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Contract,& IGA Check List <br />This pink sheet should be at the front of each contract/amendment to show status of contract/amendment <br />Contract 2CX6 - Sbi{'a or Amendment # (Use a new checklist form for each contract & amendment) <br />Contract Type: ❑ IGA ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC ❑ Revenue 0 Other, <br />Contract Manager/Project Manager's Name. i2A y" V\ 01 a c <br />1. Contract Manager works with Finance for.❑ RFB ❑ RFP ❑ RF <br />Q (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project. GJN Acct Code: <br />❑ Revenue ❑ Operating Funds: Acct Code: <br />o <br />ContT41, dministrator'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 # (A 1, A2) on spreadsheet (IFinance&AdmWC0NTRAC7SContracislContracts by Year.zls) <br />5. c5l 7-, Add contract to contract tracking system & record routing for the following transactions (ceonltnelcontracttracktng) <br />6. Work with project manager to create, contract using CONRAX program (C: IDocuments and SettingslAll UserslStart <br />MenuWrogramslCorporateApplicationslCONRaq (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. 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. 6U=o ContractslForntA) <br />10. Ups return of originals from contractor prepares contract routing form 6CdocslContractslFormsl) <br />,B'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: Addf Iting,slip (yellow '/a slip) with notation as to, who needs to initial// ''gn. <br />( reject Manager (Initials), ~3ivision Manager ( Initials or Signature) <br />12. Place in red plastic numbered/signature file, & record on spreadsheet. 5 (IFinance&AdminICONTRACTSIRed <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 />❑ if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or. <br />❑ if contract is >$100,600 or an IGA, forward to PW Director for initials & PWA forwards to <br />❑ City Manager's Office for signature. Record date of transmittal in Contract.Tracking System. <br />14. "Print" a copy of ❑ contract ❑ signed contract D amendment ❑ RF D` LOT in pdf format & place in contract <br />folder. 6CdocAContracts00074 a <br />67 <br />INSURANCE' <br />15. Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approval <br />16. Request insurance information from Contractor. <br />17. Scan insurance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS for approval <br />18. Record insurance expiration dates in Contract Tracking system..(ceonlinelcontracuracking) <br />19._ Other follow-up: <br />" DIST IBUTION: ;(When contract is signed by both parties) <br />20., Contract Administrator: ❑ Scan signed contract with routing sheet (.pdf). File originals and note electronic <br />folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />21 Contract Manager: Email note the contract has been fully executed and location of files, including contract pdf . <br />22. Contr or: Mail one original contract with letter of transmittal (Lane County gets two copies) <br />23. Sr. We Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />Fo"r operating contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />w/ original contract in the pony. Purchasing will process PO's & forward the contract to the CRO. <br />I~/$ ❑ Ftal projects (green), mark & send to PWA.. (See separate checklist.for, project processing details.). <br />1 SPr~~lj ~~U <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 />ConiractProcessCheckhst.doc 9/19/2006 <br />