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Contract & IGA Check List <br />This pink sheet should be "at the front of each conltract%amendment to show status of contract/amendment <br />Contract 42 OY) q QLJW or Amendment # <br />1 (Use a new checklist form for each contract & amendment) <br />'Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC ❑ Revenue ❑ Other <br />Contract Manager/Project Manager's Name: , <br />I . Contract Manager works with Finance or RFB, ❑ RFP, ❑ RFQ (contracts >$5,000) <br />2.. Determines funding: ❑ Capital Project GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />Conti t Administrator's Name: Kris Aanderud <br />3. [z Issue contract number w/ name & description. ❑ Set up contract file with label. ❑ Setup electronic file. <br />4. U - Record contract/amendment # (A1, A2) on spreadsheet (FFinance&AdminICONTRACTSContractslContracrs byYear.x'!s) <br />5. Add contract to contract tracking system & record routing for the following transactions (ceonline~coniracttracking). <br />6. Work with project manager to create contract using CONRAX-program (C:IDocuments andSettingsull UsersOart <br />MenuWrogramslCorporate ApplicationACONRAA9 (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. al 10 Email completed contract to Project Manager for review, noting specifics or unusual issues. <br />till After review by Project Manager, prepare & attach transmittal letter (LOT) w/ insurance requirements, add <br />n "sign here" stickers to contract & f rward all copies to Contractor for signature.; 6CdocslContractsTormsl) <br />1'0. Upon return of originals from c tractor prepares contract routing form 6CdocslContractsWormsl). <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. A0 routing slip (yellow 1/4 slip)'rth notation as to wh needs to initial/sign. <br />ZProject Manager (Initials), BDivision Manager Initials or Signature) <br />12. Place in red plastic numbered/signature file &'record on spreadsheet. (IFinance&Adm *n CONTRACTSIRed <br />Numbered Folders:xls) <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 />contract- is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />f contract is >$100,000 or an IGA, forward to PW Director for initials & PWA forwards tp <br />city Manager's Office for signature. Record date of transmittal in Contract Tracking System. <br />14. "Print",a copy of ❑ contract ❑ signed contract ❑ amendment ❑ RF ❑ LOT in pdf format & place in contract <br />folder., 6CdocslContracts00074 - <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: (When contract is signed by both parties) <br />-20: Contract Administrator: ❑ 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:'Erriail 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 Admin/CRO) <br />❑ For 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 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 />ContractProcessCheckiist.doC 9/19/2006 <br />