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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 or Amendment # (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: _S <br />1 Contract Manager works with Finance for 0 RFl3; 0 RFP, ❑ RFQ (contracts >$5,000) <br />2. Determines funding: ❑ Capital Project GJN Acct Code: <br />0 Revenue 0 Operating Funds: Acct Code: <br />Contra dministrator's Name: Kris Aanderud <br />3. ssue contract number w/ name & description., 0 Set up contract file with label. ❑ Set up electronic file. <br />4. Record contract/amendment # (A 1, A2) on spreadsheet 6Finance&AdminICONTRAC7"SContractslContracts by Year.zls) <br />5.' Add contract to contract tracking system & record routing for the following transactions (ceonlineiconrracurackinx) <br />6. Work with project manager to create contract using CONRAX program (C.-Oocuments and SettingsWll UserAStart <br />Menu WrogramslCorporate ApplicationslCONRAA9 (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: 6CdocslContractslFormA) <br />10. Upon return of originals from contractor prepares contract routing form (1CdocslContractsWormA) <br />P4ELLOW for operating; 0 GREEN for capital. Make 2 copies: 1 w/ contract to CRO; 1 POS/PWM file <br />O Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis's signature. <br />11. Add routing slip (yellow '/a slip) with notation as to who needs to initial/sign. <br />OProject Manager (Initials), ODivision Manager( Initials or Signature) <br />12. Place in red plastic numbered/signature file & record on spreadsheet. (IFinance&AdminICONTRACTSIRed <br />. Numbered Folders.xls) <br />13. /U /15 When file received back, forward as required (without red folder) - first to Karen L W-Admin. <br />0 if contract involves capital $ with 'GJN, see back page for routing instructions. <br />0 if contract is >$25,000 or an IGA, forward to Public Works Director for signature, or <br />0 if contract is >$100,000 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. "Pant" a copy of 0 contract 0 signed contract O amendment 0 RF .0 LOT in..pdf format & place in contract <br />folder. 6Cdocsl ContractA20074 <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 date in Contract Tracking system.- .(ceonlinelcontracttracking) <br />19. Other follow-up: G <br />DISTRIBUTION:, (When contract is signed by both parties) <br />20. Contract Administrator: 0 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. 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 Purchasirig/CRO or PW Admin/CRO) <br />0 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 />O 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 operatingS, some capital $ & some grants. <br />4 <br />ContractProcessChecklist.'doc 9/19/2006 <br />