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;r• <br />Contract & IGA Check List <br />This;-pink sheetshould be at the front"of each coritract/ainendmentto show status:of.contract/amendment' <br />Contract, ~ 1~0 a D gtq 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: <br />1'. Contract Manager works with Finance forn❑ RFB, RFP, D: RFQ (contracts >$5,000) <br />2. Determines funding: 0`Capital Project GJN. Acct Code: <br />❑ .Revenue n Operating Funds: Acct Code: <br />Conti ct' dininistrator's Name Kris Aanderud <br />Issue contract number w/ name & description: ❑ Serup contract file with label. ❑ Set up electronic file..' <br />'4. ' Record contract/amendment # (A1, A2) on spreadsheet6Finance&AdminICONTRACTSContractslContracts;byTear.zls) <br />5 Add contract to contract tracking system & record routing for the following tratisactioiis'(ceonlinelcontracttracking) <br />6.: Work with project ,manager to, create contract using CONRAX program (C: (Documents and SettinksW l Usersl$'tari ` <br />MenulProgramslCorporate'ApplicationslCONRAA9(2,originals - Lane County,! copies) or setup contract using.' <br />vendor's;proposal: <br />~ -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 & att ach transmittal letter (LOT) w/ insurance requirements, add <br />"sign' ere" stickers to contract & forward all'copies to Contractor for signature' 6CdocslContractsTbrmsl) <br />10. Up n return of originals from contractor prepares contract-routing form,6Cdocs1Contracrs1Formsl) <br />YELLOW .foroperating;' 0 GREEN- for capital. Make 2' copies: 1 w/ contract to CRO; 1. POS/PW1VI file <br />O Cover merno~ REQUI~RED'for;all POS contracts & all, contracts forKurt or D'enn s's signature. <br />11'; Add routing slip (yellow''Y4 slip with notation as to who needs'to initiaUsign. <br />❑ProjectManager (Initials), l ivision.Manager ( -'Initials or _ -Signature) <br />12. Place in red plastic numbered/signature,fle & record on spreadsheet. (()7inance&AdininlCUNTRACTSIRed <br />Numbered Foldemxls) <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.: Je <br />❑ if'contract is >$25,000 or an IGA, forward to Public Works Director for.signaturd, or. U pf 49, <br />❑ if contract is 4100,000 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 v.. "Print" a copy-of ❑ contract ❑ signed contract ,U amendment RF ❑ LOT in '.pdf format & place in 'contract' <br />folder. 6Cd6cs1Contrac1s12007-# ...f <br />INSURANCE: <br />15. : Review insurance requirements w/ Contract Manager. `Modifications require HRRS pre-approval' <br />16.. Request insuranceinformation'frorrr Contractor.. - <br />17. Scan insurance certificate(s)'&; email oertifrcate(s).and contract to. Cathy Joseph, HRRS for. approval, <br />18, Record insurance expiration dates in Contract Tracking system. (ceonlinelcontraettracking), <br />19:: Other follow-up: <br />DISTR BUTION: (When contract is signed by both parties). <br />20. ° ContractAdmin strator: El Scan signed contract with routing sheet (pdf). File originals and note electronic <br />folder"location . Include. on top of contract this flowchart/checklist along with a_financial spreadsheet <br />21. Contract Manager: Email' note the'contracthasbeen fully executed,and location of files; including contract pdf <br />-22.-' Contrac or:. <br />23. Office Sa errvpsor original contract with letter of transmittal' (Lane County gets two copies) <br />p iew, and authorization (prepare <br />S envelop for Purchasing/CRO or PW Admin/CRO) <br />❑ For operating contracts (yellow sheets), niark "Purchasing" and "CRO" on bottom.ofrouting sheet & send <br />w/ orr inal contract in the on . <br />g p (g p y Purchasing will. process PO's-& forward the. contract to the CRO:' <br />For ca ital r'teen), mark'& send to PWA. (See separate checklist for project processing details.) . <br />` *See separate form for CAPITAL PROJECT processing instructions (GJN's) ' ' <br />*PWA.handlas both capital $ and some-grant *PWM/POS Financial: Analyst handles ope'rating'$, some.capital $ & some grants. <br />, <br />,w <br />, <br />9/19/20Contrl6tProcesSChecklist:doc 06 <br />