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. <br />Contract &-IGA;Check List <br />This pink sheet should.b the front of each coiitract/ammdment to show status <br />of contract/amendment <br />Contract. 53 - or Amendment # (Use a new checklist form for each contract & amendment) <br />~i-r-+ L. <br />ContractType: D IGA ❑ Prof/Personal Services, O' Trade Service El STA/STB/STC L7-Revenue ❑ Other <br />Contract 1VlanagertProject Manager's Name: cc.` 6` <br />1. Contract Manager works with Finance for ❑ RFB, ❑ RFP❑ RFQ .(contracts >$5,000). <br />51: _77, <br />Determines funding: , Capital Project GJN J Acct.Code <br />11 Revenue ❑ Operating Funds: Acct Code: <br />y. <br />Contr t. Administrators Name.-, <br />Kris Aanderud <br />3.. Issue eontract.number w/ name'& description: 0 Set up contract file with label ❑ ,Set up electronic file ° <br />4.. ~ cRecord.contrac/amendment # (AI, A2) omSpkeadsheet (IFinancec&AdminICONTR4CTSContracts.IContractsbyYeanxls) <br />5. ° Add contract to•contract tracking system!& record'.routing for the following transactions (ceonhh lconiracurackn~ <br />6 Work with ~projectmanager to create contract.using CONRAX program (C. (Documents and SetttngslA11 UserAkdrt <br />~MenulProgramslCorporate ApplicationslCONRAA) (2 originals - Lane County, 3 copies) or set up;confract using <br />vendor's proposal: <br />7. °Revie W draft contract for insurance requirements, funding ource, dates, etc. <br />8 Email completed contract o 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.:i6CdocslContractsTormsl) 3 <br />10. Upon return of originals from contractor prepares contract routing form (1CdocsleontractslFormsl) . a Id, YELLOW for operating; GREEN for capital. 1Vlake 2:copies: 1 w/ contract.to <br />CRO; 1 POS/PWM file <br />r Cover rhem6AEQUIRED for. all POS contracts & all contracts for Kurt or Dennis's signature. <br />1"l.:.. Add:routing slip (yellow''/a slip), with notation as to who needs to initial/sign. <br />❑Project Mana er (Initials), ❑Division'Manager( <br />Initials or Si nature <br />12..: Place in.red plastic numbered/signature file & record on spreadsheet. ((Finance&Adm~nICONTRACTSIRed <br />Numbered Folders:xls). <br />13 ' When file received back, forward as'reuired (wrthout_red folder) first to, Kare' Loy, PW-Admin. <br />, <br />❑ ifcontract involves capital $ with GJN, see back page for routing.instructions.,❑ if, contr'act is >$25,000 or an IGA, forward to Public. Works Director for signature, or <br />❑ if ~ntraetg >$,100 000 or an l A forward to PW Director for, initials &•PWA forwards'to . <br />Office ntractr si signed a.c ontractsamendmenmi i ❑ LOT it Tracking System <br />14 Prriint a oa of ❑ , <br />PY F n pdf formaf & place, in contract " <br />folder. 6Cdocs l Contracte120074'...) <br />INSURANCE: <br />15. Review. insurance requirements w/ Contract Manager'. 1~Modifications•• require HRRS pre=approval , <br />16. Request insurance information from Contractor. <br />17 can insurance certificate(s) &;email certificate(s). and contract to Cathy Joseph,•HRRS-for approval <br />.18, Record'insurance expiration dates in Contract Trackingsystem. (ceonlinelcontracttrackin~ <br />19 ' Other, follow-up: <br />DIST BU ION:(When contract is sig by both parties)' <br />20: Contract Administrator.. Scan signed contractwith routin `sheet d File on -mals.and' note <br />g (p fl g. electronic <br />21 talong With a financial spreadsheet <br />Contractfolder location. Include Include Email on to note the of contract contract this has flow been c fullhart/cecklish <br />ed and location.of.flles, including contract pdf <br />22 .Contra or: Mail one original contract with letter of transmittal (Lane.Coun gets-two copies) <br />ty <br />r <br />23. Sr. Ace Supervisor: Review,and authorization (prepare envelop foT.Purch"ing%CRO or PW Admin/CRO) <br />or operating contracts (yellow sheets), mark "Pusin "'and 'CRO" on bottom of routing sheet send <br />w/ original 'contract in the. pony. Purchasing will process PO'sl& forward, the contract to the.CRO. <br />❑ For capital projects (green), mark & send to PWA. (See separate checklist for proiectprocessing details:) <br />*See separate form for CAPITAL PROJECT processing instructions (GJN's) <br />*PWA handles both capital $ and some grant *-PWMIPOS Financial;Analyst=handles operating some capital $ & soinegrants <br />Contract Process Check w.doC <br />. _ . :s 9/19/2006 I, <br />. <br />. <br />