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k , <br />Contract &`IGA Check List <br />This pink sheet should be at the-front of each contract/arriendment to show; status of contract/amendment - <br />Contract 2009•_C~lt~ . or-Amendment # (LJse a new checkli St form for, each contract & arrtendment) <br />Contract,Type RIGA 13 Prof/Personal Services D" Trade Service E STA/STB/STC ❑ Revenue ❑ Other <br />a^ , <br />Contract Manager/Project Manager's Name: t <br />1. Contract Manager works with Finance for "D -RFB RFP; ,❑'REQ (contracts->$5,000) <br />4 <br />Determines funding: Capital Project GJN Acct Code:.' <br />i <br />❑ Revenue,O Operating Funds:'. Acct Code. <br />Contra t Administrator's Name . Kris Aanderud / <br />3 Issue contract nutnber w/ riame,& description. Set up, contract file with label. Set up electronic file; <br />4: Record co ntract/amendment # (A 1, A2), on spreadsheet (Tinance&AdminICONTRACTSContrdcisiContracts by Year.xis) <br />Add contract to'contract tracking system & record routing for the following` transactions (ceonitnelconrracraackins) <br />; a % <br />6. Work with project manager to create contract using CONRAX program (C1D6cuments and I tingsW 11. Userslstart . <br />MenuWrogramslCorporate ApplicationslCONW ~2' originals - Lane County, 3 copies) onset up contract using <br />vendor's proposal. <br />Review draft contract for insurance re irements; funding source, dates, etc:' <br />8 Email completed'contract to Project Managerfor review, noting specifics or unusual issues: <br />9 After review by Project; Manager, prepare attach transmittal letter (LOT) w/ insurance requirements; yadd <br />"sign here" stickers to contract-& forward all copies,to Contractor for signature. 6CdocslCoritractslFormsl) <br />10. XLLOW for operating; fromcontractor-prepares contract routingform (ICdocslConrractslFormsl) <br />'D GREEN for capital. Make 2 copies; 1 w/ contract to CRO; I POS/PWM file <br />❑ Cover memo REQUIRED for all POS confracts' & all contracts for Kurt or Dennis's signature. <br />11, Add, routing, sli ellow`'/a sli with notation as to who needs to mitiaUsi < <br />❑Project:Manager (Initials), ❑Division Manager ( Initials or Signature) <br />12. Place in red .plastic numbered/signature file & record'on.spreadsheet: (IFinance&AdminICONTRACTSIRed <br />Numbered Folders.xls) <br />13. When file received-back, forward as'required (without-red folder) first to Karen Loy; PW-Admin. <br />❑ if contract involves capital,$ with GJN, see back page for routing instructions:. " <br />❑ if contract is >$25000 or an IGA, forward to Public Works Director for signature, or <br />Wif contract is >$100,000 or-an IGA; forward to PW -Director for. initials & PWA forwards to <br />City Manager's' f ice for signature. ',Record-date of transmt n Contract Tracking System. <br />14. "Print" a copy"o contract ❑ signed contract'0 amendmentEZF 0,10T in :pdf format& place.in contract <br />-folder. (ICdocslContracts.12007-# - <br />INSURANCEi; <br />. 'x,15' Review insurance requirements w/ Contract Manager: Modlficat~ons require.HRRS pre-approvaG <br />16.: Request insurance information from Contractor: <br />17: Scan.insurarice certificate(s)'& email certificate(s) and'.contract to Cathy Joseph, HRRS for approval 18.. Record.insurance.expiration dates in Contract. Tracking system.';(ce'onlinelcontracttra <br />cla4.- <br />19 y Other toil <br />ow-up: <br />DISTR BUTION:: (,When contract is signed by both parttes) <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:how chart/checklist along.with a financial spreadsheet <br />21.. , 'Contract. Manager: Email note the contract has'been fully executed and location`of files, includin contract-pd <br />22.: <br />Contractor: Mail one original contract with letter of transmittal (Lane County gets two 'c0 <br />NP6 L.C <br />23. Sr: Office, Supervisor Review and authorization (prepare envelop for Purchasing/CRO or PW aaAAA(dmin/CRO) <br />li?ofor operating contracts (yellow sheets), mark'"Purchas ing" and "CRO" on bottorn'4routing sheet &,send <br />w/ original contract irrthe pony. Purchasing will process PO's &.forward the:contract'to the CRO. <br />0 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) L <br />*PWA handles both capital $,and some grant *PWM/POSFinancial Analyst, han dles operating some capital & some grants <br />= ContractProcessChecklist.doc <br />9/19/2006 <br />F <br />. <br />% <br />