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~ Contract & IGA Che_ ck List <br />This ink sheet should be at the front of each contract/ m • <br />P . a endment to show status of contract/amendment <br />Contract ~(I(l~®'"✓f or Amendment # (Use a new checklist form for each contract* amendment) , <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service. STA/STB/STC b Revenue Other ' <br />M.1~-. . . <br />on <br />tract Manager/Project Manager's Name: 6K„011 4 <br />l . Contract Manager works with Finance for ❑ RFB ❑ RFP.,❑ RFQ (contracts >$5,000) <br />T 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. ❑ Set up contract file with label. ❑ Set up electronic file. <br />4. 'Record contract/amendment # (Al, A2) on spreadsheet 6Finance&AdminICONTxACTSConrracts,fCoiitracts by Year.zls) <br />5. C>'_10 Add contract-to contract tracking system & record routing for the following transactions (ceonllne~contracttracking) <br />6. Work with project.manager to create contract using CONRAXprogram (C:Obcuments and SettinksWll Usersl&art <br />Menu WrogramslCorporate ApplicationslCONW (2 originals.- Lane County, 3 copies) or set up contract using <br />vendor's proposal. . <br />T. 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 transmittalletter (LOT) w/ insurance requirements, add <br />"sign here" stickers to contract & forward all copies to Contractor for signature. 6CdocslContractslFormsl) <br />10.10 - ' Up return of originals from contractor prepares contract routing form 6CdocslContractslFormsl) <br />LLOW for operating; ❑ GREEN for capital. Make 2'copies: 1 w/ contract to CRO; 1 POS/PWM file <br />❑ Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11. Addd uting slip (yellow 'I/ slip)~~dth notation as to who needs to initi /sign. <br />C~roject Manager (Initials), 5111vision Manager ( Initials or Signature). <br />12. A( K Place in red plastic numbered/signature file & record on spreadsheet. .(IFinance&AdmWCONTRACTSIRed <br />• 1'T Numbered Foldersals) <br />13. When file received back, forward as required (without red folder) - first to Karen Loy, PW-Admin. <br />❑ if contract involves capital $ with GJN, see back page for routing instructions. <br />❑ if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or❑ if contract is >$I 00,000 or an IGA, forward to PW Director for initials & PWA forwards to <br />❑ City Manager's Office for si ure. Record date-of transmitta in Contract7racking System. <br />14. "Print" a copy of e contract signed contract ❑ amendment RF D LOT in .pdf format & place in contract <br />folder. 6CdocslContractA2007-4 <br />INSURANCE:. <br />15. Review insurance requirements w/ Contract Manager., Modifications require. HRRS pre-approval <br />.16. Request insurance information from Contractor. <br />17. Scan insurance certificate(s)_& email certificate(s) and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates in Contract Tracking system. (ceonlinelcontracttracking) <br />19. Other follow-up: <br />DISTRIBUTION: <br />(When contract is sign by both parties) <br />Contract Administrator: can si ned contract with routin she <br />g g et (.pdf). File originals and note electronic <br />folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />. 21. Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf <br />22. Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. Sr. Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW A"dmin/CRO) . <br />2'For operating contracts (yellow sheets),. mar 6ka51ng and "CRO on bottom of routing sheet & send <br />toriginal contract in the pony. Purchasing wil process P s & forward the contract to the CRO.. <br />❑ For capital projects (green), mark & send to PWA. (See separate checklist for project processing details.) <br />*See separate form for CAPITAL PROJECT processing instructions (GJN's) <br />*PWA handles both capital $ and some grant, *PWM/POS Financial Analyst handles operating some capital $ & some grants. <br />ContractProcessChecklist.doc 9/19/2006 <br />i <br />