New Search
This pink sheet should b s of contract/amendment. <br />Contract ~6 j - 6d y5~ or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services Trade Service ❑-STA/STB/STC Revenue ❑ Others <br />Contract Manager/Project Manager's Name: 6- <br />1. Contract Manager works with Finance for 'O Rl`1~ , 0 RFP, ❑ RFQ (contracts >$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. ^v 1Q Issue contract number w/ name & description. ❑ Setup contract file with label. ❑ Set up electronic file. <br />4. Z - V Record contract/amendment # (A 1, A2) on spreadsheet (IFinance& tdminlCONTxACTSContracts.(Contracts by Year.xls) <br />5. Add contract to contract tracking system &.record routing for the following transactions (ceonltne~contracttracking ` <br />6. Work with project manager to create contract using CONRAX program (C: (Documents and SettingsUll UserslStart <br />Menu Wr' ograttislCorporate ApplicationslCONRAA9 (2 originals -Lane County, 3 copies) or set up contract using <br />vendor's proposal. <br />7. Review, ddraft 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: (ICdocslCo?itractswormsl) <br />."10. Upon return of originals from contractor prepares contract routing form 6CdocslContractslForms1) <br />YELLOW `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. Add routing slip (yellow 1/4 slip) with notation as to who needs to initial/sign. <br />❑Project Manager (Initials), ❑Division Manager ( Initials or Signature) <br />12. Place in red plastic numbered/signature file & record on spreadsheet. (IFinance&AdminICONTRACTSTed <br />Numbered Folders.xli) <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 <br />. if contract ii >$100,000 or an IPA, forward to PW Director for i ' als & PWA forwards to <br />❑ City Manager's Office for si ature. Record date-of transmitt in Contract . Tracking System. <br />14. "Print" a copy of ❑ contract' <br />signed contract ❑ amendment RF ❑ LOT in pdf format & place in contract <br />folder.. {I Cdocsl Contracts120074 <br />INS NCE: <br />15.1 Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approval <br />16. Request insurance information from Contractor. <br />. <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 />1.9. Other, follow-up: <br />DISTRIBUTION: (When contractis signee <br />~Wy <br />both parties) <br />204 11 ~C Contract Administrator: C-Scan signed contract with routing sheet (.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 />~-~2. Contractor: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23 Sr.. lice Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />or, operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of 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 />*See separateform 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 <br />t Contract & IGA Check List <br />e'dithe front of each contracdamendment to show ~tu <br />9/19/2006 <br />