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i Contract & IGA Check List <br />ment to show R us of contract/amendment <br />This pink sheet should be at the front of each contract/amend <br />Contract or Amendment # (Use a new checklist form for, each contract amendment) <br />Contract Type: A ❑ Prof/Personal Services ❑ Trade Service ❑ STA/STB/STC I] Revenue ❑ Other. <br />Manager/Project Manager's Name: 0 Ll-C1td-L <br />Contract <br />1,.. ; Contract Manager works with Finance for. , ❑ RFQ (contracts >$5,000) <br />2,. Determines funding: ❑ Capital Project GJN Acct Code: <br />0 Revenue ❑ Operating'Funds: Acct Code: <br />Contra t Administrator's Name: Kris Aanderud <br />Issue contract number w/ name & description. ❑ Setup contract file with label. ❑ Set up electronic file: <br />to A <br />- <br />4 <br />Record contract/amendment # (Al, A2) on spreadsheet (IFnnance&AdmtnICONTRACTSContracrslContracts by Year.i1s) <br />, <br />. <br />Lob <br />5 <br />Add contract to contract tracking system & record routing for the following transactions.(ceonltnelcontracttracking) <br />, <br />6,: t, bq - <br />Work with project manager to create contract usingCONRAX program (C: (Documents and SettingslAll UsersOart . <br />sin <br />t <br />t <br />o <br />g <br />rac <br />u <br />n <br />Menu WrogramslCorporate ApplicationslCONRAA9 (2. originals - Lane County, 3.copies) or set up c <br />& <br />7 <br />vendor's proposal. <br />Review draft contract for insurance requirements, funding source, dates, etc. <br />, <br />g <br />Email completed contract to Project Manager for review, noting. specifics or unusual issues. <br />. <br />„ . g <br />After review by Project Manager, prepare & attach transmittal letter (LOT) w/ insurance requirements, add <br />, <br />"sign here" stickers to contract & forward all copies to Contractor for signature. 6CdocslContractslPormsl) <br />10. <br />Upon return of originals from contractor- prepares contract routing form 6CdocslContractsTormsl) <br />b YELLOW for operating; ❑ GREEN for capital. Make 2 copies: I w/ contract to CRO; 1 POS/PWM file <br />' <br />s signature. <br />❑ Cover memo REQUIRED for all POS contracts & all contracts for Kurt or Dennis <br />11 <br />Add routing slip (yellow '/a slip) with notation as to who needs to initiaUsign. <br />e <br />❑Project Manager (Initials), ❑Division Manager( Initials or Signature) <br />Place in red plastic numbered/signature file & record on spreadsheet. ((Finance&Adm.WCONTRACTYRed <br />13. <br />y i <br />0 <br />Numbered Folders.xls) PW-Admin <br />When file received back, forward as required (without red folder) -first to. Karen Loy, <br />- <br />- <br />❑ if contract involves capital $ with GJN, see back page for routing instructions. <br />~ ~i contract is >$25,000 or an IGA, forward to Public Works Director for signature, or . <br /> <br />rd to PW Director for initials & PWA forwards to <br />GA <br />f <br />14 <br />~ <br />orwa <br />, <br />contract is >$I 00,000 or an I <br />Z City Manager's Office for si ture. Record date of transmitta in Contract Tracking System. <br />"Print" a copy of ❑ contract signed contract 0 amendment RoRF OT in pdf format & place in contract <br />. <br />- <br />folder. 6CdocslContracts12007-# <br />INSURANCE: <br />- 1 Review insurance requirements w/ Contract Manager. Modifications require HRRS pre-approval. <br />16. <br />Request insurance information from Contractor. <br />an insurance certificate(s) & email certificate(s) and contract to Cathy Joseph, HRRS for approval <br />S <br />17. <br />18. <br />c <br />Record insurance expiration dates in Contract Tracking system. (ceonlinelcontracttracking) <br />: <br />llow-u <br />f <br />Ot <br />19. <br />p <br />her <br />o <br />B~UTION: (When contract is signed oth parties) <br />DIST It-I <br />signed contract with routing sheet (.pdf). File originals and note, electronic <br />r: can <br />inistrat <br />t Ad <br />~ <br />20. x- . <br />. <br />o <br />m <br />Contrac <br />folder location. Include on top of contract this flow chart/checklist along with a financial spreadsheet <br />executed and location of files, including contract pdf . <br />full <br />b <br />h <br />.21'.. <br />y <br />een <br />as <br />Contract Manager: Email note the contract <br />ntractor: Mail one original contract with letter of transmittal (Lane-County gets two copies) , <br />C <br />22 <br />23 <br />o <br />Office Supervisor: Review and authorization (prepare envelop for Purchasing/CRO or PW Admin/CRO) <br />Sr <br />, <br />. <br />❑ For operating• contracts (yellow sheets), mark "Purchasing" and "CRO" on bottom of routing sheet & send <br />will process PO's & forward the contract to the CRO. <br />Purchasin <br />h <br />i <br />g <br />e pony. <br />n t <br />w/ original contract <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) <br />*PWA handles both capital $ and some grant *PVR"OS Financial Analyst handles operating $,.some,capital $ & some grants. <br />ContractProcessChecklist.doc 9/19/2006 <br />I <br />