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Contract &,I6A Check List
<br />This'pink sheet should b"e~t the front of each contraci/aniendment to show tus of contract/amendment
<br />Contract or Amendment # (Use a new checklist form for each contract & aerie ent) ,
<br />Contract. Types D IGA l] °Prof/Personal Services D Trade Service ❑ STA/STB/STC Revenue. Other
<br />Contract , , _ , ✓
<br />Manager/Project Manager's Name: (.(llc.(GC.X(
<br />1; ; < Contract -Manager works with. Finance for ❑ RFB, ❑ RFP, ;p' RFQ {contracts °>$5,000)
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<br />2: °Determines funding: -0 Capita[Project GJN Acct Coder
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<br />` ❑ Revenue Operating Funds: Acct Code
<br />Contract A ininistrator's,Name Kris Aanderud
<br />3.. Issue con-tract .number w/ name & descriptiori.,.~ S'et'up `contract file"with label..[Aet up electronic file.-
<br />4. Record,coritract/amendment A (Al, A2) on spreadsheet 61Findhce&AdminICONTRACTSContractslContracts,by Year,xls)
<br />b,*,' Ad'd,coritract to, contract tracking system & record routing for the following transactions (ceonlin0contracmacking) 6. Work, with' project manager to create contract, using CONRAX
<br />program (C [Documents and SettingslAll UserslStart
<br />MenulProgramslCorporate:ApplicationslCONRAXq (2 originals = Lane County, 3 copies) or'set up contract using: ,
<br />:vendor-'s :proposal:
<br />` 7. Review draft. contract for insurance requifements, funding source; dates ;`etc.
<br />Email completed contract to Project Manager for review, noting specifics or unusual issues.
<br />9.. .After review by Projectlvlanager, prepare& attach transmittal letter (LOT) w/ insurance' requirements, add
<br />"sign here" stickers to contract & forward ail copies to Contractor for signature. ( CdocslContractslFormsl)
<br />10. Upon return of originals from ,contractor, preres`contractrouting form (ICdocslCoritractslFormsl)
<br />❑ YELLOW for operating; ❑ GREEN for.capital.,,Make:2 :copies: 1 w/ contract to CRO; I POS%PWM° file .
<br />Cover memo REQUIRED for alt POS contracts.& all contracts for Kurf"or Dennis's'signature.
<br />1 T. < Add routing -slip (yellow°'/4 slip) with notation as to whd needs to initial/sign.,
<br />Project Manager (Initials),-ODivision.Manager I. itials'or Signature) ,
<br />12.: Place in red "plastic if bered/signature file &'record on.spreadsheet. (IFinance&AdminICONTRACTSIRed'
<br />Numbered Folders:xls)
<br />13. ` . - Wl en file received back, forward as required` (wrthout.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 >$25,000 or an IGA, forward to Public Works Director for signature, or
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<br />if contract is >$I00,000 or an IGA, forward,to PW Director-for initials &.PWA forwards to°
<br />❑ Ctty Manager s Office for signature. Record date of transmittal in C ontract .T
<br />14. "Print". a co of pcontract ❑.si ned. contractamendmentracking System.
<br />pY g
<br />LOT in .pdf format & place in contract
<br />2S
<br />;folder. (1CdocslContracts12007-#
<br />15 RevieW insuran ce.requirements w/ Con 1tract.Manager:- Modifications require H)iRSpre-approval.
<br />16. w , Request insurance information from Contractor..
<br />' 17. Scan. insurance certificate(s) &.email certificate(s) and;contract.to Cathy Joseph; HR:RS for approval
<br />18. Record insurance expiration dates, in Contra ct`Tra' Urig system. (ceoWinelcontracttrackinp)19. Other. follow up
<br />DISTRI~UtTION: (When contract is signed by both parties)
<br />20.~ Contract-Administrator: ❑ Sc`an 'signed ;contract-with routing-sheet (pdf) -File originals and-note electronic
<br />folder location,. Include on top of contract this.flow chart/che'cklist along With arfinancial.spreadsheet fl
<br />21 g /`I Contract lvlanager: Email note the contract has been fully executed and location of files, includiri ontr 't pdf
<br />original contract with letter of transmittal (Lane County, gets two, copies)
<br />22. ;Contractor: Mail one
<br />Admin/CRO)
<br />Sr `Office Supervisor: Review and authorizpaation (paree envelop for Eurchasing7CR0 or PW
<br />❑ 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 />p p re ) ( p p oject processing details )
<br />❑ For ea ital rojects.(g en , mark- & send to PWA:, See se crate checklist fo`r r
<br />*See separate form'for CAPITAL PROJECT processing instrdctions~(GJN's)
<br />*PWA handles both capital $ and,some`grant ;;*PWM/POS Financial Analyst handles operating some, capital & some grants.
<br />9/19/2006 ~
<br />ContractProcessChecklisfdoc . .
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