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Contract & IGA Check List
<br />This pink sheetls/hould be at the front of each,contracdamendment to show status of,contract/amendment
<br />Contract __1 ~ToZ or. Amendment # (Use a new checklist form for each contract.& amendment) k,.
<br />Contract Type: 04GA ❑,Prof/Personal Services 0 TraderService.. 0 STA/STB/STC , ❑.Revenue, ❑ Other
<br />Contract Manag'er/Project Manager's Name:
<br />1 Contract,Mariagerworks. with Finance for ❑ RFB, ❑:°RFP, ❑ RFQ (contracts.>$5,000)
<br />2 Determines funding: ❑ Capital Project GJN _ Acct Code:
<br />{ '0 Revenue ❑ ,Operating Funds Acct Code:
<br />Cont ct'Administrator's"Name: KrisAanderud
<br />3 ' Issue contract number w/ name& description. 0 Set up contract file -with label.,❑ Set up.electroriicFfile y
<br />4 .Record contract/amendment # (A 1,A2) on spreadsheet (IFinance&AdminICONTRACTSConrracrslContracis by Year.xls)
<br />5. - Add contract to.contract tracking system record routing. for the following irarisactions (ceonhhelcontracttracking) . ject
<br />u contr ld Users.IStart, gr
<br />PON ± (i MenuWroigramsoC rpora e gApp4cationstCO1VRAJ~ (2 using,
<br />l --'Lane p ,County3 _ oo 8act using
<br />i
<br />pies) or set p ,
<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,Proje'ct Manager; prepare & attach transmittal letter (LOT) w/ insurance requirements, add
<br />"sign ere". stickers to contract'& forward alh copies to Contractor for signature. 6CdocslContractslFormsl)
<br />10 Up return of originals from contractor prepares contract routing form 6Cd6eilContractslFormsl) = .
<br />YELLOWfor operating; ❑ GREEN for capital. Make 2 copies:. 1 w/ contract to'CRO;1 POS/PWM f le
<br />D Cover. memo REQUIRED for all POS contracts & all contracts'for. Kurt,or Dennis! s-signature.'.'
<br />11.E A routing:slip (yellow 1/4 slip)A ith notation as to who eeds to initial/sign:
<br />2?roid' Manager (Initials), 8'DivisionManager ( nitials or $ignatura) ,X1 1 Z-
<br />12.' Place in red Plactic numbered/signature file & record on spreadsheef. (IFinancedtAdminICONTRACTSIRed
<br />Numbered Folders.xls) ,
<br />Whemfile received-back, forward-as.required (without red folder) -.first to Karen Loy, PW.-Admin..
<br />1-1 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 ?$100;000 or an :IGA, forward to PW Director for init' is & WA'fo'rwards to
<br />City. Manager's Office for si 'tore: :Record date of transmifta Co act -Tracking System.
<br />''04 14. "Print" a copy of ❑ contract signed contract; amendment -OT' inx.pd f forniat & place in contract .
<br />folder: (1CdocslContractsV007=#
<br />INSURAN E
<br />15.` Review,insurance ; requirements w/. Contract Manager. Modifications require HRR3 pre-appr`ovaG
<br />.16. = Request insurance information from Contractor:
<br />17..< : Scan insurance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS for, approval
<br />18.. Record insurance expiration dates in Contract Tracking system. (ceonlinelcontracttracking)
<br />Other follow-up;
<br />DIST IBUTION: `'(When contract is signed by both parties)'
<br />20 Contract Administrator: ❑ Scan signed contract with:routing sheet (.pdf). File originals and note electronic
<br />folder. location. Include on top of contract this flow chart/checklist along with a,finan . cialapreadsheet
<br />i
<br />21 Contract Manager: Entail note the. contract has been fully executed *and location of. files, including contract pdf
<br />22:. Contractor: Mail_orie original contract with letter of transmittal (Lane County getsAwo copies).. _
<br />Sr'Office `Supervisor: Review and authorization (prepare envelop for Purchasing/CRO .or, PW Admin/CRO)
<br />❑ For operating contracts (yellow sheets); mark "Purchasing" and "CRO" on bottom of routing sheet & send
<br />
<br />_w/ original contract in the, pony. ' Purchasingwill process PO's & forward the contract to, the CRO.
<br />b For.capital jects (green), ark &,send to PWA: (See separ to checklist for pr 'ect°processing details )
<br />SOA~
<br />ee s parate f im for CAPITAL OJECIT,pro essing instructio s jGJN s)
<br />*PWA handles both,capital'$ and some grant *PWM/POS Financial Analy andles operating $,'some capital $ & some grants.
<br />ContiactP'ro c`essCheckl i st. doc
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<br />9/19/2006
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