/STC ❑ Revenue ( Other
<br />Contract Manager/Project-Manager s hame: ~-f ~
<br />l " . , Contract Manager works with Finance for ❑"RFB, ❑ RFP, ❑ RFQ (con6acts;>$5,000)
<br />2. Determines funding Capital Project GJN " Acct Code:
<br />❑ Revenue ❑ Operating Funds:, Acct Code.
<br />Contract`Administrator. s Name: Kris Aanderud
<br />3. Issue contract number w/ name & description p Set up contract file with label. Q Set up electronic file.
<br />4. Record. coptract/arriendment # (A1, A2). on spreadsheet (IFinanceBcAdminICONTRACTSContractslContracts by;Year.xls) `
<br />`5,. Add contract to contract tracking system.& record routing for'the following transactions (ceonltnelcontracttracking)
<br />. 6.. ` Work with project manager to create contract using CONRAX program (C.•IDocuments and'SettingsWl Us ' S tart
<br />ers
<br />Menu lProgramslCorporate ApplicationslComyA (2 originals Lane County, 3 copies) or set up contract using
<br />vendor's proposal:
<br />7. Review draft contract for insurance requirements, funding source,.dates, etc.'
<br />8 Email completed contract to Project Manager for review, noting`specifics or unusual issues.
<br />' 9 . , After review by ProJect Manager, prepare attach .transmittal letter LOT) w/ insurance requirements; add
<br />sign here', stickers to contract & forward all copies to Contractor for signature. 6Cd6cslContractsTormsl)
<br />10. = .Upon return of originals ;from-contractor prepares contract routing,form 6CdocAdontractsTormslj .
<br />❑ YELLOW: for, operating; ❑ GREEN for capital. Make 2'copies:'l.w/contract to CRO; l POS/PWM file
<br />❑ Cover memo REQUIRED for, all"POS contracts & all contracts, for Kurt or Dennis's=signature:
<br />" 11. Add routing slip, (yellow 1/4 slip) with notation as to who needs to initial/sign.
<br />11 Project Manager (Initials);,,❑Division Manager ( Initials or Signature). -
<br />12:,' Place in red.plastic numbered/signature file & record'on spreadsheet: (IFinance&AdminICONTRACTSIRed
<br />Numbered Foldersals)
<br />13:. When file received back, :forward' as required (without red folder) = first to Karen Loy.' PW-Admin.
<br />❑ if.contracf involves capital $ with GJN, see back:page for ro'utin&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 date`of transmittal in Contract Tracking System.
<br />14 "Print ":a copy of ❑ contract ❑ signedcontract ❑ amendment ❑ RF.0 LOT in pdf format & place in contract
<br />° folder. 6CdocslContracO12007 # ...f `
<br />INSURANCE.
<br />15. Review insu'rancerequireme'nts w/ Contract Manager. Modi, jications. require HRRS pre-approval:
<br />16. Request insurance information from Contractor., ,
<br />17:.'s Scan insurance certificate(s)4 email cer'tificate(s).and contract to Cathy. Joseph,'HRRS for approval
<br />18;, Record insurance expiration dates iri.Contract,Tracking system. (ceonlinelcontractirackin~
<br />19.. Other follow=up:
<br />pis ]k ' UTION: (When contract is-signed by both parties)
<br />Adminitrat
<br />20: Contract or: O Scan si ed' contract with r n
<br />✓ gn outing sheet (.pdf) File originals and note electronic
<br />` folder, location. Include, on top of contract this flow; chart/checklist along with a financial spread"sheet
<br />21. Contract Managen Email note the contract hasbeen fully executed and.location of Piles , including contract pdf
<br />~22. ' Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies)
<br />/try 23: Sr.. `ffice Supervisor: Review and authorization (prepare envelop for Purchasirig/CRO` or PW Admin/CRO)
<br />or operating contracts (yellow sheets); markPurchasing and CRO on bottom~bf routing sheet &'send, ,
<br />w/ original contract in'the pony., Purchasing will process PO's &forward the contract to the CRO
<br />❑ For, capital projects (green), mark & send to PWA: (See separate checklist for project processing details.)
<br />. S '
<br />*See separate i?r ibr CAPITAL PROJECT processing instructions (GJN's)
<br />'"PWA handles both capital $ and some grant *PWM/POS Financial Analyst. handles operating`$, some capital $ &'some
<br />`grants.
<br />Conti'actProcessChecklist.doc
<br />' 9/19/2006
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